Legislation 2019

Ambo University Legislation 2019
Ambo University
Legislation
April, 2019
Ambo, Ethiopia
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Table of Contents
List of Tables ................................................................................................................................ x
Acronyms and Abbreviations ...................................................................................................... xi
PREFACE: A BRIEF HISTORY OF AMBO UNIVERSITY ............................................... 1
TITLE ONE: GENERAL PROVISIONS
CHAPTER ONE: Short title, Definetion and Interpretation.............. Error! Bookmark not
defined.
Article 1: Short Title and Issuing Authority .............................................................................. 5
Article 2: Definitions and Interpretations .................................................................................. 5
TITLE TWO: THE UNIVERSITY ADMINISTRATION AND THE SENATE ................ 7
CHAPTER TWO: General Provisions of The University Senate .......................................... 7
Article 3: Powers and Duties of the Senate ............................................................................. 7
Article 4: Membership ............................................................................................................. 8
Article 5: Accountability of the Senate ................................................................................. 10
Article 6: Senate Meetings .................................................................................................... 10
Article 7: Communication of Senate Deliberations and Decisions ....................................... 11
Article 8: The Managing Council .......................................................................................... 11
Article 9: University Council ................................................................................................ 12
CHAPTER THREE: PROVISIONS OF COMMITTEES OF THE SENATE .................. 13
Article 10: Committees of the Senate...................................................................................... 13
CHAPTER FOUR: STAFF OF THE UNIVERSITY ........................................................... 30
Article 11: Policy Premises ..................................................................................................... 30
Article 12: Status of this Legislation in the University Contracts ........................................... 31
Article 13: Staff of the University ........................................................................................... 32
CHAPTER FIVE: ACADEMIC AND TECHNICAL SUPPORT STAFF
RECRUITMENT, APPOINTMENT AND PROMOTION ............................ 39
Article 14: Principles of Staff Recruitment ............................................................................. 39
Article 15: Academic Promotion ............................................................................................. 40
Article 16: Specific Appointment and Promotion Requirements for Teaching Staff .............. 50
Article 17: Appointment and Promotion Requirements for Research Staff ............................ 54
Article 18: Joint Appointment ................................................................................................. 73
Article 19: Honorary Academic Staff Appointment................................................................ 73
[i]
Article 20: Tenure .................................................................................................................... 76
Article 21: Criteria for Awarding Tenure ................................................................................ 77
Article 22: Procedure for Awarding Tenure ............................................................................ 77
Article 23: Right of Tenured Staff ........................................................................................... 77
Article 24: Designation of Emeritus ........................................................................................ 77
Article 25: Criteria for Promotion of Technical Assistants ..... Error! Bookmark not defined.
Article 26: Criteria for Appointment and Promotion of Professional Librarians ............. Error!
Bookmark not defined.
CHAPTER SIX: TEACHING AND RESEARCH LOAD ................................................... 78
Article 27: Measurement Unit for Work Load ........................................................................ 79
Article 28: Class Sizes per Section .......................................................................................... 80
Article 29: Academic Staff Work Load ................................................................................... 80
Article 30: Teaching Load ....................................................................................................... 81
CHAPTER SEVEN: LEAVES AND OTHER ADMINISTRATIVE MATTERS ............. 84
Article 31: Study Leave ........................................................................................................... 84
Article 32: Research Leave...................................................................................................... 86
Article 33: Sabbatical Leave.................................................................................................... 87
Article 34: Other Leaves.......................................................................................................... 89
Article 35: Accumulating Leaves ............................................................................................ 90
CHAPTER EIGHT: RULES ON DISCIPLINARY MATTERS GOVERNING
ACADEMIC STAFF ........................................................................................... 90
Article 36: Breaches of Duty and Disciplinary Regulations ................................................... 90
Article 37: Disciplinary Action by a Dean or Head of the Academic Department ................. 92
Article 38: Academic Staff Disciplinary Committee (ASDC) ................................................ 93
Article 39: Disciplinary Actions by the AAVP ....................................................................... 94
Article 40: Academic Staff Affairs Committee (ASAC)......................................................... 94
TITLE THREE: ACADEMIC RULES ANDREGULATIONS .......................................... 95
CHAPTER NINE: ACADEMIC CALENDAR ..................................................................... 95
Article 41: Policy Premises ..................................................................................................... 95
Article 42: The University Academic Calendar ...................................................................... 95
CHAPTER TEN: ADMISSIONS AND RELATED MATTERS ......................................... 96
Article 43: General Provisions of Admission to Undergraduate Programs ................... 96
[ii]
Article 44: Special Admission to Full-time Degree programs ................................................ 97
Article 45: Admission Requirements for CEP ........................................................................ 98
Article 46: General provisions on Admission to Graduate Programs ..................................... 98
Article 47: Affirmative Action ................................................................................................ 99
Article 48: Advanced Level Admission .................................................................................. 99
Article 49: Choice of Program of Study .................................................................................. 99
Article 50: Admission after Dismissal................................................................................... 101
Article 51: Students Transfer ................................................................................................. 101
CHAPTER ELEVEN: RULES ON COURSES OFFERED BY THE UNIVERSITY .... 105
Article 52: General Provisions on Modular Courses Offered by the University................... 105
Article 53: Common Courses ................................................................................................ 105
Article 54: Elective Courses .................................................................................................. 106
Article 55: Phased-Out Courses ............................................................................................ 106
Article 56: Semester Load of Regular Undergraduate Students ............................................ 106
Article 57: Semester Load of Continuing and Distance Education Students ........................ 106
Article 58: Duration of Study and Validity of Courses in undergraduate Programs ............. 107
Article 59: Credit Requirements ............................................................................................ 108
Article 60: Major and Minor Fields of Study ........................................................................ 108
Article 61: Class Attendance ................................................................................................. 108
CHAPTER TWELVE: ACADEMIC ADVISING .............................................................. 110
Article 62: Objectives of Academic Advising ....................................................................... 110
Article 63: Selection of Advisors .......................................................................................... 110
Article 64: Role of Academic Advisors ................................................................................ 110
Article 65: Role of Students .................................................................................................. 111
Article 66: Role of Deans and Heads of Departments ........................................................... 111
Article 67: Evaluation of Academic Advising ...................................................................... 112
Article 68: Improvements in Academic Advising ................................................................. 112
Article 69: Guidelines on Student Advising .......................................................................... 113
Article 70: Guidelines on Waiver Request ............................................................................ 113
CHAPTER THIRTEEN: RULES ON THE GRADING SYSTEM AND
EXAMINATIONS ............................................................................................. 114
Article 71: Grading Rules for Undergraduate Programs ....................................................... 114
[iii]
Article 72: General Provisions on Examinations .................................................................. 116
Article 73: Periodic and Exit Examination ............................................................................ 118
Article 74: Administration of Final Examinations ................................................................ 118
Article 75: Violation of Examination Regulations ................................................................ 119
Article 76: Remarking of Examinations ................................................................................ 121
Article 77: Make-up Examinations........................................................................................ 123
Article 78: Earning of credits on the basis of Examination ................................................... 124
Article 79: Comprehensive Examination .............................................................................. 125
CHAPTER FOURTEEN: ACADEMIC ACHIEVEMENTS AND STATUS IN
GRADUATE PROGRAMS .............................................................................. 126
Article 80: Grading System in Graduate Program................................................................. 126
Article 81: Academic Probation and Dismissal ..................................................................... 126
Article 82: Repeating Courses ............................................................................................... 127
Article 83: Withdrawal .......................................................................................................... 128
Article 84: Readmission ........................................................................................................ 128
Article 85: Discretionary Probation ....................................................................................... 129
Article 86: Transfer from one program to another ................................................................ 130
CHAPTER FIFTEEN: ACADEMIC ACHIEVEMENTS AND STATUS FOR
UNDERGRADUATE PROGRAMS................................................................ 131
Article 87: Semester Academic Achievements ..................................................................... 131
Article 88: Academic Standing of Undergraduate Students .................................................. 132
Article 89: Academic Achievements for Graduation of Undergraduate Program ................ 133
Article 90: Repeating Courses ............................................................................................... 134
Article 91: Dismissal and Probation ...................................................................................... 135
Article 92: Additional Academic Requirements ................................................................... 136
Article 93: Re-admissions ..................................................................................................... 136
Article 94: Waiver of Courses ............................................................................................... 138
Article 95: Administration of Dismissal and Probation ........................................................ 138
Article 96: Re-Examinations ................................................................................................. 139
Article 97: Time and Administration for Re-examination .................................................... 140
Article 98: Small Academic Deficiencies at the Completion of a Study Program ................ 140
Article 99: Graduation with Distinction, Great Distinction and Very Great Distinction ...... 141
[iv]
Article 100: The University Medal .......................................................................................... 141
Article 101: Line-up order of Colleges/Institutes/Schools for the Graduation Ceremony ...... 142
Article 102: Issuance of Transcripts, Degrees, Diplomas, and other Credentials ................... 142
CHAPTER SIXTEEN: GRADUATE STUDIES................................................................. 143
Article 103: Admission to Graduate Studies ........................................................................... 143
Article 104: Enrolment and Registration in Graduate Studies ................................................ 146
Article 105: Program of Study................................................................................................. 146
Article 106: Credit Requirements and Course Load ............................................................... 146
Article 107: Duration of Study ................................................................................................ 147
Article 108: Grading System and Status.................................................................................. 148
Article 109: Thesis/Dissertation .............................................................................................. 148
Article 110: Evaluating Thesis /Dissertation ........................................................................... 151
Article 111: Report of Examining Board ................................................................................ 152
Article 112: Publications ......................................................................................................... 152
Article 113: Advising Thesis/Dissertation .............................................................................. 152
Article 114: The External Examiner ........................................................................................ 153
Article 115: Graduation ........................................................................................................... 154
CHAPTER SEVENTEEN: BESTOWAL OF HONORARY DOCTORATE .................. 155
Article 116: Honorary Doctorate ............................................................................................. 155
TITLE FOUR: UNIVERSITY OFFICES ............................................................................ 158
CHAPTER EIGHTEEN: OFFICES OF THE PRESIDENT AND VICE-PRESIDENTS ...... 158
Article 117: The President Office ............................................................................................ 158
Article 118: Academic Affairs Vice-President ........................................................................ 162
Article 119: Research and Community Service Vice President .............................................. 163
Article 120: Business and Development Vice President ......................................................... 165
Article 121: Administration and Student Service Affairs Vice President ............................... 166
Article 122: Termination of Service of the President and Vice Presidents ............................. 167
CHAPTER NINETEEN: UNIVERSITY ACADEMIC OFFICES ................................... 168
Article 123: Dean of College/Institute/School ........................................................................ 168
Article 124: College/Institute/School Academic V/Dean ....................................................... 169
Article 125: College/Institute/School Academic Commission ................................................ 170
[v]
Article 126: Academic Department Head ............................................................................... 172
Article 127: The Department Academic Council .................................................................... 174
CHAPTER TWENTY: EDUCATION QUALITY ASSURANCE AND
ENHANCEMENT ............................................................................................. 175
Article 128: The Director for Education Quality Assurance and Enhancement Directorate .. 175
Article 129: Education Quality Assurance Coordinator .......................................................... 176
Article 130: Education Quality Enhancement Coordinator ..................................................... 177
Article 131: College/Institute/School Education Quality Assurance and Audit Team Leader 177
CHAPTER TWENTY ONE: ACADEMIC PROGRAM DIRECTOR............................. 178
Article 132: Academic Program Director ................................................................................ 178
Article 133: Academic Resource Development Centre Team Leader .................................... 179
Article 134: Teaching Enhancement Team Leader ................................................................. 180
Article 135: Classroom and Laboratories Management Team Leader .................................... 181
CHAPTER TWENTY TWO: THE UNIVERSITY LIBRARY......................................... 182
Article 136: General Provisions on the University Library .................................................... 182
Article 137: Property Interest in Books and Other Media....................................................... 182
Article 138: Creation and Dissolution of Constituent Libraries.............................................. 182
Article 139: Creation of Smaller Collections on Loan from the Relevant Library ................. 182
Article 140: Organizational Structure of the University Library ............................................ 183
Article 141: Functions of the University Library .................................................................... 183
Article 142: The Library Director ........................................................................................... 184
Article 143: Weeding of Library Materials ............................................................................. 185
Article 144: Budget Appropriations for the Library ................................................................ 185
Article 145: Library Staff ........................................................................................................ 185
CHAPTER TWENTY THREE: THE OFFICE OF THE UNIVERSITY
REGISTRAR ..................................................................................................... 186
Article 146: The Office of the University Registrar ................................................................ 186
Article 147: The University Registrar Director ....................................................................... 187
Article 148: College/Institute/School Registrar ...................................................................... 189
CHAPTER TWENTY FOUR: AMBO UNIVERSITY PRESS ......................................... 191
Article 149: General Provisions on the University Press ........................................................ 191
Article 150: Organization and Management of the University Press ...................................... 191
[vi]
CHAPTER TWENTY FIVE: WOMEN, CHILD AND YOUTH AFFAIRS
DIRECTORATE ............................................................................................... 192
Article 151: The Women, Child and Youth Affairs Office ..................................................... 192
Article 152: The Director for Women, Child and Youth Affairs .......................................... 193
CHAPTER TWENTY SIX: THE UNIVERSITY INTELLECTUAL DISCOURSE AND
CULTURAL CENTER ..................................................................................... 195
Article 153: The University Intellectual Discourse and Cultural Center ................................ 195
Article 154: The Board of the center ....................................................................................... 195
CHAPTER TWENTY SEVEN: RESEARCH, PUBLICATION, TECHNOLOGY
TRANSFER AND COMMUNITY SERVICE................................................ 200
Article 155: Policy Premises and focus of research, publication, technology transfer and
community service .............................................................................................. 200
Article 156: Norms of Conducting Research, Technology Transfer and Community
Services ............................................................................................................... 201
Article 157: Procedures for Initiating and Conducting Research, Technology Transfer and
Community Service ............................................................................................. 202
Article 158: Administration of Research, Community Service and Technology Transfer ..... 203
Article 159: Ways of Disseminating Research Outputs .......................................................... 204
Article 160: Proprietary Rights on Research Findings and Research Property ....................... 204
Article 161: Research Priorities .............................................................................................. 204
Article 162: Criteria to Establish Research Institute ............................................................... 205
Article 163: Research Directorate Director (RDD) ................................................................. 208
Article 164: University-Industry Linkage and Technology Transfer Directorate Director (UIL-
TTDD) ................................................................................................................. 209
Article 165: Publication and Dissemination Directorate Director (PDDD) ............................ 210
Article 166: Community Service Directorate Director (CSDD) ............................................. 212
Article 167: Indigenous Knowledge, Appropriate Technology and Innovation Directorate
Director (IKAIDD) .............................................................................................. 213
Article 168: Free Legal Service Directorate Director (FLSDD) ............................................. 215
Article 169: Research and Community Service Vice Dean .................................................... 216
Article 170: Research and Publication Team Leader .............................................................. 218
Article 171: University Industry Linkage & Technology Transfer (UIL & TT) Team
Leader .................................................................................................................. 219
[vii]
Article 172: Community Service Team Leader ....................................................................... 221
Article 173: Technology and Business Incubation Center (TBIC) team leader ...................... 222
Article 174: Research Center Coordinator .............................................................................. 223
Article 175: Fiscal Control ...................................................................................................... 224
CHAPTER TWENTY EIGHT: CONTINUING EDUCATION PROGRAM OFFICE . 225

Article 176: General Provisions of Continuing Education Program office ............................. 225
Article 177: Director for Continuing Education Program ....................................................... 225
Article 178: Continuing Education Program Team Leader ..................................................... 227
Article 179: Campus CEP Coordinator ................................................................................... 228
CHAPTER TWENTY NINE: SCHOOL OF GRADUATE STUDIES ............................. 230
Article 180: General Provisions of the School of Graduate Studies ....................................... 230
Article 181: The Director for School of Graduate Studies ...................................................... 230
Article 182: Graduate Program Team leader ........................................................................... 231
Article 183: College/Institute/School Graduate Program Coordinator ................................... 232
Article 184: The Council for Graduate Studies (CGS)............................................................ 233
Article 185: The Department Graduate Committee (DGC) .................................................... 233
CHAPTER THIRTY: THE OFFICE OF DELIVEROLOGY UNIT ............................... 234
Article 186: Deliverology Unit Dean Office ........................................................................... 234
Article 187: Career Center Coordinator .................................................................................. 235
Article 188: Internship Coordinator ........................................................................................ 235
Article 189: HDP Coordinator ................................................................................................. 236
Article 190: ELIC Coordinator ................................................................................................ 237
TITLE FIVE: STUDENTS SERVICE ................................................................................. 238
CHAPTER THIRTY ONE: THE OFFICE OF STUDENT SERVICES .......................... 238
Article 191: The Director for Student Services ....................................................................... 238
Article 192: Foreign Students’ Issues ...................................................................................... 239
CHAPTER THIRTY TWO: STUDENTS’ CODE OF CONDUCT .................................. 240
Article 193: Policy Premises on Student Code of Conduct ..................................................... 240
Article 194: Rights and Responsibilities of Students .............................................................. 240
Article 195: Scope and Applicability ...................................................................................... 243
[viii]
Article 196: Misconduct .......................................................................................................... 243
CHAPTER THIRTY THREE: STUDENT ORGANIZATIONS ...................................... 248
Article 197: Policy Premises on Student Organizations .......................................................... 248
Article 198: Student Publications ............................................................................................ 252
Article 199: Sanctions on Student Organizations .................................................................... 253
Article 200: Student Clubs ...................................................................................................... 254
Article 201: Unrecognized Organizations ............................................................................... 254
[ix]
List of Tables
Table 1: Types of Publications, their Values and the share of co-authors .............................48
Table 2: Grading Scale for Modularized Curricula (undergraduate) ....................................113
Table 3: Grades and their values for graduate courses ..........................................................125
Table 4: Guideline for evaluating thesis/ dissertation ............................................................150
Table 5: Grading Scale for thesis/dissertation evaluation ......................................................151
[x]
Acronyms and Abbreviations

AC: Academic Commission
ARC: Admission and Recruitment Committee
APD: Academic Programs Director
AAVP: Academic Affairs Vice President
ASAPC: Academic Staff Appointment and Promotion Committee
ASCRC: Academic Standards and Curriculum Review Committee
ASQAC: Academic Standards and Quality Assurance Committee
CEP: Continuing Education Program
CGPA: Cumulative Grade Point Average
CGS: Council of Graduate Studies
DAC: Department Academic Council
DGC: Department Graduate Committee
DR: Director for Research
DPD: Director for Publication and Dissemination
ECTS: European Credit Transfer System
ICT: Information and Communication Technology
SGPA: Semester Grade Point Average
PhD: Doctor of Philosophy
SAC: Student Affair Committee
SDSC: Staff Development and Scholarship Committee
SGS: School of Graduate Studies
SSD: Student Service Director
[xi]
[xii]
PREFACE: A BRIEF HISTORY OF AMBO UNIVERSITY

Ambo University is located in Ambo, the capital of West Shewa Zone of Oromia Regional State.
With a population of about hundred fifty thousand, Ambo is situated only 114 km west of Addis
Ababa, and it is known for its ideal weather for living. Like many parts of Ethiopia, Ambo has
four seasons: spring, winter, summer and autumn. With an altitude of 2,100 m above sea level,
average annual temperature of 18.9 °C and total annual rainfall of 1,120 mm, Ambo is suitable
for growing different kinds of crops. Also, Ambo is known for its abundant natural beauties and
famously therapeutic hot springs. Ambo Mineral Water and Ambo Granite, commonly known
as ‘Ambo Stone’ (which is very much known for its beauty and strength for buildings), are the
few ‘ambassadors’ of the town. These natural beauties are believed to have made Ambo as a
choice for establishing one of the earliest higher learning institutions in the history of Ethiopian
education.
Ambo University, established in 1939 E.C, is one of the oldest higher learning institutions in
Ethiopia. Though it was originally a school, over the long years of its existence, the institution
has experienced different levels of development. 1924 to 1940 E.C. was a period when The
Imperial Government of Ethiopia was determined to expand schools in the major provinces
amongst which Ambo was one. Accordingly, basic education was started to be offered in a few
buildings built by French engineers. Subjects taught were Amharic, Mathematics, French, etc.,
and they were given by four Ethiopian and four French teachers.
After a few years elapsed with this situation, Fascist Italy invaded Ethiopia in 1928 EC (1935)
which disrupted education and normal life in the country resulting in the closure of all schools.
Ambo's school remained closed during the invasion between 1928 and 1933 EC (1935-1940).
Meanwhile, the Italian invaders used the school's buildings as administrative offices, residence
and prison. However, they have also built some more buildings for the prison purpose, which
still exist in the University main campus.
In the period following the end of Italian invasion in 1933 EC (1940), the Ethiopian Government
quickly began restoring schools all over the country, and Ambo's school became operational. In
the subsequent years, when agricultural development programs began, the Government decided
[1]
to move the school elsewhere and started agricultural education in its premises; and thus Ambo
School of Agriculture, the first ever agricultural school in Ethiopia, was established in 1939 E.C
(1946) with one /Swedish/ director and four /German/ teachers. The courses offered at the time
were Animal Science, Crop Production, Agricultural Engineering, Mathematics, and English.
This went on well until 1944 E.C (1951) when the teachers began leaving the school that forced
a brief closure of the school between 1944 and 1945 EC (1951-1952). This was a period that saw
Germans dispersed over the world as a result of the Second World War. Some German migrants
also came to Ethiopia amongst whom the Ethiopian Government recruited those qualified to
teach agriculture on a contractual basis and made Ambo school to be reopened with a new
organization. Students being admitted were required to pass the 8th grade national examination
and attend their study from 9 to 12 in the school, upon completing which they were awarded
Diploma in Agriculture.
In 1951 EC (1958) the school was renamed as Ambo Agriculture and Forestry Secondary School
with the addition of Forestry Department which also ran a 4 year program with its own director
and three PhD holding teachers. As of 1952 EC (1959) Ethiopian professionals began assuming
management positions. Although five other British teachers were serving between 1960 and
1966 EC (1967-1973), teaching posts continued to be filled by Ethiopian professionals who later
fully replaced the expatriates.
In 1960 EC (1967) the school was promoted to the level of ‘institute’ and named as Ambo
Institute of Agriculture and started to offer a two-year post-secondary diploma courses in
General Agriculture. Only students who passed the 12th grade matriculation were admitted to
the program. The institute was again closed briefly for two years, between 1967 and 1968 EC
(1974-1975), because of the so called "Development through Cooperation Educational and Work
Campaign" ordered by the then Military Government.
In 1969 EC (1974) the institute was granted a Junior College status and named as Ambo Junior
College of Agriculture with an added objective of research and extension apart from teaching.
Its administration came under the newly established Commission for Higher Education
established to administer all higher learning institutions in the country. The curriculum was also
[2]
revised to harmonize it with other junior colleges running similar two-year post-secondary
diploma programs in General Agriculture. In the subsequent years, the College strengthened
itself in academic staff and resources. Consequently, the College launched a continuing
education program in 1973 EC (1980) and continuously started to quench the local community’s
long years of thirst and desire for higher education. As a result, it is hardly possible to see a
household in Ambo and the surrounding community who hasn’t tasted the fruits of the
institution.
In 1980 E.C (1987) some pedagogical courses were added to the existing curriculum and a
Teacher Education option was added to train agricultural teachers. The training lasted for about
ten years until when training agricultural teachers was terminated in 1990 (1997).
In 1984 E.C (1992) the "junior" status was shed off, and the institution was named Ambo College
of Agriculture with almost no change in its mission. 1989 EC (1997) was a time of reflection for
the College /and its community/ as it celebrated its golden jubilee - a time when students and
staff of the College across the decades met and shared a common memory. Notable among the
guests present on the occasion were the Swedish first director of Ambo School of Agriculture,
Dr. Carl Klasson (Director in 1939 EC (1946)) and Professor Desta Hamito (former student of
the College and formerly President of Haromaya University.)
In 1995 E.C (2002), the number of academic programs of the College begun to increase with the
addition of two more diploma programs in Chemistry and Biology Laboratory Technology. A
new chapter in the history of the institution was registered in 1996 EC (2003) as this was the
time when the institution started to offer undergraduate degree programs in the fields of Crop
Production, Animal Production, Applied Chemistry, Applied Biology and Cooperatives. In the
meantime, the college was affiliated to Jimma University by the name Jimma University - Ambo
College. In the following years, the College showed remarkable growth both in intake capacity
and the number of programs it offers. Subsequently by 2006, the college opened 15
undergraduate and 2 postgraduate programs in various fields of natural and social sciences.
After long years of hurdles, which were at times frustrating, a generation old institution
registered a magnificent history on Megabit 3, 2000 E.C (12 March, 2008). In recognition of its
[3]
past achievements and future potentials, the Government of the Federal Democratic Republic of
Ethiopia promoted the College to the status of an autonomous University College. Energized by
the promotion, the name ‘Ambo University College’ lasted only for a year. In 2009, an ‘old baby’
was born: Ambo University. Nonetheless, the ‘old baby’ is still young and growing fast.
Presently the University runs 51 graduate including six PhD programs and 85 undergraduate
programs which are divided into nine colleges/institutes/schools suited at four campuses namely,
the main campus at Ambo, Institute of Technology (AUiT or Awaro Campus), Guder and Woliso
Campuses.
By 2030, the University has the vision of becoming one of the most prestigious universities in
East Africa excelling in academics, research and community service giving its utmost attention
to quality education.
[4]
TITLE ONE: GENERAL PROVISIONS

CHAPTER ONE: Short Title, Definitions and Interpretations
Article 1: Short Title and Issuing Authority
1.2 This Legislation may be cited as “Ambo University Senate Legislation, 2019” This
Legislation is issued by Ambo University Senate pursuant to the powers vested in it under
Article 49/650 of the Higher Education Proclamation.
1.3 Scope of Application: Unless explicitly provided otherwise in this Legislation and subject
to the provisions of relevant laws of the country, the provisions of this Legislation shall
apply to both the academic and administrative affairs of the University.
Article 2: Definitions and Interpretations

In this legislation, unless the context requires otherwise:
a) “Academic Commission” shall mean the Academic Commission of each
College/Institute/ Schools/Campuses established under Article 125 of this Legislation;
b) “Academic Community” shall mean all students and academic staff of the University;
c) “Academic Freedom” shall mean the freedom for members of the university community
to follow their scholarly activities in respect of ethical rules and standards, and without
external pressure;
d) “Academic Staff” shall mean a member of the academic units within the University employed
in the capacity of teaching & research and any other professional of the University who shall be
recognized as academic by the Senate.
e) “Administrative Staff” shall mean all employees of the University other than members
of the academic staff.
f) “Board” shall mean the Administrative Broad of the University established under
Article 43(1) (a) of the Proclamation;
g) “College/ Institute/ School” shall mean academic unit of the University which may
constitute departments, and other units that offer courses of study and conduct research
in which a degree or a diploma may be obtained;
h) “Department” shall mean a unit of a college/ an institute/ School that offers courses
[5]
and/or conducts research;
i) “Fiscal Year” shall mean the Ethiopian fiscal year;
j) “Gender Reference”: Unless the context provides otherwise, in this Legislation,
provisions enacted in the masculine gender shall be deemed to include the feminine
gender.
k) “President” shall mean the President of the University;
l) “Proclamation” shall mean the Higher Education Proclamation No. 650/2009;
m) “Research staff” shall mean a staff member employed to work most of his time as a
researcher while working some of his time as a teaching staff member;
n) “Senate” shall mean the Senate of the University established under Article 43(1) (a) of
the Proclamation;
o) “Staff” shall mean the academic and/or administrative staff of the University;
p) “University Community” shall mean the academic community and administrative staff
of the University.
q) “University” shall mean Ambo University;
[6]
TITLE TWO: THE UNIVERSITY ADMINISTRATION AND THE

SENATE
The University shall be governed by the University Administrative Board, President, Senate,
Managing Council, University Council, Academic Unit Council, Academic Unit Managing
Council, Department Council, and Advisory or Special Committees or Councils that may be
established by the Board, Senate or University Council as stipulated under the Higher Education
Proclamation No. 650/2009.
CHAPTER TWO: General Provisions of the University Senate
Article 3: Powers and Duties of the Senate

The Senate, being the leading body of the institution for academic matters and without prejudice
to the provisions of the Proclamation No. 650/2009 and other appropriate laws, as well as
directives of the Board, the Senate shall:
a) determine the academic calendar of the University;
b) approve the University’s various academic programs;
c) determine conditions on which degrees (including honorary degrees), diplomas, and
academic certificates as well as medals and prizes are awarded or revoked;
d) formulate criteria for the admission and enrolment of students;
e) set criteria for the determination of academic standards;
f) oversee quality assurance and excellence of programs;
g) provide governing guidelines for the settlement of disciplinary problems;
h) determine criteria for graduation and its ceremonial processions;
i) formulate guidelines for determining student assessment methods and standards;
j) recommend to the Board tuition fees to be charged by the University;
k) approve the opening of new programs and courses deemed necessary by colleges,
institutes, schools or departments;
l) examine and approve the opening, merger or closure of academic units under the
University;
m) issue specific directives and/or codes of conduct on the basis of laws or policies drawn
up by the Board particularly on staff and student administration, academic matters,
[7]
procedure for selection of academic heads, employment and promotions of academic
staff, and other benefits, and discipline;
n) decide on promotion to the rank of assistant and associate professor, and recommend
promotion to the rank of full Professorship to the Board;
o) enact and amend the University statutes in accordance with law;
p) ensure that educational data are appropriately collected, processed, published and
disseminated to all key end-users on time;
q) formulate policies and guidelines for planning and utilization of resources;
r) deliberate on draft development and organizational plans of the University before it is
forwarded to the Board;
s) advise the President on nominations of members to the Board and give opinions on
the President’s nominations of academic office holders;
t) establish criteria for the allocation of budget and revenue from internal source to the
different units of the University;
u) issue its own rules of procedure and internal regulations, which shall include
disciplinary rules of its members;
v) issue guidelines on conditions and procedures of competitions for grants, fellowships
and scholarships;
w) formulate policy and device mechanisms for staff recruitment, retention and
promotion;
x) determine its own rules and procedures and elect its secretary from among its voting
members;
y) perform such other appropriate duties given by the Board or as requested by the
President;
z) establish institution-wide standing or ad hoc committees as necessary to assist it in the
exercise of its duties and responsibilities; and
aa) reserve only those of its duties and responsibilities that cannot be delegated; and shall
play supervisory and leadership roles in the power and duties it has delegated.
Article 4: Membership
The following are members of Ambo University Senate
a) The President
[8]
b) The Vice Presidents
c) Special assistant/advisor of the president
d) Chief Executive Director for Referral Hospital and College of Medicine and Health
Sciences
e) Deans of Colleges/Institutes/Schools
f) Chief director for academic and research of College of Medicine and Health Sciences
g) Campus Directors
h) University Registrar and Alumni Management
i) Director for Student Services (Main Campus)
j) Director for Research
k) Director for University-Industry Linkage and Technology Transfer,
l) Director for Indigenous Knowledge and Appropriate Technology,
m) Director for STEM
n) Director for Free Legal Service
o) Director for Community Service
p) Director for Publication and Dissemination
q) Dean of School of Graduate Studies
r) Dean of Deliverology
s) Director for Academic Programs
t) Director for Education Quality Assurance and Audit
u) Director for Continuing and Distance Education
v) Chief Executive Director for University Relations
w) Director for Information and Communication Technology
x) Director for Institutional Policy and Planning
y) Chief Executive Director for Gender and Inclusive Education
z) Chief Executive Director for University Libraries
aa) The Science Technology and Mathematics (STM) Director
bb) Two representatives of University Teachers’ Association (preferably a male and a
female)
cc) Two representatives from the University Students’ Union (preferably a male and a
Female)
[9]
Article 5: Accountability of the Senate

The University Senate shall be accountable to the President.
Article 6: Senate Meetings

a) The President is the chairperson of the Senate and shall preside over Senate meetings;
b) In the absence of the President, the Academic Vice President, the Vice President for
Research and Community Services, the Vice President for Administrative and Student
affairs, the Vice President for Business and Development shall respectively, preside
over Senate meetings ;
c) The Senate shall have a minimum of four sessions in one academic year and two
sessions in a semester;
d) Decisions of the Senate shall be passed by a majority vote of the members present. If
there are equal votes, the vote by the President will lead to the final decision;
e) Notwithstanding the provisions of sub-Article 6 (d) hereof, the President may call a
meeting of the Senate any time it deems necessary;
f) Urgent Senate meeting may be held up on request by the President, Board or up on a
written request by 2/3rd of the Senate voting members;
g) The University Main Registrar shall monitor, whether all the necessary preparation
have been made for the Senate meetings, whether minutes were correctly registered,
and if the decision made by the Senate are properly conveyed to the concerned/relevant
body and also whether they are properly implemented; and
h) The presence of 2/3rd of the voting members of the Senate shall constitute a quorum.
i) The Secretary of the Senate
The Main Registrar shall be the Secretary of the Senate with the roles including but not limited
to the following:
i. issuing meeting calls;
ii. maintain records of the meetings of the Senate and its Executive Committee;
iii. follow-up and ensure the implementation of the decisions of the Senate compile,
publish and disseminate rulings of the Senate and its Executive Committee;
[10]
Article 7: Communication of Senate Deliberations and Decisions

Members of the Senate shall communicate their respective units concerning issues the Senate
has deliberated and decided on. Such communications shall be conducted within two weeks’
time after approval of minutes through writing, meeting or any other modalities.
Article 8: The Managing Council

As per the Higher Education Proclamation No. 650/2009 article 56, the Managing Council has
the following powers and duties:
a) The Managing Council shall assist the President in the exercise of his powers and
responsibilities;
b) Without prejudice to the powers of the President to include other pertinent officers,
the President and the vice Presidents shall constitute the core members of the
Council and the President shall chair the Managing Council;
c) The Managing Council shall advise the President on strategic issues and on the
cases that the President believes require collective examination as well as serve as
a forum for monitoring and coordination of institutional operations;
d) Attendance of Managing Council sessions by members shall be mandatory;
membership shall not be delegated; and the Managing Council shall hold and
conduct its sessions when 50%+1 of its members are present;
e) Sessions shall be properly documented and facilitated by the President who shall
designate a non-voting secretary;
f) The Managing Council shall be accountable solely to the President and shall not
make decisions by majority vote as the binding decision shall always be of and by
the President, but the President may order votes in case substantially competing
opinions emerge merely to ascertain the weight of the competing opinions;
g) No member other than the President or a person instructed by the President shall
communicate to third parties the Council’s deliberations and the results thereof;
and any breach of this stipulation shall result in reprimand or automatic
termination of membership with no right to appeal maintained; and
h) The Managing Council shall meet at least once a month.
[11]
Article 9: University Council

As per the Higher Education Proclamation No 650/2009 article 57 the University Council shall
be established with the following power and duties.
a) The University Council shall assist the President in the exercise of his powers and
responsibilities by conducting regular implementation-evaluation sessions, drawing
lessons learnt and taking decisions on further courses of action as well as approving
the President’s draft plans, budgets, performance reports, policies, organizational
structures, procedures, rules and regulations, academic program proposals,
partnership or linkage agreements, mergers and/or closures of academic units before
the presentation of the same to the Board and/or the Senate;
b) The President shall chair the University Council and it shall have the core members
of the managing Council, all deans, directors, members of the Senate standing
committee, the chief librarian, the registrar, other key academic officers, service
department heads and as it shall be determined by the Board upon the advice of the
President an appropriate number of academic staff and student representatives with
appropriate gender mix as its full members;
c) The University Council shall meet at least once every six months on a day and time
that shall be determined by the President;
d) Attendance of University Council sessions by members shall be mandatory;
membership shall not be delegated without the consent of the President; and the
secretary of the President’s Council shall serve as the nonvoting and non-
consultative secretary;
e) The President shall ensure a democratic atmosphere stimulating free expression of
opinions and ideas in sessions of the University Council. The President may order
votes in case of substantially competing opinions emerge to ascertain the weight of
competing opinions; in case of equal votes for a case, the decision will be made by
the president’s vote
f) No member other than the President or a person instructed by the President or other
than in ways directed by the University Council either on the merit of each case or
in its standard rules of procedure shall communicate to third parties the Council’s
deliberations and the results thereof; and any breach of this stipulation shall result
[12]
in reprimand or automatic termination of membership with no right to appeal and
further disciplinary actions by the President with the right to appeal maintained; and
g) The University Council shall draw and approve its own standard rules of procedure,
which shall also include disciplinary rules of its members.
CHAPTER THREE: Provisions of Committees of the Senate
Article 10: Committees of the Senate

10.1 General Provisions
a) The Senate shall have Executive, Standing and Ad-hoc committees;
b) The committees shall serve as the arm of the Senate and function on its behalf in
accordance with the mandates vested in them;
c) The committees shall be accountable to the Senate;
d) Each committee shall adopt its own guidelines and rules of procedure having regard to
the relevant provisions of this Legislation;
e) Committee work is expected of all University staff as part of their obligation to the
University. Serving in the committees shall be deemed to be part of the duties of an
academic staff;
f) Election of members of the committees of the University Senate shall be conducted at
Senate meetings;
g) The President shall promptly notify in writing members elected to serve in the Senate
committees, together with their respective duties and responsibilities;
h) The President shall name the member responsible for calling the first meeting of each
Senate committee;
i) Unless provided otherwise in this Legislation/ nominated by the Senate, a committee
of the Senate shall elect its chairperson;
j) The committees shall conduct their first meetings and begin their function within a
week of their establishment;
k) The chairperson of each committee shall submit a written report to the President and
Senate on the activities of the committee.
10.2 Senate Standing Committees
[13]
The Senate shall have the following Standing Committees:
a) Executive Committee (EC);
b) Policy, and Legislation Committee (PLC);
c) Council of Graduate Studies (CGS)
d) Student Affairs Committee (SAC);
e) Academic Standard and Curriculum Review Committee (ASCRC)
f) Research, Community Service and University Industry Linkage and Technology
Transfer Committee (RCSUILTTC);
g) Publication and Editorial Committee (PEC);
h) Library and Information Communication Technology Committee (LICTC);
i) Academic Staff Recruitment, Promotions and Scholarship Committee (ASRPSC);
j) Ethics and Code of Conduct Committee (ECCC)
k) Continuing and Distance Education Committee (CDEC)
l) Enterprise Development Committee (EDC);
m) Planning, Finance and Development Committee (PFDC);
n) Gender, Equity, and HIV/AIDS Mainstreaming Committee (GEHMC); and
o) Laboratory and Workshops Management Committee (WLMC).
10.3 Executive Committee of the Senate
The Senate may function through an executive committee as provided hereunder.
10.3.1. Duties and Responsibilities
The Senate executive committee
a) Advises and recommend to the Senate on all matters pertaining to the organization of
the Senate and its committees, and the organization and functioning of the governance
of the University;
b) Advises the Chairperson of the Senate on the agenda of meetings of the Senate and on
ways in which issues and problems brought before the Senate can be clarified to
promote orderly and efficient deliberation;
c) Keeps the Senate advised on recommendations and interim decisions of its standing
committees by receiving and transmitting, as expeditiously as possible, all reports of
standing committees and its own comments thereon to each member of the Senate;
[14]
d) Recommends the convening of extraordinary sessions of the Senate whenever a matter
within the jurisdiction of the Senate assumes such urgent importance as to warrant the
action;
e) Establishes procedures for nomination of candidates eligible for honorary degrees and
the modalities of review thereon and consider nominations for the eventual submission
of names of candidates to the Senate;
f) Refers issues and problems that shall come before the Senate to the appropriate
standing committee for advice and recommendations, unless in those cases where, in
the opinion of the Executive Committee, the matter is of such extraordinary urgency as
to warrant direct submission to the Senate;
g) Reviews or suspends any decision made by any one of the standing committees of the
Senate where appropriate but any such review or suspension and the circumstances
thereon shall be communicated to all members of the Senate in a week’s time;
h) Determines, whenever the need arises, the limits of jurisdiction of the standing
committees and select the appropriate committee to which a matter falling within the
general jurisdiction of the Senate shall be referred;
i) Submits nominations of academic unit representatives for membership in each Senate
Standing Committees;
j) Takes all measures necessary in the exercise of its powers and duties as outlined hereof,
including the co-option of and consultation with other members of the Senate in the
course of its deliberations;
k) Failure to attend either two successive meetings or six days total of Executive
Committee meetings per year shall be deemed a resignation.
l) meet before each Senate meeting, when deemed necessary.
10.3.2. Membership
a. The Executive Committee shall have five members elected by the Senate from its
voting members with due regard being made to representation of the different
offices/administrative units. Its membership shall in addition include the President,
the Vice Presidents, Chief Executive Director for Referral Hospital and College of
Medicine & Health Sciences and the Secretary of the Senate.
b) Nomination and election of persons for the Executive Committee be made by the
[15]
Senate. Whenever there is a contest, voting shall be by secret ballot. The President shall
also be the Chairperson of the Executive Committee.
10.4 Policy and Legislation Committee (PLC)

The Policy and Legislation Committee shall:
a) identify, examine, draft and recommend to the Senate appropriate policies and
strategies:
b) initiate the development of policies on issues such as affirmative action and equal
opportunity;
c) initiate and develop policies on academic freedom, program expansion, and cost
sharing programs;
d) develop comprehensive policy and strategy to reward merit;
e) communicate to the appropriate legislative authorities its proposal for review of
legislations;
f) update University rules and regulations with the relevant provisions of newly issued
federal laws and regulations;
g) prepare guidelines for the implementation of policies;
h) develop indicators for evaluation of policies and of their implementation
10.4.2. Membership
The Policy and Legislation Committee (PLC) shall meet at least twice a year and consist of the
following members.
a) Academic Affairs Vice President
b) Administration and Student Service Affairs Vice President
c) Director for Institutional Policy and Planning
d) The University Registrar
e) Director for Free Legal Service Director for Educational Quality Assurance and Audit
f) Director for Woman, Child and Youth Affairs
g) Director for University Relations and Alumni Management
h) Dean of School of Law
i) The President may assign one professional related to policy issues, if deemed necessary
[16]
10.5 Council of Graduate Studies (CGS)
The Council of Graduate Studies shall:
a) advise the Senate on all matters regarding graduate programs;
b) formulate, revise and amend policies, rules and regulations governing graduate
programs in the University;
c) promote and co-ordinate interdisciplinary programs for graduate studies and ensure
that research and teaching programs are well integrated;
d) proposes guidelines for admission of candidates to graduate programs;
e) proposes tuition fees and waivers according to the guidelines of the University;
f) examine proposals by the various graduate programs of the University for
improvement, revision or adjustment of existing rules and regulations, and submit
recommendations to the Senate;
g) expedite collaboration with graduate programs in other universities, or with
organizations that seek such collaboration;
h) ensure that both existing and new guidelines set by the Senate or decisions made by
it are implemented by concerned graduate program offices;
i) lay down general policy for the welfare of graduate students and the award of
graduate studentship and other awards;
j) examine graduate students’ appeals that are related to their studies and that could
not be handled by their respective colleges, institutes, schools and give decision or
recommendation;
k) initiate amendments to existing rules and regulations or draft new ones and submit
them to the Senate;
l) participate in the periodic assessment of the graduate programs of the University and
organize workshops to consult with stakeholders;
m) establish its own rules of procedure and set up standing and ad hoc committees as
necessary.
10.5.2. Membership
The Council shall consist of the following members:
a) Academic Affairs Vice President (Chairperson);
[17]
b) Research and Community Service Vice President
c) Dean of School of Graduate Studies (Secretary);
d) Deans of Colleges, Institutes, Campus directors and Schools having graduate
program(s);
e) Director for Continuing and Distance Education; and
f) The University Main Registrar.
g) Director for APO
h) Director EQAA
10.6. Students Service Committee (SSC)

The Students Service Committee shall:
a) review the material and social conditions of the University affecting students’ academic
and social life;
b) devise mechanisms that contribute to academic success and personal development of
students;
c) formulate the code of conduct of students of the University particularly those related to
disciplinary issues;
d) arbitrate between colleges, institutes and/or schools, administration and the student
body on matters affecting the interest of all;
e) oversee student counseling service issues;
f) formulate ways and means of creating part-time and self-employment activities;
g) identify and devise means of support to female students and students from
disadvantaged communities;
h) develop policies on student exchange programs, student publications, guest speakers,
and debates;
i) formulate policies regulating the affairs of international students;
j) develop and supervise policies for sport programs in collaboration with the Department
of Sport Science;
k) ensure that sports program adheres to all policies, rules, and regulations set forth by the
University;
l) make recommendations to the President concerning issues related to cost sharing
[18]
scheme;
m) Formulate policy for official recognition of student organizations and review, approve,
and revoke constitutions of student organizations;
n) make recommendations on matters pertaining to student life, out-of-classroom
activities, and student welfare brought to the Committee by members of the University
Community;
o) make recommendations pertaining to general student welfare to administrative entities;
p) investigate policies and regulations that affect general student welfare;
q) serve as an appellate body for hearing disputes within and among student organizations
10.6.2. Membership
The Committee shall consist of the following members:
a) Administration and Student affairs vice president
b) Directors for Students Service ( all campuses);
c) Director for Woman, Child and Youth Affairs;
d) University Students’ Guidance and Counseling Officer;
e) Representative from the University Registrar Office;
f) Two representatives of the student body from graduate and undergraduate programs (one
student from each program); and
g) Other two members to be elected by the Senate at least one of whom shall be female.
10.7. Academic Standard and Curriculum Review Committee

The ASCRC shall:
a) advise the Senate on matters regarding education quality care and assurance;
b) assure the quality and relevance of a curriculum before endorsement by the Senate;
c) formulate guidelines for internal education quality auditing, and curricular revision;
d) monitor the implementation of programs as per the standard guideline;
e) advise the Senate on academic plans and programs for improvement and expansion
of the University;
f) evaluate and recommend ways of improving the teaching-learning process and
assessment techniques in the University;
g) assess the availability of required facilities and materials and report to the Senate to
[19]
determine the intake capacity of the University;
h) prepare and submit to the Senate a strategy for the development, utilization and
maintenance of all types of teaching/learning materials including textbooks,
references, manuals, manuscripts, technical equipment, modules, films, etc;
i) develop a system for assessing the quality and relevance of teaching materials;
j) receive and consider from academic commissions requests for waiver of academic
standards legislated by the Senate where peculiar hardship and unique reasons exist;
k) assess periodically the major needs of the various programs of the University for
teaching-learning and submit recommendations to the Senate;
l) receive and consider grievances and recommendation from colleges, institutes or
schools on matters pertaining to academic quality standards of the University;
m) register minor changes of curriculums (course transfer and changes in the number of
credits) endorsed by the concerned Colleges, Institutes and/or Schools;
10.7.2. Membership
a) Academic Program Director (Chairperson)
b) Director for Education Quality Assurance and Audit;
c) The University Registrar;
d) Director for Continuing and Distance Education;
e) Dean of School of Graduate Studies;
f) Two senior curriculum experts from the teaching staff appointed by the Senate.
10.8. Research, Community Service and University-Industry Linkage and Technology

Transfer Committee (RCSUILTTC)

The RCSUILTTC shall:
a) formulate policies and strategies for proper functioning of the committee;
b) prepare research, community service and university-industry linkage and technology
transfer policies and guidelines for the University;
c) regularly specify and suggest areas of priority for research, community service and
university-industry linkage and technology transfer considering the regional and
[20]
national interests;
d) examine and endorse the research, community service and university-industry
linkage and technology transfer activity reports from colleges/institutes/school;
e) advise and assist the research, community service and university-industry linkage
and technology transfer Directorates in securing fund from organizations outside the
University;
f) review and endorse research, community service and university-industry linkage and
technology transfer proposals
g) suggest allocation of funds for approved research, community service and
university-industry linkage and technology transfer proposals;
h) design, facilitate and endorse collaborative activities with national and international
institutions;
i) establish award systems for recognizing outstanding research, community service
and university-industry linkage and technology transfer;
j) assist the research, community service and university-industry linkage and
technology transfer Directorates in preparing code of ethics governing/safeguarding
research and intellectual property rights;
k) issue guidelines pertaining to visiting researchers who wish to be affiliated with
various units of the University;
l) assist the Senate in enhancing the contribution of the University to community
service programs;
10.8.2. Membership
The RCSUILTTC shall consist of the following members:
a) Research and Community Service Vice President (Chairperson)
b) Director for Research
c) Director for Community Service
d) Director for University-Industry Linkage and Technology Transfer
e) Director for Publication and Dissemination
f) Director for Free Legal Service
g) STM director
h) Director for Indigenous Knowledge, Appropriate Technology and Innovation;
[21]
i) Dean for School of Graduate Studies;
j) Vice dean/director for Research and community service of Campuses/Colleges/
Institutes/School;
k) Director for Education Quality Assurance and Audit;
l) University Research Centers Coordinator
10.9. Publication and Editorial Committee (PEC)

The Publication and Editorial Committee shall:
a) advise the Senate on all matters pertaining to publications (journals, proceedings,
newsletters, teaching materials);
b) prepare publication and editorial guidelines of the University to be approved by the
Senate;
c) advise the Senate on the evaluation and approval of teaching material manuscripts;
d) advise the Senate with regard to forming publication editorial board and create
collaborations with external organizations for the purpose of editorial works,
publishing materials, organizing book fairs, distributing publications, raising funds,
etc.;
e) recommend royalties and honoraria for pieces of professional works (authors,
editors, assessors, advisors, guest speakers, etc.); and
10.9.2. Membership
The PEC shall consist of the following members:
a) Director for Publication and Dissemination
b) Director for Research;
c) Dean of School of Graduate Studies;
d) Director for University Relations and Alumni Management;
e) Director for Information Communication Technology;
f) The University Printing Press Director;
g) Four senior academic staff appointed by the Senate from different fields of studies;
h) One senior English language instructor.
i) Director for Educational Quality
[22]
10.10. Library and Information Communication Technology Committee (LICTC)
The Library and Information Communication Technology Committee shall:
a) assist the Senate in formulating library and information communication technology
policies and strategies in relation to the development of resources for instruction,
research and other services;
b) prepare guidelines for effective utilization of library and information technology
centers;
c) oversee the University's libraries and information centers to maintain them as
national and international scholarly resources;
d) ensure the efficient utilization of library and ICT resources and facilitate the
resources required to implement the University's policies and strategies in this
regard;
e) formulate rules and regulations on donated books, manuscripts, projects, pieces of
arts and other materials including the rights of donors;
f) formulate policy for the acquisition, development, management, and disposition of
collections in the libraries of the University;
10.10.2. Membership
The LICTC shall consist of the following members:
a) Chief Director for University Libraries (Chairperson)
b) Director for Information and Communication Technology;
c) Academic Program Director
d) Director for Institutional Policy and Planning;
e) Director for Education Quality Assurance and Audit;
f) Department Heads of Computer Science and IT;
g) Library Technical Service Head
h) Two student representatives, one each from graduate and undergraduate programs.
10.11. Academic Staff Recruitment, Promotions and Scholarship Committee (SRPSC)

The SRPSC shall:
a) devise policies on human resource development schemes;
[23]
b) formulate and present to the Senate guidelines on recruitment and selection,
contractual matters, training and development, with equal opportunities for all;
c) proposes criteria and procedures for academic promotion, probation and
confirmation of promotions, renewal of tenure, resignation and retirement;
d) examine and recommend promotions and pass same to the Senate;
e) formulate and present to Senate rewarding mechanisms for merit and innovation in
teaching and research;
f) proposes policies for retention of academic staff;
g) proposes criteria for scholarship and propose candidates to academic affairs vice
president;
h) formulate policies and devise strategies and present to the Senate to enhance
diversity of staff through affirmative recruitment system for applicants for
disadvantaged groups such as women, persons with disability and marginalized
communities;
i) monitor the staff development programs of colleges/institutes/schools in accordance
with the rules and regulations of the University;
j) in conjunction with the University Public Relations Directorate and other concerned
units of the University, look into ways and means of obtaining scholarships through
bilateral, multilateral agreements or through international agencies;
k) clarify in case of complaints regarding recruitment, promotion and scholarship as
well as oversee implementation of policies in this regard;
l) recommend to the Senate on the kind and number of University staff going for
research and sabbatical leaves;
10.11.2. Membership
The SRPSC shall consist of the following members:
a) Academic Affairs Vice President (Chairperson);
b) Vice President for Research and Service Administration Vice President
c) Director for Human Resource Management and Development of respective campus
d) Director for Education Quality Assurance and Audit;
e) Director for Academic Programs
f) Director for research
[24]
g) Director for publication and dissemination
h) Director/Dean of respective Colleges/Institutes/School/Campuses
i) Dean of Delivery Unit
j) Chief Director for Gender and Inclusive Education,
k) Two ( male and female) representatives of the academic staff to be elected by the
Senate
10.12. Continuing and Distance Education Committee (CDEC)
The Committee shall:
a) formulate policies and strategies and that govern the continuing and distance
education program of the University and present to the Senate for approval;
b) propose the guidelines, rules, and regulations that govern all activities in the
continuing and distance education division to be approved by the Senate;
c) examine and initiate the launching of new in-campus and off-campus programs, in
collaborations with respective campuses/colleges, schools/external stakeholders
assess progresses of programs and propose improvements as the need arises;
d) review and recommend the structural organization of CDE programs;
e) recommend the termination of a program that is not profitable and/or academically
proved irrelevant;
f) propose the number of students in each program for recruitment propose tuition fee
and part-time payment for courses offered;
g) advise the Senate on scholarships to be offered to the University staff and the
surrounding community; and
10.12.2. Membership
a) Vice president for Academic Affairs (Chairperson)
b) Director for Continuing and Distance Education (secretary)
c) Director for the University Registrar
d) Director for Academic Programs
e) Dean of graduate Studies
f) Director/Deans of campuses/colleges/institutes/school running continuing and
distance education program
[25]
g) Chief Director for Gender and Inclusive Education
10.13. Business/Enterprise Development Committee (BDC)
10.13.1 Duties and Responsibilities

The BDC shall:
a) identify and propose new business ventures and development incentives;
b) monitor, evaluate, support, and report performances of revenue generation schemes
to the Senate;
c) advise the Senate on alternative ways of handling or managing of non-self enduring
services and institutions;
d) propose prices and payment rates for goods and services of revenue generating
schemes;
e) formulate policies and guidelines on initiation and administration of consultancy
services and present to the Senate for approval;
f) solicit for and advise the President and/or the Senate on international collaboration
projects;
g) submit a biannual report to the Senate on the implementation of its duties and
responsibilities; and
10.13.2 Membership
a) Vice President for Business and Development (chairperson);
b) Director for Revenue Generation (secretary);
c) Director for University-Industry Linkage and Technology Transfer
d) Dean of the College of Continuing and Distance Education;
e) Three experienced persons to be assigned by the President
10.14 Planning, Finance and Development Committee (PFDC)

The PFDC shall:
a) formulate policies and strategies that promote the development and financial
management plan of the University;
b) develop guidelines for cost effective approaches in day to day activities of the University;
[26]
c) assist the Senate by initiating and coordinating the development plans of the University’s
overall growth, expansion and improvement in all academic, research and service sectors;
d) identify short and long-term land use and physical space requirements and submit
proposals to the Senate;
e) initiate, review and propose budgets for teaching, research and service activities;
f) review and evaluate the performance of approved budget, and report on the effective
utilization of resources to the Senate with a view to ensure the enhancement of
educational, research and service objectives of the University; and
10.14.2 Membership
a) Vice President for Administration and Student Service Affairs (Chairperson)
b) Vice President for Research and Community Service
c) Vice President for Business and Development
d) Chief Executive Director for Referral Hospital and College of Medicine and Health
Sciences
e) Director for Institutional Policy and Planning (Secretary)
f) Director for Students Service
g) Director for Human Resource Management and Development
h) Director for Finance
i) Director for Procurement and Property Administration Department
j) Campus Directors/Deans
k) One senior staff from the college of Business and Economics to be assigned by the
President
10.15 Gender, Equity and Anti-HIV/AIDS Committee

The committee shall:
a) devise ways to integrate gender and HIV/AIDS into teaching, learning, research,
student and staff welfare, budgeting, outreach and governance of the University;
b) work on mitigating the impact of HIV/ADIS in the University by creating supportive
learning and teaching environment that is free from stigma and discrimination;
c) develop and update guidelines based on the national policy of HIV/AIDS regarding
prevention, mitigation, care and support in the everyday activities of the University.
d) work on the provision for the protection of those infected and affected persons by
[27]
HIV virus such as stigma and discrimination in the University community.
e) review the University documents (strategic plan, policies, rules, regulations,
disciplinary policies, codes of conduct, etc.) so that gender, equity, and HIV/AIDS
issues are well taken and considered;
f) identify ways to make the University and surrounding communities gender sensitive
and devise and implement such schemes;
g) develop systems to increase awareness of the University community on gender,
harmful traditional practices, reproductive health issues and HIV/AIDS;
h) identify ways to help female students and students with special needs to become
competent, qualified, assertive, and successful;
i) facilitate mechanisms of advising, counselling, and supporting female students and
students with special needs of the University; and
j) devise mechanisms of monitoring the implementation of workplace HIV/AIDS,
gender and equity interventions programs.
10.15.2 Membership
The Gender, Equity and Anti-HIV/AIDS Committee members are:
a) Director for Woman, Child and Youth Affairs (Chairperson)
b) Director for Student Service
c) Directors for Human Resource Development and Management
d) Dean of College of Medicine and Health Sciences
e) Director for Institutional Policy and Planning
f) Dean of Institute of Education and Behavioral Sciences
g) Two members from Students’ Union
h) One health professional from University Clinic/Hospital
10.16 Workshop/Laboratory Management Committee (LMC)

The LMC shall:
a) formulate laboratories and reagent management policies;
b) formulate policies and standards to enhance workshops/laboratory teaching in the
University;
c) establish and oversee good workshops/laboratory practices at all levels and in all
[28]
laboratories;
d) supervise the implementation of safety regulations in all workshops/laboratories;
e) organize and supervise tailor-made trainings of technical personnel;
f) provide clearance for bulk equipment, chemical, and reagent purchases;
g) organize and oversee chemical and reagent audits annually;
h) formulate rules and regulations for a University wide interdisciplinary collaboration
in the use of equipment and workshops/laboratory personnel;
i) formulate regulations and regularly update fees and charges for laboratory analysis;
j) formulate guidelines for storing, managing and disposing chemicals and
workshops/laboratory equipment, glassware, etc.;
k) devise a strategy for the staff-deployment, career-development, and training needs of
laboratory technicians, researchers, etc.;
l) organize and oversee the procurement and transfer of equipment to the new
workshops/laboratories;
m) submit a biannual report to the Senate on the implementation of its duties and
responsibilities; and
10.16.2 Membership
The committee shall consist of the following members:
a) Vice President for Academic Affairs (Chairperson);
b) Vice President for Research and Community Service
c) Vice President for Administration and Student Affairs
d) Director for Finance
e) Director for the University Workshops/Laboratory Management
f) Director for Academic Programs
g) Deans of Faculties/School/Colleges owning laboratories; and
h) Three senior academic/research staffs to be assigned by the President
10.17 Ethics and Code of Conduct Committee (ECCC)

The ECCC shall:
a) proposes policies and strategies that governs the academic staff of the University
regarding ethics and code of conduct;
[29]
b) formulate guidelines, rules and procedures that oversee cases related to ethics and
violation of code of conduct of the University by the academic staff and students;
c) propose amendment or legislation on issues related to ethics and code of conduct of the
University;
d) arrange the provision of appropriate training for the University community regarding
ethics and code of conduct;
e) look into cases of violations of professional ethics and code of conduct by an academic
staff and propose to the Senate the disciplinary measures to be taken. Such jurisdictions
shall include abuse of academic freedom, corruption, harassment of various kinds
(including sexual and racial), breach of confidentiality, interest conflict, infidelity,
plagiarism, forgery, abuse of University property and name; work in close collaboration
academic staff discipline committee
f) promote the integration of core values of the University into the working system; and
10.17.2 Membership
The ECCC shall consist of the following members:
a) Chairperson to be nominated by the President from the senior academic staff
b) Chief Director for Gender and inclusive director
c) Dean, School of Law
d) Chief Director for Student Service
e) Two Representatives of the Academic Staff (male and female);
f) Head, Department of Civics and Ethical Studies,
g) Two Student Representatives (male and female)
CHAPTER FOUR: STAFF OF THE UNIVERSITY
Article 11: Policy Premises

11.1 The satisfactory fulfillment of the vision of the University and the effective realization
of its mission and objectives is premised on the professional competence and quality as
well as intellectual and moral discipline of its staff.
11.2 It is through the instrumentality of its staff that the University can best accomplish its
core activities and strive to serve the society in the production of skilled, knowledgeable
and ethical human resources to meet the needs of the country in all spheres of life and
to develop itself as a community of scholars devoted to teaching, research and
[30]
community services in the best traditions developed by universities throughout the
world.
11.3 The staff of the University shall endeavor to attain the required level of competence and
expertise by keeping abreast with new developments and changes in their respective
fields of studies.
11.4 On its part, the University shall strive to create conducive environment that nurtures
excellence and assists the staff in the endeavor to develop itself and discharge its duties
and responsibilities with efficiency and effectiveness. It shall also clearly define what is
required of its academic staff in the areas of teaching, research and community service.
11.5 The University shall develop policies with respect to salary scales, academic ranks,
promotion and other benefits which enable members of the academic staff to enjoy a
standard of living compatible with the responsibility, dignity and competence which the
University might demand from them.
11.6 The University shall also be duty-bound to work out rules and regulations governing the
academic rights, freedoms, duties and responsibilities of its staff. Such rules and
regulations shall have the purpose of regulating opportunities for regular, research,
sabbatical and other leaves to enable academic staff to undertake research projects, to
pursue courses of study at other universities or to engage in activities related to their
University duties and areas of specialization, which will advance their capacities as
teachers and scholars.
Article 12: Status of this Legislation in the University Contracts

12.1 This Legislation shall form an integral part of the employment contracts for full-time University
staff unless it or a part thereof is expressly waived by the parties.
12.2 This Legislation attempts to establish the rights and obligations of the University and its
academic staff, as well as attending to the rights of those served by the University.
12.3 College/Institute/School members have a special status and rights stemming from the
University’s Statutes, from the application of provisions for academic freedom, and from
the role of College/ Institute/School members in academic governance.
12.4 An academic staff member, who is under disciplinary process, shall incur no loss of pay
or benefits until and unless official action is taken to alter the academic staff member’s
employment status. Nothing in this policy overrides rights provided to academic staff by
[31]
the University’s Legislation or other applicable contracts or policies, including the right
to grieve or appeal the application of this policy under applicable grievance procedures.
Article 13: Staff of the University

The University shall have the following staff categories according to the Higher Education
Proclamation No. 650/2009:
a) Academic staff;
b) Research staff;
c) Technical staff;
d) Administrative staff; and
e) Health Professionals in teaching and referral hospital and student clinics, as may be
appropriate.
13.1 Academic Staff
The University uses the following hierarchy of academic staff in the ascending order.
a) Graduate Assistant I
b) Graduate Assistant II
c) Assistant Lecturer
d) Lecturer
e) Assistant Professor
f) Associate Professor
g) Professor
h) Professor Emeritus
13.1.1 Duties and Responsibilities of Academic Staff

a) An Academic Staff of the University is required to be a scholar with full devotion to
the advancement of the frontiers of knowledge in accordance with the best traditions
developed by scholarly circles throughout the world. It shall be the primary duty of
the Academic Staff to carry out functions in the best interest of the University and
the nation having due regards to professional etiquette.
b) Without limitation to the generality of the provisions of sub-article (13.1.1a) of this
Article, a member of the Academic Staff at the University shall:
i. design, develop and implement courses/modules in his area of specialization
[32]
following established University procedures.
ii. uphold the objective of higher education and the guiding principles applicable to
the institution;
iii. prepare graduates who are cultivated in a democratic culture, competent in
knowledge and skills and internationally competitive in their fields;
iv. treat and interact with students and other members of the University community
giving due respect to their human dignity, emotions, effort and the particular
circumstances they may find themselves and rid off oneself from injuries bias and
prejudice, iniquitous and discriminatory practices;
v. participate and play due role in curriculum development, review, enhancement
and/or enrichment;
vi. respect the constitution, higher education proclamation, legislations of the
University and other pertinent laws of the country;
vii. refrain from any act of discrimination against any individual or group on the basis
of race, ethnicity, sex, creed, political partisanship, disability or physical condition
and socio-economic status;
viii. refrain from imposing his political views and religious beliefs on his students
within the University premises in any form;
ix. avoid acts and situations that are intimidating to students and others;
x. contribute to the best of one’s ability and as a member of the institution’s
community to prevalence of orderly conduct and peaceable operations of the
institution and to peaceful resolutions of intra-institutional conflicts;
xi. educate, continuously assess and evaluate students’ performances;
xii. Submit examinations, marked examination papers and grades on time;
xiii. accept additional teaching assignments when compelling circumstances arise in
any Academic Departments/Colleges/Institutes/School as required by the
University;
xiv. an academic staff who is a medical or health professional shall have the
responsibility to render clinical services in the University`s teaching hospital;
xv. accept teaching and advising assignments in Continuing and Distance Education
Programs;
[33]
xvi. make himself available for consultation, student advisement and academic
guidance;
xvii. conduct problem solving research, that contributes to the advancement of
knowledge, and technology transfer which have positive impacts on community
development;
xviii. publish research findings in nationally and/or internationally reputable peer-
reviewed journals;
xix. conduct peer review of scholarly articles in his area of specialization upon request;
xx. engage in community service, consultancy and University-Industry linkage
activities;
xxi. participate in organizing, directing and developing the activities of the respective
Academic Departments/Colleges/Institutes/School as required by the University;
xxii. without prejudice to the provisions of the Proclamation concerning joint
appointment, devote his energy, working time and attention to teaching, research
and community services of the University as a full-time employee;
xxiii. guide and support students in acquainting themselves with the mission and guiding
values of the University.
xxiv. properly handle and use all University properties;
xxv. maintain a democratic and civil outlook by demonstrating a willingness to work
with others and respecting the ideas of fellow Academic Staff members and
students;
xxvi. participate and contribute during scholarly reviews of proposals, workshops,
student theses/dissertations
xxvii. submit periodic reports to the respective Academic Department on assigned
courses, current research, and/or study leave progresses;
xxviii. within the resources available, endeavor to stay abreast of the latest thinking in the
area of specialization and shall periodically update pedagogical skills and teaching
material;
xxix. inform the respective immediate supervisor and students in advance if and when
he cannot report to duty/class due to involvement in fieldwork, seminars,
workshops or any similar events;
[34]
xxx. arrange make up classes, in consultation with the head of the academic unit and
students, for all classes missed due to involvement in fieldwork, seminar,
workshop or other activities. However, such make up classes should not exceed
25% of the course unless approved by AAVP;
xxxi. no academic staff shall handover the course that he has been assigned to teach to
any other individual for any length of time without the approval of the academic
department head;
xxxii. accept instruction from higher officials of the University where such instruction is
not contrary to law, morality and/or the terms and conditions of employment
within the University; and
xxxiii. carry out required tasks and official duties in an efficient and effective manner as
assigned by the academic unit head or any other higher University body.
13.1.2 Rights of the Academic Staff
Without prejudice to other provisions of this legislation, every academic staff shall have the
right to:
a) exercise academic freedom consistent with relevant laws;
b) conduct research, community service, technology transfer projects and render
consultancy services;
c) take research and sabbatical leaves;
d) be entitled to further education and/or training for professional development as per
the rules and regulations of the University;
e) be promoted to a next higher academic rank on the bases of merit in accordance
with the University rules and regulations;
f) enjoy transparent, fair and equitable remuneration and benefits that shall be
instituted by Government as the economic condition of the country may permit;
g) be timely informed of his performance results and of any records kept in his
personal file without his prior knowledge;
h) enjoy confidential maintenance of information in his personal file except for the
official business of the University or the provisions of pertinent laws require
otherwise;
i) be informed of the University plans, developments and conditions;
[35]
j) receive equal and fair treatment as a person with human dignity and as an academic
staff member equally in the service of the University;
k) compete for academic offices and leadership positions on the bases of the
applicable University criteria;
l) elect and be elected where election of academic staff shall be necessary or is the
norm;
m) receive due process in disciplinary matters and demand and receive redress in
cases of injurious decisions.
n) Enjoy campus security for himself and for his personal property while rendering the
proper services;
o) get support from the University in case of acts or threats of violence perpetrated on him
by a member of the University community as a result of matters relating to his duties in
the University.
p) be entitled for extra load payment for services rendered in teaching, research, community
service or professional service in the University beyond the full load expected of him.
q) be evaluated for one’s performance by students, colleagues and the University and
remonstrate only appropriately in case of disagreement with all or any of the
evaluation results; and
r) change his status to research staff to be approved by academic affairs vice
President and research and community service vice president of the University.
13.1.3 Academic Freedom
a) All members of the academic community shall have the right to fulfill their
functions of teaching and learning, doing research, writing, exchanging and
disseminating information, and providing services without fear of interference or
repression from the state or any other forces;
b) Academic Freedom engages the obligation by each individual member of the
academic profession to excellence, innovation and advancing the frontiers of
knowledge through research and the dissemination/diffusion of its results through
teaching, publication and community service;
c) Academic Freedom also engages the ethical responsibility of the individual and the
academic community in the conduct of research, both in determining the priorities
of that research and in taking account of the implications which its results may have
[36]
for Humanity and Nature;
d) The academic community shall have the freedom of forming/joining independent
and autonomous professional associations. Such freedom includes the right to
assemble peacefully and forming of groups, clubs, associations, and such other
bodies to further the academic and professional interests of the members of the
academic community;
e) All members of the academic community shall have the right to write, print, and
publish their own newspapers or any other forms of media, including wall literature,
posters, and pamphlets. The exercise of this right shall have due regard to the
obligation of the members of the academic community not to interfere with the right
of others to privacy and in any manner or form to unreasonably arouse religious,
ethnic, national, or gender hatred.
13.1.4 Housing and Other Benefits
a) The University may, subject to a general scheme which takes into account academic rank,
provide housing and other allowances to academic staff.
b) University tuition fees will be waived in both programs in which the cost-sharing scheme
is not instituted (Continuing Education Program) for spouses and children of academic staff
who served for a minimum of two years. The spouses and children of retired or deceased
academic staff shall also enjoy this privilege, provided that the staff had served the
University continuously for a minimum of 2 years before his death or direct retirement
from the University. This privilege is subject to competition among the staff for annual
scholarship quota by the University and the scholarship user needs to pass the admission
requirements including exams.
c) Spouses and children of full-time academic staff who served the University for a period of
at least two years shall have the privilege of being placed at the University`s undergraduate
program of their choice provided they meet the placement and admission requirements of
the program concerned. Such full-time academic staff shall also have the privilege to
transfer their spouses and children placed in another public university to the University
provided they fulfill the placement and admission criteria of the undergraduate program
they apply to be admitted into.
d) Spouses and children of fulltime academic staff may also be given placement priority in
graduate programs provided they meet the admission requirements of the University in
case they have the same results with external competitor/s.
[37]
e) Medical fees will be waived for a staff member for medical treatment at University-run
hospital
f) Staff have access to community school and day-care services based on competition among
themselves at subsidized prices
13.2 Research staff

a) The university may have research staff the rank of whom shall be at least Assistant
Professor.
b) Research staff shall assume the responsibilities and duties stated under Article 13.1.1 of
this legislation with major emphasis on research, community service, technology transfer
and publication.
c) A research staff may change his status to teaching staff where there is demand in
the relevant academic unit which shall be approved by academic affairs vice
President and research and community service vice president of the University.
13.3 Technical Staff
Technical staff refers to non-administrative personnel employed to support the teaching-

learning, research and community service processes, library and others in such a status by the
University.
13.3.1 The University uses the following hierarchy of technical staff in the ascending
order
a) Technical Assistant I
b) Technical Assistant II
c) Technical Assistant III
d) Senior Technical Assistant I
e) Senior Technical Assistant II
f) Senior Technical Assistant III
g) Chief Technical Assistant I
h) Chief Technical Assistant II
i) Chief Technical Assistant III
[38]
13.3.2 The University uses the following hierarchy of Professional Librarian in the ascending
order:
a) Assistant Librarian V
b) Assistant Librarian IV
c) Assistant Librarian III
d) Assistant Librarian II
e) Assistant Librarian I
f) Associate Librarian
g) Librarian
CHAPTER FIVE: ACADEMIC AND TECHNICAL SUPPORT STAFF

RECRUITMENT, APPOINTMENT AND PROMOTION
Article 14: Principles of Staff Recruitment

a) The University policy is to recruit staff of the highest caliber through fair and open
processes and the selection must be merit based;
b) Decisions to recruit should be made in the context of an overall workforce plan that
considers the immediate, medium, and longer term staff profile requirements of the
work unit;
c) Deans, directors and heads of departments are accountable for ensuring compliance
with the University recruitment and selection policy;
d) All recruitment requests for an academic staff shall be initiated by the relevant
department and communicated to the respective dean office on time;
e) The number of interviewers or evaluators for recruiting an academic staff shall not
be less than five;
f) Graduate assistants shall be interviewed by the senior staff of the department;
g) Those candidates with the rank of lecturer and above shall make presentation in their
area of specialization and be evaluated by senior staff of the concerned department;
h) An affirmative action for female, physically disabled people, and/or candidates from
emerging regions shall get an additional 5 points on top of the total calculated points;
however, in case of double eligibility by a single candidate, a candidate is eligible
only to the 5 point.
[39]
i) Similar rules will be applied for recruiting academic staff on part time or contract
basis;
j) Joint appointment may be entertained as per the Higher Education Act; and
k) All vacancies must be advertised on any of mass-media before any recruitment is
considered. However, if a highly competent individual with the rank of assistant
professor or above showed up at any time, and if a department requests for a special
recruitment and get approval of a concerned academic commission and AAVP,
recruitments may be allowed under special circumstances. Such recruitments may
be allowed if and only if the University previously advertised the vacancy with the
same qualification on mass-media and also needs to pass through other recruitment
procedures other than the vacancy (e.g. examinations of all types);
l) Notwithstanding to k, the University can recruit its graduates for academic staff
without advertising the vacancy on mass-media. However, this recruitment must be
transparent to all the concerned graduates through local notices to be posted by the
University.
Article 15: Academic Promotion
a) Purpose
The purpose of academic staff promotion is to recognize the achievements and professional
development of academic staff and their demonstrated capacity to contribute to the
University’s mission by undertaking duties at a higher level than their current appointment.
b) Eligibility
A full-time academic staff of the University, who holds a fixed-term or continuing
appointment, may apply for promotion to the next academic rank. To be eligible for promotion,
an academic staff of the University shall fulfill the following conditions:
a) successful completion of the minimum service year in the university;
b) meet the minimum requirements set for the academic rank requested for
promotion;
c) Free from unresolved issues such as disciplinary cases.
d) For expatriate staff, the publication presented for the promotion purpose can be
considered if and only if it passed through Ambo University research process and
[40]
published in affiliation to Ambo University.
15.1 Principles and Procedures for promotion

a) An application for promotion shall be requested by the concerned academic staff;
b) Promotion request of a staff member on any kind of leave shall not be entertained. However,
an application for promotion submitted before an academic staff leaves the University
for sabbatical and research leaves shall be processed, provided that all the
requirements are fulfilled six months before the leaves.
c) An academic staff promoted to the rank of lecturer and above should serve the
University for a Minimum of two semesters to apply for study leave; however, the
department in consultation with the academic council (department council and
academic council) may allow applying for study leave ;
d) The department of the applicant shall assess the application and, upon denial, inform
the applicant of the same in writing and upon acceptance, recommend to the concerned
AC within one month of the receipt of a complete application document. If the
deadline cannot be adhered to, the department should inform the applicant the reasons
for the delay;
d) Upon receipt of the recommended application from the department, the AC shall
process the same within a period of one month and forward the documents to the office
of the academic affairs vice president (AAVP) or forwards the application back to the
department if the application is denied;
e) Promotions to the rank of lecturer and below are communicated by the AAVP to the
candidate and relevant University bodies within one week from the date of approval,
or returned to the College/institute/school if denied;
f) Promotion requests to the rank of assistant professor or above are forwarded by the
Office of the AAVP to the ASAPC, which in turn processes the promotion request
within one month, and upon acceptance, recommends the same to the Senate, or
returns the document to the College/institute/school through AAVP if the request is
denied;
g) promotions to the rank of assistant and associate professorship are approved by the
Senate following recommendation of the same by the ASAPC;
h) Promotion request for the rank of professorship is endorsed by the Senate following
[41]
the recommendation of the same by ASAPC. The President shall present the same to
the board, for its final approval;
i) Upon approval by the Senate or by the Board, as appropriate, the President
communicates the appointments to the candidates and relevant University bodies
within a period of two weeks;
l) Rejected promotion request may be reinitiated and processed following the same
procedure;
m) When a head of a department is a candidate for promotion, the dean shall designate a
senior member of the department to act as chairperson of a department council for the
specific purpose of processing the promotion; OR When a dean of a
college/institute/school is a candidate for promotion, the AAVP shall designate a
senior member of the academic commission to act as chairperson of the AC for the
specific purpose of processing the promotion.
15.2 Effective Dates of Promotion
a. Promotion to the rank of Professor shall come into effect from the date endorsed by
the Board (i.e. the date appearing on the Minute of the Board).
b. Promotion to the ranks of Assistant Professor and Associate Professor shall come to
effect from the date endorsed by the Senate
c. The effective date of promotion obtained through masters and PhD degrees shall be
as of the date the candidate reports to duty in person holding the appropriate
credentials.
15.3 General Criteria for Promotions

The length of service within a given rank, effectiveness in teaching and/or quality of research
and publications, participation in the affairs of the University and public and professional
service rendered in various capacities shall be the basic criteria for promotion. The components
of the requirements that have to be met to fulfill each of these criteria and the manner in which
these are assessed are set forth in this Article. Without prejudice to this Article, the Staff
Recruitment, Appointment and Promotions Committee may provide detailed guidelines
regarding the components of the requirements for promotions. The guidelines shall be annexed
as part of this legislation after its endorsement by the Senate.
[42]
15.3.1 Length of Service within a Given Rank
There shall be a minimum number of years that an academic staff has to serve within a given
rank for promotion to the next higher rank;
a) For an academic or research staff who, before being appointed in a given
department, had served in other accredited institutions of higher learning having an
equivalent promotion standard as the University, his years of service outside shall
be considered for the fulfillment of this criterion. However, such an academic staff
must serve for at least two consecutive semesters at Ambo University before
submitting application for promotion;
b) The provision of the preceding sub-Article 15.3.1a of this legislation shall not apply
where the length of service in other institutions of higher learning has been
considered and used to determine the rank of an academic staff at the time of
appointment;
c) For persons who join Ambo University as academic staff member after giving
number of service years in other non-higher education institutions or organizations,
their service years in such organizations may be used for promotion with a three to
one conversion ratio (three years nonteaching experience will be considered as one-
year effective service). However, such an academic staff member must serve for at
least two years in the University before being considered for promotion to the next
academic rank. Promotion request to the rank of professor shall only be considered
as per the promotion criteria set under sub-Article 16.1.7 of this legislation.
15.3.2 Effectiveness in Teaching
a) Effectiveness in teaching of an academic staff shall be measured by the evaluations
of the staff’s work by his students, colleagues and the department head or dean at
the end of each academic semester;
b) The contribution of each of the components of the system of evaluation to the
overall rating of the teaching effectiveness of an academic staff shall be as follows:
i. Evaluation by students ………………………………………. 50%
ii. Evaluation by Colleagues ……………………………………. 20%
iii. Evaluation by head of department or the dean ………………. 30%
c) For fulfillment of the criteria of effectiveness in teaching, the weighted average of the
[43]
evaluation over a given number of years the academic staff has served after his last
promotion shall not be less than 75%. The average of evaluation over these years in
each category shall not be less than 50%;
d) The years of service an academic staff rendered to the University before sabbatical,
research or study leaves shall count towards the effective teaching requirement for
promotion to the next rank.
e) In exceptional cases where an academic staff is not handling courses due to other
assignments given by the University, the weighted evaluation of effectiveness in
teaching may be waived and the rest evaluation criteria can be taken out of 100%.
15.3.3 Requirements on the Number and Quality of Publications
a) Publication of an article or articles in reputable journal (s) is a mandatory requirement

for promotion to the rank of Assistant Professor, Associate Professor and Professor.
b) Publications considered for promotion shall be in line with one’s area of specialization
or related.
c) Reputability of journals
An article published in an international journal is acceptable for promotion by the

relevant provisions of this Legislation if the reputability of the journal is unequivocally
established.
The reputability of international journal is determined considering factors including peer

review, originality, scientific quality, technical editing quality, editorial quality and
regularity of the journals and indexing in at least one of the following:
i. Scopus
ii. Science Citation Index Expanded (SCI-Expanded),
[44]
iii. Social Sciences Citation Index (SSCI),
iv. Art and Humanities Citation Index (A&HCI)

d) Notwithstanding the provisions of article c, articles published in local journals and not
indexed in the international indexing agents listed article 15.3.3c, is considered acceptable
for promotion if the journal is recognized by the University through the Ministry of Science
and Higher Education.
e) Conference proceedings shall be acceptable for promotion following the relevant
provisions if the proceedings are indexed by recognized international indexing agents listed
in sub-article 15.3.3c. The criteria and procedures for the assessment of such papers or
articles shall be issued by the Publication and Editorial Standing Committee.
Nevertheless, such points shall not account more than 20% of the publication requirements.
f) Publications that appear in reputable journals under the titles such as technical notes,
short/brief communications, and case reports may be counted towards the fulfillment of
the criteria for promotion. Even though these appear under different sections in different
journals, they are defined as reviewed and published findings in reputable journals but
not as full-fledged research articles. Accordingly, their equivalence with respect to a full
research article will be determined based on internal and external evaluations. However,
such points shall not account more than 25% of the publication requirements.
g) In case a candidate presents publications both in proceedings and technical notes/ brief
communication, still the points from such publications shall not exceed 35% of the total
publication requirements
h) Abstracts shall not be considered for promotion;
i) Publications arising out of thesis work can also be considered for promotion if the published
work does not depend more than 50% on the data in the Theses or Dissertations and is
published by the staff member after the last promotion.
j) Only published articles must be presented for promotion request and letter of acceptance
shall not be entertained.
k) A book shall be deemed acceptable for the purpose of promotion in accordance with the
relevant provisions where it is established that it has been published by a reputable
publisher that meets the generally accepted standard profile of books and the material
contents of the book comprise original substantive data or research method and includes at
[45]
least 6 citations from relevant journal articles published by the author. A publisher of a
book shall be considered reputable where the publisher is a professional society, scholarly
association, university department, research institute, think-tank, or commercial academic
publishers; has a viable publication policy; and possesses a well-known track record as
regards the focus, frequency, scope of distribution. Besides, international publishers should
be indexed in Web of Science or Scopus to be considered as reputable.
l) A teaching material shall be deemed acceptable for the purpose of promotion in accordance
where it is established that it has been published by an academic unit of HEI having been
selected for its academic merit and contribution to knowledge as defined herein, accepted
for publication so as to serve as a teaching material, subjected to peer-review, and has
undergone editing and refining. A solo author or at least one of the coauthors in case of
multiple authorship of a teaching material must have a minimum academic rank of
Associate Professor. At least one of the authors must have taught the specified course for
two consecutive years before preparing the teaching material. The teaching material must
have been used for two consecutive years and has received an evaluation point of 60%.
m) A textbook shall be deemed acceptable for the purpose of promotion in accordance with
the relevant provisions where it is established that it has been published by a reputable
book publisher as defined in sub-article k of this article, and it meets the generally accepted
standard profile of books and serves as a standard resource for the study of a given subject.
n) Release of Technology: Technologies are new findings such as improved production
practices, varieties, animal breeds, farm implements, machines, tools, and other products
(tangible e.g. drugs, vaccines; or intangible e.g. crop protection measures, methodologies,
software etc.) which are proved to increase the productivity of crop, livestock and improve
the livelihood of human beings. The technological packages should be approved through a
nationally accredited mechanism. Developed crop varieties are, for instance, expected to
indicate how (fertilizer applications and rate, seeding rate), where (agro-ecology and
altitude ranges) and when (planting dates) to cultivate them; their crop phonologies (e.g.
growth habits), and reactions towards the major diseases and insect pests. Upon
confirmation of the registration of such packages, the Research and Community Service
V/P office of the University shall issue a letter of recognition about the release of the
technology to the generator(s) of the technology indicating the share of their contributions.
[46]
The researchers may then submit the recognition letter and evidence that the technology is
released and registered when applying for promotion to any rank. Any technology
approved for release will have an equivalent point to an article published in a journal.
o) Module prepared for a specific course shall not be considered for promotion.
15.3.4 Values of Scientific publications
The types of publications and their corresponding values are as given in Table 1.
Table 1 Publication points for each publication type
Publication type Publication Maximum points

points to be earned (%)
Full-length Journal article 1 100
Book 3 50
Text Book 2 50
Book chapter 1 25
Review Article in Annual Review Journals 1 25
Review Article in other journals 0.5 25
Teaching material 0.5 20
Conference Proceedings 0.3 20
Short communication, Technical notes, case 0.5 20
reports on Journal Articles
Patent 0.5 25
Prototype 0.5 25
Technology Package (Released & registered 1 50
technology)
Work of Art 1 100
Note: Except for promotions earned from Work of Arts, publication points accrued from
journal articles shall constitute at least 50% of the total publications points required.
While the publication point of a solo author is 1.00, the publication point of joint authorship is
awarded as shown in Table 2.
Table 2. Share of publication points for joint authorship
[47]
No. of authors Share of each co-author
2 0.7
3 0.6
4 0.5
5 0.4
6 or more 0.35
15.3.5 Weighted Values of the Criteria for Academic Promotion

a) Weighted values are assigned to each of the major components of the criteria in the
manner provided hereunder.
b) In the case of promotions to academic ranks below that of an assistant professor, it is
sufficient that the candidate meets the minimum in terms of years of service, academic
qualification and publications wherever applicable.
c) The following weights in percentage shall apply for promotion to the ranks of assistant
professor, associate professor and professor:
i. Effectiveness in teaching/research. 30%
ii. Publications 35%
iii. Participation in University affairs 20%
iv. Public service and/or professional activities 15 %
d) Apart from the fulfillment of the individual criterion specified in the preceding
provisions a candidate for the ranks of assistant professor, associate professor and
professor shall earn a minimum of 75% of the maximum possible total points indicated
hereof.
e) Public/Community Service
The following may constitute Community Service:
i. Participation in local, regional and national committees whenever called upon to do
so;
ii. Conducting series of press, radio and /or TV programs to elucidate to the public
some science and technology, etc.; and other professional services to the
community the contents and quality of which are to be determined by the concerned
department of the University;
[48]
iii. Participating/collaborating in community development projects and programs
iv. Producing publications that do not fall in his area of specialization, but having
contribution to the public at large.
v. All community service contributions shall be evidenced by way of written official
documents
vi. Any professional services for different members of the community to be verified
by the concerned department, College/Institute/School and RCSVP
vii. A service shall be considered as a community service provided that no professional
payment is made to it.
viii. Political party and/or religious, family-based services with personal element etc.
shall not be considered as community service.
15.4. Participation in the University Affairs

This requirement may be fulfilled by holding a post of academic administration at the
department, school, institute, college and/or University levels, participating in standing or ad-
hoc committees and taking assignments when called upon by the department, school,
institute, college or the University administration. The relative weights to be assigned to the
two components of this criterion shall be as follows:
For Assistant Professor and above:
1. Academic administration 60%
a) President 60%
b) Vice President or equivalent positions 50%
c) Deans/Directors or equivalent positions 45%
d) Associate deans/Assistant registrar or equivalent positions 40%
e) Department heads 35%
2. Work in committees 40%

a) Senate standing and long-term committee member
i. Three or more committees 40%
ii. Two committees 30%
iii. One committee 20%
b) Ad-hoc committee
[49]
i. Three or more committees 30%
ii. Two committees 20%
iii. One committee 10%
c) The President and Vice President of the University (including the Vice president rank
positions such as the Chief Executive Director of the Referral Hospital and Scientific
Director of the Institute of Technology) shall earn full points allocated for serving in
the committees
d) An academic staff who did not get the opportunity to serve in the University
academic administration or those who, for valid reasons, decline to accept such
assignments may be evaluated by other University wide academic unit committees,
ad-hoc committees, professional development, and such other assignments as may be
deemed appropriate.
15.5. Promotion of Research Staff

a) Promotions pertaining to research staff shall follow the same roots as in the academic
staff on condition that he invests 25% of his time for teaching and has produced three
times the publication requirement of the teaching staff for respective academic rank.
b) Appointment and Promotions pertaining to adjunct staff and joint appointment shall
be governed by the guidelines that would be formulated by ASAPC of the University.
Article 16: Specific Appointment and Promotion Requirements for

Teaching Staff
The appointment and promotion of academic staff shall be implemented based on the
requirements indicated below for each academic rank. However, during the appointment
process, female academic staff shall get ten (10) additional points as affirmative action and
given priority when they have tie points with male candidates.
16.1 Graduate Assistant

a) Graduate Assistants are persons employed for one year in order that the University
may assess their ability and develop their suitability for future permanent contract
employment as regular Academic Staff members after graduate studies and/or after
attaining promotion to the next rank.
b) Graduate Assistants shall be given every opportunity for gaining insight into as
[50]
many aspects as possible of the work of the department to which they are assigned
as well as some opportunity to prepare themselves for the necessary advanced
specialized study.
c) A Graduate Assistant shall normally assume tutorial responsibilities; but under
exceptional circumstances, may be given teaching responsibilities at the level of
lower division courses and under the supervision of a senior faculty.
d) A graduate Assistant may be given the following duties:
i. Assist in the instruction of special types of classes as well as large classes under
the supervision of senior academic staff.
ii. Give tutorial classes, provided that these classes are part of a regular course in
the curriculum and giving of final grades in the course is the responsibility of
the senior staff member to whom the course is assigned.
iii. Take over classes with the approval of the head of the academic unit in
emergencies such as sickness or other unavoidable absence, provided that such
arrangement shall not continue beyond four weeks and provided further that in
the above instance a Graduate Assistant shall not be given the responsibility for
more than half of the course time.
iv. Act as demonstrators in scientific and technical laboratory classes, provided
that the planning and supervision of such classes remains with a regular
academic staff; and
v. Assist in research activities under the supervision of senior staff members.
16.1.1 Graduate Assistant I
a) Appointment
 A candidate with the qualification of a Bachelor’s Degree in a four years program and
with at least a CGPA of 3.25 for male and 3.00 for female.
16.1.2 Graduate Assistant II
Promotion
 One year of effective performance as Graduate Assistant I and a minimum performance
evaluation result by Department Head, peers and Students which is 75%.
[51]
16.1.3 Assistant lecturer
a. Appointment
 A candidate with a five years Bachelor's degree in fields of study with at least a CGPA
of 3.25 for male and 3.00 for female;
b. Promotion
 A candidate with one year of effective teaching/service, normally as a full-time
Graduate Assistant II and a minimum performance evaluation result (75%) by
Department Head, Peers and students.
16.1.4 Lecturer
a) Appointment
 A candidate with the qualification of a Master's degree or its equivalent with at least
CGPA of 3.50 for male and 3.35 for female with “Very good (B+)” or equivalent
Master thesis result; AND a CGPA of 3.0 for male and 2.75 for female during BA/BSc
studies.
OR
 A six years or above degree of medicine (Medical Doctor) or Veterinary Medicine

(Doctor of Veterinary Medicine) with no specialization and with at least a CGPA of
3.50 for male and 3.35 for female; However, minimum CGPA of 3.00 and 2.75 for
male and female respectively may be considered under special circumstances justified
by an academic commission and approved by the AAVP.
b) Promotion
 A candidate with the qualification of Bachelor's degree or its equivalent; and at least
two years of effective teaching as an Assistant Lecturer; and at least one publication
point in a reputable journal since becoming Assistant Lecturer; and a minimum average
performance evaluation result (75%) by Department Head, Peers and Students.
16.1.5 Assistant Professor
[52]
a) Appointment
 The qualification of a PhD degree or equivalent or MD or DVM with specialty

certificate/ Master’s degree.
b) Promotion
i. Four years of effective teaching and research as a lecturer; and

ii. At least two Publication points in one’s field of specialization or related from
journal articles, books, text books, teaching material or other publications
items as stated under Article 15.3.4. (Table 1), out of which, at least one
publication as first author; and
iii. Participation in University affairs; and

iv. Community Engagement, and
v. A minimum performance evaluation result (75%) by Department Head, Peers
and Students;
16.1.6 Associate Professor
a) Promotion
i. Four years of effective teaching and research as an assistant professor; and
ii. At least three Publication points in one’s field of specialization or related from
journal articles, books, text books, teaching material or other publications items
as stated under Article 15.3.4. (Table 1), out of which, at least one publication as
first author; and
iii. Participation in University affairs; and

iv. Supervision of 4 graduate students to completion; and
v. Community Engagement; and
vi. A minimum performance evaluation result (75%) by Department Head, Peers
and Students;
16.1.7 Professor
a) Promotion
[53]
i. Four years of effective teaching and research as an associate professor; and
ii. At least five Publication points in one’s field of specialization or related from journal
articles, books, text books, teaching material or other publications items as stated
under Article 15.3.4. (Table 1), out of which, at least three publication as first author
corresponding author; and
iii. Supervision of 6 graduate students to completion; and
iv. At least one research grant (external fund) won as a Principal Investigator (PI); and
v. Participation in University affairs; and
vi. Community Engagement; and
vii. A minimum performance evaluation result (75%) by Department Head, Peers and
Students;
b) Note that in Promotion to Professor, the publications and CV of the applicant shall be sent
to two external and two internal assessors who are proved to be renowned professors in
the field chosen by the academic commission of the respective college.
Article 17: Appointment and Promotion Requirements for Research Staff

17.1 Research Assistant - I
a) Appointment
17.1.1 A candidate with the qualification of a four-year Bachelor’s Degree in the old
curriculum or three-year Bachelor’s Degree in the new curriculum or equivalent, and
with at least a CGPA of 3.50 for male and 3.25 for female. The CGPA requirement
may be changed under special circumstances justified by the department, approved by
the academic commission, and the Vice President for Research and Community
Service. However, the CGPA should not be less than 3.00.
AND
The candidate must be supported by a strong recommendation of the recruiting
department and approved by the academic commission of the respective
college/faculty regarding his future promise.
17.1.2 Research Assistants are persons employed for one year by the University to assess
their ability and develop their suitability for future permanent contractual employment
[54]
as regular research staff members after post-graduate studies and/or after attaining
promotion to the next rank.
17.1.3 Research Assistants should be given every opportunity for gaining insight into as
many aspects as possible of the work of the department to which they are assigned, as
well as some opportunity to prepare themselves for the necessary advanced specialized
study.
17.1.4 The head of the department to which a Research Assistant is assigned has the
responsibility to develop and supervise the training program for the Research
Assistant.
17.1.5 A Research Assistant shall assume the responsibilities of assisting in research,
extension, technology dissemination, and teaching-learning; but under certain
circumstances, he may be given the assignment to independently propose and
undertake research and extension activities.
17.2 Research Assistant - II

a) Appointment
17.2.1 A candidate with the qualification of a five-year Bachelor’s Degree in the old
curriculum or a four-year Bachelor’s Degree in the new curriculum such as law,
engineering, etc. and with at least the level of a CGPA of 3.50for male and 3.25 for
female. The CGPA requirement may be changed under special circumstances justified
by the department, approved by the academic commission, and the Vice President for
Research and Community Service. However, the minimum CGPA shall not be less
than 3.00.
AND
The candidate must be supported by a strong recommendation of the recruiting
department and approved by the academic commission of the respective faculty
regarding his future promise.
b) Promotion
17.2.2 A candidate with a one-year effective service as Research Assistant-I and a minimum
performance evaluation result by department head and peers.
[55]
17.2.3 Research Assistants should be given every opportunity for gaining insight into as
study.
17.2.4 Research Assistants should be given every opportunity for gaining in-sight into as
study.
17.2.5 The head of the department to which a Research Assistant is assigned has the
responsibility to develop and supervise the training programme for the Research
Assistants.
17.2.6 A Research Assistant shall assume the responsibilities of assisting in research,
extension, technology dissemination, and teaching-learning; but under certain
circumstances, he may be given the assignment to independently propose and
undertake research and extension activities.
17.3 Assistant Researcher
a) Appointment
17.3.1 A candidate with the qualification of a five-year Bachelor’s Degree with a CGPA of at
least 3.50 for male and3.25 for female. The CGPA requirement may be changed under
special circumstances justified by a department and approved by the academic
commission and by the Vice President for Research Affairs. However, the minimum
CGPA should not be less than 3.00.
b) Promotion
17.3.2 A Bachelor's Degree or its equivalent, with one year of effective service, as a full-time
Research Assistant-II, and a minimum performance evaluation result by department
head and peers.
17.4 Researcher
a) Appointment
17.4.1 A candidate with the qualification of a Master’s degree or MD/DVM degree or its
equivalent.
b) Promotion
[56]
17.4.2 A candidate with the qualifications of Bachelor's Degree, or its equivalent with at least
two years of effective research and teaching service as an assistant researcher and at
least three publication points in reputable journals and/or release of three technological
packages through nationally accredited mechanism (combination possible) since last
promotion;
17.5 Assistant Professor

a) Appointment
A candidate with the qualification of PhD degree or equivalent or an MD/DVM degree with
specialization; or an applicant from accredited and recognized research institution with MSc
degree and holding the rank of researcher with three years of research work experience and at
least four publication points in reputable journals and/or release of four technological packages
through nationally accredited mechanism (combination possible) since last promotion.
b) Promotion
i. A candidate with the qualification of a master’s degree or MD/DVM degree or
equivalent; and a minimum of four years of effective research experience; and
ii. A least six publication points in one’s field of specialization or related from journal
articles, books, text books, teaching material or other publications items as stated
under Article 15.3.4. (Table 1), out of which, at least two publication as first author;
Or
iii. A candidate with the qualification of a master’s degree or MD/DVM degree or

equivalent; and minimum of three years of effective research experience; and at least
nine publication points in one’s field of specialization or related from journal articles,
books, text books, teaching material or other publications items as stated under
Article 15.3.4. (Table 1), out of which, at least three publication as first author; and
iv. Participation in University affairs; and
vi. A minimum performance evaluation result (75%) by Department Head, Peers and
Students ( for the 25% responsibility of engaging in teaching);
17.6 Associate Professor

a) Appointment
[57]
b) Promotion
i. A candidate with the qualification of PhD degree or equivalent or an MD/DVM degree

with specialization and a minimum of four years of effective research experience as an
Assistant Professor or as a senior researcher; and
ii. At least nine publication points in one’s field of specialization or related from journal
articles, books, text books, teaching material or other publications items as stated under
Article 15.3.4. (Table 1), out of which, at least four publications as first author since
last promotion; and
iv. Participation in University affairs; and
vi. A minimum performance evaluation result (75%) by Department Head, Peers and
Students ( for the 25% responsibility of engaging in teaching);
17.7 Professor
Promotion
i. A candidate with a PhD degree and the rank of Associate Professor, and a
minimum of four years of effective research experience; and
ii. At least twelve publication points in one’s field of specialization or related from
journal articles, books, text books, teaching material or other publications items
as stated under Article 15.3.4. (Table 1), out of which, at least five publications
as first author since last promotion; or
iii. A candidate with PhD degree and the rank of Associate Professor, and a
minimum of three years of effective research experience as an Associate
Professor; and fifteen publication points in one’s field of specialization or
related from journal articles, books, text books, teaching material or other
publications items as stated under Article 15.3.4. (Table 1), out of which, at
least seven publications as first author since last promotion; and
[58]
iv. Supervision of 10 graduate students to completion; and
v. Participation in University affairs; and

vi. Community Engagement; and
vii. A minimum performance evaluation result (75%) by Department Head, Peers
and Students ( for the 25% responsibility of engaging in teaching);
Article 18. Clinical Services as a separate requirement for promotion

Clinical consultations given and/or procedures performed in the course of rendering clinical
services, since last promotion, by academic staff at Health Science and Veterinary Medicine
Colleges shall be considered as a separate special requirement for promotion. Guidelines shall
be issued to indicate the percentage to be attached to clinical services, determine the minimum
number of patient consultations that must be given and/or the minimum number of procedures
that must be performed by the academic staff concerned to earn publication points indicated
hereof. However, publication points allocated to clinical services shall not exceed 20% of the
publication point requirement.
Article 19: Promotion requirements for academic staff in Fine Arts and
Design
19.1. Lecturer
i. a candidate with a qualification of a Bachelor’s degree, or its equivalent; and
ii. a minimum of two years of effective teaching and research as an assistant lecturer and
clearly identifiable evidence of academic progress.
The following are indicators of academic progress for the purpose of this sub-article:
a. rigorously and positively evaluated and compiled lecture notes which accommodate
new developments in his/her field of study; or
b. authorship or co-authorship of an article in a journal or a realized Work of Art; and
c. Participation in University Affairs; and
d. Community Engagement
19.2. Assistant Professor
ii. At least four creative solo exhibitions or creative body of works, since last promotion,
with the artist’s written statement, critically and favourably evaluated by internal and
[59]
external experts in the area; or
iii. At least four inventions of functional designs, since last promotion, with the inventor’s
written statements, critically and favourably evaluated by internal and external experts
in the area; or
iv. Four joint creative exhibitions or body of works or six joint productions of functional
designs, since last promotion, with the inventor, 's written statements, critically and
favourably evaluated by internal and external experts in the area; or
v. Four creative solo exhibitions or creative body of works since last promotion with the
artist’s written statements, critically and favourably evaluated by internal and external
experts in the area; and
vi. Participation in the University affairs; and
vii. Community Engagement
19.3. Associate Professor

i. Four years of effective teaching and research as an assistant professor; and
ii. Six creative solo exhibitions or creative body of works with written statements done
since last promotion, critically and favourably evaluated by internal and external
experts in the area; or
iii. Six inventions of functional designs with the inventor’s written statements, done since
last promotion, critically and favourably evaluated by internal and external experts in
the area; and
iv. Participation in the University affairs; and
v. Supervision of 4 graduate students to completion; and
vi. Community Engagement
19.4. Professor
i. Four years of effective teaching and research as an associate professor; and
ii. Six original solo exhibitions or body of works or eight inventions of functional designs
with the artist's written statement, or a book and two professional projects or two
textbooks and two professional projects, one textbook and four professional projects
published or done since the last promotion, critically and favorably evaluated by
[60]
internal and external experts in the area; and
iv. Participation in HEI affairs; and
v. Community Engagement
Note in case of application for professorship, the publications and CV of the applicant shall be
sent to two external and two internal assessors who are renown professors in the field chosen
by the academic commission of the respective college. The assessors will use the form
provided in Annex-I to fill their evaluations
Article 20: Promotion requirements for academic staff in Music

20.1.Lecturer
i. a candidate with a qualification of a Bachelor’s degree, or its equivalent; and

ii. a minimum of two years of effective teaching and research as an assistant lecturer and
clearly identifiable evidence of academic progress.
a. rigorously and positively evaluated and compiled lecture notes which accommodate
new developments in his field of study; or
b. authorship or co-authorship of an article in a journal or a realized Work of Art; and
c. Participation in the University Affairs; and
d. Community Engagement

ii. At least four strongly creative compositions (written for symphony, solo
instrument, chamber orchestra, etc.) or two creative solo concerts with the
composer’s/performer’s written statement, since last promotion, critically and
iii. At least six creative group concerts in not more than four performers in a group
with the performer’s written statements since last promotion, critically and
[61]
iv. Six strongly creative solo concerts or four strongly creative compositions (written
for symphony, solo instrument, chamber orchestra, etc.) since last promotion, with
the artist’s written statements, critically and favourably evaluated by internal and
external experts in the area; and
v. Participation in the University affairs; and
vi. Community Engagement

i. Four years of effective teaching and research as an Assistant Professor; and
ii. Eight strongly creative solo concerts or six strongly creative compositions (written for
symphony, solo instrument, chamber orchestra, etc.) since last promotion, with written
statements of the composer/performer, done since last promotion, critically and
iii. Eight creative group concerts in not more than four performers in a group and with the
performer's written statements, done since last promotion, critically and favourably
evaluated by internal and external experts in the area; and
iv. Participation in the University affairs; and
v. Community Engagement
20.4.Professor
i. Four years of effective teaching and research as an Associate Professor; and
ii. Ten compositions (written for symphony, solo instrument, chamber orchestra, etc.) or
six creatively played solo concerts, with the artists written statements, or a book and
two professional projects or two textbooks and two professional projects or one
textbook and four professional projects, done since last promotion, critically and
favourably evaluated by internal and external experts in the area; and
iii. Participation in the University affairs; and
iv. Community Engagement
Note- the publications and CV of the professorship applicant shall be sent to two external and
two internal assessors who are renown professors in the field chosen by the academic
commission of the respective college.
[62]
21. Promotion requirements for academic staff in Theatrical Arts
21.1.Lecturer
a. a candidate with a qualification of a Bachelor’s degree, or its equivalent; and
b. a minimum of two years of effective teaching and research as an assistant lecturer
and clearly identifiable evidence of academic progress.
i. rigorously and positively evaluated and compiled lecture notes which
accommodate new developments in his field of study; or
ii. authorship or co-authorship of an article in a journal or a realized Work of Art;
and
iii. Participation in the University Affairs; and
iv. Community Engagement
i. Four years of effective teaching and research as a Lecturer; and
ii. At least four written or translated or adapted full-length plays and the playwright's full
statement about his works, done since the last promotion, critically and favourably
evaluated by internal and external experts in the area; or
iii. At least four full length plays that are directed and publicly staged since the last
promotion, critically and favourably assessed by internal and external experts in the
area; or
iv. Acted in at least four public stages or four films or four creative television serial
performances in a leading role, done since last promotion, critically and favourably
assessed by internal and external experts in the area; or
v. Six written or translated or adapted creative one act stage or six short film or six
television/ radio plays, since last promotion, critically and favourably evaluated by
internal and external experts in the area; or
vi. Four written full length plays or directing four full-length plays or written ten one act
stage or ten short film or ten television/radio plays, done since last promotion, and
which are critically and favourably evaluated by internal and external experts in the
area.
vii. . Participation in the University affairs; and
[63]
viii. Community Engagement

i. Four years of effective teaching and research as an Assistant Professor; and
ii. Six written or translated or adapted full length plays, since last promotion, critically
and positively evaluated by internal and external experts in the area; or
iii. Directed six full length plays with the director’s written statements, done since last
promotion, critically and positively evaluated by internal and external experts in the
area; or
iv. Acting in six public stages, or six films or six creative television serial performances
in a leading role, and critical and favourable evaluation of the performance by
internal and external experts in the area; or
v. Written or translated or adapted twelve one act stage or twelve short film or twelve
television/radio plays, which are critically and favourably evaluated by internal and
external experts in the area.
vi. Supervision of 4 graduate students to completion; and
vii. Participation in the University affairs; and
viii. Community Engagement
21.4. Professor
i. Four years of effective teaching and research as an Associate Professor; and
ii. Written or translated or adapted ten relatively original full length plays with the
playwright’s written statement(s), or a book and two professional projects or two
textbooks and two professional projects, one textbook and four professional projects,
done since last promotion, critically and positively evaluated by internal and external
experts in the area; or
iii. Directing ten full length plays with the director's written statement(s), or a book and
two professional projects or two textbooks and two professional projects one text-book
and four professional projects, done since last promotion, critically and positively
evaluated by internal and external experts in the area; or;
iv. Acting in ten full length plays as a leading actor, since last promotion, or a book and
[64]
two professional projects or two textbooks and two professional projects, one textbook
and four professional projects, since last promotion, which are critically and positively
evaluated by internal and external experts in the area
v. Supervision of 5 graduate students to completion; and
vi. Participation in the University affairs; and
vii. Community Engagement
Note that the publications and CV of the professorship applicant shall be sent to two external
and two internal assessors who are renowned professors in the field chosen by the academic
commission of the respective college.
Article 22: Criteria for Promotion of Technical Assistants

Technical assistants are not considered as members of the faculty but are academic support
staff. They shall normally assist in laboratory session and field demonstration, help in research
activities of departments and undertake any other assignments given by the concerned
department.
22.1.Technical Assistant I
a) Appointment
 A candidate with a qualification of two years diploma from a recognized
college/institute/school with a cumulative GPA of 3.50 or its equivalent for other
grading systems; OR
 A candidate with the qualification of 10+3 or its equivalent from a recognized Institute,
College or University
22.2.Technical Assistant II
a) Appointment
 A candidate with a qualification of a three years diploma from a recognized institute
or College with a cumulative GPA of 3.50or its equivalent for other grading systems.
 A candidate with the qualification of a 12+3/ advanced diploma or minimum successful
two years of University education or equivalent from a recognized Institute or College.
b) Promotion
 One year of effective service as a Technical Assistant I;
[65]
AND
 Evaluation: Very good (above 75% average by both concerned course instructor and
students which accounts 60% and 40%, respectively)
AND
 Active and effective service in the University as witnessed by the head of the
department.
22.3. Technical Assistant III

a) Promotion
 Two years of effective service as a Technical Assistant II;
AND
AND
department.
22.4. Senior Technical Assistant I

a) Appointment
 A candidate with the qualification of a Bachelor’s Degree (three or four years) or its
equivalent in a specific field from recognized University and with at least the level
of a Cumulative Grade Point Average (CGPA) of 3.25 However, minimum CGPA
of 3.00 and above may be considered under special circumstances justified by an
academic unit and approved by the AAVP.
b) Promotion
 A minimum of two years of effective service as a Technical Assistant III;
AND
AND
[66]
department.
22.5. Senior Technical Assistant II

a) Promotion
 Senior Technical Assistant I with two years of effective experience
AND
department.
22.6. Senior Technical Assistant III

a) Promotion
 Senior Technical Assistant II with two years of effective experience
AND
AND
department.
22.7. Chief Technical Assistant I
a) Appointment
 A Master’s Degree or its equivalent in the specific or related field
b) Promotion
 Senior Technical Assistant III with two years effective service
AND
AND
 One published Lab/practical manual positively assessed by one internal and one
[67]
external specialist in the area
22.8. Chief Technical Assistant II

a) Promotion
 Chief Technical Assistant I with two years effective service
AND
AND
department.
OR
 Senior Technical Assistant III with three years effective service
AND
 Evaluation: Very good (above 75% average by both concerned course instructor
and students which accounts 60% and 40%, respectively)
AND
 Two published Lab/practical manuals positively assessed by one internal and one
22.9. Chief Technical Assistant III

a) Promotion
 Chief Technical Assistant II with two years effective service
AND
AND
 Active and effective service in the service
OR
 Chief Technical Assistant I with three years effective service
AND
[68]
AND
department.
AND
 One published Lab/practical manual positively assessed by one internal and one
Article 23: Criteria for Appointment and Promotion of Professional

Librarians
23.1.Assistant Librarian V
 B.A., B.Sc. or equivalent with at least a CGPA of 3.25 in Library and/or Information
Sciences or related fields. This CGPA requirement may be changed under special
circumstances justified by the appropriate unit and approved by the AAVP.
However, such CGPA should not be less than 3.00.
23.2.Assistant Librarian IV
 B.A., B.Sc. or equivalent in Library Science or information science or related;
AND
 One year of effective experience as an Assistant Librarian V.
23.3.Assistant Librarian III

 Two years of effective experience as an Assistant Librarian IV; or
 A candidate with the qualification of Master’s Degree or its equivalent in Library
and/or Information Sciences or related fields.
23.4.Assistant Librarian II
 Bachelor degree in Library and Information Science or its equivalent and four years
of effective experience as Assistant librarian III , Or
 The degree of Master of Library and Information Science or its equivalent and two
years of effective experience in library as an Assistant librarian III.
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23.5.Assistant Librarian I
 The degree of Master of Library and Information Science or its equivalent;
AND
 Four years of effective experience, at least three years of which must have been spent
at the rank of an Assistant Librarian II;
AND
 At least one publishable bibliography/catalogue favorably assessed by competent
librarians, preferably senior advisors;
AND
 Effective performance in any relevant teaching assignment.
OR
 Three years of effective experience two of which must have been spent at the rank
of an Assistant librarian II;
AND
 At least one publication in a reputable journal;
AND
 Effective performance in any relevant teaching assignment.
OR
 The degree of Doctor of Philosophy in library science or its equivalent.
23.6.Associate Librarian
 The degree of Master of Library Science or Master of Library and Information
Science or its equivalent;
AND
 At least seven years of effective library experience four years of which must have
been spent at the rank of Assistant librarian I;
AND
 At least two articles published in a reputable journal(s) since becoming Assistant
librarian I;
AND
 Effective performance in any relevant teaching assignments.
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OR
 The degree of PhD in Library Science or its equivalent;
AND
 At least four years of effective library experience at the rank of Assistant librarian I;
AND
 Active participation in the development and running of academic and other teaching
programs in library science within the University and in the country at large;
AND
 At least two articles published in a reputable journal(s) since becoming Assistant
librarian I.
23.7.Librarian
 Degree of Master of Library Science or Master of Library and Information Science
or its equivalent;
AND
 Four years of library service as Associate Librarian;
AND
 Effective teaching in the training programs of the University relevant to the library
profession;
AND
 Four articles published in reputable journals or three such articles and an appropriate
teaching material in Library and Information Science;
AND
 Dedication to and creative participation in University affairs and in community
services outside the University.
OR
 PhD in Library Science or its equivalent;
AND
 At least three years of effectivelibrary experience as an Associate librarian;
AND
 Effective teaching in the training programs of the University relevant to the library
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profession;
AND
 At least one text-book in the field of Library Science and two publications in peer
reviewed journal.
OR
 At least four articles published in a reputable journal(s) since becoming Associate
librarian;
AND
 Dedication to and creative participation in University affairs and in community
services outside the University.
Article 24. Extra-ordinary and Accelerated Promotions or Appointments

A staff member who demonstrates extraordinary accomplishments in his area of specialization
since last promotion may qualify for accelerated promotion if the following conditions are
fulfilled.
i. every one hundred percent point achieved over and above the required points for
publication in a given academic rank shall be considered equivalent to a year of
effective teaching, provided, however, that a staff member should at least serve half
of the number of years of the required term of service for his rank; and
ii. the candidate shall score 90% weighted average on academic performance
evaluation; and
iii. for promotion to the rank of Assistant Professor, the candidate shall be a
corresponding author of at least two articles;
iv. for promotion to the rank of Associate Professor, the candidate shall be a principal
author of at least three articles she/he has presented and secured fund for at least one
external research project;
v. for promotion to the rank of Professor, the candidate shall be a corresponding author
of at least four articles and has secured at least two external research/project grants
one of which is from international sources.
ii. Subject to sub-article 23.1 of this Article, a particular academic unit in which the
candidate is a member can initiate recommendations for accelerated promotions. Such
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a recommendation should be supported by documents that evidence the special merits
of the candidate.
iii. A review of the recommendation shall follow the normal process and shall be submitted
to the committee of the relevant academic unit or the Senate and/or the Board for
approval. Such recommendation shall be accompanied by a detailed description of the
special merits of the candidate which would justify the academic unit concerned or the
Senate and/or the Board taking an extra-ordinary decision on the recommendation for
promotion.
Note, if the promotion sought is for the rank of a professorship, the publications and CV
of the applicant shall be sent to two external and two internal assessors who are renown
professors in the field chosen by the academic commission of the respective college.
Article 25: Joint Appointment

25.1.Joint appointment of academic staff shall apply in circumstances when it shall prove an
efficacious solution for an institution's challenge to ensure the relevance and quality of
education as well as to meet demand of academic staff; and it shall be restricted in
application to an institution's professionals with Master's degree and above and to
professionals with high degree of relevant expertise from industry, business, research
establishments and other organizations.
25.2.Without prejudice to other provisions of this legislation and other applicable laws, an
academic staff or a government employee, may be employed, with his consent and the
consent of his institution or capability to do so.
25.3.Issues of importance to the joint appointee and the concerned employers such as status,
duration of appointment, remuneration and other benefits, the tasks to be achieved and
the apportionment of working time shall be negotiated and agreed by the parties within
the framework of rules and procedures enacted by the concerned Senate.
25.4.The provisions of this Article shall not be construed to entitle an academic staff of a public
institution or a government employee to be jointly appointed in a private institution.
Article 26: Honorary Academic Staff Appointment

26.1.Overview
The University supports the appointment of honorary academic staff as a means of optimizing
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significant links with academics of different organization, academics with special merits and
international standing.
26.2. Purpose
The University recognizes the importance of retaining esteemed retiring academic staff,
professionals from national and international institutions and also attracting eminent
commercial and industry experts to honorary academic positions, which serve to enhance the
University’s research and teaching expertise and standing.
26.3.Description
The University may appoint as an Honorary Academic staff those professionals retired from
the University, person of great distinction and international standing who can serves the
University in a teaching and/or research capacity but who, by virtue of the existing
appointment, cannot be considered for a full-time position. Such appointments will not
normally carry remuneration from the University. Reimbursement may be made for out of
pocket expenses, for example travel and accommodation, however, honorary appointees are
not otherwise paid for contributions made.
26.4.Procedure
a. The University shall, from time to time, appoint retiring academic staff, professionals from
national and international institutions and also recognized industry experts to honorary
research and teaching positions in the following categories and titles:
i. Honorary Lecturer
ii. Honorary Assistant professor
iii. Honorary Associate Professor
iv. Honorary Professor
v. Professor Emeritus
b. The candidate to be appointed with honorary rank should at least fulfill the requirements
of the respective academic ranks as per this legislation. Appointments and reappointments
of honorary academic staff at the level of Lecturer are approved by the relevant Dean, on
the recommendation made by the department. Written support for the appointment must
accompany the nomination. Appointments and reappointments of honorary staff at
Assistant professor and above are recommended by the college/institute/school/school and
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approved by AAVP. The AAVP will subsequently report to the Senate any such
appointments. Appointment of Professor and Professor Emeritus is approved by University
Senate.
c. Nomination and appointment of honorary staff request of the department or school must
contain the following specific information that should be addressed to the approving organ:
i. the duties and responsibilities of the proposed appointee;
ii. how the appointment will advance the University’s contribution to research,
teaching, community or professional service or the University’s links with
industry or government;
iii. the benefits that will flow through to the department from the appointment; and
iv. in case of reappointment, how the University has realized the expected benefits
from the previous appointment.
26.5. Offer of Appointment
After the honorary appointment has been approved, AAVP will arrange for an offer to be sent
to the nominee. Appointments of the level of honorary lecturer will be referred to the relevant
college/institute/school. Appointments up to Honorary Associate Professor referred to the
AAVP. Appointments of Honorary Professor will be approved by the University Board. All
appointments and promotions are bound by the University staff appointment and promotion
regulation.
26.6.Period of Appointment
Honorary appointments will be for a maximum of three years in the first instance. The
appointment will lapse unless a case for reappointment is made and approved.
26.7. Renewal of Appointment
a) The proposal for renewing the appointment must follow the same process as for
the initial appointment but also include a reflection on the benefits realized from
the previous appointment.
b) No numerical limitation is placed upon the number of appointments, although in
considering each nomination, the University should bear in mind that appointment
to Honorary staff position should be of rare occurrence as it is based on
extraordinary merit.
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26.8. Conditions of Appointment
University shall determine and issue the necessary conditions with respect to rights and
obligations for honorary academic staff.
26.9.Promotion
Honorary academic staff may request promotion and be promoted to the requested level during
the period of appointment if he fulfills the requirements set by this Legislation.
26.10. Patents and Exploitation of Inventions
Honorary members of staff must follow the procedure laid down by the University, in the event
of a potential patent registration or where an invention or discovery may be commercially
exploitable.
Article 27: Tenure

27.1.Tenure is a privilege granted in recognition of a continuous meritorious service and
outstanding scholarly teaching and/or research or institutional leadership
achievements with the view to encouraging the academic staff of the University to
continue to excel in their respective disciplines. Tenure provides guarantees of
security in employment to academic staff, irrespective of changes in remuneration,
but does not constrain the University in its rights to either dismiss or discipline an
academic staff as set out in the provisions of Articles 54-58 of this Legislation. As
such, tenure constitutes expression of the University’s confidence that the staff will
justify the award in his continued professional career.
27.2.A tenured academic staff shall have job security, and may not be dismissed from his
position unless he has committed a serious breach of discipline as stipulated by this
Policy.
27.3.Professors or associate professors who meet the requirements of sub-article (1) of this
Article may, upon retirement, be given the rank and status of professor emeritus or
associate professor emeritus.
27.4.The retirement age of an academic staff of the University may be extended by the
Ministry, for two consecutive sets of terms of three years each, where:
27.5.The staff holds a Master’s Degree or above, remains in good health and has a
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meritorious continuous service;
27.6.The institution reasonably justified, on the basis of actual and projected demand, the
need to extend the retirement age;
27.7.The staff has freely consented to extension of the retirement age.
27.8.Article 27: Criteria for Awarding Tenure
Tenure may be awarded to a full-time University Academic Staff member who:
a) holds the rank of Assistant Professor or above with a terminal degree (PhD) and
serve the University for a total of ten years; AND
b) demonstrates a desire to continue to serve the University as a staff member for an
indefinite period; AND
c) has demonstrated throughout their professional career:
i. scholarly ability through teaching, research, publications or other contributions
to the advancement of the respective academic field; and
ii. Service of merit to the University, through contributions to University
committees or its constituents or in connection with other tasks which may have
been assigned.
27.9.Article 28: Procedure for Awarding Tenure
The University may offer tenure appointments on request of the applicant, endorsement of the
Academic Department and then relevant AC and Approval of the Senate.
27.10. Article 29: Right of Tenured Staff
An Academic Staff member awarded tenure is guaranteed continued employment by the
University at their present rank, or any rank to be promoted, and at their present salary scale
or any other salary scale to which the Staff member may be elevated, so long as the Staff
member does not violate any of the conditions justifying discharge of Academic Staff
members.
Article 28: Designation of Emeritus

28.1.Emeritus is an honorary rank given to a retired academic staff with a rank of professor
/associate professor in recognition of his outstanding contributions and lifetime
commitment to the University.
28.2.Mode of Appointment
a) Designation for the title of Emeritus may be initiated by the department in which
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the scholar has rendered his services, by another academic staff of the department
concerned or any other unit of the University;
b) The proposal, along with the recommendation of the department and the
candidates’ curriculum vitae, shall be submitted to the relevant AC.
c) The recommendation of the college/institute/school shall be submitted to the
Office of the AAVP who shall submit it for eventual consideration of the Senate.
d) An academic staff who fulfils the following criteria is eligible for the title of
Emeritus:
i. served the University for a minimum of twenty years till his retirement;
ii. is retired at the time of application from the University;
iii. has a rank of associate professor or professor; and
iv. distinguished scholar with notable publications or a significant body of work.
28.3.The ASAPC shall prepare guideline for awarding the rank
28.4.An academic staff who is awarded the title of Emeritus shall have the following
privileges:
a) hold a University identification card which allows him to make full use of libraries,
sport facilities, e-mail and any other privileges enjoyed by the regular academic
staff, provided, however, that direct cost items such as travel, office space,
photocopying and clerical support may not be construed as consisting automatic
system privileges;
b) participate in public ceremonies, inaugurations, processions and convocations.
c) participate in campus seminars, conferences, lectures, and other scholarly pursuits
as and where appropriate;
d) be listed in the University catalogue and appropriate publications with other
academic staff;
e) be invited to serve as a member of a Senate Committee or other bodies of the
University;
CHAPTER SIX: TEACHING AND RESEARCH LOAD
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Article 27: Measurement Unit for Work Load
27.1 Work load

a) Teaching staff: is required to devote 70% teaching, 20% research& technology
transfer and 10% community service.
b) Research staff: is required to devote 70% research& technology transfer, 20%
teaching and 10% community service.
c) Teaching staff in the department of Medicine is required to devote 40% teaching,
20% research, technology transfer, and community service and 40% clinical
services.
27.2 The teaching load of an Academic Staff shall be expressed in terms of Lecture
Equivalent Hours (LEHs). A Lecture Equivalent Hour is normally 1 credit hour, or 1.7
ECTS and a credit hour requires 3 hours of workload.
27.3 A course having only lecture hours in ECTS curriculum structure is in a straight line
identical to conventional credit hour system by rejecting home study hours billed in
ECTS. Therefore, for such courses:
Credit Point (CP) in ECTS =Conventional Credit Hours (Cr. Hr) = Lecture contact hours.
27.4 For a course that has lecture and tutorial hours in ECTS, multiplying tutorial hours in
ECTS by 2/3 and adding the result to lecture hours of ECTS is equivalent to credit hours
in conventional system. Therefore, for such courses:
Credit hours (Cr. Hr) in conventional system = a + (b*2/3)
Where a= lecture hours in ECTS, b= tutorial hours in ECTS
27.5 For a course that has lecture, tutorial and laboratory/practical hours in ECTS,
multiplying each hour specified in tutorial and laboratory/practical in ECTS by 2/3 and
adding the results to lecture hours of ECTS is equivalent to credit hours in conventional
system. Therefore:
Credit Hours (Cr. Hr.) in conventional system = a+[(b*2/3)+(c*2/3)],
where c= laboratory/practical hours in ECTS
27.6 For the purpose of computing staff load, course credits, lab/tutorials, senior
project/essay or thesis advising etc. are expressed in terms of LEHs according to the
following category:
a) One undergraduate course credit ……… ………………..……… = 1.0 LEH
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b) One graduate course credit ……………………………………… = 1.5 LEH
c) One undergraduate student senior Project/essay advising ……… = 0. 4 LEH*
d) Advising undergraduate senior Project/essay group of five members = 0.5LEH*
e) One PhD student Dissertation advising ……………………....……..= 2.0 LEH*
f) One PhD student Dissertation Co-advising ………………….…….. = 1.5 LEH*
g) One Master’s Thesis advising ………….…………………….…….. = 1.5 LEH*
h) Co-advisory for one Master’s Thesis………………………..……….= 1.0 LEH*
i) One graduate seminar/project advising…………………………...… = 1.0 LEH*
j) Advising one medicine or veterinary student………………………..= 0.5 LEH*
k) One hour undergraduate Lab/Practical/or Tutorial session……….....= 0.67 LEH
l) One hour graduate Lab/Practical/ or Tutorial session……………. .. = 1.00 LEH
m) One hour hospital/clinical service…………………………………….=0.67LEH
* Such teaching load can only be considered for duration of essay or thesis advising.
Article 28: Class Sizes per Section

28.1 The number of students per section shall be as follows:
a) Lecture for undergraduate program except for Language........50-60 students
b) Language courses …………………………..…......………40-50 students
c) Lab/Field sessions (Undergraduate)………………………25- 35 students
d) Tutorial and seminar classes except (Undergraduate)........ 40-50 students
e) Clinical attachment ………………………………….………..15 students
f) Lecture graduate program (Master) …………………….…20-25 students
g) Lecture for graduate program (Doctoral/Specialty) ………..5-15 students
Note:-
 These are the ideal class sizes otherwise, large class sizes in big auditoriums are
permissible depending on the types of courses and;
 When class size is beyond the numbers indicated under sub-Article 28.1, calculation
of teaching load shall assume proportionately the extra number of students’ delivery
modalities.
Article 29: Academic Staff Work Load

29.1 Load is defined as the total credit hours of teaching and related assignment an Academic
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Staff carries, which takes into account the total lecture equivalent hours of courses, class
size, contact hours, research/technology transfer/community/ clinical service works,
student advising, administrative duties and other items that the Senate considers as a load.
29.2 Full work load is the number of hours that an Academic Staff is required to work for the
institution. Any Academic Staff is expected to spend about 39 hours of work per week in
preparing for courses, teaching, research/technology transfer/community/ clinical service
works, administrative work, committee assignment, student advising, etc.
29.3 Full teaching load is the number of credit hours beyond which an Academic Staff is not
required to teach without compensation (extra pay) for extra lecture equivalent hour of
work rendered.
29.4 Considering that an Academic Staff is expected to work for 39 hours per week, the full
teaching load of a full time Academic Staff is 12 LEHs. Based on the assumption given
in of this Article (29.1), 12 LEHs are equivalent to 36 hours of work per week.
29.5 Every Academic Staff is required to advise/consult students for up to 3 hours a week.
29.6 The teaching staff members of the University are expected to engage in research,
technology transfer and community service activities. However, not to take a big share
of the teaching time, teaching staffs is not expected to be engaged in a
research/technology transfer and community service work for more than 20% and 10%
of their time, respectively.
Article 30: Teaching Load

30.1 A full teaching load in the regular program for the different categories of Academic
Staff shall be as follows:
a) Full-time Academic Staff ………………………………..……………… 12 LEHs
b) University Approved Project Coordinators/equivalent……….………….9 LEHs *
c) Department Head, team leader, vice dean, College/Institute/School registrar,
school/center chairs/head, program coordinator, university-wide course
coordinator………………………………………………………………..6 LEHs
d) Chief Director, Director, Dean and Coordinator at University level/equivalent
……….5 LEHs
e) Chief Director of CMHS and referral hospital…………………………….4 LEHs
f) Campus Head /Equivalent…………............................................................4 LEHs
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g) Research staff ……………………………………………………………..3 LEHs
h) The Vice-Presidents/ CED may be required to teach maximum load …….3 LEHs.
i) President…...………………………………………………………………3 LEHs
j) Academic staff on local study leave………………..……………………..3 LEHs
k) Academic staff on part-time study leave………………..…………… … .6 LEHs
*The maximum teaching load of a project coordinator shall be calculated based on the
assumption that each project coordination worth 3 LEHs.
30.2 Maximum Teaching Load

a) In order not to overload academic staff to the detriment of education quality, the
maximum teaching overload of a staff shall not exceed half of his regular teaching load.
In such cases, the staff who is assigned to teach in excess of full teaching load shall be
paid compensation as per the prevailing rate for part-time payment in regular program.
b) In cases where academic departments have serious shortage of staff and it can be
demonstrated that there are no other alternatives, an additional 3 more LEHs for each
category of staff may be approved by the AAVP or designate.
30.3 Average Teaching Load and Academic Staff Requirements

It is recommended that an average teaching load of 9 LEHs in the undergraduate programs and
6 LEHs in the graduate programs be employed as the basis for determining departmental staff
requirements. The average teaching load will be determined on a semester basis. The
computation of teaching load shall take into account credit hour, the numbers of courses,
sections, lab sessions, students, etc.
30.4 Reporting Teaching Load

Teaching loads for all staff members engaged in teaching (full or part-time) shall be reported
each semester by college, institute or school deans through their respective channel to the
AAVP on forms prepared for this purpose before the end of the second week after the start of
classes. Justifications have to be provided in writing in instances where the teaching load of an
Academic Staff is below the average or above the maximum.
30.5 Research/Technology Transfer and Community Service Load

30.5.1 Research/Technology Transfer and Community Service Load of Academic Staff
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a. Since an Academic Staff is expected to spend about 30% of the time in
research/technology transfer and community service. An Academic Staff with
continuous and approved research is required to have a full teaching load of only
8.4 LEHs. A fulltime teaching staff member who carries out a research/technology
transfer approved by his respective AC and/or Vice President for Research and
Community Service will get a reduced teaching load of up to 3.6 LEH from his
weekly LEHs for the duration specified for the specific research.
b. One university approved community service project …………. = 1.2LEH
c. The duration of every research project shall be determined by the Office for
Research and Community Service Vice President.
d. When more than one academic staff members are involved in a research project,
the LEHs shall be shared among the researchers
e. Detailed implementation of the research load shall be carried out by a separate
guideline
30.5.2 Research/Technology transfer Load to Research Staff

The following are the components of research activities to research staff of the University:
a) Project formulation and preparation;
b) Conducting full time research, research administration and coordination of
research activities of the institute;
c) Research management by each project leader;
d) Data management by each project participant;
e) Reporting by each project participant;
f) Preparation of publications by each researcher or research group;
g) Seminars/workshops/training programs organized and conducted by specified
staff; and
h) Others to be determined by the appropriate University authority.
The time allocation for research and teaching shall be governed by the contract entered into by
the employee as a research staff and the University as well as laws and regulations of the
University.
The amount of time available to research staff in the University to carry out any combination
of the above components of research is about 27.3 hours per week. The tasks in which a
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research staff will be engaged in any given semester may vary from semester to semester. The
breakdown or distribution of the total weekly hours for undertaking any of the tasks
enumerated above may, therefore, vary for a particular staff member. The Deans/Heads of the
relevant unit shall prepare the research load of staff in terms of the number of hours per week
spent on the various components of research activity by the staff.
Without prejudice to the generality of the foregoing provision, it is a requirement that a staff
member undertake research activities either personally or in collaboration with others in the
college/institute/school or organizations outside the University.
30.5.3 Community Service load of research staff

a) A research staff member is required to engage in community services (10% working
load). A full-time research staff member who carries out a community service project
approved by his respective AC and/or Vice President for Research and Community
Service will get a reduced teaching load up to 1.2LEH from his weekly LEHs for the
duration specified for the specific community service project.
b) The duration of every community service project shall be determined by his respective
AC and/or the Office for Research and Community Service Vice President.
c) When more than one academic staff members are involved in a community service
project, the LEHs shall be shared among the community service providers.
d) Detailed implementation of the community service load shall be carried out by a
separate guideline.
CHAPTER SEVEN: LEAVES AND OTHER ADMINISTRATIVE

MATTERS
Article 31: Study Leave

31.1 Any Academic Staff who is awarded fellowship through the University or who can
provide satisfactory evidence regarding an opportunity for a reasonably funded
scholarship in a reputable University leading to a higher degree in a particular field of
specialization may be granted a study leave provided that it is in line with the staff
development plan worked out by the respective Academic Department and respective
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academic commission and approved at the University level.
31.2 For all Academic Staff, the leave provided in this Article may be taken only after a staff
member has served for a minimum of two years following employment or reinstatement
after a study leave. However, under special circumstances, Graduate Assistants can be
granted a study leave in a shorter time frame. Such special circumstances include the
following:
a) The Academic Department to which such a Graduate Assistant belongs has a great
shortage of qualified Academic Staff, and it has been decided a priori that the
Graduate Assistant would be granted a study leave in a shorter time frame.
b) The condition in (a) above is in line with the staff development plan of the
University and approved by ASAPC.
31.3 A staff member who is on a study leave shall keep the University informed via semester
(through provision of current registration slip) and annual reports for in country and
abroad, respectively, starting from the end of the first semester/year of leave. These
regular reports shall in all cases be endorsed by the appropriate academic advisor(s) or
major Professor of the staff member in the University or College. Failure to submit such
reports may result in the discontinuation of payment of salary that may be due or other
appropriate actions.
31.4 An Academic Staff who, for acceptable reasons, cannot complete the required studies
within the originally granted period of absence has to formally request the University
for an extension of leave. Such an extension shall be limited to a maximum period of
one year for those pursuing M.A./M.Sc/LL.M. degrees and a maximum of two years for
those studying for PhD degree. However, the salary payment during the study leave
shall be based on the rules and regulations of the Government. While extension due to
enrollment into a higher degree is not normally desired, extension may be granted upon
the recommendation of the Department and the approval of AAVP.
31.5 Official agreement should be signed between the University and an academic staff
applying for study leave.
31.6 Payment of salaries to an academic staff on study leave shall be governed by the
applicable government policy during the tenure of the leave.
31.7 An academic staff on study leave is entitled to housing and other similar benefits.
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31.8 An academic staff who is on a study leave has a grace period of six months after
completion of study to organize his return to the University and a maximum period of
eighteen months, including the six months of grace period, for one who proves to the
University that he has been offered academic training opportunities or postdoctoral
fellowships. However, staff on study leave shall seek University approval for any
extension of stay beyond the completion of the study, excluding the first six months.
31.9 An academic staff who has got a foreign scholarship equivalent to or lower than his
current academic qualification can be granted a study leave without pay. An academic
staff requesting for such leave shall present to his dean/director a program of study or
research that will enable him improve his capacities as a scholar.
31.10 An academic staff that has got a foreign scholarship equivalent to or lower than his
current academic qualification shall compete for reemployment upon completion of the
study program.
31.11 The University reserves the right to claim damages from staff members who fail to
return to their respective duties within the periods of time specified in the agreement
made between the Academic Staff and the University.
31.12 A staff member who fails to return to the University to resume his work within the period
specified in this Article shall lose his standing in the University. The University may
claim against the staff member the total sum of salary paid to him while on study leave,
other financial and material benefits offered and compensation for damage sustained to
it because of the staff member’s failure to return. Nothing in this sub-article shall affect
the special provisions stated in a contract entered into between the university and staff.
31.13 A staff member, who is granted study leave but fails to complete required studies due to
incompetence or for unjustified reasons, shall lose standing with the University. In the
event of reemployment, the case shall be handled as though it were employment of first
instance and services rendered to the University prior to the award of the study leave
shall not count towards any benefits that may accrue.
Article 32: Research Leave

32.1 Full-time academic staffs who have served the University for minimum of three
consecutive years may be entitled to a research leave for a maximum period of six
months provided he has not taken any other academic leave during the three years
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preceding the anticipated starting date of the leave sought.
32.2 An academic staff requesting for research leave under this Article shall present to his
dean/director a program of study or research that will enable him improve his capacities
as a scholar. In certain cases such a leave could be a study leading to certificate, diploma
or higher degree. He shall further be required to issue an undertaking that he will
continue his association with the University for a minimum of one year after the leave.
Failure to comply with the undertaking shall entitle the University to claim the salaries
paid and other benefits rendered to the staff during the leave period plus damages.
32.3 Research leaves provided in this Article shall be granted with full pay and all benefits
available for academic staff.
32.4 Application for research leave shall be submitted by the staff to the dean of his
college/institute/school in advance of the start of the leave. The dean, in consultation
with the academic department and the RCSVP, shall grant the request unless it is
determined that the teaching needs of the academic department cannot be met if the
leave is granted for the period sought, in which event the leave is to be granted within a
period of one year during the next academic year.
32.5 Research leave may be extended without pay for a period not exceeding six months on
the condition that:
a) the department/ college/institute/school confirms that such extension will not
seriously impede its academic or research programs; and
b) the academic staff concerned produces satisfactory evidence that the leave is
necessary to complete the on-going piece of research the output of which is
expected to enhance knowledge and also improve the teaching and research skills
of the individual staff.
Article 33: Sabbatical Leave

A full-time academic staff holding academic rank who has served the University continuously
for a period of six years (excluding leaves of absence up to three months during this period)
and intends to continue his service to the University is entitled to a sabbatical leave, as of right
and with full pay, for a period of one year. Such a leave could be a study leave leading to
certificate, diploma or higher degree, consultancy, employment, community development
work and etc.
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33.1 Sabbatical leaves shall be applied for and granted as follows:
a) Application for sabbatical leave shall be submitted by the staff member to their
respective Academic Department Head six months in advance of the start of the
leave. However, final application for a sabbatical leave should be submitted at
least two months before the intended departure.
b) The Head shall convene the Department Council and decide on the application of
the Academic Staff and forward to the respective AC. The department shall ensure
that the normal function of teaching and research will not be adversely affected by
the departure of the staff member in question.
c) The decision of the AC shall be sent to the AAVP for final approval, unless it is
determined that the teaching needs of the Academic Department cannot be met if
the leave is granted for the period sought in which event the leave is to be granted
within a period of one year.
d) An academic staff member who is granted sabbatical leave shall be required to
sign an undertaking that he will continue his services to the University fora period
of two years after the leave. Failure to comply with the undertaking shall entitle
the University to claim the salaries paid to the staff and other benefits rendered to
the staff during the leave period plus damages.
e) A beneficiary of a sabbatical leave shall upon completion of the leave, submit a
report detailing experiences and/or accomplishments to the respective academic
department. Such a report should be in line with the original proposal for the leave,
unless the change is justifiable. Failure to do this will be considered as a serious
breach of duty.
33.2 A staff member who has served as an academic administrative position for at least five
years is entitled to a sabbatical leave at the end of five years of uninterrupted service to
the University.
33.3 A request for a sabbatical leave cannot be entertained if the person forwarding the
request is already past the retirement age as determined by applicable law.
33.4 Academic Staff may apply for an unpaid leave of absence for a maximum period of one
year contiguous to their sabbatical leave if they can demonstrate to the satisfaction of
their Academic Department and the University that returning to full time duty would
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seriously prejudice the completion of work on which they had spent the full length of
their sabbatical. This additional leave of absence can be granted only if the Academic
Department determines that teaching activities in the unit would not be compromised
and the right of other staff member for leave would not be jeopardized by the granting
of the leave. Such a determination should be endorsed by the relevant AC. The AAVP
shall approve the decision of the AC before the extension is granted.
Article 34: Other Leaves

34.1 An Academic Staff member who has served the University for more than one year shall
be granted sick leave with full pay for three months and an additional six months of
leave with half pay in the event of protracted illness within a given year. However, such
sick leave should not exceed 16 months in four years time. In either case, the leave shall
be granted only where the staff member produces proof from a recognized medical
institution that such a leave is medically required.
34.2 A University-employed spouse of an Academic Staff member who is on a study leave
may be granted leave of absence without pay for a maximum period of one year to be
in the company of the latter provided that the study leave is at least two years long and
that the University unit for which the spouse works confirms that the granting of such a
leave would not cause a serious disruption of its normal functioning. However, such
leaves should not contravene with agreements entered with the University.
34.3 Occasional leaves including those to attend seminars, workshops, symposia, short
courses, etc. may be granted with full pay for a period not exceeding a total of 30
consecutive academic calendar days continuously in one semester. If such leaves are
required for longer than one month in a semester the following conditions must be met:
a) the teaching assignment of the Academic Staff can be covered by another staff;
b) the training is relevant to the professional development of the Academic Staff and
the capacity building of the University;
c) the Academic Staff is willing to compensate for such leave by taking assignment
during the long vacation period;
d) the maximum duration of such a leave should not be more than 3 months in one
academic year and cannot be granted in consecutive years.
e) Such leave of absence must be approved and endorsed by relevant AC, and any
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leave longer than one month at a time should be approved by the AAVP.
34.4 A full time Academic Staff may be granted leave without pay for a maximum period of
two years without extension provided that the following conditions are fulfilled:
a) the staff member applying for the unpaid leave of absence had not benefited from a
study leave or a sabbatical leave during the three years prior to applying for such a
leave;
b) that the granting of the leave will not seriously disrupt the normal functioning of
academic activities in the Academic Department;
c) the period of time for which the Academic Staff member would be on such a leave
shall not be counted as a period of service to the University;
d) A staff member eligible for such a leave must have effectively served the University
for a Minimum of five years altogether.
Article 35: Accumulating Leaves

Sabbatical and research leaves can be split but cannot be accumulated.
35.1 Property Clearance
a) University property clearance shall be required of all members of the academic and
administrative staff within ten days after termination of their contracts or being
granted long-term study/ research / sabbatical leave except his house and its
furniture, which shall be used by officially recognized family members.
b) The University shall have a duty to provide clearance within a week.
c) Subject to applicable laws of agency, a staff member on a leave may authorize
another person to complete the clearance process on his behalf.
CHAPTER EIGHT: RULES ON DISCIPLINARY MATTERS

GOVERNING ACADEMIC STAFF
Article 36: Breaches of Duty and Disciplinary Regulations

36.1 Minor Disciplinary Offenses
The following acts and/or forbearances, which are not committed repeatedly, shall constitute
non-serious breach of duty and/or violation of disciplinary regulations by an academic staff.
a) Unpunctuality to any of duties/responsibilities to be discharged in the University;
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b) Dressing clothes below the standard of an instructor and inappropriate clothing
which does not go with the profession of teaching;
c) Inappropriate wordings and annoying intonation in speeches;
d) Failure to give the appropriate responses to any requests presented by the
concerned body of the University;
e) Absence from classes, invigilation duties, meetings, etc., without adequate
reasons and prior permissions from the immediate responsible body of the
University;
f) Negligence of responsibilities and duties;
g) Failure to submit grades on time according to the centralized schedule produced
and distributed by the concerned body (the office of the Registrar).
36.2 Serious Breach of Duties

The following acts and/or forbearances shall constitute serious breach of duty and/or violation
of disciplinary regulations by an Academic Staff.
a) Willful refusal to perform assigned teaching and/or research function or
assignments of the University or school/department committee;
b) Willful failure to perform anyone or all of the obligations stipulated in one’s
contract of employment with the University and/or any one or all of the duties
and responsibilities specified under the provisions of Sub-Article 13.1.1 of this
Legislation;
c) Continuation of a willful course of conduct, despite warning from the relevant
college/institute/school dean and/or head of Academic Department specifying
the conduct disapproved of, that demonstrates open disloyalty to, and disrespect
of, the University or causes unjustified embarrassment to the University and
harm to its programs;
d) Conviction of a serious crime or the commission of other acts of misconduct that
clearly reflect immorality or dishonesty;
e) Continuation of a willful course of conduct, despite warning from the relevant
college/institute/school dean and/or head of Academic Department specifying
the conduct disapproved of, that exhibits neglect of duties, repeated absence
from class and invigilation, failure in grade submission, habitual drunkenness or
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similar breaches of social decorum, which produce serious embarrassment to the
University;
f) Abuse of position and/or authority in the University in clear violation of the
professional ethics and principles governing the academic profession and/or the
profession of the staff concerned;
g) Favoritism in grading, sexual harassment, molestations, physical violence,
incitements of riots and ethnic clashes, theft or breach of trust, abuse of power
and accepting bribes.
36.3 Type and Classification of Disciplinary measures

Depending on the gravity of the offense, one of the following penalties may be imposed on
an academic staff for breach of discipline.
a) Measures to be taken for minor disciplinary breaches:
i. Oral warning
ii. Written warning
b) Measures to be taken for serious disciplinary breaches
i. Final written warning
ii. Fine up to one-month salary
iii. Fine up to three months salary
iv. Withholding the next academic rank or salary increment up to the period of two
years
v. Dismissal
Article 37: Disciplinary Action by a Dean or Head of the Academic

Department
37.1 A dean or a department head may take measures specified under Article 35.3 (a) above.
Any sanctions beyond these shall be referred to AAVP.
37.2 An academic staff dissatisfied with the action taken by the dean or a department head can
appeal to the AAVP, whereas appeal against AAVP’s decision shall be submitted to the
President, within two weeks.
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Article 38: Academic Staff Disciplinary Committee (ASDC)

38.1 At each college/institute/school of the University there shall be established Academic
Staff Disciplinary Committee (ASDC) accountable to the respective dean of the
college/institute/school.
38.2 When there are cross-cutting disciplinary that cannot be seen by the
college/institute/school level ASDC, or in events that the AAVP finds it necessary to
scrutinize the findings of ASDC, the AAVP/President shall set up an ad-hoc disciplinary
committee. The composition of the committee is at the discretion of the AAVP.
However, there shall, at least, be a member from the academic department of the staff
member, whose case is under scrutiny.
38.3 The ASDC shall be chaired by a senior Academic Staff member to be assigned by the
dean of the college/institute/school and shall have no less than two and no more than
four other members to be elected by the general staff meeting of the campus from among
the fulltime staff members for a period of two years.
38.4 The University shall establish rules of procedures for ASDC in line with the Law of the
Land, this legislation and accepted norms of fairness and equity.
38.5 An initiation of disciplinary proceedings shall be made in writing including the name of
the accused, particulars of the offense, the time and place of the offense, list of the
evidences and contravened provisions of the law.
38.6 The ASDC shall be responsible for the hearing and investigation of any breach of duty
or violation of disciplinary regulations by an Academic Staff submitted to it in
accordance with the provisions of sub-article 37.5 hereof.
38.7 Proceedings before the ASDC may be initiated by:
a) The Department head where an Academic Staff is said to have committed a serious
breach of duty or violation of disciplinary regulations;
b) Colleagues, students and/or any other officer of the University who have sufficient
and substantiated reasons to believe that a staff member is responsible for violation
of disciplinary regulations, serious or otherwise.
38.8 The findings of the ASDC and the recommendations of the sanctions to be applied
thereon shall be submitted to AAVP.
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Article 39: Disciplinary Actions by the AAVP

39.1 Upon the recommendation of the ASDC and endorsement of the same by the AC of the
respective college/institute/school, the AAVP shall take the following sanctions against
a staff found to be responsible for serious breaches of duty and/or violations of
disciplinary regulations.
a) Postponement of salary increment for a period not exceeding two years;
b) Postponement of promotion for academic rank for a period not exceeding two
years;
c) Two month’s salary and a combination of the sanctions under sub-Articles (a) and
(b) hereof;
d) Dismissal
Article 40: Academic Staff Affairs Committee (ASAC)

40.1 The University shall have an ASAC which is accountable to the Academic and Research
Vice-President;
40.2 The Committee shall be chaired by a person delegated by the Academic and Research
Vice-President and shall have no less than two and no more than four other members to
be elected by the general academic staff meeting of the University;
40.3 The Committee shall be responsible for the hearing and investigation of any breach of
duty or violation of disciplinary regulations by an academic staff submitted to it;
40.4 The AAVP may issue guidelines on rules of procedure to be followed by the Committee;
40.5 A complaint for the initiation of disciplinary proceedings shall be made in writing and
shall contain all the allegations which are said to constitute the conduct disapproved of;
40.6 Proceedings before the Committee may be initiated by:
a) the dean or the department head where an academic staff is said to have
committed a serious breach of duty or violation of disciplinary regulations;
b) an aggrieved academic staff against whom anyone of the disciplinary sanctions
specified under the provisions of Article 35 and 38 of this Legislation has been
applied; and
c) a colleague, a student or any other staff of the University who has sufficient and
substantiated reasons to believe that a staff is responsible for violating serious
disciplinary regulations or otherwise.
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40.7 The findings of the Committee and the recommendations of the sanctions to be applied
thereon shall be submitted to the AAVP for appropriate action;
40.8 An academic staff dissatisfied with the findings and recommendations of the Committee
on the basis of which a disciplinary action is taken by the AAVP may appeal to the
President for reconsideration of the case;
40.9 An academic staff dissatisfied with the action taken by the President may appeal for
reconsideration of the case by the University Board whose decision shall be final;
40.10 A party intending to lodge an appeal in pursuance of the provisions of sub-Articles
(39.8) and (39.9) of this article hereof shall waive his right if he fails to file his appeal
to the appropriate authority within two weeks after he has received a written notification
of the decision he is dissatisfied with.
TITLE THREE: ACADEMIC RULES ANDREGULATIONS
CHAPTER NINE: ACADEMIC CALENDAR
Article 41: Policy Premises

The University establishes relevant programs of study and research with a view of expanding
higher education geared towards the overall effort of socio-economic development and the
betterment of the standards of living of the Ethiopian peoples. In all its department, institute
and schools, it shall see to it that standards for the measurement of the scholastic achievements
of all that go through its program are duly set up and effectively carried out. It shall also devise
mechanisms for monitoring and evaluating the effectiveness of existing programs as well as
their relevance to the needs of the nation.
Article 42: The University Academic Calendar

42.1 The University shall have a two-semester calendar of sixteen weeks in its regular
program (excluding registration and examination periods) running from September to
June, unless otherwise the Senate explicitly authorizes;
42.2 Notwithstanding the provisions of sub-Article 41.1, the College of Medicine and Health
Sciences may employ a system of annual rather than semester course offerings;
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42.3 In continuing education program (CEP), there are two semesters, seventeen weeks each
the same with the regular program and a “Kiremt” term of 9-11 weeks;
42.4 The Calendar for each year shall be prepared by the University Registrar and approved
by the Senate. The University Calendar, among other things, shall include the following:
a) the regular meetings of the Senate;
b) the dates for the approval by the Senate of graduation ceremonies;
c) inter-collegiate sport festivals which may take place during the inter-semester
break;
d) Important dates of University academic activities, such as registration, add and/or
drop, examination schedule and postgraduate entrance and defense examination,
research review dates, date of submission of annual research reports to the office of
the research director.
CHAPTER TEN: ADMISSIONS AND RELATED MATTERS
Article 43: General Provisions of Admission to Undergraduate

Programs
43.1 Admissions to all undergraduate continuing education programs shall be processed
through the college/institute/school registrars, in consultation with the University
Registrar, according to policies set for such admissions;
43.2 Criteria for admissions to individual programs shall be proposed by the concerned
college/institute/school AC and endorsed by the University Senate;
43.3 Multiple enrollments to different programs of the University at a time are prohibited.
Anyone found enrolled or attempting to be enrolled in multiple programs shall be
disqualified from all programs.
43.4 Without prejudice to other provisions of this Article and this legislation and other
applicable laws, the University shall admit:
a) for undergraduate studies, technical and vocational education and training graduates
with pertinent qualifications and who satisfy entrance qualifications assessment set
by the Ministry;
b) for second degree-level graduate studies, candidates who have completed their
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undergraduate studies with the academic results required by the institution; or, for
doctoral programs, candidates who have second-level degrees and the academic
results required by the institution.
Article 44: Special Admission to Full-time Degree programs

44.1 Special admissions into some programs may be granted to attract potentially resourceful
candidates such as mature students to the regular undergraduate programs provided that:
a) they have records of continuous employment for a minimum of 7 years, their works
relate to the field of training to which they seek admission, and have proof of
demonstrable achievement in their careers; and
b) they pass an entrance examination to be administered by the relevant departments.
44.2 In order to attract potentially resourceful candidates, special admission criteria may be
employed by some programs as specified hereunder.
a) For Degree Program in Educational Planning and Management applicants must have:
i. a minimum CGPA of 2.5 or equivalent at graduation with diploma from a
recognized college; and
ii. a minimum of three years’ experience as administrator, supervisor, school
principal, assistant principal, unit leader, or department head in government
and/or non-government schools.
b) For Doctor of Medicine applicants must:
i. have a Bachelor’s degree in Nursing, Public health, Biology, Chemistry,
Pharmacy, anesthesia, radiography or related fields as per rules and policy
determined by Federal Ministry of Health;
ii. successfully pass the entrance examination and interview administered by the
College of Medicine and Health Sciences;
iii. produce evidence of satisfactory service relevant to the field as per rules and
policy determined by Federal Ministry of Health;
c) For Doctor of Veterinary Medicine applicants must
i. have a Bachelor’s degree in Veterinary Science/lab technology, biology,
Animal Science or related fields;
ii. have diploma in animal health, animal science or related fields with a minimum
CGPA of 2.5 at graduation or equivalent;
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iii. have two years of relevant service; and
iv. successfully pass the entrance examination and interview administered by the
College of Agriculture and Veterinary Sciences.
d) For Engineering applicants must:
i. have diploma in related engineering fields they are applying for and must have
a minimum CGPA of 2.5 or its equivalent;
ii. successfully pass the entrance examination and interview administered by the
Institute of Technology;
iii. meet other admission criteria to be set by the Institute of Technology.
44.3 The AAVP may, upon the recommendation of the concerned AC, draw up guidelines in
respect of special admissions to such programs as special needs education, music, fine
arts and design, theatrical arts, and submit the same for approval by the Senate.
44.4 A student who has successfully finished a set of particular modules which entitles
him/her to a degree may also peruse other related modules and earn another degree
continuously. Detail guidelines shall be worked out by ASQAC.
Article 45: Admission Requirements for CEP

45.1 Admission to all full time and part-time studies for CEP are processed by the
College/Institute/School registrar, in consultation with the University Registrar’s office,
as per the rules and regulations proposed by ASAPC and approved by the University
Senate.
45.2 Special admission criteria developed by the Department Council and approved by the
ASAPC may be employed for special admissions of females, mature students and for
upgrading programs.
45.3 University employees and their dependents can apply and register in the evening and
other special programs as per the rules and regulations of the University.
Article 46: General provisions on Admission to Graduate Programs

46.1 Admission to all graduate programs shall be processed based on the guideline set by
CGS following provision given under sub Article 10.5.1(d) of this Legislation;
46.2 The Council for Graduate Programs shall approve admission criteria and the number of
students to be admitted.
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Article 47: Affirmative Action

Notwithstanding the provisions of this Chapter, the Senate may, upon the recommendation of
the Admission and Recruitment Committee (ARC), issue guidelines on special admission
criteria that would enable disadvantaged groups (females, disadvantaged areas, physically
challenged people, people needing special training etc.) to enroll in the programs of the
University with due regard given to maintaining the standard of academic excellence of the
University.
Article 48: Advanced Level Admission

48.1 Private applicants who fulfill admission requirements as regular students and produce
evidence of financial support to cover full tuition fees and other expenses may apply for
advanced standing admission in a regular undergraduate program if he:
a) meets the special requirements of the college/institute/school or department he is
applying to; or
b) has a diploma from an accredited institution in the same or related field he is
applying for with a CGPA of 2.00 or equivalent.
48.2 A student admitted in accordance with the conditions set forth under the provisions of
Sub-Article 48.1 of this Article may be exempted from:
a) common courses having the same credit hours as those offered by the University, and
common courses having one credit less than the credit hours required by the
University, provided the applicant has scored a grade of ‘B’ or better in that course;
and
b) major courses as determined by the department concerned and in accordance with
University rules and regulations.
48.3 Notwithstanding the provisions of sub-Articles 48.1 and 48.2 hereof, a student admitted
on advanced standing basis shall have to stay for a minimum of three semesters as regular
student in the program to which he has been admitted in order for degrees to be granted.
Exception to this rule shall be endorsed by ASCRC before final approval by the Senate.
Article 49: Choice of Program of Study

49.1 Students will be admitted into the programs of their choice on a competitive basis using
their grade as a measure. However, special provisions shall be made for female students
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and other socially disadvantaged groups that require affirmative action.
49.2 Departments may submit specific entrance requirements such as passes in certain
subjects or additional test results and may state if, and what, kinds of physical disabilities
prevent students from pursuing studies in their respective disciplines. These
requirements need to be developed by the relevant departments and approved by the
ASAPC of the Senate.
49.3 Students shall fill out application forms indicating their choices of discipline, grade and
other particulars for review by the APC.
49.4 In cases where there are more applicants than places in a program, those applicants who
fail to get their first choice will compete for their second choice and if they fail to get
their second choice, they do the same for their third, fourth choice, etc.
49.5 Regular students sponsored by governmental institutions to fill specific vacancies shall
be placed in the program that offers the desired study provided that they meet the
minimum entrance requirement for the program and they provide letters from the
Presidents of Regional governments justifying the need for admission into the desired
program. However, such admission depends on the availability of place in the particular
program.
49.6 Physically challenged students shall be placed in accordance with the general
regulations governing placement, taking into consideration wherever necessary, their
specific needs.
49.7 When there are more applicants with the same grade indicating the same level of
preference to a program than places therein, applicants with better grades in the specific
entrance requirements shall be given priority.
49.8 The AC shall notify the relevant heads/director about placement results and if
departments or students have complaints on the results, these should be attended to
within one week following the announcement.
49.9 An applicant who believes that there was an error in the placement may report the case
to the AC and University Registrar for review.
49.10 The AC, through the University Registrar, shall report to the Senate all admissions and
placement made in the University.
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Article 50: Admission after Dismissal

A student who has been dismissed for good due to academic deficiencies shall not seek
readmission into the same program. However, such student may apply for admission to a
different program in the continuing and distance education program.
Article 51: Students Transfer

51.1 Inter-University Transfer
a) Principle of Inter-University Transfer
i. Applications for transfer shall be considered exceptionally and on the basis of
availability of space, facilities and provided that the student meets the criteria
set by the concerned department.
ii. A student can only be transferred to a department/program that is similar to his
enrolment in his previous institution.
iii. The applicant shall have attended at least one semester in his previous
institution at the time of request for transfer and must be in good academic
standing.
iv. Once transfer is permitted, the consequences of transfer shall be regulated
consistent with and in cognizance of equal accreditation extended to all
institutions of higher education.
b) Eligibility for Transfer
i. A student applying for inter-University transfer shall be one who has passed the
Ethiopian Higher Education Entrance Certificate Examination (EHEECE) and
has been enrolled and stayed in their department or program of study of the
previous University for at least one semester in one of the Public universities in
Ethiopia.
ii. A student dismissed from his previous institution shall not be eligible for
transfer.
c) Grounds for Transfer: A student eligible for transfer may be granted admission
where his health condition necessitates that he should live in the vicinity of Ambo.
d) The University shall not allow non-institutional exchange of students based on
private dealings between students placed in AU and those in other public institutions
of higher education.
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e) Evidence: Where a student invokes the above ground for transfer, he shall have the
obligation of providing authentic and relevant evidence which can prove his case to
the satisfaction of the concerned AC.
f) Involvement of Institution of origin
i. Ambo University shall decide on transfer applications submitted to it upon
receipt of an approval of transfer requests by the institution of origin.
ii. In order to ensure the property interests of the institution of origin, the
University shall require the student to produce a document of property clearance
and withdrawal from his previous institution if and when his application is
accepted.
g) Procedure of transfer
i. The Office of the Registrar shall request departments for the available space in
all years of study for accommodating students to be transferred, and compile
intake capacity of every department;
ii. A student wishing to transfer will be required to fill a Standard Transfer
Application form which will be available at which he can collect upon payment
of appropriate fee;
iii. The form must be completed and returned to the Office of Registrar at the week
of registration for the semester into which enrolment is required;
iv. Documents to be deposited along with the application for transfer include:
copy of the original EHEECE transcript, official transcript form the previous
institution, if any, authentic and relevant evidence for transfer, and approval
letter of transfer from his previous institution;
v. Upon receipt of the application, the Registrar will present the same to the APD
which will make its decision in line with the provisions of this Article;
vi. The Office of the Registrar shall communicate such decision to the student
requesting transfer and to the college/institute/school to which the transfer is
requested. A copy thereof shall be delivered to the Office of the AAVP;
vii. A student who has succeeded in his application for transfer will be expected to
report and register by the second week of the semester at the latest;
viii. A student whose application for transfer has been rejected shall have the right
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to appeal to the AAVP whose decision shall be final.
h) Transfer of Credits
i. The AC of the relevant college/institute/school shall determine the transferable
credits earned in other public institutions of higher education.
ii. The AC shall base its decisions on the recommendations of the receiving
department with regard to credit transfer or course exemption.
iii. The grades scored at other universities shall be considered as exemption
51.2 Inter-college/institute/school and Intra-college/institute/school Transfer
A student may transfer from one college/institute/school to another college/institute/school
(inter-college/institute/school) or from one department to another department within the same
college/institute/school (intra-college/institute/school) upon satisfying the following
conditions and procedures.
a) Both inter-college/institute/school and intra-college/institute/school transfers shall
depend on availability of space and facilities in the receiving
college/institute/school or department and a transfer would normally be required of
students for enrollment into the department concerned.
b) Inter-college/institute/school transfer is only applicable in areas of related streams,
consistent with pertinent provisions of the Education policy.
c) A student dismissed from his previous department shall not be eligible for transfer
into another college/institute/school or department of the University.
d) Inter-college/institute/school and intra-college/institute/school transfer application
forms shall be available at each college/institute/school and department of the
University to be collected by applications for transfer upon payment of appropriate
fees.
e) A transfer application form must be completed and returned to the concerned
college/institute/school or department within a week after registration.
f) Granting or denying inter/intra college/ institute transfer shall be made by the AC
of the receiving college/institute/school upon recommendation by the receiving
department. Accepted transfer requests are subject to final approval by the
Registrar.
g) Receiving college/institute/school shall set criteria for selecting students who apply
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for transfer.
h) A student whose application for transfer has been rejected shall have a right of
appeal to the AAVP whose decision shall be final.
i) The process of transfer shall be completed within two weeks following the
commencement of classes.
j) Transfer shall not have the consequence of elongating the stay of a student for more
than a year.
k) The receiving department shall work out the details of transfer of credits and other
technical matters.
51.3 Transfer in Continuing and Distance Education Program
Students in continuing and Distance Education Program may transfer to regular full-time
programs upon the recommendation of the academic council of the concerned department and
dean and finally approved by the Registrar based on the conditions and procedures set forth
hereunder.
a) Transfer to the regular study program is to enable CEP students to complete studies
quicker and will not change their admission classification from CEP to a regular
program and does not entail waiver of tuition fee.
b) Applicants must have accumulated 75% of the total credits required for graduation.
c) Outstanding students with a minimum CGPA of 3.75 and/or students who would
complete their studies within one academic year can apply for transfer and selection
will be made on a competitive basis. However, such students may not exceed 2% of
the total student enrolled in the batch of the program of study.
d) Transfer may take place within the same department or programs only. Changes of
major and/or minor areas of study are not allowed.
e) Applicants who meet the requirements stated above should fill in forms prepared for
this purpose by the Registrar and submit them to the College/Institute/School registrar.
f) Applications shall be submitted before registration in the program and the transfer
should be completed within two weeks after beginning of classes.
g) Department head may accept or reject transfer requests on the basis of availability of
place and facilities on a competitive basis. Such decisions shall be approved by
Academic Council and forward to the Registrar.
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h) All transferred students shall pay all fees applicable to CEP. Under exceptional
conditions, such students may be allowed to take courses offered in evening, “Kiremt”
or regular programs as their situation warrants such an arrangement and when
approved by the AC.
i) The transfer of Continuing and Distance Education students from other public
Universities or Colleges, from college/institute/school to college/institute/school or
from department to department shall be governed by the provisions of this chapter.
The University may accept transfer requests of students enrolled in continuing and
Distance Education programs of other public University or College on justifiable
grounds, such as work place change of self or spouse.
CHAPTER ELEVEN: RULES ON COURSES OFFERED BY THE

UNIVERSITY
Article 52: General Provisions on Modular Courses Offered by the

University
52.1 All courses are expected to be modular.
52.2 While more than one module can be offered in a semester, it is not allowed to stretch a
single module to more than two semesters.
52.3 All modules offered by the University shall have leaders/chairs, be numbered and the
system of numbering modules and courses shall be provided by ASQAC as approved by
the Senate.
Article 53: Common Courses

53.1 All students pursuing undergraduate degree programs, diploma or certificates in the
University shall satisfy the common course requirements of this Article.
53.2 Common modular courses consist of courses selected for the purpose of:
a) Enabling students acquire necessary communication and analytical skills that
enhance their capacities to benefit from their specialized training; and
b) Developing sound awareness in students’ physical and social environment in which
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they will live and work.
53.3 The number of general modular education courses should depend on the extent of
coverage of such courses in the curricula of 10+2 Preparatory schools (as may be directed
by appropriate Ministry) or in their foreign equivalents and the minimum requirements
approved in the curricula of each program.
Article 54: Elective Courses

Each academic unit may provide its students with opportunities to take a certain number of
such elective modules. The proportion of electives to be taken in the upper and lower divisions
should be recommended by the Academic commission and approved by ASQAC.
Article 55: Phased-Out Courses

55.1 Students who have taken and passed phased-out modular courses in the University
system are not required to take the equivalent new courses upon readmission into the
program.
55.2 Students who have scored Fs in phased-out courses shall be required to remove their Fs
by taking equivalent modular courses as determined by the AC of concerned
college/institute/school in which they are enrolled.
Article 56: Semester Load of Regular Undergraduate Students

56.1 A total ECTS for full-time regular students shall be 30 in a semester. However, female
students may drop one course per semester from their batch to be approved by AC.
56.2 A student should take 60 ECTS in one academic year and multiple of this for the
remaining years of a program. However, additional ECTS can be tolerated for programs
with term-based calendar. A student who has justifiable reasons for deviation from the
normal load has to secure a special permission, not exceeding 35 ECTS, from the
respective AC.
56.3 The maximum load for part time students is 16 ECTS.
Article 57: Semester Load of Continuing and Distance Education Students

57.1 The normal load in evening and weekend programs shall be 14 to 18 ECTS per semester
unless otherwise prescribed in the course catalogue.
57.2 A student who has justifiable reasons for deviation from the normal load has to secure
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a special permission, not exceeding 22 ECTS, from the respective AC. However,
deviation from the normal load shall not be permitted for the purpose of early
completion of the program.
57.3 The normal load for evening and weekend students in a “Kiremt” semester shall be 12
to 14 ECTS.
57.4 The normal semester load in the continuing Education for “Kiremt” students shall be 20
to 22 ECTS.
57.5 The normal semester load in the continuing Education for “Kiremt” students in Distance
semester shall be 10 to 15 ECTS.
57.6 For the purpose of determining academic status of “Kiremt” students, one “Kiremt”
session is counted as a “Kiremt” Semester, but two distance and two “Kiremt” semesters
are counted to one regular academic year.
57.7 The SGPA calculated at the end of each Distance Semester, in conjunction with
Cumulative Student Status, shall be used to determine the academic status of a student.
Article 58: Duration of Study and Validity of Courses in undergraduate

Programs
Students enrolled in the University shall pursue programs of study for which the maximum
lengths of stay in programs and validity of courses are determined as follows:
58.1 The duration of study for undergraduate degrees in regular programs shall be from three
to six years.
58.2 The duration of study for undergraduate degrees in the continuing education programs
may be four to eight years depending on the program.
58.3 The duration of study for undergraduate diplomas in the continuing education program
shall be two to four years. The maximum length of time students may stay actively
enrolled or otherwise in such programs may not exceed five years.
58.4 The maximum length of time students may stay in such programs may not exceed twice
the normal duration of study depending on the program. A student who withdraws for
valid reasons shall be granted readmission if he applies and can complete his study within
the maximum length of time allowed for the program, if not he shall be dismissed from
the program.
58.5 A student who fails to complete any studies within the maximum length of time permitted
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Sub-articles in 58.1 to 58.4 shall be cancelled from that program. However, the student
will be certified for the modules successfully finished.
Article 59: Credit Requirements

59.1 One ECTS is equal to 27 working hours for a learner to spend on a given learning task.
59.2 One lecture hour is defined as 50 minutes.
59.3 A total credit point for one academic year is 60 ECTS and the total credit point for the
program is a multiple of this for the years of the program.
a) The total credit points for three years bachelor program shall be 180 ECTS
b) The total credit points for four years bachelor program shall be 240 ECTS
c) The total credit points for five years bachelor program shall be 300 ECTS
d) The total credit points for six years bachelor program shall be 360 ECTS
59.4 The proportion of time (lectures, laboratory works tutorials, home study, etc.) allotted for
a particular course/module shall be determined by department offering that
course/module and follow the approval of respective AC.
Article 60: Major and Minor Fields of Study

60.1 Bachelor’s degree programs may provide students with opportunities for major area of
concentration. Major-minor combination shall be worked out in ways that enable students
to acquire acceptable degrees of specialization in both disciplines.
60.2 With prior approval of the ASCRC certain departments may run Bachelor’s degree
programs with a major only. In such cases, the total count of credit in the major area shall
not be below fifty percent of the total ECTS for graduation.
60.3 In degree programs that offer major-minor opportunities:
a) the minimum total credit hour requirement for a major shall not be less than 50% and
for a minor 20%; and
b) subject to the approval of the ASCRC courses taken from other departments but
required for the major or minor may be counted towards satisfying the major
requirement.
Article 61: Class Attendance

61.1 Unless provided otherwise in this Legislation or in a directive to be issued by the Senate,
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a student is required to attend all lecture, laboratory and practical sessions as well as field
work.
61.2 In situations where a student, because of reasons beyond his control, fails to attend all
sessions, a minimum of 80% attendance shall be required if he is to earn credit in a given
course. The above, however, does not rule out:
a) colleges/institutes/school, such as the college of Medicine and health sciences,
demanding 100% attendance where such full attendance is academically
indispensable; but in situations where a student, because of reasons beyond his
control, fails to attend all sessions which is not less than 90% remedial action shall
be taken by the respective department to compensate the remaining 10%; and
b) colleges/institutes/school or departments from excluding certain portions of a course,
such as laboratory or field experiences judged academically indispensable for the
student, from the 20% non-attendance provision;
c) a student who has missed more than 20% attendance shall be given a grade of I
(Incomplete Attendance) and shall be required to provide acceptable reasons for his
failure to attend classes;
d) if a student’s incomplete attendance is proven to have been for valid reasons, his
registration for the course will be cancelled and he shall be permitted to do the course
afresh;
e) if a student’s incomplete attendance was due to reasons that were not valid, the I
grade shall be changed to an “F” at the end of the sixth week of his next enrolment in
the program.
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CHAPTER TWELVE: ACADEMIC ADVISING
Article 62: Objectives of Academic Advising

62.1 The objectives of academic advising shall be to:
a) establish one-to-one contact between college/institute/school member and a small
group of students by assigning an academic advisor to each student;
b) help understand and recognize individual student’s learning needs and goals;
c) promote and facilitate a learning process of a selected group of students; and
d) provide an additional source of help, guidance and support in the academic pursuits
of students requiring such support in addition to those provided by the normal
channels
Article 63: Selection of Advisors

63.1 Academic staffs are assigned the responsibility of academic advising based on the
following criteria:
a) Appropriate academic specialization in the respective broad area of study of the
students assigned to them;
b) A short orientation and training program in academic advising shall be conducted
for all academic advisors to initiate effective advising for students.
c) Each college members shall be assigned a group of students from within the program
of studies under the college/school/college. The number of students assigned to each
instructor shall in no case exceed 15 students in order to achieve the objectives of
the academic advising.
Article 64: Role of Academic Advisors

64.1 Academic staff assigned as advisors shall assume the roles and responsibilities to:
a) interact with their assigned students on a regular basis according to mutually agreed
frequency and duration;
b) understand the strengths and weaknesses of their group through continuous and
regular monitoring on their academic performance;
c) help these students develop personal academic goals or learning plans and facilitate
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their progress towards their goals;
d) advise those students who express a desire or need for individual attention and shall
help them in their learning process. This may be initiated either by the students or
by the Academic Advisors;
e) act as learning consultants to their assigned group, in this role, they shall help
students develop strategies for learning, studying, improving academic standards
and developing competence in their selected programs of study;
f) wherever necessary, these advisors shall network with other college/institute/school
members and meet their learning and developmental needs. This may include
resources inside and outside the University as well as strategies for learning;
g) help students choose minors, electives and specialization in their areas of study;
h) maintain academic and other records required for advising their assigned group of
students; whenever there is change of advisors there should be proper handover of
students’ record.
i) help provide advice to students with academic difficulties.
j) shall direct them to guidance and counseling office, if the problems of students are
beyond the capacity of their academic advisors.
Article 65: Role of Students

65.1 Students, as adult learners, shall have the roles and responsibilities to:
a) understand clearly the requirements of the program;
b) develop their own personal learning and achievement plans in their course of studies,
in consultation with their academic advisors;
c) understand their skills and state of preparedness for understanding their programs;
and
d) keep personal record targets, plans on specific goals and the outcomes of their
meetings with their advisors.
Article 66: Role of Deans and Heads of Departments

66.1 Department Heads shall initiate and finalize plans for assigning all the students to
appropriate staff members selected as advisors.
66.2 Department Heads shall obtain from academic advisors, progress reports and action plans
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regarding process of academic advising at the end of each semester. The plan shall be
evaluated for its effectiveness and perceived deficiency in consultation with
college/institute/school members and department heads at the end of each semester.
Based on such evaluation, changes and modifications may be made as improvement on
the earlier process. The decision for improvement shall be recorded.
66.3 Deans and heads of departments shall also organize and plan orientation sessions for
students and academic advisors, at the beginning of each semester. The objectives of the
orientation sessions shall be to:
a) create an awareness about the need for academic advising;
b) clarify the mutual roles and responsibilities of students and staff members;
c) provide all relevant records to the concerned advisors and College/institute/school
student Affairs committees. Such records include:
i. Admission details;
ii. Grades secured in qualifying examinations;
iii. Scores in continuous assessment tests, assignments, quizzes, and seminars;
iv. Attendance records; and
v. Evaluation and improvements of the academic advising system.
Departments shall organize an academic advisory committee, which will be in charge of
advising graduate students.
Article 67: Evaluation of Academic Advising

67.1 The usefulness of the academic advising system is evaluated as follows:
a) Analysis of students’ performance;
b) Feedback from the advisees about the effectiveness of the advisor and the academic
advising program, and suggestions for improvement;
c) Feedback from college/institute/school about progress in performance of students in
class work and examinations;
d) Comments from concerned heads of departments, deans and directors.
Article 68: Improvements in Academic Advising

68.1 The results of the analysis conducted are used to effect improvement in the academic
advising program.
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68.2 The areas of improvements are identified by the dean and discussed in the appropriate
committees or sub-committees formed for the specific purpose.
68.3 The improvements in the scheme are measured primarily through the performance of
students, and establishing relationship between the academic advice and results.
68.4 Head of departments and Academic Advisors shall also suggest specific plans for
modifications in the program for the purpose of improving its effectiveness.
Article 69: Guidelines on Student Advising

69.1 College/institute/school record office should provide student records to respective
advisors at least two working days before the date of registration.
69.2 An advisor should examine the status of his students well ahead of time.
69.3 An advisor shall identify students with academic problems and recommend tutorial
sessions, courses to be repeated, added/dropped, exempted; recommend waiver requests
etc.; department heads should arrange tutorial sessions for courses based on the nature of
the courses and previous performance of students.
69.4 An advisor shall start with a group of students, follow their progress and take them all
through to their graduation as far as possible.
69.5 Each department shall assign a fair number of advisors to a group of students so that they
can utilize the advice properly. Student-advisor ratio shall be determined according to
general guidelines that will be developed and amended from time to time by the AAVP.
Article 70: Guidelines on Waiver Request

70.1 Waiver request shall be initiated at the department level. Academic Advisors should
identify students with academic problems for who wavier of some rules is required and
recommend the same to the DAC.
70.2 The Dean’s office of a college/institute/school shall systematize, screen and sort out
requests from departments, recommend possibilities and present the recommendation to
the AC of the College/institute/school for discussion.
70.3 Waiver requests related to status determination (academic dismissal or continuation with
probation) should be decided before readmission and registration deadlines; other waiver
requests should be entertained with respect to other relevant deadlines (e.g. Add/Drop
dates, graduation, etc.)
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CHAPTER THIRTEEN: RULES ON THE GRADING SYSTEM AND

EXAMINATIONS
Article 71: Grading Rules for Undergraduate Programs

71.1 The ECTS grading system shall be as follow:
Table 2: Grading Scale for Modularized Curricula
Corresponding
Raw Mark Corresponding Class
Fixed Number Status Description
Interval-[100 %] Letter Grade Description
Grade
A+ First class
[90, 100] 4.0
with
[85, 90) 4.0 A Excellent
Great
[80, 85) 3.75 A- distinction
[75, 80) 3.5 B+ First class

Very Good with
[70, 75) 3.0 B
Distinction
[65, 70) 2.75 B- First class

Good
[60, 65) 2.5 C+
Second Class
[50, 60) 2.0 C Satisfactory
[45, 50) 1.75 C- Unsatisfactory Lower Class

[40, 45) 1.0 D Very Poor Lower Class
[30, 40) 0 Fx Fail*

Lowest Class
[<30) 0 F Fail
71.2 On a module/course with practical and/or tutorial a student should score at least 50% on
each to pass that course.
71.3 For any course having lecture, laboratory/practice and tutorial, raw mark evaluation
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should be treated independently from 100 %.
71.4 The final number grade is obtained based on the sum of the percentage of independent
raw mark with its weight given for each course element.
71.5 SGPA is determined by dividing grade points earned in semester by the number of credit
points in that semester.
71.6 The final number grade of a module is obtained based on the sum of the number grades
of independent courses with its weight given for each course in that module.
71.7 In cases where a student does not have full examination records, the instructor shall
record “NG” for No grade. All “NG”s shall be changed to one of the following.
a) To an “I” (incomplete) by the registrar based on the decision of academic
commission for a student who, because of illness or extenuating or extraordinary
circumstances, fails to complete the module/course.
OR
b) To a “W” (withdrawn) by the Registrar for a student who has formally withdrawn
from the program within four weeks (25% of the semester duration) after the
beginning of the semester.
OR
c) To a “DO” (dropout) by the Registrar for a student who has not withdrawn from a
program in accordance with the withdrawal procedures set forth by the University
and the time limit specified in the provisions of sub-article 79.7b hereof or has not
produced evidence justifying a failure to sit for the exam(s).
d) Neither “W” nor “DO” shall play any part in the computation of the semester grade
point average.
e) A student who obtains a “DO” for a course or courses shall be required to justify
the reasons why he failed to comply with the withdrawal procedures set forth by
the University to the appropriate AC within six weeks after the commencement of
the subsequent semester. Failure to do so shall result in an automatic “F” grade.
f) If a student repeats a course, the initial ECTS and grade shall appear on the
transcript, but be ignored in calculating the SGPA whether or not there is a change
in the grade.
g) All required non-credit work shall be recorded with a grade of “P” (Pass) and “F”
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(Failure), but neither shall be included in the computation of the SGPA.
h) A double asterisk (**) shall be entered in place of a letter grade in those rare cases
where a course is in progress and no work has been completed to give the instructor
a basis for giving a grade.
71.8 Academic achievement in all the undergraduate programs of the University, with the
exception of courses and programs for which the Senate provides special dispensation,
shall be graded on the letter system and in the manner provided in this Article.
Article 72: General Provisions on Examinations

72.1 As a matter of general principle continuous assessment in the form of tests, reports,
assignments, presentations, etc. should be made for every module/course which shall
count 50% - 60% of the total module/course mark. The remaining points shall be allotted
for a final exam at the end of module/course. However, some discipline such as Medicine
can set out their own general guidelines.
72.2 Examinations may be written, practical, oral, etc. depending on the nature of the course.
However, in those cases where examinations are conducted orally, a written record of
the student’s performance and the basis for the determination of grades shall be kept by
the instructor(s).
72.3 The number, type and schedule of exams or tests in a course are determined by the
modular/course team but shall be stated on the course outline/syllabus to be issued to
students at the beginning of the course.
72.4 A course outline/syllabus, as a matter of routine, shall include information on the
distribution of points/mark among various types of exams and other works in percentage
terms. A copy of the course outline shall be submitted to the department at the beginning
of each module/course.
72.5 Copies of all exams, tests and quizzes, along with their answer keys and marking
schemes, which go into the determination of a student’s final grade in a course, shall be
kept with the instructor for at least one year. However, copies of the periodic exams
along with their answer keys and marking schemes shall be deposited with the
department within four days following the administration of the exams.
72.6 In those cases where a course is taught by the same instructor to more than one section
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of students in the same program, examinations shall be of the same form and content.
The same scheme of grading shall also be employed.
72.7 A common examination paper shall be prepared in case where more than one instructor
teaches a course with the same title and ECTS hour to one or more sections.
72.8 Where common examination(s) have to be given for a course(s) taught by more than
one module/course instructor, the department that offers the course(s) shall ensure that
all instructors involved in the teaching of the course have reached an agreement on the
content of the exam(s). The department that offer such courses shall work out procedures
by which reviews of exam questions for such courses will be carried out by a full panel
of instructors involved in the teaching of the courses. Instructors are required to be
present at meetings in which exam questions are reviewed and determined for such
courses.
72.9 Where common exams are given or, where more than one instructor teaches a course, a
panel of instructors shall work out a marking scheme and a copy shall be submitted to
the department before the completion of marking.
72.10 Examination papers prepared by the instructor or a panel of instructors shall be
submitted to the module/course team for review and endorsement.
72.11 Final grades for all module courses shall be reviewed and endorsed by module/course
team.
72.12 Final grades shall be submitted by the instructor to the registrar and with a copy to the
head of the department on duly signed official grade report form. This document shall
be prepared legibly with no alterations or erasures.
72.13 A copy of grade report sheets and minutes of the module/course team for all courses
shall be kept at the department.
72.14 An official grade report form shall be filled out only by the instructor(s) who had taught
the course, set or participated in the setting of the exam questions and marked the exam
papers.
72.15 When, for reasons beyond control, the provisions of sub-Article 72.14 of this Article
cannot be met, the setting of examinations and the marking of exam papers shall be
carried out by a qualified member of staff designated by the department head.
72.16 In those cases where the department head had to designate someone other than the
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instructor who had taught the course to either set or mark the examination, the Head
shall forthwith present the case to the AC for endorsement.
72.17 Students have the right to see their corrected exam papers.
72.18 Official grade report forms shall be prepared by the registrar and shall carry all the
names, ID numbers of students who have been on the official class list for the course.
72.19 Under no circumstances may students be allowed to handle grade report forms,
including forms on which grades have not been filled out.
72.20 Grades shall officially be announced to students by the concerned
college/institute/school registrar.
72.21 The department must make sure that instructors on leave have submitted the grades of
students in their hand before departure.
Article 73: Periodic and Exit Examination

73.1 Students in the University shall sit for periodic/holistic and/or exit exams without
prejudice to the continuous assessments:
73.2 A student may sit for one of the two final/holistic exams to be administered
consecutively at an interval of two weeks at each time.
73.3 Students shall be registered for exit exam upon successful completion of all the modules
that may be required by the program.
73.4 Exit exam, if any, should be identified with course title and code.
73.5 The grade point of exit exam should not be included in the computation of either
semester or cumulative status of student.
73.6 The exit exam result shall be rated as Pass (P) or Fail (F) status. The pass mark at the
exit exam shall be determined by respective program to qualify for graduation.
73.7 Exit exam, if any, shall be given once in a year for graduating students and the period
shall be indicated in the academic calendar.
73.8 A student who failed the exit exam can repeat it twice but no special reexamination
schedule shall be arranged for failing students. The student shall be academically
dismissed for good if he fails for the third time.
Article 74: Administration of Final Examinations

74.1 A list of candidates sitting in an examination shall be prepared in advance of the
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examination by departments to which the students belong and such a list shall be handed
over to the invigilators for purposes of checking attendance in the examination;
74.2 No student may be admitted to an examination hall 30 minutes after the beginning of an
examination;
74.3 No student may be allowed to leave an examination hall within 30 minutes of the
beginning of an examination and before signing the examination attendance sheet;
74.4 In the event that a student is forced to leave an examination hall for health reasons, and
in so far as the student is in a conscious and sound state of mind, the invigilator in
attendance shall inform him of the fact that certification from a medical doctor has to be
obtained expeditiously to substantiate the claim of sickness or illness;
Article 75: Violation of Examination Regulations

75.1 Any one of the following shall be interpreted as an act of cheating in an examination or
any other graded exercise and shall have direct consequences on the marking or grading
of all kinds of examination papers, term papers, projects or senior essays and for the
determination of academic status of students.
a) Being found with any kind of written material not officially permitted into the exam
hall in any form (on paper, on clothing, on body parts, etc.) or with equipment and
devices of all kinds such as cell phone that are not specifically permitted.
b) Found in possession and copying from pieces of paper or any other source of
information brought into an exam hall where such material is not specifically
permitted.
c) Working on or being found in possession of exam papers other than one’s own.
d) Exchanging information in the exam hall through oral, symbolic, written, and
electronic or (holding electronic devices) any other means where these are not
specifically permitted.
d) Making use of someone else’s work, or parts thereof, without acknowledging the
same and with deliberate intent to represent such material as one’s own.
e) Sitting on an examination in a course for which one has not been registered.
f) Taking an examination by proxy, i.e. through a secondary party.
g) Submitting a work or works for which it can clearly be established that the work or
part of it is not produced by the student claiming authorship or production.
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h) Disorderly conduct in an exam hall, including refusal to accept and abide by
instructions given by the invigilator.
i) Copying or trying to copy from any other student or deliberately letting any student
copy from one’s exam paper.
j) Engaging in any other act that is deemed inappropriate to the smooth and fair
conduct of the examination.
k) Evading signature of attendance sheets in an examination or trying to leave
examination halls without submitting answer sheets in ways that could lead to
claiming absence from the hall.
75.2 An invigilator who apprehends a student in the act of cheating in an exam or exercise
shall forthwith inform the student that his behavior will be reported. The invigilator shall
also make as detailed and complete note of the incident(s) as possible in preparation for
this reporting. The invigilator shall collect all evidence of cheating (copies of plagiarized
material, scraps of smuggled papers, notebooks, exchanged exam papers, prohibited
devices, testimonies by other supervisors, etc.).
75.3 Where the act or intent of cheating has been committed in an exam hall, the instructor
or the invigilator shall sign on the exam paper and allow the student to continue to work
on the exam and report the case to the concerned department.
75.4 Where the invigilator discovers evidence demonstrating that there was intent on the part
of the student to cheat but no clear evidence that the student has actually cheated, the
student shall be permitted to continue to work on the exam but shall be told that the
behavior will be reported. The invigilator shall collect all pieces of evidence on intent
to cheat in preparation for reporting.
75.5 All pieces of evidence on cheating or attempted cheating and reports in justification of
decisions made by the invigilators on the spot shall forthwith be submitted to the course
instructor who in turn shall present to the department head in which the student is
enrolled.
75.6 The Head of the department shall present the case to the AC which shall determine
ifthere had indeed been a clear case of cheating or of intended cheating. The AC has the
authority to seek additional evidence to reach a decision, including one of requiring the
candidate involved in the act of violation to testify.
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75.7 In the event that the AC finds a clear case of cheating, it shall decide and inform the
instructor of the course that the student obtains an “F” grade for the course/module. For
other disciplinary measures including warning or suspension for at least one semester
the case shall be forwarded to students’ discipline committee.
75.8 Where the incident of cheating has occurred for the first time in the course of a student's
stay in a particular program, the AC head shall warn the student in writing and publicize
the case within the campus.
75.9 A student who has been reported for cheating for the second time shall be suspended for
at least one academic year by the AC. Any student who commits such an offence for the
third time while enrolled in a program shall be dismissed indefinitely. Dismissal shall
be recommended by the AC and approval by the AAVP.
75.10 Where a cheating incident or intent to cheat involves more than one student the
following procedure shall be followed:
a) If all students happen to be enrolled in the course in which the incident has occurred,
they shall all be penalized in the same way and equally;
b) If any one of the students happens not to be enrolled in the course but happens to be
a student of another year in the same department or in any other unit of the University
system, that student’s case shall be referred directly to the head of the AC or AAVP
and the provisions sub- Articles 75.9 and 75.10 of this Article shall apply.
Article 76: Remarking of Examinations

76.1 General Provisions for Remarking
A student who is aggrieved by the grade obtained in a course shall have the right to petition
for remarking their exam paper on the basis of the conditions set forth hereunder.
a) The student has the right to see the results of their examination papers.
b) The petition shall be formally submitted to the head of department within the time
frame set in the Academic Calendar.
c) The maximum number of courses that the student can apply for remarking shall be
only two at any one time. However, if the remarking result proved that the complaint
of the student was correct, the remarking shall not be counted against the student in
which case the student may apply for additional remarking as the case may be even
after the time frame set in the Academic Calendar.
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d) A grade obtained in remarking shall be final even if it is lower than the one
previously obtained.
76.2 Re-marking Procedure
a) Each department shall be in possession of the standard application form to be filled
out by students who petition for re-marking. Such forms shall require of the student
to specify the reasons for disputing the earned grade.
b) Upon receipt of the petition for remarking, the Head of the department will, after
consulting with the instructor of the course, decide on whether or not there exists a
basis for granting the request and where the request is denied the student shall be
informed in writing the reasons for the denial.
c) If it is decided that a student's examination shall be re-marked, the department Head
shall:
i. obtain all relevant exam papers and grade distribution scale employed
by the instructor;
ii. Obtain the answer sheets or papers written by the petitioning and other
students in the section to which the student belongs.
d) The Department Head shall then assign at least two Academic Staff members who
shall do the remarking separately and who, if necessary, may consult with the
instructor who originally did the marking and report separately to the Head with a
recommended grade.
e) The Department Head shall then decide what grade to give to the student taking into
consideration the grades given by the three Academic Staff members.
f) The module/course team leaders submit the final result to the head in three copies.
The head then:
i. Signs and sends the hard and soft copy to the office of the Registrar;
ii. Signs and sends one copy to the Head of the department concerned; and
iii. Signs and sends one copy to the course instructor.
g) If, at the end of the remarking process, there is conviction beyond reasonable doubt
that the first marking was prejudicial to a particular student in ways that prove that
the instructor was deliberately intending on harming the student academically, the
head shall take up the matter through proper channels for disciplinary action against
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the course instructor in question.
h) If a student, upon petitioning for remarking, had claimed that there might be motives
for which the instructor unfairly graded the student’s papers, and if, upon the
completion of remarking the paper, no evidence of unfairness is found, the instructor
concerned shall receive a letter from the Department Head exonerating the student
of any allegations.
i) The case of a student who had filed unfounded allegations against an instructor in
connection with the marking of examination papers shall be forwarded by the
module/course team leader which offers the course to the department head in which
the student is enrolled for disciplinary measures.
Article 77: Make-up Examinations

77.1 Make-up examinations shall not be allowed for the purpose of raising grade point averages.
However, a student unable to sit for an examination for extenuating circumstances, such as
hospitalization or accidents, and therefore has an "I" (incomplete) grade against a course
may be allowed to sit for a make-up examination in the course.
77.2 Any such student, or a person representing the student, shall submit application for make-
up examination in writing with valid and documented reasons for not having sat for the
final examination to the head of his academic department three days after the start of the
subsequent semester.
77.3 If the makeup examination is pertinent to continuous assessment part of the course, the
case of the student can be decided by the instructor of the course and the head before the
final examination.
77.4 Where the AC finds that the student did not have valid reasons for not sitting for final
examination, the "I" grade on the student's record shall be changed automatically to "F",
SGPA shall be calculated and the status of the student shall be determined accordingly.
77.5 The department head will decide the examination date in consultation with the student/s.
Such date shall not exceed two weeks from the date a decision by AC was made. The head
of the department offering the course shall immediately inform the instructor concerned of
the AC’s decisions on applications for make-up examination in writing so that the
instructor may set a different set of examination questions for the student if he feels that
there has been change in the content, in the mode of delivery or in course activity after the
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semester in which the student has attended the course.
77.6 A student who has three or more "I" grades in a semester and is allowed to sit for a make-
up examination shall, irrespective of academic status, withdraw from the University for
academic reasons and apply for make-up exam as in Sub-Article 77.2 hereof. No SGPA
shall be calculated and no academic status shall be determined for such a student until the
results of the make-up examination are known.
77.7 A student who has less than three (one or two) "I" grades in a semester and who is allowed
to take a make-up examination may continue studies in subsequent semesters if the student
is in good academic standing. For such a student, average point shall be calculated and
academic status shall be determined based on the grades obtained and excluding courses
in which the "I" grades are registered. Such a student shall also apply and sit for make-up
examination in incomplete courses as in sub-Article 77.4 hereof.
77.8 A student who has less than three "I" grades but is not in a good academic standing is
subject to withdrawal and may apply for readmission.
77.9 Any “I” grade not removed within a year as per the provisions of this Article shall be
converted to an “F” grade.
77.10 The provisions of sub-Articles 77.5 through 77.7 hereof shall not apply for clinical courses
in the College of Medicine and Health Sciences.
Article 78: Earning of credits on the basis of Examination

In some circumstances, students may earn credits on the basis of examination alone in certain
modular subjects, if the students produce evidence that they have a prior knowledge of such
subject matter. In such cases the following conditions should be taken into account:
78.1 If the department offers courses for which it accepts the earning of credit through
examinations alone, it shall submit a list of such courses to the Registrar’s office to be
approved by the ASQAC of the Senate.
78.2 Of the total number of credit points required by department for graduation, not more than
20% shall be taken through earning credits on the basis of examination.
78.3 Any student that can present sufficient and convincing evidence to the head of the
department showing the acquisition of knowledge, insight or skills taught in any of the
courses listed as per sub-article 78.1 shall register during the regular registration periods to
obtain credits through examinations only.
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78.4 Registration to earn credits on the basis of examinations should be approved by the
concerned AC and APD.
78.5 Students who have registered for course(s) for which they seek to earn credits on the basis
of examinations shall take the examinations when they are offered to students who have
attended the module/course including all assessments.
Article 79: Comprehensive Examination

79.1 Senior students have the obligation of passing a comprehensive examination (where
applicable) given at the end of their study, scoring a minimum of 50% (C) both theoretical
and practical depending on the nature of the examination of each program. Failure to
achieve 50% or above subjects the student to study further 10 Weeks duration. Failure again
subjects for another similar duration. Respective academic commission will work on all
other details (what a comprehensive exam is, to which group of students it is given, its
relation to graduation and also to commencements etc.).
79.2 If the comprehensive examination is of two parts, theory and practice, any student who fails
in:
a) the theoretical exam will be delayed for one month.
b) practical exam or both practical and theoretical will be delayed for three months.
c) failure after the delay entitles a repeat for the same period of time.
d) failure for the third time makes the student repeat the whole academic year with no
lodging and cafeteria service.
e) a failure after all these privileges will result in the academic dismissal of the students
for good.
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CHAPTER FOURTEEN: ACADEMIC ACHIEVEMENTS AND STATUS

IN GRADUATE PROGRAMS
Article 80: Grading System in Graduate Program

80.1 The grading system for graduate programs shall be as follows:
Table 3: Grades and their values for graduate courses
Raw Mark Corresponding Grade Status Class
Interval (100) Letter Grade Point Description Description
[90 - 100) A+ 4.0
[85 - 90) A 4.0 Excellent First Class with
great distinction
[80 - 85) A- 3.75
[75 - 80) B+ 3.5
Very Good First Class with
[70 - 75) B 3.0 Distinction
[65 - 70) B- 2.75 First Class
Good
[60 - 65) C+ 2.5
Second
[50 - 60) C 2.0 Satisfactory Class
<50 F 0 Failure Fail
80.2 To complete courses in a graduate program, a candidate needs to obtain a minimum CGPA
of 3.00 and a maximum of one “C” grade in all courses for Master and no “C” grade for
PhD candidate.
Article 81: Academic Probation and Dismissal

Academic status determination of graduate students enrolled in both non-modular and modular
programs are governed by provisions given below.
81.1 At the end of each semester the DGC shall examine the case of each candidate who has
failed to maintain the minimum CGPA requirement of 3.00. The inquiry shall attempt to
determine why the candidate failed, and whether there is reason to believe the candidate
will meet the required academic standards in the future. A candidate may be placed on
discretionary probation if, as a result of this inquiry, it is determined that valid reasons
exist to explain and justify that academic failure can be removed and the candidate can
achieve the required academic standards at the time of graduation.
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81.2 To the extent that inquiry into the cases of probation indicates, the DGC may attach certain
conditions to the granting of probation, which must then be met if the candidate is to remain
enrolled. These conditions may be restrictions designed to remove in whole or in part the
cause of academic failure.
81.3 When a candidate is placed on probation the candidate shall be notified by the head of their
status and what is expected of them by way of academic performance in the future, the
restrictions or requirements stipulated by the probation and the consequence of failure to
meet these conditions.
81.4 Probations are given if a student's SGPA or CGPA fails below 3.00.
81.5 A first-year graduate student is subject to dismissal without first being put on probation if
academic performance falls below 2.50 in the first semester results.
81.6 Any first-year graduate student who achieves a first SGPA between 2.50 and 3.00 shall be
placed on probation by the DGC and any such student who had been placed on probation
shall be subject to dismissal if the student fails to achieve a semester GPA of 3.00 in the
next semester.
81.7 If a student in sub-Article 81.6 above had been placed on probation for the first time in
literature-based thesis programs, achieves a SGPA of 3.00 or above but still retains a
CGPA below 3.00, the DGC may place the student on final probation in the following
semester if it finds that there is reason to believe that the student will attain CGPA of 3.00
or above in the third semester.
81.8 For research-based thesis programs, if a student who had been placed on probation for the
first time achieves during the next semester, a SGPA of 3.00 or above but the CGPA still
falls below 3.00, the DGC may recommend such a student to repeat courses.
81.9 A student who had been placed twice on probation shall be dismissed for failing to achieve
a CGPA of 3.00 in the next semester.
81.10 Consecutive probations are given a maximum of two times.
81.11 No candidate subject to dismissal may expect discretionary probation as a matter of right.
Article 82: Repeating Courses

82.1 Courses with "B-" grades or lower may be repeated when the CGPA of the student is less
than 3.00 and if the student has more than one “C” in Master programs. For PhD student all
courses with "B-" grades or lower shall be repeated.
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82.2 The AC, with the recommendation of the course instructor and the DGC, may allow a
student with a grade of "B-" or lower to take re-exam, instead of repeating the course, by
assessing the overall performance or special conditions of the student on individual basis.
82.3 A student may not repeat or take re-exam in a course more than twice unless it is required
for graduation.
82.4 The final grade for repeated courses or a course in which re-exam has been taken shall stand
as they are and used for computation of CGPA.
82.5 A Master student is allowed to graduate with a minimum CGPA of 3.00 and only one “C”.
However, students having two “C+” shall be allowed to graduate as long as the CGPA is
not below 3.00.
82.6 Grades of repeated courses shall be identified by asterisk (*) in front of the grade
Article 83: Withdrawal

83.1 Candidates in good academic standing wishing to discontinue their studies must fill in an
official withdrawal form (in three copies)
83.2 A student who wishes to withdraw from the GP must consult and explain any reasons to
their academic advisor. Any student who withdraws from GP must be informed that the
student must have reasonable grounds for withdrawal to be granted readmission.
83.3 Unless there are compelling reasons, official withdrawal forms shall be completed within
30 days of discontinuation of classes. A candidate who fails to comply with this
requirement shall not be eligible for readmission.
Article 84: Readmission

84.1 A candidate in good academic standing who discontinues studies with good reason may
apply for readmission through the college/institute/school registrar into the discontinued
semester.
84.2 A candidate suspended for disciplinary reasons qualifies for automatic registration
as soon as the student has served the term.
84.3 A candidate may be readmitted only where the withdrawal is effected owing to any of the
reasons specified hereunder.
a) If the candidate cannot follow-up the program for medical reasons in which case the
health status shall be ascertained by a medical doctor.
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c) If the University is unable to carry out the relevant program and advises the candidate
accordingly.
d) If the candidate is unable to continue due to force majeure other than those outlined
in (a) and (b) above.
84.4 A candidate who wishes to withdraw for reasons mentioned under 84.3 of this Article shall
petition the concerned DGC stating the justification for, and the duration of, absence
sought.
84.5 A candidate who has been dismissed for academic reasons may apply for readmission on
the following grounds:
a) if the student, at the end of the first semester, had obtained a SGPA of not less than
2.00.
b) if the student, at the end of second or third semester, had obtained a CGPA of not less
than 2.5 or 2.75, respectively.
84.6 No student who has been dismissed on academic grounds shall be readmitted more than
once regardless of transfer from other Universities.
84.7 A candidate who withdraws from the GP without the approval of the concerned DGC as
in 84.4 of this Article shall not be eligible for readmission.
84.8 Where withdrawal is effected with the approval of the concerned DGC, a copy of the
official withdrawal form submitted to the admission Officer shall be accompanied by the
minutes of the meeting of the DGC in which permission for withdrawal is granted.
84.9 Withdrawal made with the approval of the concerned DGC does not imply automatic
readmission whenever it is sought. The length of absence and the number of places
available shall be taken into consideration.
Article 85: Discretionary Probation

The function of discretionary probation, which can only be granted by the respective AC, is to
allow students who fall below the required academic standards to continue their studies. The
decision to permit a student to continue his studies on discretionary probation is based on
individual consideration of his case and a conclusion that, in view of all the relevant
circumstances, there prevails a reason to believe that the student can raise himself academically
to the required level of achievement.
85.1 At the end of the semester, each faculty or department, pursuant to procedures fixed by its
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AC, will examine the case of each student who is subject to dismissal due to academic
deficiency. The inquiry will attempt to determine why the student failed and whether there
is reason to believe that he will meet the required academic standards within the remaining
study period of the student.
85.2 As a result of this inquiry, students may be placed on probation if it is determined by the
respective AC that:
a) valid reasons exist to explain their low academic performance;
b) those causes for their academic deficiencies can be removed;
c) the students can attain the required academic standard during the same semester in
which they have been put on probation.
85.3 An AC of particular college/institute/school may attach certain conditions to grant a
probation, which must be met if the students are to remain enrolled.
85.4 When students are placed on probation, their Dean will notify of their status and what is
expected of them in their academic performances and what will be the consequences of the
failure to meet these requirements in the future.
85.5 Even so, a student shall be dismissed after being placed on warning for one semester and
on probation for another consecutive semester if he doesn’t remove himself from probation
by attaining a CGPA of 2.00.
85.6 The above rules apply to regular, advanced standing, re-admitted, part-time and CEP degree
and diploma students.
Article 86: Transfer from one program to another

86.1 A graduate student registered in one graduate program may be allowed to transfer to another
program provided that the following requirements are fulfilled.
a) The candidate must have very good reason(s) for requesting the transfer.
b) The candidate must present a letter in support of the desired transfer from a sponsor
where applicable.
c) The candidate must have completed not more than one fourth of the originally joined
program (50% of the course work).
d) The candidate must satisfy the academic requirements for admission into the
program to which transfer is sought.
e) Dismissed students may not be allowed to transfer.
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f) The approval of the concerned DGC and AC must be obtained.
86.2 Transfer of credits shall be determined by the department receiving the candidate.
CHAPTER FIFTEEN: ACADEMIC ACHIEVEMENTS AND STATUS

FOR UNDERGRADUATE PROGRAMS
Article 87: Semester Academic Achievements

87.1 At the end of each semester, the academic commission will examine the case of student
who fails to achieve the required academic standard in line with the University legislation.
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87.2 One semester in the regular program is equivalent to two semesters in the evening program.
The academic status of evening student is, therefore, determined every other semester.
87.3 For “Kiremt” programs, the academic status of the students shall be determined at the end
of Distance semester.
87.4 Grade report should be issued to applicants for semesters to which the status is determined
by the AC.
87.5 The academic status of part-time students is determined for a minimum of 30 ECTS points,
starting from the first admission date of the students.
Article 88: Academic Standing of Undergraduate Students

88.1 First Year Students
a) A student who, at the end of the first semester, receives an SGPA of less than l.50 shall
be dismissed for academic reasons.
b) A student, who, at the end of the first semester, scores an SGPA of 1.50 up to 1.74 both
inclusive, shall be warned.
c) If a student, who has been put on warning during the first semester, fails to maintain
an SGPA of 1.75 or a CGPA of 2.00 during the second semester of the first academic
year, he is subject to dismissal unless otherwise put on probation at the discretion of
the academic commission.
d) A student, who, at the end of the second semester, receives either an SGPA of less than
l.75 or a CGPA of less than 2.00 shall be warned.
e) If a student fails to achieve a SGPA of 1.00 at any semester is subject to dismissal.
88.2 Second year and above students
a) A student, who fails to achieve either SGPA of at least 1.75 and/or a CGPA of at least
2.00 at any semester, shall be warned by his dean. However, a student who fails to
achieve a SGPA of 1.00 at any semester is subject to dismissal.
b) A student, who for a second consecutive semester scores either an SGPA of less than
1.75 or fails to maintain a CGPA of 2.00, is subject to dismissal unless put on
probation. A student who is subject to dismissal cannot claim probation as a matter of
right
88.3 Any consecutive warning leads to Academic Dismissal.
88.4 Discretionary probation
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a) The function of discretionary probation, which can only be granted by the respective
AC, is to allow students who fall below the required academic standards to continue
their studies. The decision to permit a student to continue his studies on discretionary
probation is based on individual consideration of his case and a conclusion that, in view
of all the relevant circumstances, there prevails a reason to believe that the student can
raise himself academically to the required level of achievement.
b) At the end of the semester, each department, pursuant to procedures fixed by its AC in
accordance with the University legislation, will examine the case of each student who
is subject to dismissal due to academic deficiency. The inquiry will attempt to
determine why the student failed and whether there is reason to believe that he will
meet the required academic standards within the remaining study period of the student.
As a result of this inquiry, students may be placed on probation if it is determined by
the respective AC that:
i. valid reasons exist to explain their low academic performance;
ii. those causes for their academic deficiencies can be removed;
iii. the students can attain the required academic standard during the same semester
in which they have been put on probation.
c) The AC of particular college/institute/school may attach certain conditions to grant a
probation, which must be met if the students are to remain enrolled.
d) When students are placed on probation, their head of the AC will notify of their status
and what is expected of them in their academic performances and what will be the
consequences of the failure to meet these requirements in the future.
e) A student shall be dismissed after being placed on warning for one semester and on
probation for another consecutive semester if he doesn’t remove himself from
probation by attaining a minimum pass mark for that particular semester.
Article 89: Academic Achievements for Graduation of Undergraduate

Program
The following constitute General Requirements for Graduation:
89.1 All the required courses/modules and the minimum credit hours set by the respective
department should be satisfied, except to phase in and phase out program.
89.2 A CGPA of 2.00 must be obtained;
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89.3 No "F" grade in any course/module taken for undergraduate program
89.4 An undergraduate student who fails in an examination ("F" grade) may, with the
permission of respective AC, register and repeat the course. In such a case the student shall
pay all fees for the repeated semester(s).
89.5 A student, who fails to graduate due to CGPA less than 2.00 but above the required CGPA
of 1.85 for three- and four-year programs and 1.92 for five-year degree students may, with
the permission of the concerned AC, be allowed to register and repeat the course(s) in
which he scored a “C-” and "D" grades. However, such repetition of courses should not be
more than once for students who are previously readmitted and two times for those non-
readmitted students. In such a case the student shall pay all fees for the repeated
semester(s).
89.6 A student who has scored a ‘C-’ and/or ‘D’ and/ or an ‘F’ grade in a course that is phased
out with no replacement shall be allowed by the concerned AC to take equivalent course(s).
89.7 Where a student who fulfils all graduation requirements, including passing grades in all
courses but fails to get a passing grade in one or two other courses after repeating, the
college/institute/school registrar will submit the case to the concerned AC for waiver of
the course.
89.8 Students, who fail to graduate due to less CGPA than the required or due to "F" grade and
have no more chance to upgrade their CGPA or to remove their "F" may be given
certificate of attendance with their transcript stated as "graduate failure".
Article 90: Repeating Courses

90.1 A student who obtains a “F” grade in a course may repeat the course in consultation with
his academic advisor until the “F” grade is removed whenever it is offered. However, if
the student does not remove an “F” grade after repeating twice and if such a course is not
a major course the AC shall recommend an equivalent course.
90.2 A student who has been allowed to repeat a course based on an original “C-” and/or “D”
grade cannot repeat the course more than twice unless it is required to remove the student’s
academic deficiency for graduation.
90.3 If a student repeating a course based on an original grade of “F” or “D” grade, scores an
“F”, the last “F” grade shall be final unless the student is allowed to take the course again.
Previous grade or grades of “F”, or “D” should be shown as asterisk (*) on the transcript
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to indicate that the course has been repeated; and the new grade shall be included in the
computation of the SGPA in the new reporting period.
90.4 Students repeating courses in which they scored “F” grades must register for the course
and carry out all academic activities pertaining to the course.
90.5 Any re-admitted student can repeat courses he scored “F”, “D” and/or “C-”.
90.6 Adding and dropping of the courses shall be treated as per the University academic
calendar.
90.7 A student who has obtained an “F” must repeat the course/module up to two times.
Article 91: Dismissal and Probation

91.1 No student subject to dismissal may expect probation as a matter of right. Probation is a
discretionary decision to allow students falling below required academic standards to
continue their studies. Since the function of probation is to permit the academic
rehabilitation of the student, the decision to permit a student to continue his studies on
probation must be based on individual consideration of his case and a conclusion that, in
view of all the relevant circumstances, there is reason to believe that the student can raise
himself academically to the required level of achievement.
91.2 At the end of each semester, each college/institute/school or department, pursuant to
procedures fixed by its AC, shall examine the case of each student subject to dismissal on
academic grounds. The inquiry shall attempt to determine why the student failed and
whether there is reason to believe that he will meet required academic standards in the
future. A student may be placed on probation if, as a result of this inquiry, it is determined
that valid reasons exist to explain and excuse his low academic average.
91.3 To the extent that an inquiry into the cause of probation indicates, those administering
probation for a particular college/institute/school may attach certain conditions to the
granting of probation which must then be met if the student is to remain enrolled. These
conditions may be restrictions designed to remove in whole or in part the cause of academic
failure. Thus, where warranted, probation may entail restrictions or requirements relating
to participation in sports or other extra-curricular activities, special tutoring to overcome
academic deficiencies, class attendance, or to other requirements designed specifically not
as punishment but to bring about the student’s academic improvement.
91.4 Where a student is placed on probation he shall be notified by his dean or his designate of
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his status and what is expected of him by way of academic performance in the future and
what restrictions or requirements he shall face as a condition of the probation and what
will be the consequences of failure to meet these conditions. The dean of students and the
Office of the Registrar shall, in each case, receive a copy of the notice thus administered
to the student. The dean of students shall enforce whatever probationary restricted activity
comes within the purview of his office, for example, restriction on sports or other
extracurricular activities which are under his administration.
Article 92: Additional Academic Requirements

With the approval of the Senate, colleges/institutes/school may fix additional academic
requirements that they deem necessary for a program of study.
Article 93: Re-admissions

93.1 Without prejudice to the provisions of sub-article 92.2 and 92.3 of this Article, all re-
admissions shall be processed in accordance with the procedures laid down by the Senate.
93.2 Re-admission of students in good academic standing.
a) A student who, for reasons beyond control, discontinues studies may apply for re-
admission into the same program for any number of times provided that the maximum
duration of stay in the program, counted from the date of first enrolment, has not
expired or will not have expired before completion of the program following re-
admission. Such readmission shall be to the same semester that the student
discontinued studies. However, a student who has 80% attendance shall be readmitted
before two weeks to the final exam.
b) Notwithstanding the provisions of sub-Article 102.2(a), readmission of students in
good standing is subject to availability of facilities and necessary budgetary
allocations.
c) In those cases where there had been curricular changes in a program, the department
may require the readmitted student to take new courses that have replaced those taken
and passed prior. However, where there is an equivalent course such shall be done for
the student.
d) Upon re-admission of a student in good standing, the department shall supply a list
of courses from which the student will be exempted and of new courses substituting
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phased out courses to be taken.
93.3 Re-admission of academically dismissed students.
a) A student may be readmitted after dismissal provided all of the following are fulfilled:
i. The dismissal was not due to acts of violation that resulted in his termination
with the University;
ii. The student may apply for re-admission after withdrawal from the University.
However, a student may be re-admitted in a semester when there are more
courses the student is eligible to register for;
iii. Space is available in the program and there exists a likelihood that the student
will raise their grade point to the required level after removing any deficiencies
which should not take more than one year;
iv. The maximum duration of stay in the program has not expired or is not likely
to expire before the completion of the remaining courses of study.
b) A dismissed regular student, who is re-admitted and allowed to repeat a course or
courses in a given semester, may be dismissed indefinitely, for not attaining good
academic standing upon determination of status. However, such students may be
admitted as new student into the CEP as per the rules and regulations of CEP program.
c) A cut-off SGPA and/or a CGPA for readmission of an academically dismissed student
shall be as follows:
i. A first-year student, dismissed at the end of the first semester with a SGPA of
not less than 1.25 shall be readmitted.
ii. A first-year student dismissed at the end of the second semester with a CGPA
of not less than 1.5 shall be readmitted.
iii. A second-year student dismissed at any semester with a CGPA of not less than
1.75 shall be readmitted.
iv. In a three-year study program, a third-year student dismissed at the end of the
first semester of the final academic year with CGPA of not less than 1.85 may
be readmitted.
v. In a four-year program a third-year student dismissed at the end of the second
semester as well as a fourth-year student dismissed at the end of the first
semester of the final academic year with a CGPA of not less than 1.85 may be
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readmitted.
vi. In a five-year study program, a third-year student dismissed at the end of the
second semester as well as fourth year student dismissed at the end of the first
semester with a CGPA of not less than 1.80, may be readmitted.
vii. In a five-year study program, a fourth-year student dismissed at the end of the
second semester as well as a fifth-year student dismissed at the end offirst
semester of the final academic year with a CGPA of not less than1.92, may be
readmitted.
d) Any readmitted student may be allowed to repeat courses in which the student scored
“C-” or “D” or "F" grades with the approval of the student’s academic advisor/Head
of the department.
e) Readmission following academic dismissal shall be granted only once
Article 94: Waiver of Courses

Where peculiar hardship and unique reasons exist, the ASQAC may, at the request of the
concerned AC, permit a waiver of course requirements for a particular student. The AC, in
recommending a waiver of the course requirements for a particular student, shall provide
adequate justifications demonstrating existence of peculiar hardship and unique reasons. There
could be circumstances where waiver cannot at all be allowed such as major area course(s).
Article 95: Administration of Dismissal and Probation

95.1 Academic commissions of college/institute/school shall issue procedures to implement the
rules on academic achievement and academic status of this legislation and these procedures
shall be communicated to the office of the AAVP.
95.2 Each college/institute/school shall establish and maintain, pursuant to Article 70-78 of this
legislation, an advisory program so that each student is personally known to at least one
college/institute/school member who will be in a position to give a full report on the student
under his charge, and competently advise those on probation, should the question of
probation ever arise. In addition, each college/institute/school shall provide an appropriate
academic orientation to all of its entering students in order to advise them of academic
performance, work and study habits expected of them.
95.3 The ASCRC and each college/institute/school shall, from time to time, undertake to
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evaluate the experiences acquired from the provisions of this legislation on administration
of probation and dismissal so as to determine the causes of academic failure and take
appropriate measures to remedy them.
Article 96: Re-Examinations

96.1 Re-examination shall be allowed by the academic commission for:
a) A student in any year who may not have a possibility of repeating a course(s) or
module(s) due to discontinuity of an academic program and/or
b) A graduating student.
96.2 The following shall be the conditions under which re-examination is to be granted:
a) The courses are those that the student had taken during the foregoing semesters of the
program;
b) The maximum number of courses shall be two for a graduating student and a maximum
of four for a student described under 95.1(a) above; and
c) The student’s CGPA must be such that when an input of minimum 2.0 or “C” grade on
the course is made as a result of the re-examination, the student qualifies for graduation
or promotion,
d) During the student’s tenure at the University, a student can sit for re-examination only
twice in the same course and as per 95.1 and 95.2 of this article.
96.3 A student who fails in the final year essay or project shall be allowed to re-register for the
essay or project to have it completed during the subsequent semester.
96.4 A student who has obtained “Fx” grade in a course with fulfilling the required attendance
may be allowed to sit for re-examination of the final exam twice with the necessary support .
However, a maximum of a “C” grade may be taken into consideration in determining his
academic status. A student who scored a grade of ’Fx’ for any course for the second time
will be changed to “F” grade. However, graduating class student who scored ‘F’ grade in
any course for the third time can apply for course allergic if he fulfils minimum credit points
required for graduation.
96.5 A grade of a student for repeated exam and/or courses shall be accepted as it is. The previous
‘Fx’ and/or ‘F’ grade shall be shown as asterisk (*) on transcript to indicate that the exam
and/or the course has been repeated and the new grade shall be included in computation of
the SGPA in the reporting period.
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96.6 If a student didn’t take re-examination having “Fx” within two weeks time due to
unjustifiable reason, the “Fx” shall be converted into “F” for status determination.
96.7 If the ‘D’ grade is for a module or for a course as a module, he must re-sit for another exam
to remove ‘D’.
96.8 The grade obtained for re-exam shall be recorded for the subject.
Article 97: Time and Administration for Re-examination

97.1 Re-examinations shall be administered any time within three weeks after the
commencement of the subsequent semester.
97.2 If the time of examination extends into the next period of training, students shall be allowed
temporary registration. Depending on the results, the registration may be cancelled or
retained as soon as the status is determined.
97.3 The Department Head, on behalf of the AC, shall determine and notify re-examinees, set
and announce dates of re-examinations to students and the concerned Academic Staff one
week before the date of re-examination. The course/module instructor shall submit to the
Registrar the grades of students within three days of the examination dates.
Article 98: Small Academic Deficiencies at the Completion of a Study

Program
98.1 Condition:
a) The student has taken all the courses in the designated study program and has completed
the program of study unsatisfactorily.
b) The student has exhausted all entitlements (readmission, repeating of courses, re-
examination etc.).
c) The AC has examined the academic files and proved beyond doubt that if the student is
given this last chance and scores a minimum of 2.00 or “C” in each of the courses the
student is allowed to repeat, the student can fulfill the requirements for graduation.
98.2 A student who meets the above conditions (a – c) shall be allowed, as a privilege, the
following:
a) A student, who at the end of a study program, has a CGPA of 1.95 shall be allowed to
raise the CGPA to > 2.00 to graduate by repeating a maximum of four courses (an
equivalent of 18 ECTS) over two semesters.
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Article 99: Graduation with Distinction, Great Distinction and Very Great
Distinction
99.1 The following shall constitute the requirements for academic distinction upon graduation
of undergraduate degree programs:
a) A student with a CGPA of 3.75 or above shall graduate with ‘Great Distinction’;
b) A student with a CGPA of 3.25 to 3.74 shall graduate with ‘Distinction
Article 100: The University Medal

100.1 The University Gold Medal is a prize awarded to one outstanding regular student selected
from college/institute/school.
100.2 Notwithstanding the provisions of sub-Article 100.1, the University Gold Medal will be
awarded for a student who achieved a CGPA of 3.25(Distinction) or more.
100.3 The University Medal shall be awarded on the basis of the following criteria:
a) A student with disciplinary record cannot be considered;
b) Eligible students for the award shall be those who joined the University as a Regular
First Year Student;
c) Eligible students for the award shall be differentiated by academic excellence (90%),
and extracurricular activities (10%); and
d) Extension or summer students transferred to regular program must have taken more
than 30 % of the courses to compete with regular students.
e) In case of a tie to two decimal places, all candidates shall be awarded. However, a
student who completed his program in regular time shall get the award rather than
the one who has taken repeated make-up examinations.
100.4 A special prize shall be awarded to the best female student of the year to be evaluated as
per the criteria set for the University medal award.
100.5 Continuing Education, Kiremt and Distance Education: A special prize shall be awarded
to the best CEP, Kiremt, Distance Education, Upgrading and Mid-Career students of the
year to be evaluated as per the criteria set for the University medal award.
100.6 The AC of each colleges/institute/school shall, each year, recommend to the Senate its
outstanding student for the latter’s approval.
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Article 101: Line-up order of Colleges/Institutes/Schools for the Graduation

Ceremony
101.1 The colleges/schools/departments of the University shall line-up and be presented to the
guest of honour presiding over the graduation ceremony in the following order for the
award of its degree.
a) PhD candidates in alphabetical order of program names.
b) Masters’ candidates in alphabetical order of program names.
c) Postgraduate diploma candidates in alphabetical order of program names.
d) Colleges/schools which offer regular degree programs in alphabetical order of names
of colleges/schools and departments within the same.
e) Continuing Education, Kiremt and Distance Education candidates in alphabetical
order of names of programs and departments within a program.
Article 102: Issuance of Transcripts, Degrees, Diplomas, and other

Credentials
102.1 Transcripts
Transcripts are records of a student's academic performance. They are the most valuable private
and sensitive documents. Utmost care is taken in their recording, storing and issuance. The
following is a set of regulations governing issuance of a student transcript:
a) No student records are shown or given to a third party without the written consent of
the student. The University may make discretionary exceptions to this.
b) No transcripts will be issued for requests made through third parties, that is, friends,
relatives or representative, agencies, etc.
c) In exceptional cases transcripts, degrees, diplomas and other credentials are given to
the third parties if the third party meets the following conditions:
i. The third party must carry the power of attorney
ii. The third party does not demand that the transcripts be given to him/her.
iii. The third party must sign an affidavit to the effect that it assumes full
responsibility for any disputes arising from the possibility that the Registrar's
Office is misled into sending transcripts to persons who have no legal claims over
the document.
iv. The third party will be required to put his thumb impression on the said affidavit.
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v. The third party produces a photograph of the student he is representing and one of
himself
vi. ICRC when holding the letter of delegation from the student or the graduate.
d) All students who have dropped out, withdrawn, graduated or been academically
dismissed from the University must present the official clearance sheet issued by the
University in order to obtain their transcript and other services. Third parties acting on
behalf of such students must also provide the clearance sheet of the student they
represent. The official clearance form or its equivalent clears the students from all their
financial and other obligations to the University.
e) Transcripts issued by the Office of the Registrar are of two types an official copy and
a student copy. Official copies carry the Registrar's seal and signature and are usually
forwarded directly to institutions or organizations, on request and at a student's
instructions. Student copies shall carry the Registrar's seal or signature.
102.2 Degrees and Diplomas
a) The Office of the Registrar issues degrees and diplomas. Following graduation or
approval to graduate by the AC of concerned faculty or college and the Senate and
upon presentation of official clearance sheets, issued temporary certificates of
completion.
b) The original degrees and diplomas later on replace temporary certificates. Original
degrees and diplomas carry the Registrar's seal and signature of the President
college/institute/school deans. Degrees and diplomas are given to the individual and
not to a third party.
c) No new degrees or diplomas will be issued for the lost credentials. Graduates who lost
his credentials have to produce a letter from the court to get replacement of the lost
degrees and diplomas. The Registrar also issues letters of withdrawal, drop out and
dismissal as requested by the student.
CHAPTER SIXTEEN: GRADUATE STUDIES
Article 103: Admission to Graduate Studies

103.1 General Provisions on Admission
a) A candidate who has a high scholastic standing, whose professional experience has
been superior and who has received good recommendations shall be given priority for
admission. Moreover, priorities in admission may be granted to government sponsors
as per the pressing need of the government.
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b) Colleges/Institutes/Schools and departments shall have the discretion to request
recommendations and determine the weights to be attached to them.
c) The DGC may include additional admission requirements in conformity with
University rules and regulations and upon approval by the CGS. These may be of
general application or may pertain to specific programs of graduate studies.
d) The minimum intake of a Master program shall be five students. However, the
optimum (minimum and maximum) number of students in the different graduate
programs shall be determined by the respective AC taking into consideration the
number of staffs, availability of space and demand for training.
e) Multiple enrollments to different programs of the University at a time is prohibited.
Anyone found enrolled or attempting to be enrolled in multiple programs shall be
disqualified from all programs.
103.2 Admission Requirements for Graduate Studies
a) Academic Requirements
i. An applicant for admission to a Master’s program must have a Bachelors’ degree
from an accredited institution of higher learning.
ii. The applicant must meet satisfactorily the selection criteria which may include the
entrance examination to be administered by the academic department concerned.
Foreign applicants may, in lieu of sitting for entrance examination, submit results
of GRE/TOEFL/IELTS or equivalent, language proficiency examinations, for
applicants whose undergraduate medium of instruction is not English, etc.
iii. Senior undergraduate students of accredited universities or colleges requesting
admission to graduate studies immediately upon graduation may be allowed to
apply and/or sit for entrance examinations administered by departments provided
their CGPA at the end of the first semester of their final year is above 2.75;
iv. Colleges/Institutes/Schools may require Ph.D. applicants to present preliminary
Ph.D. research theme.
b) Non-academic Requirements
i. Colleges/Institutes/Schools/departments may, for pedagogic reasons or special
requirements of the field of study, set appropriate restrictions such as age limits
subject to the approval of the ASQAC;
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ii. Colleges/Institutes/Schools/departments may also set appropriate work
experience requirements after obtaining the bachelor’s degree subject to the
approval of the ASQAC.
iii. The candidate must produce a minimum of two letters of recommendation from
undergraduate instructors, employers or professional Associates.
c) Provisional Admissions
i. Students admitted to a program from a field of specialization other than the
intended area of specialization will be required to take undergraduate courses
which will be determined by the AC.
ii. A student given provisional admission has to complete the prescribed courses
before being formally accepted as a regular graduate student. The performance of
the student in the prescribed undergraduate courses will not be considered for
SGPA and/or CGPA calculation but will appear on the transcript.
iii. The duration of the student's stay in the University as a provisionally admitted
student shall be determined by the DGC/AC concerned, but shall not exceed one
academic year.
iv. A provisionally admitted student who has satisfactorily completed the prescribed
undergraduate courses shall be granted regular graduate student status.
v. A provisionally admitted student may, upon permission of the DGC, register for
and take graduate level courses as qualified.
vi. Such a student must obtain a grade of at least C in the undergraduate courses taken
as prescribed in C (iv) of this Article.
d) Advanced Standing Admission
i. Qualified persons may apply for advanced standing admission which is
determined by the concerned AC on the basis of detailed requirements to be
worked out by the CGS.
ii. Upon admission of such a student, the AC shall determine the courses from which
the student is to be exempted.
e) Transfer of Graduate Students
The CGS may issues guidelines on the modalities of inter-and intra-University
transfers of students enrolled in graduate studies.
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Article 104: Enrolment and Registration in Graduate Studies

104.1 A candidate may be admitted to a PhD program at any time in the year, but shall normally
enroll for his formal studies at the beginning of the semester following his admission.
104.2 A graduate student must register at the beginning of each semester. A student who fails
to maintain continuous registration without officially withdrawing from a program shall
be considered to have dropped out of the program. If such student wishes to resume his
studies, he must submit a readmission application to the Office of the registrar. The
application shall be assessed by the DGCs, endorsed by the AC and approved by the CGS
on the basis of the rules and regulations in force at the time of readmission.
Article 105: Program of Study

105.1 Master’s programs may be based on thesis and course-work or course-work alone under
special conditions.
105.2 PhD programs may have ‘coursework and research’ or ‘research only’ options.
105.3 The candidate shall study under a thesis advisor who may be assisted by a co-advisor
and/or an advisory committee for the student if and when required. At least one member
of the committee should be nominated by the department on its behalf. The supervisor
and the student advisory committee shall be approved by the DGC.
105.4 The DGC shall present its program of graduate studies to the AC which, after careful
consideration, shall present it to the ASQAC which in turn shall present it to the Senate
for approval before implementation.
105.5 The DGC determines credits for all course work and thesis, which is to be approved by
the ASQAC. One credit of study shall be one lecture hour or two to three hours of
laboratory/practical hours per week for a semester. Literature reviews, laboratory reports,
term papers, etc. (with/without presentation) shall normally be required for each graduate
course.
Article 106: Credit Requirements and Course Load

106.1 A total of 12 to 15 credit hours or 30 ECTS per semester shall normally be regarded as
typical full load for a full-time Masters candidate for programs requiring thesis work,
whereas a minimum of 15 credit hours or 30 ECTS is required for non-thesis programs.
106.2 A total of 9 to 12 credit hours or 30 ECTS per semester shall normally be regarded as full
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load for full time PhD candidate.
106.3 A total of six credit hours or 30-60 ECTS shall be allotted to Master Thesis and 12 credit
hours or 120-180 ECTS for PhD Dissertation.
106.4 Departments may administer comprehensive examinations for non-thesis programs as
partial fulfillment for graduation.
Article 107: Duration of Study

107.1 The Master's programs shall normally take two academic years for completion in all
departments.
107.2 No Master candidate may anticipate finishing a program in less than one and a half
academic year.
107.3 A Master candidate may be allowed to continue for up to a maximum of four years if it
can be shown that the extension is required by force majeure and if it is recommended by
the DGC and AC. Such extension of time shall be recommended by the DGC and
approved by the AC every semester.
107.4 A Master candidate taking more than the normal two-year duration for completion of a
program shall fulfill the special conditions set forth by the AC.
107.5 The PhD programs shall normally take three to four academic years for completion in all
departments.
107.6 No PhD candidate may anticipate finishing a program in less than two academic years.
107.7 A PhD candidate may be allowed to continue for up to a maximum of six years if it can
be shown that the extension is required by force majeure and if it is recommended by the
DGC and AC. Such extension of time shall be recommended by the DGC and approved
by the AC every semester.
107.8 Duration of study in specialty certificates in the field of Medicine shall be three to four
years.
107.9 A candidate for a specialty certificate may be allowed to continue for up to a maximum
of five years if it can be shown that the extension is required by force majeure and if it is
recommended by the DGC and AC. Such extension of time shall be recommended by the
DGC and approved by the AC every semester.
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Article 108: Grading System and Status

108.1 Examinations are graded as stipulated under Chapter Thirteen of this Legislation.
108.2 To complete a program and graduate, a candidate needs to obtain a minimum CGPA of
3.00.
108.3 The status and academic achievements of students enrolled in graduate programs shall be
governed by the provisions under Chapter Thirteen of Legislation.
Article 109: Thesis/Dissertation

109.1 General requirements
a) A thesis shall constitute an individual's effort in academic pursuits to identify and
analyze problems by applying sound methodology.
b) The general requirements and guidelines on thesis /dissertation are developed for all
faculties by CGS.
c) A thesis shall constitute a partial fulfillment of the requirement for a master’s degree
except in a program where it is not required.
d) Ph.D. dissertation is a requirement for a Ph.D. degree.
109.2 Selection and Approval of Thesis/Dissertation Topic
a) The candidates involved in the graduate programs shall select topics for their
thesis/dissertation in consultation with their advisors.
b) Thesis/dissertation topic of each candidate shall be recommended by the DGC and
approved by the AC as early as possible, and not later than the time of the candidate’s
enrolment in the second half of his program.
109.3 Format of Thesis /Dissertation
The thesis/dissertation format shall be prepared by CGS in accordance with the guidelines
set by ASQAC and approved by the Senate.
109.4 Submission of Thesis /Dissertation
a) No candidate may be permitted to submit a thesis/dissertation in less than one academic
year from the date of the first registration except with a special permission of the DGC.
b) A candidate may submit his thesis/dissertation any time during or after the last semester
of his coursework but no later than a year after the completion of coursework with the
exception of candidates who are allowed extended time of submission by DGC.
109.5 Procedures for Examination and Submission of thesis /Dissertation
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a) When a candidate, after conferring with the advisor, gives notice of readiness to submit
a thesis, the DGC shall appoint an examining Board and select an external examiner.
The external examiner should be decided in good time and obtain a copy of the thesis
of the candidate at least four weeks before the date set for the defense. The Board shall
have a minimum of three and a maximum of five members consisting of at least one
other member of the University. An external member of the examining Board shall be
the external examiner of the candidate whose decision shall play a major role in
determining the fate of the thesis defense. Normally, internal members of the
examining Boards shall be drawn from the advisory committee where this is already
established. All members of the examining Board will comment on all aspects of the
thesis.
b) Dissertation shall be submitted to the department at least two months before the date
of defense.
c) For thesis, the DGC may assign external examiner from other universities and
institutions in Ethiopia or abroad.
d) Examinations may be conducted through electronic media.
109.6 Copies of Thesis/ Dissertation Required
a) Sufficient number of hard copies of the thesis/dissertation shall be submitted for
defense to the office of the chairperson of the department including copies to be
distributed to each member of the examining board and one copy to be kept in the
office of the department chair.
b) The candidate should correct the thesis in accordance with the decision of the Board
of Examiners and submit it to the Chairperson of the DGC. The DGC should deliberate
on the thesis and submit its recommendations to the AC. Then the department will
accept five copies of the typed final thesis, both in electronic and hard copy, from the
candidate and it will be verified by the DGC.
109.7 Thesis/ Dissertation Presentation and Defense
a) The chairman of the DGC shall announce the thesis/dissertation topic, venue and time
of the defense ahead of time and the process of thesis/dissertation presentation and
defense shall, unless otherwise required by justifiable circumstances, be open and
public.
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b) The person presiding over the thesis/ dissertation presentation and defense shall be
assigned by the DGC.
c) After the defense, the examining board decides either to accept or reject the
thesis/dissertation.
109.8 Accepted Thesis/Dissertation
Based on the results of the open defense and assessment of the thesis by each member of
the Board of Examiners, the Thesis that is defended shall be evaluated as follows:
a) Accepted with no change,
b) Accepted with minor changes to be made to the satisfaction of the advisor, or
c) Accepted with major modification to be made to the satisfaction of the external
examiner and the rest of the Board of Examiners. Under certain circumstances the
external examiner may delegate the Board of examiners
d) If a thesis requires substantial changes in substance, which are to be made to the
satisfaction of members of the examining Board or its designate, the examining Board's
report shall include a brief outline of the nature of the changes required and indicate
the time by which the changes are to be completed.
109.9 Rejected Thesis/Dissertation: A thesis /dissertation shall be rejected if:
a) The work does not meet the required standards as evaluated by the examining board;
or
b) the work is judged as plagiarized by the examining board; or
c) The work has been already used to confer a degree from this or another University.
However, this shall not preclude the candidate from submitting such work, provided
enough extra work has been done to expand the scope and depth of the subject.
109.10 Effect of Rejection
a) The CGS may approve guidelines providing safe exit points through awarding
postgraduate certificate or postgraduate diploma to Masters candidates whose thesis
has been rejected or MPhil or its equivalent to Ph.D. candidates whose dissertation has
been rejected.
b) The AC shall decide on the dismissal or suspension of a candidate whose
thesis/dissertation has been rejected due to plagiarism or may impose other disciplinary
measures.
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Article 110: Evaluating Thesis /Dissertation

The thesis/dissertation evaluation may use the following (Table 4) format with the grading scale
presented in Table 5.
Table 4: Guideline for evaluating thesis/ dissertation

Name of the Candidate: _______________________________________
Thesis Components Points
(a) Abstract 5%
(b) Materials and Methods 15%
(c) Literature Review 10%
(d) Result and Discussion 40%
(e) Summary and Conclusion 10%
Defense Examination
(a) Manner of presentation 5%
(b) Confidence in the subject matter 5%
(c) Ability of answering questions 10%
Total 100%
Evaluation result (Excellent (A), Very Good (B+), Good (B),
Fail (C))*
Name of Examiner: ___________________________________
Signature: ________________________ Date: __________
NB: The Grading scale of each rank is presented in the following table.
Table 5: Grading Scale for thesis/dissertation evaluation

Rank (%)*
Excellent ≥ 85
Very Good 75 ≤ X < 85
Good 60 ≤ X < 75
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Satisfactory 50 ≤ X < 60
Fail < 50
* Evaluation weight (%) = 0.5 x External examiner’s + 0.35 x Internal examiner’s + 0.15 x
Chairperson’s evaluation result
110.1 Thesis that is defended and accepted may be rated "Excellent", "Very Good", "Good" or
"Satisfactory" which may appear on the transcript but will not be used for calculation of
the CGPA of the student.
110.2 A rejected thesis shall be rated "Fail".
Article 111: Report of Examining Board

The examining board shall submit a report of the examination including the rating and the reasons
for the rating.
Article 112: Publications

Normally a PhD graduate is expected to publish three articles in peer reviewed journal from the
result of the thesis work. However, no PhD candidate shall graduate without publishing at least
one article in peer reviewed journal.
Article 113: Advising Thesis/Dissertation

113.1 Selection of Advisor(s)
a) The DGC normally recommends the selected thesis advisor(s) to the AC. The Thesis
advisor(s) shall be:
i. A full-time academic unit member with the academic rank of Assistant Professor
and above for Master’s program and Associate Professor and above with PhD for
PhD program.
OR
ii. Notwithstanding with sub-Article 113.1a(i), a person(s) outside of the University
in the required area of specialization with a PhD degree who will be able to submit
a letter of commitment in advising the student and who will be in the country at
least for a year or more. In such cases, it will be mandatory to have a co-advisor(s)
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from the University.
b) The advisor(s) will assist the student in planning the research work, monitor it
regularly, advise the student on how to publish, critically evaluate the draft and final
manuscripts.
c) The optimum number of students that an instructor can advise shall be determined by
the DGC taking into consideration the workload of the instructor, the number of
students in the academic unit, and other prevailing conditions.
Article 114: The External Examiner

114.1 Purpose:
a) The purpose of having external examiners is to ensure that degrees awarded in similar
subjects at the University are comparable in standard with those awarded by other
universities, though their content does, of course, vary; and secondly, that the
assessment system is fair.
114.2 Functions
a) The main function of the external examiner is to serve as a member of the Board of
examiners a determining role in examining and deciding the fate of the Thesis.
b) The external examiner shall also comment and give advice on course content, balance
and structure.
114.3 Selection and Appointment
a) Normally, one external examiner is required for each student/Thesis except for PhD
and Master Thesis in situations where the nature of the Thesis work requires more
than one external examiner.
b) The DGC selects external examiners and recommends to the AC.
c) Appointment is made by the dean of college/institute/ school after the
recommendation of the DGC is approved by the AC.
d) The program seeking the appointment for an external examiner should submit to the
AC the biographical data including academic achievements, publications, and
experience as external examiner of the nominee.
e) In approving the nomination of an external examiner, the AC shall ascertain the
following:
i. Only persons of seniority and experience who are able to command authority are
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appointed and, in all cases, must have an academic qualification of PhD with a
rank of Assistant Professor (or equivalent) for Masters and Associate Professor
(or equivalent) and above for PhD. Exceptions shall be approved by the AC on a
case by case basis when presented to it by the concerned DGC.
ii. An external examiner in general must be external to the University.
iii. Former staff members can be invited to become external examiners unless the
termination of service was due to discipline problem.
iv. One external examiner should not be assigned per program for more than three
Theses at any one time.
v. External examiners from outside the higher education system, for example from
industry, research institutions, etc. may be selected when necessary.
114.4 Participation in Assessment Procedures
a) An External examiner, as a full member of the relevant board of examiners, shall be
present at all examiners’ meetings at which significant decisions are to be taken in
his area of specialization;
b) The provisions of sub-Article 113.4 (a) shall not be applicable for an examiner
through correspondence or via ICT. Physical presence is not required where the
examination employs ICT or correspondence;
c) The views of an external examiner are particularly decisive in the case of
disagreement on the mark to be awarded for a particular unit of assessment;
d) The signature of an external examiner shall be appended to the final results of the
candidate as evidence that he accepts the results;
e) External examiners shall give comments on the assessment process and the schemes
for making.
114.5 Reports
The external examiner shall submit a written official report to the concerned department. The
report shall be sent to the office of respective college/Institute/School Dean and SGS. The head
of the department and the dean of the college/Institute/School shall have the responsibility to
ensure that the recommendations are considered and actions are taken.
Article 115: Graduation

A candidate who fulfils the requirements laid down in the Legislation and whose research, study
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and examination results are judged to be of sufficient merit shall be recommended by the CGS to
the Senate, through the Office of the Registrar, for graduation and award of appropriate
credentials by the University.
CHAPTER SEVENTEEN: BESTOWAL OF HONORARY DOCTORATE
Article 116: Honorary Doctorate

116.1 Principles
a) The rank of honorary doctorate (conferred as a token of respect/honor, literally
meaning “for the sake of honor”) is an honorific title granted by a special procedure
to persons of exceptional achievement.
b) The awarding of honorary doctorate degree should be regarded as a method by which the
University expresses its highest ideals and recognizes achievements. The faculty and the
community should regard an honorary doctorate degree as evidence of genuine
accomplishment.
c) Since the University’s prime purposes are teaching, research and community service the
preponderance of honorary doctorate degree awarded shall be to a person made contribution
far beyond the expected high standards of the University’s prime purposes. However, balance
should be kept between various fields of endeavor. Honorary doctorate degree selection shall
not be based upon financial or political considerations. The University may award
honorary doctorate degrees to honor persons of outstanding contribution, and this may
include a person deserving of honor by virtue of scholarly distinction, noteworthy
public service resulting in significant contributions either to the University or to
education in Ethiopia, to other spheres of development in Ethiopia, Africa or the world
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at large.
d) The University may honor individuals with the highest caliber, distinguished as
learned persons whose knowledge and wisdom are considered exemplary. The
University considers the attribution of such an honorary title as a means for:
i. Recognizing an outstanding person who contributed notably to his field of
expertise.
ii. exercising the rightful social roles of a university, and improving its public image
as an institution that give high regards to outstanding intellectual and creative
accomplishments, thereby allowing the University to make public declaration of
its values. In selecting candidates, the University shall attempt to choose
individuals of such a caliber that in honoring them, it too is honored.
116.2 Fields for conferring honorary doctorate
The common fields for conferring honorary doctorate and the appropriate nomenclature of the
degrees shall include, but are not restricted to, the following fields of knowledge:
a) Doctor of Laws, honorary doctorate (LL.D)- Awarded for outstanding scholarly
achievement in law or for exceptional public service;
b) Doctor of Letters, honorary doctorate (DLitt)- Awarded for outstanding achievement
in the humanities, social sciences, or in the performing arts, of a scholarly or creative
nature;
c) Doctor of Humane Letters, honorary doctorate (DHLitt) - Awarded for outstanding
achievement in the humanities, social sciences, or in the performing arts, of a
scholarly or creative nature with more contributions to social well-being and
humanity; or
d) Doctor of Science, honorary doctorate (DSc) – Awarded for outstanding achievement
in the pure and applied sciences, usually of a scholarly nature.
116.3 Criteria for Selection
The award of honorary degrees by the University shall be for high distinction and/or outstanding
service in one or more of the following:
a) accomplishments: outstanding intellectual/academic work of an exceptional and
exemplary nature, distinctive for creativity and for contribution to the general welfare
of the Ethiopian society;
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b) service to the public: outstanding leadership in education, business, public service, or
other appropriate sectors of society;
c) service to the University: support for the University of a nature so distinctive and
major as to constitute a most significant element in the growth and development of
the institution.
116.4 Nomination and Approval of Honorary Degrees
a) All aspects of the nomination process shall be confidential
b) Nominations may be submitted by colleges/institutes/schools, research institutes,
Senate and Board members of the University, anonymously if need be;
c) Each nomination shall include the full name of the nominee, the degree proposed and
a biographical sketch of the candidate, a summary of the accomplishments or deeds
for which the nominee would be honored along with supporting documents;
d) A person so nominated shall not be consulted beforehand, or at any time prior to the
Senate decision on the proposal, and all deliberations, investigations and
recommendations relating to the nomination shall be treated as strictly confidential by
all persons concerned therewith.
e) The Executive Committee shall handle the task of receiving nominations, preparing
citations for Senate deliberations, preparing degrees and medals and extending
invitations to the nominee(s) through the President and the relevant offices of the
University upon approval by the Senate.
116.5 A ward of Degrees
The Senate shall decide the occasion for the award of honorary doctorate.
116.6 Title Address
A person holding the title of Honorary Doctorate shall be entitled to use the title. ‘Honorary
Doctor’ with his names and the title shall be abbreviated as Hon. Dr.
116.7 Restrictions
a) No person who is employed by the University and affiliated to it in some formal way,
including through its colleges/institutes/schools and members of the University board,
may be granted an honorary degree until after he/she has relinquished to hold that
position.
b) A degree honorary doctorate shall not be awarded posthumously or in absentia.
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c) Notwithstanding the provisions of sub-Articles 115.7(a) hereof the University Senate
shall judge exceptional circumstances.
116.8 Testimonial
The conferral of a degree of honorary doctorate shall be evidenced by a testimonial issued under
the seal of the University.
116.9 Additional Guidelines
The executive committee shall develop additional guidelines on procedures and schedule of
activities.
TITLE FOUR: UNIVERSITY OFFICES
CHAPTER EIGHTEEN: OFFICES OF THE PRESIDENT AND VICE-PRESIDENTS
Article 117: The President Office

117.1 The President of the University shall be the chief executive officer of the University;
117.2 Without prejudice to the provisions of the Higher Education Proclamation No 650/2009,
all administrative actions are answerable to him; the authority of final adjudication of
administrative and academic decisions resides in the Office of the President.
117.3 The President may recommend such other Vice Presidents as he deems appropriate to the
Board or other appropriate government bodies.
117.4 According to Higher Education Proclamation No 650/2009 Article 53, the President is
accountable to the University Board and/or Ministry of Education.
117.5 In the case of absence from duty, the President shall delegate, as a standard practice, the
AAVP on his behalf and, in the case of simultaneous absence of the said vice president,
any of the other vice presidents.
117.6 Duties and responsibilities of the President:
a) Leads, administers, and manages the University with the aim of ensuring the
achievement of its mandate, vision, mission and objectives;
b) Ensures that the institution, any of its organs, and the institution’s community uphold
the objectives of higher education and guiding principles applicable to the University;
c) Ensures that the institution prepares high quality graduates in as many numbers, fields,
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and programs as the country may require;
d) Creates, maintains and continuously builds a conducive learning and research
environment by ensuring good governance based on the basic principles of efficient
delivery of quality services to customers, transparency, accountability, participatory
management, responsiveness and timely solution to problems and rule of law with
speedy and just redress of grievances that at all levels prevails as an institutional
culture;
e) Ensures that institutional research activities and consultancy services primarily focus
on national priority areas and are institutionally regulated and managed; and that study
and/or research-based teaching and research with wider social, economic,
technological, etc., potential are feasibly and finely delineated and proper
deployments of academic staff ensured;
f) Ensures that the institution in the pursuit of its vision, mission and objectives is
perpetually connected internationally as well as with national and local institutions,
relevant agencies, business and industry, pertinent associations and organizations;
g) Ensures that the institution always learns and grows continuously in the professional
quality and attitudes of its academic and other staff, in the character and magnitude of
its educational resources and facilities, and in its academic and administrative
organizational structures and modus operandi so that it always keeps abreast national
and international developments and positions itself to respond effectively to national
and local needs in education, training, research, consultancy and public service at any
stage of the country’s development;
h) Ensures that the institution enjoys the benefits of a capable and responsible system of
internal leadership and management; and that there are no competing power centers,
formal or informal groupings, other than the duly recognized and established bodies
of the institution;
i) Ensures that all institutional policies, directives, rules and regulations, procedures,
organizational structures, administrative schemes (including but not limited to benefit
and disciplinary schemes), academic and other performance evaluation systems, and
academic programs that shall and/or may be devised are strategically thought out,
receive ownership through adequate debate by all internal stakeholders, are consistent
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with law and pertinent government policy and enable the institution to become ever
more fit for its mission and objectives;
j) Ensures that merit and the requirements and spirit of this Legislation and other
pertinent laws underlie staff selection and employment and nomination and
appointment of officeholders, their terms of office, and loss of employment and/or
official positions; and in this regard ensure that employment and/or official positions
are won competitively and retained or lost on the basis of performance and
disciplinary conduct alone;
k) Develops well-thought out institutional standard measures and obtain their
endorsement also by the Ministry of Education and ensure that the academic and
administrative operations of the institution are on the basis of the standards and/or
ratios;
l) Ensures the principle that “the means justifies the end” governs as culture all
substantive operations, relations, decisions, agreements, communications,
documentations, presentations, and business transactions of the institution and/or the
conduct of its organs and staff;
m) Ensures that the institution maintains a healthy balance of income and expenditure, a
proper book of accounts is maintained of all incomes and expenditures, no expenditure
is incurred without prior budgeting, all budgeting is justifiably reasonable, a registry
of fixed assets is maintained, their proper utilization and preventive maintenance
ensured and that regular inventory of assets is conducted and disposable assets
disposed in accordance with the applicable law; and ensure that the institution has
adequate flow of non-budgetary incomes as provided by this Legislation and without
prejudice to pertinent other laws;
n) Ensures that Board and Senate sessions as well as of those other leadership bodies are
businesslike, substantive, productive, and therefore immensely helpful to current
operations and future development of the institution; and that the sessions are held
regularly and also as requested;
o) Ensures that all intra-institutional conflicts and/or conflicts with third parties best
interests, mid-term interests receiving priority in case these conflict with long-term
interests, and without prejudice to pertinent laws and Government policy;
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p) Ensures that all fundamental operations and substantive transactions of the institution
are appropriately documented in text and/or data form as appropriate and that the
information is, without prejudice to institutional interests, appropriately and readily
accessible to end users;
q) Ensures that all provisions of this Legislation and the contents and spirit of other laws
applicable to the institution are respected and applied by and in the institution so long
as they are consistent with the Constitution;
r) Formulates institutional policy, plans, budget, organizational structures and
administrative schemes, directives and regulations, ensure their implementation upon
approval and submit performance reports in accordance with the relevant provisions
of this Legislation and as requested;
s) Ensures that the Board, Government, and the public are honestly informed
periodically and regularly about the state of health of the institution as well as about
its achievements;
t) Ensures operative safety standards and system are in place against professional and
other hazards as well as a reliably professional security system that protects life and
property in the premises of the institution is established and maintained;
u) Represents the institution in all its dealings with third parties;
v) Opens and operates bank accounts in the name of the institution;
w) Ensures proper delegation of his powers and responsibilities to the vice Presidents and
as necessary to other appropriate office holders;
x) Ensures that his foreign travels are planned and approved by the Board; obtain
permissions of the Minister of Ministry of Education for foreign travels that are
unplanned; and submit pertinent reports to the Board and the Minister on all of his
foreign travels;
y) Discharges such other activities consistent with his powers and duties and/or as may
be entrusted to him by the Board;
z) The President shall devote full time to the requirements of the presidency and shall be
remunerated appropriately in the form of basic salary and other benefits that shall be
subjected to periodic review and adjustment.
117.7 Office term
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The office term of the president shall be 6 years with possible reappointment as per the Higher
Education Proclamation No 650/2009.
117.8 No person shall hold the position of acting President for more than 180 calendar days,
during which period either a new President shall be duly appointed and installed in office
or upon the expiry of the period the acting person shall be speedily and duly appointed as
the successor to the office.
Article 118: Academic Affairs Vice-President

118.1 The Academic Affairs Vice-President shall be recommended by the President of the
University and his appointment shall be approved by the Board as per Article 44(d) of the
Higher Education Proclamation 650/2009.
118.2 Office term
The office term of the AAVP shall be 4 years with possible reappointment as per the Higher
118.3 Duties and responsibilities
a) Assists the President on academic issues of the University;
b) Develop academic and teaching-learning strategies of the University that are
pertinent to the development goals and objectives of the nation in consultation and
partnership with colleges, Institutes, Schools, Departments, and other academic
units of the University.
c) Leads and supervises the activities of staff accountable to him
d) Takes part in approval of heads of the units/deans or directors, based on legal
nominations from the college/institute/school members;
e) Plans on opening/closing of academic programs and/or relevant institutions in
discussion with college/institute/school;
f) Oversees and follows up the quality of education;
g) Plan, and solicit for national and international links and partnerships to support staff
development plan so as to enable staff to study for higher degrees abroad, which
significantly helps to enhance the quality of education, and follow their
implementations;
h) Allocates scholarship opportunities for different Colleges/Institutes/Schools;
i) Proposes all changes required for different academic matters to the Senate
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(curriculum, academic rules, tuition fees, etc.) as per the recommendations from
respective committee/offices;
j) Monitors the University resources along with the respective offices to decide on
student intake capacity and attain academic excellence;
k) Establishes relationship with local and foreign institutions in consultation with
appropriate organs where he finds it useful for the realization of the objectives of
the University within the domain of education, sign agreements and implement
agreements made;
l) Assures the quality and relevance of curriculums;
m) Monitors the implementation of different guidelines and policies developed for
academic affairs;
n) Prepare and submit budget and strategic plans of the academic programs of the
University to the President;
o) Report on activity performance, budget allocation and utilization and other activities
of the units under him to the President; and
p) Carries out other duties entrusted to him by the Senate, Board or President.
118.4 Accountability
The AAVP is accountable to the President.
Article 119. Research and Community Service Vice President

119.1 Research and Community Service Vice-President shall be recommended by the
President of the University and the appointment shall be approved by the Board as per
Article 44(d) of the Higher Education Proclamation 650/2009.
119.2 Office term
The office term of the RCSVP shall be 4 years with possible reappointment as per the Higher
a) Assists the President on research and community service issues of the University;
b) Provides leadership and vision in shaping AU strategic research and community
service directions and agenda;
c) Builds on the success of the office and continues to promote, strengthen and enhance
research and community service culture within AU; expanding the cohort of faculty
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actively engaged in research and community service through fostering enthusiasm,
excitement and motivation;
d) Sets standards and expectations for the success of research and community service
at AU; measures outcomes and provides conditions for continuous improvement.
e) Supervises staffs engaged in research and community service activities;
f) Takes part in approval of directors, officers, vice deans, coordinators, center heads
and other staffs based on legal nominations;
g) Plans on opening/closing of research and community service institutes/centers or
other relevant sectors;
h) Ensures that research, technology transfer and community service projects are
critically evaluated at the annual review meetings;
i) Ensures the quality of research, publication, consultancy, community service,
University-industry linkage and technology transfer;
j) Coordinates capacity building trainings that increase the efficiency and
effectiveness of academicians involved in research and community service;
k) Provides services to staffs including funding application assistance, research ethics,
post-award financial administration, facilitation of contact with industry and
government, and other research and community service support services;
l) solicits national and international links, partnerships and collaborative relationships
to enhance staff knowledge and skill on research, community service, technology
transfer and publication.
m) Addresses issues of ethics in research and intellectual property rights;
n) Develops and strengthens relations with government and nongovernmental
organizations to design, review and shape research and community service policy
and guidelines;
o) Monitors and evaluates research and community service budget utilization;
p) Assures the quality and relevance of research and community service projects;
q) Monitors the implementation of different research and community service policies
and guidelines;
r) Determines the organizational structure of his /her office subject to approval by the
President;
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s) Prepares and submits budget and strategic plans of research, community service,
publication, and technology dissemination programs of the University to the
President;
t) Reports on activity performance, budget allocation, and utilization of research,
community service, technology transfer and publication activities to the President;
and
u) Carries out other duties entrusted to him by the Senate, Board or the president.
The RCSVP is accountable to the President.
Article 120. Business and Development Vice President

120.1 Business and Development Vice President (BDVP) shall be recommended by the
President of the University and the appointment shall be approved by the Board as per
Article 44(d) of the Higher Education Proclamation 650/2009.
120.2 Office term

The office term of the BDVP shall be 4 years with possible reappointment as per the Higher

a) Assists the President on Business and Development issues of the University;
b) Develops strategies of self-financing, enterprise development, and revenue generation
activities of the University that are amicable to the laws of the land to enhance the
progress and development of the University;
c) Directs and supervises the activities of the University organs accountable to him;
d) Implements the decisions and directives issued by the Board or Senate;
e) Plans, directs and supervises enterprises and business units of the University, and
create an entrepreneurial culture;
f) Directs, leads and supervises the implementation of agreements and projects related
to his domain with other organization(s);
g) Solicits national and international links and partnerships, and executes the same;
h) Plans and manages capital investments of the University that are related to new
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developments and expansions;
i) Reports on activity performance, budget allocation and utilization and other activities
of the units under him, to the President;
j) Prepares and submits Business and Development strategic plans of the University to
the Senate; and
k) Carries out other duties entrusted to him by the Senate, Board or the president.
The BDVP is accountable to the President.
Article 121: Administration and Student Service Affairs Vice President

121.1 Administration and Student Service Affairs Vice President (ASSAVP) shall be
recommended by the President of the University and the appointment shall be approved by the
Board as per Article 44(d) of the Higher Education Proclamation 650/2009.
121.2 Office term

The office term of the ASSAVP shall be 4 years with possible reappointment as per the Higher

a) Assists the President on administrative and student service affairs issues of the
University;
b) Follows up and ensures the quality of student services;
c) Directs, supervises, coaches and supports university organs accountable to him;
d) Plans and offers periodic and continuous training that increases the professional
efficiency and effectiveness of his team members;
e) Leads administrative and student service affairs related day-to-day activities of the
University;
f) Coordinates development of various policies, strategies, rules and regulations
pertaining to the administrative and student service affair issues of the University;
g) Follows up and ascertain the quality of support services of the University;
h) Forges partnership, linkages and collaborations with various stakeholders;
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i) Implement the decisions and directives issued by the Board or Senate;
j) Plans, solicits for, and administers national and international partnerships to
improve the administrative and management capacity of the University;
k) Reports on activity performance, budget allocation and utilization and other
activities of the units under him, to the President; and
l) Performs other duties entrusted to him by the Senate, Board or President.
The ASSAVP is accountable to the President.
Article 122: Termination of Service of the President and Vice Presidents

122.1 The powers of the President and Vice Presidents may be terminated under anyone of the
following conditions:
a) Resignation;
b) Exclusion for gross violation of the law or if subjected to criminal proceedings on
indictment;
c) Exclusion on grounds of incompetence, severe misconduct, illness or upon death;
d) Absence from duty for more than 180 working days with official consent; or
e) Absence from duty for more than 45 working days without official knowledge or
consent.
122.2 The President shall be relieved by the Minister for the Ministry of Science and Higher
Education, pursuant to the provisions of the Higher Education Proclamation 650/2009,
upon advice by the Board, or without such advice if compelling circumstances exist.
122.3 A Vice President shall be relieved, as the case may be, by the Board in consultation with
the Minister or by the Minister in consultation with the Board; and in case of differences
of judgment in either case, the Minister’s decision shall prevail; and the Minister shall
make unilateral decision when the Board may be unable to act timely.
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CHAPTER NINTEEN: UNIVERSITY ACADEMIC OFFICES
Article 123: Dean of College/Institute/School

123.1 Appointment:
The Dean shall be nominated by the AAVP and approved by the President. The Dean shall be
responsible for the academic and administrative matters concerning his college/institute/school
pursuant to the University policies, rules and regulations
123.2 Office term
The office term of the Dean shall be 3 years with possible extension of one term
123.3 Duties and Responsibilities of a Dean
a) The dean is the chief executive of the college/institute/school;
b) Prepares strategic plan of the college/institute/school;
c) Facilitates, coordinates and monitors efficient and effective utilization of common
resources across academic departments;
d) Monitors the college/institute/school for academic, research and extension and any
other administration activities;
e) Determines the priorities of the college/institute/school and necessary changes;
f) Communicates the necessary offices on the opening and closing of new programs and
departments/programs;
g) Coordinates academic plans and programs for improvement and expansion of the
college/institute/school;
h) Prepares annual budget of the college/institute with administrative team and other
office heads/leaders;
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i) Issues directives concerning registration, record keeping and the like for programs of
graduate studies in the college/institute/school and their implementation;
j) Submits to the Senate the names of candidates eligible for the award of graduate
diplomas, certificates and degrees in conformity with University rules and
regulations;
k) Controls the proper use of budget, facilities, etc., of the college/institute/school;
l) Ensures the quality of education, research and services provided at
college/institute/school level;
m) Represents the college/institute/school in all matter dealing with the third parties;
n) Coordinates and guides the college/institute/school ARDSC;
o) Chairs the college/institute/school academic commission;
p) Prepares and implements rules and regulations governing the college/institute/school;
q) Approves department head, and other college/institute/school-based office holders;
r) Facilitates and coordinates the interdepartmental virtual research teams;
multidisciplinary programs and curriculum development;
s) Monitors the teaching enhancement team; and
t) Coordinates incoming information which concerns all or some of the departments in
the college/institute/school.
The Dean is accountable to the AAVP
Article 124: College/Institute/School Academic V/Dean

124.1 Appointment
Vice Dean for Academic Affairs shall be nominated through competitive and merit based and
approved by the Dean. Vice Dean responsible for matters concerning his college/institute/school
pursuant to the University policies rules and regulations.
124.2 Office term
The office term of the Vice Dean for Academic Affairs shall be 2 years with possible extension
of one term.
124.3 Duties and Responsibilities
a) The Vice Dean for Academic Affairs is the head of all academic affairs of the
college/institute/school;
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b) Supervises the activities of the department heads in the teaching learning affairs;
c) Prepares academic enrollment plan of the college/ Institute/school;
d) Facilitates, coordinates, monitors and evaluates the teaching learning process across
academic departments;
e) Guides the department heads on opening and closing of new program;
f) Develops strategies for the expansion of academic programs of the college/
institute/school;
g) Follows up the quality of education provided at the college/institute/school;
h) Seeks opportunities for educational and professional development of the staff and
students of the academic unit;
i) Plans and organizes periodic evaluation of the academic staff, document and report
the same to the Dean;
j) Proposes changes required for different academic matters to the AC (curriculum,
academic rules, etc.) as per the recommendations from respective committee;
k) Ensures that course instructors, advisors and examiners are timely assigned on merit
basis; and
l) Carries out other duties entrusted to him by the dean.
The Vice Dean for Academic Affairs is accountable to the Dean of the college.
Article 125: College/Institute/School Academic Commission

125.1 Members of the AC
a) The Dean of the college/institute/school
b) Academic affairs V/Dean
c) Research and Community Service V/Dean
d) Heads of Departments
e) College/Institute/school Registrar
f) Academic Quality Assurance and Audit Team Leader
g) Coordinator of Graduate Studies
h) Research and publication Team Leader
i) Community Service Team Leader
j) University Industry Linkage and Technology Transfer Team Leader
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k) Gender Team Leader
l) One representative of academic staff elected by full-time members
m) Two student representatives, preferably a male and a female
125.2 Duties of College/Institute/School AC.
The AC shall be the highest body of a college/institute/school for academic, research and
community service matters. Without prejudice to powers and responsibilities that may be
conferred upon it by the Senate, the President, or the VPs, the AC shall have the following powers
and duties:
a) sets guidelines to facilitate the teaching-learning and research processes;
b) issues guidelines for setting/marking of examinations in the college/faculty in
accordance with rules and regulations approved by the Senate;
c) recommends to the Senate the establishment of new programmes and
modifications of existing programmes pertaining to study and research in the
faculty;
d) deliberates and decides upon all appointment and promotion cases presented to it
through the AC;
e) recommends all leave of academic and research staff to the Vice President for
Academic Affairs;
f) promotes research and extension work within the college, issue guidelines on their
execution, on the basis of regulations issued by the Senate, and follow-up/monitor
their implementation;
g) reviews the missions and objectives of the college on a periodic basis and evaluate
the success of their implementation;
h) promotes the welfare of staff members and students and ensure observance of
discipline within the college as provided by the rules and regulations of the
University;
i) reviews grades and determine academic status of students of the college every
semester;
j) ensures that the curricula are periodical reviewed and updated;
k) supervises teaching-learning processes, student advisement, continuous
assessment, and examination administration;
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l) monitors and ensures the relevance and standards of academic and research
programmes of the college;
m) encourages and supports staff members to conduct problem solving research and
assure the quality of research activities;
n) deliberates and decides on disciplinary case of students pertaining to academic
matters in accordance with the rules and the regulation of the University;
o) recommends to the Senate the graduation of students and College/Institute/School
medal winner;
p) reviews and recommends budget proposals to the budget office and allocate
approved budget for the various activities of the college/Institute/School;
q) initiates staff development schemes for the College/Institute/School; prioritizes
training programs for the staff and recommend candidates for training; and
r) performs such other functions relevant to the betterment of the teaching-learning
process and promotion of research in the faculty.
125.3 Meetings of the Academic Commission
b) The AC shall be chaired by the College/Institute/School Dean.
c) The AC shall elect its secretary from its members who shall, primarily, be
responsible for enforcing its decisions and maintaining the accuracy, proper
management and communications of its records and correspondences to the
appropriate bodies and offices.
d) The AC shall meet at least once every month and shall maintain a proper record
of the agenda and minutes of its meetings;
e) Meetings may be called at any time by the Dean or when requested in writing by
one third of its members.
125.4 The AC may establish ad-hoc committees to perform specific tasks.
125.5 The AC may invite other persons to attend its meetings. However, such persons shall not
have voting rights.
Article 126: Academic Department Head

126.1 Appointment:
The head of academic department shall be nominated by the department academic council and
appointed by the college/institute/school dean.
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126.2 Office term
The head of academic department shall serve for 2 years with possible one term extension
a. Plans and directs the teaching, research, and community service activities of the
department;
b. promotes the enhancement of the quality and relevance of teaching and research in
the department;
c. Facilitates program accreditation;
b) Forms course/module teams and supports their activities;
c) Assigns advisors for students;
d) Entertains students appeals and requests and addresses accordingly;
e) Promotes and publicizes the department;
f) Solicits and manages funding for academic, research and community service
activities;
g) Establishes strong industry linkages and maintains excellent personal relationships
with stakeholders;
h) Plans and develops human resource requirements;
i) Maintains accurate course catalogue listings, syllabi, and oversees website
information;
j) Designs and maintains data base of academic, research and community service
activities of every academic staff members of the department;
k) Conducts performance evaluation of each academic and technical staff;
l) Designs, manages and updates online/offline resource for the academic, research and
community services of the department;
m) Prepares and publicizes semester academic schedules (learning and assessment:
module arrangement and classes, practical/field trips and examinations);
n) Ensures responsibility and accountability for every activity at the office;
o) Manages all aspects of instructor workload distribution; maintains the balance
between teaching, research and community service assignment of academic staff;
p) Communicates relevant information to staff and students of the department;
q) Oversees issues relating to students’ wellbeing, student-staff relationship, academic
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progress, retention rates, and policy infractions;
r) Oversees acquisition, utilization and maintenance of equipment, facilities and
software for the department, as needed;
s) Coordinates and facilitates induction program for new entry students
t) Appeals for suspensions and termination of contractual agreements of department
staff;
u) Chairs Department and Graduate studies meeting;
v) Prepares and manages annual budget and plan of the department with his staff;
w) Represents the department in all matter dealing with third parties;
x) Performs other duties entrusted to him by the college/institute/school dean
The head of academic department is accountable to the dean of the college/institute/school
Article 127: The Department Academic Council

127.1 Membership
a) The Academic Council shall consist of all academic staff of the department
b) The Head of the Department shall be the Chairperson of the Academic Council
c) The Department Academic Council shall elect a secretary amongst its members
127.2 Duties of the Department Academic Council
The DAC shall:
a) prepare the department’s short and long term, plans and necessary budgets and submit
the same to the dean through the department head for their implementation;
b) recommend criteria to the AC for the selection of students joining the department;
c) plan and coordinate regular reviews of curricula, initiation of new courses,
cancellation of obsolete ones, merger of courses, course offering, conduct of research,
proper utilization of departmental resources, maintenance of academic standards and
quality of the programs of the department;
d) review and approve research, community service and technology transfer proposals
at the department level;
e) promote consultancy services in the department; and ensure the University’s
regulations governing consultancy service are adhered to;
f) recommend actions to the AC, regarding:
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i. appointment and promotion of academic staff of the department;
ii. staff development schemes for the department; and
iii. scholarships, fellowships, prizes and other awards to students of the department;
127.3 Meetings of the Department Academic Council
a) The DAC shall meet at least twice every month and shall maintain a proper record of
the agenda and minutes of its meetings;
b) The DAC meetings may be called at any time by the Head of the Department or when
requested in writing by one third of its members.
CHAPTER TWENTY: EDUCATION QUALITY ASSURANCE AND

ENHANCEMENT
Article 128: The Director for Education Quality Assurance and

Enhancement Directorate
128.1 Appointment
The Education Quality Assurance and Enhancement (EQAE) director is appointed by the
President with the recommendation of AAVP.
128.2 Office term
The office term of the director shall be 3 years with possible one term extension.
a) Prepares guidelines for quality assurance and enhancement;
b) Monitors the implementation of programs as per the guideline;
c) Administer and supervise induction, HDP and English language improvement
training programs;
d) Coordinates the quality assessment of overall university activities;
e) Initiates and supports course, program and institutional self-assessment, peer
review, external review and accreditations;
f) Develops quality standards for teaching-learning, research and community service
and other support services;
g) Evaluates and recommends mechanisms of improving the teaching learning and
assessment techniques in the University;
h) Appraises the quality of research undertaking and community services of the
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University;
i) Organizes training to teaching staff and management on education quality and
relevance;
j) Prepares quarterly report of the office and submits the same to the AAVP; and
k) Help academic units employ appropriate teaching, learning and assessment methods
to ensure effective implementation of their programs;
l) Performs such other activities, specifically assigned to the office by the AAVP
and/or the Senate
The director is accountable to AAVP.
Article 129: Education Quality Assurance Coordinator

129.1 Appointment
The Quality Assurance Coordinator shall be appointed by the AAVP.
129.2 Office term
a. Participates in preparing guidelines for education quality assurance;
b. Participates in monitoring the implementation of programs as per the guideline;
c. Involves in evaluating and recommending ways of improving the teaching
learning and assessment techniques in the University;
d. Participates in the appraisal of the quality of research undertaking and community
services of the University;
e. Prepares quarterly report of quality assurance and submits the same to the
director;
f. Supervises implementation of induction, HDP and English language training
programs;
g. Collaborates with college quality team leaders in course auditing and other
supervisory activities; and
h. Performs other activities entrusted to him by the director or the AAVP.
The Quality Assurance Coordinator is accountable to the EQAE Directorate
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Article 130: Education Quality Enhancement Coordinator

130.1 Appointment
The Education Quality Enhancement Coordinator is appointed by the AAVP.
130.2 Office term
The Coordinator of Education Quality Enhancement shall serve for 2 years with possible one
term extension.
a. Participates in preparing guidelines for education quality enhancement;
b. Involves in evaluating and recommending ways of improving the teaching
learning and assessment techniques in the University;
c. Participates in enhancing the quality of research undertaking and community
services of the University;
d. Prepares quarterly report of quality enhancement activities and submits the same
to the director;
e. Plans and executes implementation of induction, HDP and English language
training programs with the approval of the director;
f. Collaborates with college quality team leaders in planning quality enhancement
initiatives; and
g. Perform other activities entrusted to him by the director or AAVP.
The Education Quality Enhancement Coordinator is accountable to the EQAE Directorate
Article 131: College/Institute/School Education Quality Assurance and Audit

Team Leader
131.1 Appointment
The team leader is appointed by the dean of the concerned college/institute/school.
131.2 Office term
The team leader shall serve for 2 years with possible one term extension.
a) Participates in the preparation of guidelines for quality care and assurance in
collaboration with the director for EQAE;
b) assures the quality and relevance of a curriculum before endorsement by AC;
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c) monitors the implementation of programs in the college/institute/school as per the
standard guideline;
d) identifies and recommends college/institute/school staff training needs;
e) evaluates and recommends mechanisms of improving the teaching learning and
assessment techniques in the college/institute/school;
f) appraises the quality of research undertaking and community services of the
college/institute/school; and
g) performs such other activities entrusted to him by the dean and/or EQAE director.
The team leader is accountable to the dean of the concerned college/institute/school.
CHAPTER TWENTY ONE: ACADEMIC PROGRAM DIRECTOR
Article 132: Academic Program Director

132.1 Appointment
The APD is appointed by the President with the recommendation of AAVP.
132.2 Office term
a) Develops different guidelines and policies for academic programs;
b) Proposes the opening/ closing of academic programs in consultation with
colleges/institutes/schools;
c) Plans and organizes trainings that increase professional efficiency of academic staff;
d) Organizes statistical data of the academic staff and students based on qualification,
organizational structure, etc.;
e) Oversees and follow up the allocation and appropriate functioning of laboratories,
workshops, class rooms and libraries, and ensure that optimum use is made of them
and accurate records of such utilizations are maintained;
f) Monitors the implementation of the different guidelines and policies developed for
academic programs;
g) Coordinates academic plans and programs for improvement and expansion of the
University;
h) Assesses the availability of required facilities and materials to determine the intake
capacity of the University;
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i) Organizes Academic Resource Development Centre (ARDC) and coordinate and
administer its activities;
j) Plans and implements different projects to strengthen the ARDC and its activities;
k) Evaluates the efficiency of colleges/institutes/schools and establish and implement a
system for reward, remuneration or special consideration;
l) Evaluates and recommends best instructor(s) of the year to the senate for reward,
remuneration or special consideration;
m) Plans academic human power need and facilitate the fulfillment through employment,
transfer or other mechanisms;
n) Ensures proper production and utilizations of Audio, visual and audio-visual materials
for the learning-teaching core process;
o) Centrally coordinates the learning resource demand of the different
colleges/institutes/schools and plan different activities to meet their needs; and
p) Performs such other activities specifically assigned by AAVP
The Director is accountable to AAVP.
Article 133: Academic Resource Development Centre Team Leader

133.1 Appointment
The Academic Resource Development Centre Team Leader is appointed by the AAVP
133.2 Office term
The office term of the team leader shall be 2 years with possible one term extension
a) Assists the APD in developing policies and strategies that enable further develop the
Centre;
b) Organizes the Centre and Coordinate and manage its ever day activities in
collaboration with the APD;
c) Adopts methods and procedures to ensure that a system of information in University
is developed, coordinated and efficiently utilized for supporting the learning-teaching
process;
d) Promotes the development of a competitive audiovisual infrastructure;
e) Supports the development of audiovisual technology and programs that enhance the
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participation of women and community of the University with special needs;
f) Maintains collaborative relationships with the University ICT Directorate and the
Institute of Education;
g) Coordinates proper and effective provision of e-resources such as e-learning and e-
assessment together with the ICT Director;
h) Assists the development and implementation of short- medium- and long-term
audiovisual human resource development plans;
i) Produces periodical action audit reports on the activities performed on the audiovisual
production and utilization;
j) Organizes and conducts periodic trainings for new users;
k) Supervise support staff that help administer the audiovisual materials;
l) Monitors and updates antivirus and security patches on the work stations of the users
of learning teaching audiovisuals;
m) Plans and follow-up the procurement of ICT and audiovisual equipment for the
Centre;
n) Provides technical support as required for staffs;
o) Develops and continually updates documentation in the form of office;
p) Follows appropriate back-up procedures;
q) Performs other tasks assigned to him by the Director;
The team leader shall be accountable to the APD
Article 134: Teaching Enhancement Team Leader

134.1 Appointment
The Teaching Enhancement Team Leader is appointed by the AAVP
134.2 Office term
a) Identifies skill gaps of the academic staff;
b) Assists the APD in organizing participatory staff training and skill development
practices;
c) Assists the APD in Planning, designing and developing teaching enhancement
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packages;
d) Manages and updates online/offline resources for teaching enhancement (academic
staff);
e) Undertakes action research (pedagogy, learning and assessment);
f) Facilitates technical and academic support services to staff (pedagogy, learning and
assessment, ICT, audiovisual, etc.);
g) Collects feedback and carries out impact assessment; and
h) Performs other tasks assigned to him by the APD.
Article 135: Classroom and Laboratories Management Team Leader

135.1 Appointment
The Classroom and Laboratories Management Team Leader is appointed by the AAVP
135.2 Office term
a) Assists the APD in the allocation of class rooms;
b) Ensures the optimum use of classrooms and keep accurate records of such utilizations;
c) Supervises the appropriate functioning of class rooms, laboratories and workshops
and recommend any actions that need to be taken to the director;
d) Plans and follows-up the procurement of class room teaching materials;
e) Supervises the everyday activities of class room attendants;
f) Ensures the fulfillment of classroom facilities;
g) Coordinates the sanitation of class rooms and toilets around class rooms; and
h) Performs other tasks entrusted to him by the Director.
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CHAPTER TWENTY TWO: THE UNIVERSITY LIBRARY
Article 136: General Provisions on the University Library

The University Library consists of a central library and such other constituent libraries. The
University shall not allocate funds to maintain any library which is not a recognized part of its
library. Colleges, institutes and schools may have their own constituent libraries.
Article 137: Property Interest in Books and Other Media

All materials purchased by, or donated to any library within the University become automatically
the property of the University and no library of the University may obtain property interest in
library materials separate and distinct from the University, for the University alone has the
capacity to enjoy property interests in such materials. Where an item is loaned to any particular
library within the University, the use of such loaned materials may still be made subject to general
library regulations but without prejudice to the property interests retained by the lender and the
observance of any restrictions imposed as a condition of loan.
Article 138: Creation and Dissolution of Constituent Libraries

138.1 The planning and development of institutional collections shall proceed in a systematic
manner within the framework of this Legislation, with due consideration to the individual
needs and requirements of the several departments.
138.2 Constituent libraries may be authorized by the AAVP of the University in consultation
with the Library Director and the Dean concerned. Any constituent library may be merged
or dissolved by agreement between the Library Director and the dean of the involved
college, institute or school, and subject to the rules set forth below.
Article 139: Creation of Smaller Collections on Loan from the Relevant

Library
139.1 Upon request, a librarian may make provisions for the deposit of a small collection of
books from the relevant library to be housed within a college, institute, school or
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department of the University in order to facilitate academic instruction. Small collections
of this nature are not constituent libraries and are governed by such arrangements as the
University Library Director may stipulate;
139.2 Any acquisition of books or other reference materials by such units shall be duly
registered and catalogued by the University Library System.
Article 140: Organizational Structure of the University Library

140.1 The University Library System shall have two divisions: The Technical Processing
Division and the Service Division;
140.2 The Technical Processing Division shall be a centralized service responsible for collection,
management, coordination, cataloguing, and processing of books and serial invoices for
the constituent libraries. The Division shall also organize electronic resources for the
constituent libraries;
140.3 The Service Division shall be responsible for providing direct services to users of library.
All constituent libraries come under this Division.
Article 141: Functions of the University Library

141.1 The primary function of the University Library is to build and maintain balanced
collection of information sources that support the teaching, learning and research
activities of the University.
141.2 The collection should include a wide range of basic monographs, a selection of core
journals in different formats, the standard reference tools, selected CD-ROM databases,
online information sources and documents pertaining to different subject areas.
141.3 It shall also collect information sources that are believed useful for the curriculum and
research programs of the University as selected by the instructors, researchers and
students in cooperation with the library and information professionals.
141.4 It shall identify and build a data base of suppliers of books, periodicals and other sources
of information.
141.5 It shall develop criteria for selection of suppliers of books, periodicals and other source
of information and submit the same for the Library Committee of the Senate.
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Article 142: The Library Director

142.1 Appointment
The University Library Director shall be assigned based on the rules and regulations set forth
by civil service and human resource development commission.
a) The Library Director is responsible for the general administration of the Library and
employment and supervision of its personnel, and in consultation with the Library and
Information Technology Committee of the Senate, for its planning, budget, and
development as a resource for teaching and research and for the promulgation of all
rules governing use of the Library by students, staffs and external readers.
b) The Library Director shall protect the University's interest in its property and ensure
the efficient use of library resources. To this end he shall:
i. ensure the availability of trained library staff in adequate numbers and meeting
prescribed standards, through employment, transfer and/or appropriate training;
ii. require adherence to procedures regarding the acquisition, accession and
cataloguing of all information resources;
iii. require adherence to rules to assure that all materials in the University System
are available, on reasonable terms, to all University students and staffs subject
to the priority of meeting the academic needs of the college/institute/school to
the constituent library;
iv. request, annual report including statistical information from each constituent
library and dean of the college/ institute/school where it is situated as may be
necessary to inform the Librarian of its expenditures and operations; and
v. inspect all libraries within the system and take all other proper steps necessary
to secure the above objectives;
c) Performs duties and responsibilities indicated in the job description of the director
issued by human resource administration and development office
The Library Director is accountable to the Vice-President for Academic Affairs.
142.4 Other libraries within the University campuses shall be governed as per the rules and
regulations of the University.
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Article 143: Weeding of Library Materials

143.1 The weeding process is a continual evaluation of resources intended to remove items that
become obsolete, are superseded by later editions, are unnecessary, unused, or are in poor
physical conditions.
143.2 Decisions on weeding of materials shall be made by using an item-by-item procedure and
requires collaboration between the library professionals charged with the weeding process
and appropriate college/institute/school members to evaluate the material and to
determine if it is up for weeding. Involvement of college/institute/school members in the
weeding process helps to assure that materials of interest are not inadvertently discarded.
143.3 The Library Director upon approval from Library and Information Technology
Committee of the Senate shall formulate an appropriate weeding policy in which
procedures and appropriate criteria for carrying out the weeding activity are set. Items
weeded out from the Library may be donated to other institutions, or sold as used books
or disposed of by other means.
Article 144: Budget Appropriations for the Library

144.1 The Library Director shall ensure that college/institute/school in submitting their budget
request to the University shall include budgetary request for equipping, staffing,
maintenance and development of the library;
144.2 The Library Director, in consultation with relevant University body responsible for
planning and budget, shall prevent duplication of expenses. The Library Director shall
submit annual proposal on budgetary matters pertaining to the University library system
to the Vice-President, to all relevant deans and to the Library and Information Technology
Committee of the Senate in order to guide the colleges/institutes/schools in obtaining
improved planning and clarification of budgetary allocation policies and maintaining a
balanced library system.
Article 145: Library Staff

145.1 The Libraries shall have professional librarians and other support personnel.
145.2 The terms of employment, promotion and termination of employment of professional
librarians shall be governed by Article 33of this legislation and other related sections and
regulations.
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145.3 Professional librarians shall be expected to teach or assist in teaching courses in their areas
of specialization.
CHAPTER TWENTY THREE: THE OFFICE OF THE UNIVERSITY

REGISTRAR
Article 146: The Office of the University Registrar

146.1 General Provisions on the Office of the University Registrar
a) The Office of the University Registrar is a unit of the University responsible for all
operational matters pertaining to student admission, selection and placement, student
registration and keeping academic records of all the colleges, institutes, schools and
graduates.
b) The office carries on the duties and responsibilities set forth in the provisions of this
Chapter in close cooperation with colleges, institutes and schools and other offices of
the University.
146.2 Responsibilities of the Office of the University Registrar
The Office of the University Registrar shall:
a) prepare the academic calendar of the University each year in consultation with the
AAVP and submit the same to the Senate for approval;
b) ensure that pertinent laws, this Legislation, directives of the Senate and its
committees and guidelines on students (admission, registration, graduation,) and
curricula (courses, credit requirements, etc.) are equitably, observed;
c) maintain up-to-date records on programs of study of the University;
d) create and maintain up-to-date, confidential, private, safe, and permanent records of
all students, including drop-outs, dismissals, withdrawals, and alumni of
undergraduate and graduate programs;
e) create and maintain up-to-date and accurate information on student admission,
placement, registration, academic performance, retention, attrition, and graduation
based on types programs and modes of delivery;
f) prepare and issue the Academic Calendar, University Catalogue(s), and admission
prospectus and student handbooks of the University on a regular basis;
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g) issue transcripts, degrees, diplomas and certificates;
h) be responsible for the custody of the Common Seal of the University;
i) perform such other tasks consistent with the mission of the Office as may be assigned
to it by the Senate, the President or the AAVP;
j) support, coordinate and oversee the registrar units of the University;
k) without prejudice to the Proclamation, and upon approval of the President and Vice-
Presidents, consult with the Ministry of Education on intake capacity, admission, and
set University-wide general criteria for admission as per the decision of the Senate
and its committee;
l) oversee the colleges, institutes and school intake;
m) prepare the list of candidates approved by the academic commissions or boards
eligible for the award of degrees, diplomas and certificates;
n) oversee all admissions of students from foreign schools are conducted as per the rules
and regulations of the University;
o) manage all finance related issues of the office;
p) perform such other tasks as assigned by the President, AAVP or by the Senate.
Article 147: The University Registrar Director

147.1 Appointment
The University Registrar Director shall be appointed by the President in consultation with the
AAVP.
147.2 Office term
The office term of the University Registrar shall be 3 years with possible one term extension.
The University Registrar shall:
a) administer all operational matters, coordinate, supervise, evaluate and assess the
activities and personnel of the Office of the University Registrar and its various units;
b) administer all operational matters of the Office of the University Registrar and its various
units;
c) be responsible for the implementation of the policies and directives laid down by the Senate
pertaining to student enrollment management, including registration, academic performance,
attrition, graduation and certification;
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d) submit to the Senate, after approval by college/institute/ school ACs, the names of candidates
eligible for the award of certificates, diplomas and degrees including special awards in
conformity with University rules and regulations;
e) prepare the annual budget of the Office of the Registrar and administer such funds as
may be placed at his disposal;
f) be responsible for the implementation of the policies and directives laid down by the
Senate pertaining to students (admission, placement, registration, academic
performance, attrition, graduation, etc.) and curricula (courses, credit requirements,
etc.);
g) continually analyze and evaluate all existing rules and regulations on registration,
(academic performance, attrition, graduation, etc. and curricula (courses, credit
requirements, etc.) and recommend modifications where necessary;
h) submit to the Senate, after approval by ACs or the CGP the names of candidates
eligible for the award of certificates, diplomas and degrees in conformity with
University rules and regulations;
i) maintain files and records as are necessary to provide a clear and continuous picture
of the activities of the Office of the Registrar pertaining to students (admission,
placement, registration, academic performance, attrition, graduation, etc.) and
curricula (courses, credit requirements, etc.);
j) submit to the Senate, the President and other appropriate bodies of the University
timely progress reports on student admission, placement, registration, academic
performance and attrition, and make any recommendations thereon;
k) submit to the Senate, the President and other appropriate bodies of the University
regular reports on the activities of the Office of the Registrar and its various units, and
make recommendations on how to improve the overall operations of the Office of the
Registrar and its various units;
l) ensure that decisions and recommendations of Academic commissions are compatible
with policies and directives issued by the Senate and its committees;
m) explore and implement ways and means of improving the registrar;
n) Prepare the academic calendar of the University in consultation with the relevant vice
presidents and submit to the Senate for approval; and ensure that it is properly
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implemented;
o) prepare and provide rules and regulations to students and members of the University
community through booklets and other means;
p) Prepare and issue the Academic Calendar, University Catalogue(s) and admission
prospectus and student handbooks of the University on a regular basis;
q) Issue transcripts, degrees, diplomas and certificates;
r) Be responsible for the custody of the Common Seal of the University; interpret and
implement rules and regulations of the University that are directly related with the
functions of the Office of the University Registrar in accordance with this Legislation
and policies and directives; and
s) perform such other duties consistent with his responsibility as may be assigned to him
by the Senate, the President or the AAVP.
The University Registrar Director shall be accountable to AAVP.
Article 148: College/Institute/School Registrar

148.1 Appointment
The college/institute/school registrar is appointed by the Dean of the concerned
college/institute/school.
148.2 Office term
The college/institute/school registrar shall serve for 2 years with possible one term extension.
a) Administers all operational matters of the Office of the college/institute/school registrar;
b) Be responsible for the implementation of the policies and directives laid down by the Senate
pertaining to student enrollment management, including registration, academic performance,
attrition, graduation and certification;
c) Submit to the university registrar, after approval by ACs, the names of candidates eligible for
the award of certificates, diplomas and degrees including special awards in conformity with
University rules and regulations;
d) Ensures that student`s document for admission, grades, clearances, etc. are maintained
timely in each of student files and transferred to the university registrar for the
necessary information and documentation;
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e) Assists the university registrar in the processing of students admission, readmission
and transfer;
f) Prepares exam schedules and communicates to respective offices;
g) Assists the university registrar in replying to enquiries on admission, readmission,
advance standing and transfer cases;
h) Arranges the preparation and issuance of ID cards to admitted students;
i) Follows up status of discontinued students for various reasons and their file along with
record keepers and admission officer;
j) Ensures student grade complaints are resolved per the rules and regulations
k) Assures the safety and security of all academic records; and
l) Performs such other tasks as assigned by the Dean or the Registrar.
The college/institute/school registrar is accountable to the dean of the respective college/
institute/school
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CHAPTER TWENTY FOUR: AMBO UNIVERSITY PRESS
Article 149: General Provisions on the University Press

149.1 Ambo University Press is hereby established and is entrusted with the tasks and
responsibilities of editorial, printing, distribution and similar other technical functions of
all publications that come out in the name of the University and/or its units.
149.2 Ambo University Press shall retain copyrights of all its publications and to this end may
enter into agreements with authors on matters pertaining to the payment of royalties
having regard to existing rules and procedures of the University.
Article 150: Organization and Management of the University Press

150.1 AU Press shall be governed by a Board of Editors. The duties, responsibilities and
membership of the Board of Editors of the AU Press shall be as determined under Sub-
Article 153.1 of this Legislation;
150.2 The Director of the AU Press, to be appointed by the President, shall be the chief executive
officer of the AU Press and may, whenever circumstances so justify, enter into dealings
with local and foreign agencies to handle distribution of publications;
150.3 The Board of Editors shall, subject to the approval of the Senate, issue regulations for the
proper discharge of the functions of the AU Press including, but not restricted to, the
consideration of the publication of manuscripts submitted to it.
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CHAPTER TWENTY FIVE: WOMEN, CHILD AND YOUTH AFFAIRS

DIRECTORATE
Article 151: The Women, Child and Youth Affairs Office

The University shall have an Office for Women, Child and Youth Affairs that will cater for all
issues pertaining to matters provided for in this chapter. The Office shall have desks for Diversity,
Women Affairs, HIV-AIDS Prevention, the Physically Challenged and other desks as it deems
necessary.
151.1 The Women, Child and Youth affairs Office shall have the following duties and
responsibilities
a) ensures that members of the University community are not discriminated on the basis
of their ethnic origin, gender, physical challenge or other unjustifiable reasons;
b) Develop mechanism to increase awareness of the University community on
HIV/AIDS, harmful traditional practices, reproductive health issues and a healthy
sexual behavior;
c) Devise ways to integrate issues of HIV/AIDS into teaching, learning, research, student
and staff welfare, budgeting, outreach and governance of the University;
d) Ensure that resources obtained to fight against HIV/AIDS are used for awareness
creation on HIV/AIDS and control and prevention of the pandemic;
e) promotes diversity and multiculturalism in the University;
f) develops and promote rules and policies on affirmative action, diversity, gender
equality, and ensures fair treatment of persons who are physically challenged in
consultation with the President;
g) devises mechanism for implementation of University policies on affirmative action,
diversity, anti-discrimination and fair treatment of persons who are physically
challenged and with special needs;
h) develops both internal and external collaborations and partnerships that are designed
to promote tolerance of diversity and multicultural education;
i) collects, monitors, analyzes and reports personnel data regarding the recruitment,
retention and promotion of women and members of marginalized groups;
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h) provides advice and resources to members of the University community concerning
the situation of women, marginalized groups and persons who are physically
challenged;
i) advises offices and staff of the University on matters pertaining to gender, diversity
and affirmative action;
j) organizes resource center on issues of diversity, affirmative action, gender equality
and physical challenge;
k) works collaboratively with student organizations, academic or administrative units on
all matters of diversity including the incorporation of principles of diversity and equal
opportunity into the curriculum and research; and
l) performs such other tasks related to the function of the office as stipulated in this
legislation.
Article 152: The Director for Women, Child and Youth Affairs
152.1 Appointment
The Director for Women, Child and Youth Affairs shall be assigned based on the rules and
regulations set forth by civil service and human resource development commission.
The Director shall have the following duties and responsibilities:
a) develops and plans for affirmative action;
b) collaborates with the Ethics and Anti-corruption Office in combating discrimination
and violations of the human rights of women, persons who are physically challenged
and members of marginalized groups;
c) addresses, in collaboration with other units of the University, issues of diversity and
equity as they relate to recruitment, retention, and promotion of staff, particularly
those from historically underrepresented groups;
d) promotes an awareness of, and appreciation for, diversity through educational
programs;
e) fosters, develops, and support programs and policies related to increasing diversity
on campus;
f) organizes forums for discussion on diversity and issues of multiculturalism;
g) advocates for diversity, equal opportunity and affirmative action;
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h) monitors violations of the University Code of Conduct concerning gender issues and
report them to the President;
i) ensures that the University rules and regulations, code of conduct as well as policies
are compatible with the laws and policies of the country on issues of diversity,
gender, affirmative action and persons who are physically challenged;
j) carries out such other tasks that may be assigned to him by the Senate or the
President.
The Director for Women, Child and Youth Affairs is accountable to the President.
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CHAPTER TWENTY SIX: THE UNIVERSITY INTELLECTUAL

DISCOURSE AND CULTURAL CENTER
Article 153: The University Intellectual Discourse and Cultural Center

The University shall have a center known as the Ambo University Intellectual Discourse and
Cultural Center (hereinafter the Center) that will cater for all issues pertaining to matters provided
for in this chapter.
153.1 The Center shall have Board of Directors (hereinafter the Board) appointed by the
President to whom it shall be accountable.
153.2 The Center shall be managed by a Director who shall be appointed by the President. The
Executive Director shall be answerable to the President and the Board.
153.3 Duties and Responsibilities of the Center
a) Serves as permanent forum for public discussions among scholars, policy makers and
students and the intellectual society at large;
b) Builds a culture of scholarly debate on all matters of academics;
c) Organizes cultural events and conferences on issues of culture;
d) Promotes academic freedom, intellectual and democratic culture;
e) Serves as a debating forum on public policies of the country; and
f) Performs such other activities as assigned to it by the President or the Board.
Article 154: The Board of the center

The Board shall be the ultimate responsible body for the determination of polices of the Center.
154.1 Composition of the Board
a) The Board shall have seven members or directors, other than the Director.
b) All Directors including the Director shall be appointed by the President of the
University.
c) The Director is a member of the Board without a vote.
d) The Board shall elect its Chairperson.
154.2 Powers and Duties of the Board
a) Ensures that policies, plans and activities of the Center are in accordance to this
chapter;
b) Appoints the Director of the Center and determines his duties and salary;
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c) Reviews performance evaluation report of the Center submitted to it by the Director;
d) Sets internal rules for its own internal function;
e) Evaluates its past performance and hear a tri-annual report by the Director of its
activities, both pending and accomplished tasks;
f) Decides budget allocation on the basis of a proposal submitted to it by the Director;
g) Supervises the proper budget utilization and implementation by the Center; and
h) Establishes standing and ad hoc committees of the Center to carry out its work.
154.3 Office Term
The Board of Directors shall serve for 3 years with possible extension of one term.
154.4 Meetings
a) The Chairperson of the Board shall preside over meetings of the Board.
b) If, for any reason, the Chairperson cannot present himself at a meeting, the Board
shall be presided over by a pro-tempore Chairperson who shall be elected from the
members of the Board present at that particular meeting.
c) The meeting of the Board of Directors shall be held four times in each calendar year
at a time and place as announced by the Chairperson or at the behest of the Executive
Director.
d) Urgent meeting may be called at the behest of the 2/3 of the Board of Directors or
the President or the Chairperson or the Director.
e) Notice of all regular and extraordinary meetings of the Board shall be given to each
director one-week (7 business days) prior to such meeting. Notice must specify the
business to be transacted at, or the purpose of, the meeting.
f) A majority of the whole Board shall be necessary and sufficient at all meetings to
constitute a quorum for the transaction of business.
a) All directors as members of the Board shall strive to work with other members in a
spirit of mutual harmony and cooperation, giving courteous consideration of their
opinions;
b) Board members shall devote appropriate time to activities of the Board, which will
enhance their ability to function effectively as a Board member;
c) Any member of the Board absent for three consecutive meeting without prior
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notification and without valid reason shall be barred from membership by the
President. Such decision shall be made in writing.
154.6 The Power and Duties of the Chairperson
a. The Chairperson shall preside at meetings of the Board and shall perform such other
duties or functions entrusted to him by this Legislation, the President or by a
resolution of the Board.
b. The Chairperson shall, after the end of each fiscal year, submit to the President a
report of the activities of the Center for that fiscal year, including the financial
statements of the Center and the Auditor’s Report thereon.
c. The Chairperson shall arrange evaluation and cause a review and report to be made
of the Center's activities and organization every year to the Board and the President.
d. The Chairperson is the principal spokesperson of the Center.
e. The Chairperson shall assure the integrity and independence of the Board and the
Center.
154.7 Powers and Duties of the Director
Without prejudice to the powers and duties entrusted to him by the Board, the Director, as the
chief administrative officer of the Center, shall have the power and duties to:
a) coordinate and manage the day-to-day activities of the Center;
b) represent the Center in all transaction next to the Chairperson;
c) supervise and direct the work and staff of the Center;
d) exercise executive discretionary power to act and to empower others to act on the
basis of mandates given to him under this Legislation or a resolution of the Board;
e) serve as the Secretary of the Board of Directors;
f) keep the respective minutes and records of the Board of Directors;
g) keep as the property of the Center all papers, addresses, and reports to the Center.
154.8 Staff of the Center
The Center may employ or engage such officers, employees and agents, as it considers necessary
for the proper conduct of the work of the Center.
154.9 Compensation, Remuneration and Administration
a) Directors and Staff
i. The Chairperson and other directors, other than the Executive Director, shall be
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paid by the Center such fees or other remuneration as determined by the
President in consultation with the Administrative and Development Vice
President.
ii. The director shall be paid by the Center reasonable travel and living expenses
incurred him while absent from his ordinary place of residence in the course of
discharging his duties as Director of the Center.
b) Administration of Staff
i. The Board shall communicate staff of the Center through the Chairperson and
the Executive Director and other means as it deems necessary on all affairs of
the Center.
ii. Executive Director shall decide the employment, compensation and benefits of
employees, consultants, contract workers and volunteers, on the basis the
Human Resource Procedure approved by the Board.
iii. Such Human Resource Procedure shall be adopted by the Board upon
submission by the Executive Director.
iv. The Executive Director as principal administrator of the staff shall respect the
right of staff as stipulated in the laws of the country.
v. With respect to treatment of paid and volunteer staff the Executive Director
may not cause or allow conditions which are unfair or undignified.
vi. The executive Director may fire and hire employees according to the Human
Resource Procedure and relevant laws of the country.
vii. In both case s/he shall provide a clear explanation of the decision with reasons
of decision and effective date thereof in a written form.
viii. The Executive Director shall provide information regarding the Human
Resource Procedure and other policies regarding their rights and duties with
the complaint making procedure.
154.10 Standing Committee for Awards
a) The Center shall have a Standing Committee for Awards.
b) The standing Committee for Awards shall have the prime purpose of encouraging
professional merit and dedication to public service.
c) The Standing Committee for Awards nominates “Scholar of the Year” and awards a
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medal on the approval of the Board of Directors.
154.11 Committee Expenses
Members of committees of the Center may be reimbursed from funds of the Center for traveling
or other necessary expenses incurred by them while performing activities of the Center.
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CHAPTER TWENTY SEVEN: RESEARCH, PUBLICATION,

TECHNOLOGY TRANSFER AND COMMUNITY SERVICE
Article 155: Policy Premises and focus of research, publication, technology

transfer and community service
155.1 Conducting research, technology transfer and community service are essential
components of the University functions. Academic Units, research institutes and centers
should work hand in hand for the purpose of offering quality education, training and
advancement of knowledge, technology transfer and innovation in various disciplines that
are relevant to the development needs of the country. Research, technology transfer and
community service at the University are expected to contribute to capacity building and
continued growth of the University, the development of arts, science and technology as
well.
155.2 The University shall deploy its academic staff primarily as teachers, researchers, or a
combination thereof on the basis of its research, community service, technology transfer
agenda and plan, demonstrable merit, and practicality, and stipulations which clarify
debated areas
155.3 The University shall endeavor to build its own capacity to solicit research funding and
shall put in place a system for the dissemination of research findings through publication
of books, text books, references and periodicals, presentation of occasional papers and
participation in and conducting of seminars, symposia and workshops, etc.
155.4 To effectively realize the aforementioned points the university shall commit itself and
work towards: -
a. Ensuring the relevance and quality of education and technology transfer that address
the country’s developmental issues;
b. Defining core research areas and themes on the basis of the priority needs of the
country, regions and the University’s comparative advantages;
c. Promoting scholarship and the advancement of the frontiers of knowledge
particularly in areas of science and technology that are aligned with the country’s
priority areas;
d. Identifying community or societal problems and devising ways of combating such
problems;
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e. Rendering community service in as many areas as possible, including in health,
education, law, engineering, business, agriculture, land management, etc.
f. Conducting academic seminars and holding discussions on crosscutting and current
issues like HIV/AIDS, gender, natural resources such as land and water,
environment, climate change, etc.
g. Research in the University must start with tangible needs for knowledge and
technology and must end with transfer of the findings (knowledge and technology)
of the research to the end users.
h. Teaching and research staff in the University are encouraged to undertake
collaborative/interdisciplinary and holistic research activities focusing on the priority
needs of the country, the relevance and quality of education, technology transfer to
promote the country’s development efforts, etc.
i. In order to avoid duplication of efforts and fragmented research and to maximize
efficient utilization of limited resources, it is viable to organize research projects
around thematic areas.
j. Research funds from the University or external sources will be used primarily to
finance thematic research projects identified by research groups/teams.
k. The University remains committed to make sure that health and health-related
researches it finances or financed through it are compliant with internationally
accepted ethical standards.
l. It is mandatory that teaching staffs devote 70%, 20%and 10% of their time to
teaching, research/technology transfer and community service activities. Conversely,
research staffs should devote 70%, 20% and 10% of their time to research/technology
transfer, teaching and community service activities, respectively.
Article 156: Norms of Conducting Research, Technology Transfer and

Community Services
Ambo University assumes that its staff members are committed to high standards of professional
conduct. Researchers have a duty to ensure that their work enhances the good name of their
institution and the profession to which they belong. Researchers have an obligation to achieve
and maintain the highest standards of intellectual honesty in the conduct of their research. Thus,
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156.1 A staff member shall engage in research, technology dissemination and/or community
services as a vital component of activities for which he is employed by the University;
156.2 A staff member shall ensure that his research, technology dissemination and/or
community service works enhance the good name of the University and his profession;
156.3 A staff member shall design research to enhance knowledge in the particular field of
scholarship, employ sound methodology, and safeguard the accuracy and integrity of data;
156.4 He shall achieve and maintain the highest standards of intellectual honesty in the conduct
of his research;
156.5 He shall respect the ethical principles of voluntary informed consent to research
participation by human subjects;
156.6 He shall obtain ethical clearances where appropriate.
156.7 He shall be aware of and adheres to ethical principles of justice and veracity, and of
respect for people and their privacy and avoidance of harm to them, as well as respect for
non-human subjects of research;
156.8 He shall participate only in work which conforms to accepted ethical standards which he
is competent to perform;
156.9 He shall ensure the safety of all those associated with research work.
156.10 He shall not disclose or use confidential data obtained through research for his personal
advantage or that of a third party;
156.11 He shall acknowledge the ideas, information, or intellectual contribution of others
appropriately;
156.12 He shall respect the intellectual property of others;
156.13 He shall record data (including electronic data) in a durable and appropriately referenced
form;
Article 157: Procedures for Initiating and Conducting Research, Technology

Transfer and Community Service
157.1 Research, technology transfer and community service proposals of an academic staff for
which internal or external funding is sought shall first be reviewed at department and then
at college/institute/school level for screening in terms of their significance and priority
and be endorsed by the College Research and Community Service Ethical Committee
(CRCSEC) or by the AC as appropriate.
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157.2 Proposals approved by the CRCSEC or AC shall be submitted to the office of Director
for Research Program and Director for Community Service, as appropriate, and then to
the RCSVP for further review and endorsement by the University’s RCSUILTTC.
157.3 Proposal reviewed and endorsed by the University’s RCSUILTTC, shall be endorsed by
the Senate;
157.4 Academic staff carrying out research and community service projects without the need
for financial support shall notify their departments of such activities;
157.5 Where funds are sought from sources internal to the University, the proposals after being
approved by the University RCSUILTTC shall be presented to the RCSVP for appropriate
action. The RCSVP’s Office reserves the right to have the proposal reviewed by
independent professional assessors notwithstanding the provision of Sub-Article160.4.
157.6 All proposals presented by researchers to be submitted to external funding bodies shall
obtain the prior endorsement of the office of research director and of RCSVP following
appropriate step;
157.7 When the research sought to be done involves human subjects, the research proposal shall
be reviewed for ethical clearance by the Institutional Review Board and approved by the
RCSVP Office;
157.8 The modalities for initiation, review (content and ethics), endorsement, follow up
approval and documentation and archiving of research, community service and
technology transfer proposals and outputs at the various levels shall be issued in the form
of guidelines by RCSVP.
Article 158: Administration of Research, Community Service and Technology

Transfer
158.1 The overall administration of research and community service in the University is vested
in the RCSVP office;
158.2 The directors for research program, community service and UIL & TT, deans, associate
deans, team leaders of colleges/institute/schools and department heads shall have the
responsibility to implement the guidelines to be issued by the RCSVP;
158.3 Staffs whose proposals (research, community service) have been approved and funded
shall submit regular progress reports to department heads, deans of colleges/
institute/schools and the RCSVP in accordance with guidelines set by the University
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RCSUILTTC;
158.4 Research, proposals that have been funded and approved by the Research and Community
Services Vice President’s Office shall be presented during the Annual Staff and Students’
Research Conference of the University;
158.5 All reports by researchers to be submitted to external funding bodies shall obtain the prior
endorsement of the concerned dean and the Office of the Vice President for Research and
Community Services; and
158.6 The financial administration of research and community service funds shall be governed
by the existing financial policy and procedures of the University and such other relevant
guidelines as may be issued by the Vice President for Administration.
Article 159: Ways of Disseminating Research Outputs

159.1 Researchers shall have the right to disseminate their research findings through
demonstration and popularization in the community, publication of books and periodicals,
radio and TV talks, writing of research bulletins, presentation of papers and participation
in and conduct of seminars, symposia and workshops.
159.2 Dissemination of research technologies may not, however, be exercised in the name of
the University without the approval of the appropriate University authority.
Article 160: Proprietary Rights on Research Findings and Research Property

Without prejudice to the relevant provisions of Federal and/or State laws and unless otherwise
expressly provided for under individual research agreements, the University as well as a person
who owned the research findings shall have proprietary rights on research findings and/or
products developed as per the relevant provisions of this Legislation.
Article 161: Research Priorities

The following are guidelines for setting research priorities:
161.1 Guidelines for prioritizing research proposals may be set by the RCSVP Office in
consultation with the RCSUILTTC and college/institute/school Research Proposal
Review Groups (FRPRGs) and approved by the Senate;
161.2 Based on the above guidelines, the colleges, institutes, schools and departments shall set
priorities of research within their respective spheres;
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161.3 The minutes of the meeting of the FRPRGs that deliberated on the decision on priorities
of research proposals shall be sent to the RCSVP Office, through the dean, for further
scrutiny by the RCSUILTTC. The RCSUILTTC will then present its decision on the
priorities of the research proposals submitted to it to the RCSVP or to the Senate as
appropriate for final endorsement and implementation;
161.4 Each college, school and department shall set its research thematic areas which will be
molded into the University’s research thematic areas based on the priorities of the
community for solving production, health, education, science and technology and other
societal problems and to enhance society’s livelihoods and alleviate poverty through
generation and dissemination of technologies;
161.5 In determining their research priorities, colleges, institutes, schools and departments, shall
take into account:
a) the needs and priorities of the country at large and the urgent problem of the study
area in particular and
b) The strategic plan of the department, the college/institute/school, RCSVP and the
University.
161.6 Inter-college committee may be set up to deal with multidisciplinary subjects;
161.7 In the case of institutes/center, the Board of advisors/directors shall give its advice on the
research priorities of an institute;
161.8 College/institute/school research and community service committee and Board of
advisors of research institutes/centers shall submit their decisions to the RCSUILTTC or
RCSVP;
161.9 Departments shall revise their priorities at least every five years.
Article 162: Criteria to Establish Research Institute

Research institute is a unit devoted to advance research which is not covered by academic unit
(department, school, college / institute) which can also spell out clearly the research thematic
areas. The establishment of the research Institute should contribute to AU vision and mission.
The following points should be considered when contemplating a research institute in AU. A
research institute and center Director will normally be a faculty member of Ambo University.
a) The primary academic and research activities of the university are conducted by
departments, schools, and colleges/institutes. Research institute should be created
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only when there is a strong case to be made for why the academic mission of the
University cannot be achieved within existing structures.
b) The establishment of research institute should ensure cost efficiency and effectiveness
on the premise that once a research institute is approved it requires office, budget and
other resources. It should be a means that attracts resources rather than depletion of
resources.
c) The minimum staff required to initiate a research institute shall be five or more staff
with a qualification of MSc /MA or above.
d) Research institute should be designed to boost center of excellence, which makes the
institute unique in doing things differently and created to further the wealth of
experiences acquired from past experiences.
e) The staff of research institute should devote their time for research (70%), teaching
and learning (20%) and community service (10%). If the above facts are met a
proposal that will consider the following points shall be developed.
f) Proposal in establishing research institution should be prepared and which should
include:
i. The background that justifies the benefits and showing the means in filling the
gap by creating research institute.
ii. The proposal should include the objectives and expected output by creating the
research institute.
iii. Organizational structure should be properly spelled out and demonstrate that
the new structure is in line with the university structure and avoiding
overlapping.
iv. The offices and the duties, responsibilities and term of office should be
demonstrated in the proposal.
v. Thematic areas of the research institute/centers based on gap analyses and the
national policies and relevant international trends should be demonstrated. The
thematic areas of the research institute should feed into the university or
colleges/institutes thematic areas.
vi. The proposal should spell out the disciplines involved in running the thematic
areas.
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g) Thematic areas should be identified based on gap analyses and the themes should be
superimposed with department, school and colleges/institutes thematic areas and
identify if there is overlap.
h) The creation of research institute is allowed if there is no overlap or redundancy of
duty and responsibility of the existing academic unit and anticipated research institute.
i) The research institute should demonstrate a multidisciplinary team to run the project.
The proposal should indicate the academic units involved in the activities of the
research institute.
j) No intake and graduation of students is expected, rather supports students from other
disciplines and research student recruiting mechanism shall be worked out. The
institute is expected to excel in advancing research competence.
k) Research institute could be initiated from the department or school or
colleges/institutes or top management and supported with a clear proposal that
justifies the establishment of the research Institute. The proposal to initiate research
institute can be presented to the RCSVP if the anticipated institute involves two or
more Colleges/institutes or to the colleges/institutes dean/director and then to the
RCSVP if the anticipated research institute involves two or more departments in a
college/institute.
l) The proposal shall be evaluated by the research and ethical review board of the
colleges/institutes and approved by the academic commission or the research and
publication committee of the university against the above checklists depending on the
mix of disciplines.
m) The team evaluating the proposal shall present the findings and recommendations to
the university to senate shall decide on the fate of the research institute.
n) If the senate has decided positively in the establishment of the institute, the president
shall declare the approval of the creation of the research institute with relevant
resources and appointment of the officials to run the research Institute.
o) The research institute can be combined or dissolved if deemed necessary by the
senate/ executive committee of the university depending on the performance.
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Article 163: Research Directorate Director (RDD)

163.1 Appointment
The RDD is appointed by the President in consultation with RCSVP.
163.2 Office term
The office term of the director shall be 3 years with possible extension of one term.
a) Develops/Revises guidelines and policies related to researches;
b) Develops strategic plan related to research;
c) Oversees proper utilization of resources pertaining to research;
d) Ensures the implementation of policies and guidelines;
e) Ensures mobilization of funds from different sources for research activities;
f) Ensures that researches are performed properly and effectively at all levels;
g) Ensures that research partnerships are established with internal and external
stakeholders;
h) Represents the RCSVP office in meetings, forums, workshops, symposia, etc. related
research, as deemed necessary;
i) Follows up the proper execution of research activities and bring issues that deserve
immediate action(s) to the attention of the RCSVP;
j) Conducts and facilitates monitoring and evaluation activities of research of the
University;
k) Enhances the collaboration among research, community service, UIL-TT, academic,
administrative offices and other stakeholders;
l) Prepares annual activity and budget plans;
m) Submits annual and quarter reports to plan and budget preparation, monitoring and
evaluation director through RCSVP;
n) Compiles and reports financial matters of research;
o) Addresses complaints regarding the research activities and take necessary measures
in accordance with the rules and regulations of the University;
p) Organizes and administers workshops/conferences, seminars, professional lectures,
inaugural speeches, etc. at regular intervals as the case may be within AU, and outside
in collaboration with appropriate institutions and organizations;
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q) Organizes and coordinates capacity building trainings pertaining to research for
academic staffs; and
r) Performs other duties entrusted to him by the RCSVP.
The director is accountable to the RCSVP
Article 164: University-Industry Linkage and Technology Transfer

Directorate Director (UIL-TTDD)
164.1 Appointment
The UIL-TTDD is appointed by president in consultation with RCSVP.
164.2 Office term
The office term of the director shall be 3 years with possible extension of one term
a) Coordinates linkage and TT activities of the University;
b) Develops/Revises guidelines and policies related to UIL-TT;
c) Develops strategic plan related to UIL-TT;
d) Disseminates strategic issues related to UIL & TT to various university staff;
e) Ensures mobilization of funds from different sources for UIL-TT activities;
f) Ensures the implementation of policies and guidelines;
g) Identifies improved technologies that are applicable to solve the local development
endeavors;
h) Conducts and facilitates monitoring and evaluation activities of UIL and TT of the
University;
i) Oversees proper utilization of resources pertaining to UIL-TT;
j) Creates strong linkage between the University and stakeholders/external
agencies;
k) Regulates funding of UIL and TT research costs through contracts and grants;
l) Prepares and coordinates formal licensing of University-owned patents and
technology;
m) Coordinates/develops and promotes university-industry exchange programs and
student internships;
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n) Assures active participation of stakeholders/community representatives in the
University research, community service, technology transfer activities;
o) Develops and maintains a consistent approach to research/community service/TT
contractual matters within the university and ensure the successful completion of
the contracts;
p) Supports academic staff, departments/colleges/institutes/schools by facilitating
contractual arrangements;
q) Protects the interest of staff and the university regarding professional liability and
IPRs;
r) Maintains up-to-date records of contractual works (research/community
service/TT) and funded projects at the University;
s) Promotes and establishes sustainable linkage in the areas of research projects
nationally and internationally;
t) Identifies constraints of small and medium entrepreneurs and addresses their
problems through training;
u) Prepares annual activity and budget plans;
v) Submits annual and quarter reports to plan and budget preparation, monitoring and
w) Addresses complaints regarding the UIL and TT activities and take necessary
measures in accordance with the rules and regulations of the University;
x) Builds UIL-TT competencies through organizing and coordinating capacity
building trainings; and
y) Performs other duties entrusted to him by the RCSVP.
Article 165: Publication and Dissemination Directorate Director (PDDD)

165.1 Appointment
The Publication and dissemination director shall be appointed by the president in consultation
with RCSVP.
165.2 Office term
The office term of the officer shall be 3 years with possible extension of one term.
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The PDDD shall:
a) Organize the research, technology transfer and community service outputs presented
on annual conferences, publish them on annual research/technology
transfer/community service proceedings and handles their documentation;
b) Serve as the university key contact person and coordinates all activities relating to
publication and dissemination;
c) Submit annual and quarter reports to plan and budget preparation, monitoring and
d) Compile and report financial matters of publication and dissemination directorate;
e) Receive manuscripts submitted for publication and pass such manuscripts to the
Editorial Board for further peer review processing;
f) Facilitate compilation of the annual publication status of Colleges/Institutes/School;
g) Coordinates and manages the consistent publication of the University research,
community service and TT activities (on journals, proceedings, book of abstracts,
posters, leaflets/flyers, brochures, pamphlets, etc.);
h) Oversee the publication and distribution of, brochures, on improved technologies;
i) Facilitate the revision of publication policies and guidelines;
j) Arrange and carryout local and foreign advertisement and distribution of
publications;
k) Oversee all aspects of production, often of multiple publications, copy editing and
fact checking;
l) Serve as liaison to contributors/faculty/authors directly involved in published work,
convey editorial comments and ensures that deadlines are met;
m) Coordinate desktop publishing or other publishing specific software tools in printing,
publishing and graphics art procedures;
n) Edit all elements for style, substance and organization and or reorganizes text to
create consistency in grammar format and message;
o) Ensure the accuracy and quality of content, format consistency and conformance of
publications with established standards;
p) Plans and organizes training that improves professional efficiency of staffs in
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publishing;
q) Work towards using up to date online technologies (web pages) to easily
communicate publication concerns of the University;
r) Prepares and submits annual plan and quarterly reports to RCSVP office;
s) Report cases of plagiarism to Research and Community Service V/president;
t) Oversee proper production budget;
u) Develop partnerships with stockholders with regards to publication and
dissemination activities;
v) Facilitate Signing of MoU with national and international partners pertaining to
indexing, publication and dissemination;
w) Addressee complaints regarding the publication and dissemination and take
necessary measures in accordance with the rules and regulations of the University;
x) Represents RCSVP office in meetings, forums, workshops, symposia, etc. related to
publication and documentation as deemed necessary; and
y) Caries out any other functions entrusted to him by the RCSVP office.
Article 166: Community Service Directorate Director (CSDD)

166.1 Appointment
The CSDD is appointed by the President in consultation with the RCSVP.
166.2 Office term
a) Coordinates all community service activities of the University;
b) Keeps record of community services rendered;
c) Makes regular follow-up and monitoring of community service activities to ensure
the implementation of policies and guidelines;
d) Prepares annual activity and budget plans;
e) Conducts and facilitates monitoring and evaluation activities of community services
of the University.
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f) Submits annual and quarter reports to plan and budget preparation, monitoring and
g) Develops strategic plan for University community services;
h) Prepares contract formats and ensures their implementation in community services
rendered by the University;
i) Develops/Revises community service policy and, when approved by the Senate,
communicate to the University community;
j) Addresses complaints regarding the community service activities and take necessary
k) Oversees proper utilization of resources pertaining to community service projects;
l) Ensures mobilization of funds from different sources for community service
activities;
m) Enhances the collaboration among research, community service, UIL-TT,
academic, administrative offices and other stakeholders;
n) Organizes and coordinates trainings for stakeholders;
o) Represents RCSVP office in meetings, forums, workshops, symposia, etc. related
to community service as deemed necessary;
p) Compiles and reports financial matters of community service; and
q) Carries out such other duties entrusted to him by the RCSVP.
The director is accountable to the RCSVP.
Article 167: Indigenous Knowledge, Appropriate Technology and Innovation

Directorate Director (IKAIDD)
167.1 Appointment
The IKAIDD is appointed by president in consultation with RCSVP.
167.2 Office term
a) Develops/Revises guidelines and policies related to IKAIDD;
b) Develops strategic plan related to IKAIDD;
c) Disseminates strategic issues related to IKAIDD to various university staff;
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d) Ensures mobilization of funds from different sources for IKAIDD activities;
e) Ensures the implementation of policies and guidelines;
f) Identifies indigenous and modern technologies that are applicable to solve the local
development endeavors;
g) Conducts and facilitates monitoring and evaluation activities of IKAIDD of the
University;
h) Oversees proper utilization of resources pertaining to IKAIDD;
i) Regulates funding of IKAIDD costs through contracts and grants;
j) Prepares and coordinate formal licensing of University-owned patents and
technology;
k) Develops and maintains a consistent approach to IKAIDD contractual matters within
the university and ensure the successful completion of the contracts;
l) Devises a mechanism to motivate staffs and students to get engaged in researches on
IKAIDD and related activities;
m) Supports academic staff, departments/colleges/institutes/schools by facilitating
contractual arrangements;
n) Protects the interest of staff and the university regarding professional liability and
intellectual property rights/IPRs;
o) Maintains up-to-date records of contractual works of IKAIDD and funded projects at
the University;
p) Identifies the constraints of small and medium enterprises and addresses their
problems through business/technology incubation projects;
q) Prepares annual activity and budget plans;
r) Submits quarter and annual reports to plan and budget preparation, monitoring and
s) Addresses complaints regarding the IKAIDD activities and take necessary measures
in accordance with the rules and regulations of the University;
t) Builds IKAIDD competencies through organizing and coordinating capacity building
trainings; and
u) Performs other duties as designated by the RCSVP.
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Article 168: Free Legal Service Directorate Director (FLSDD)

168.1 Appointment
The Free Legal Service Directorate Director (FLSDD) is appointed by the President in
consultation with the RCSVP.
168.2 Office term
The office term of the director shall be 3 years with possible extension of one term
a) Coordinates all free legal service activities of the University;
b) Keeps record of free legal services rendered;
c) Makes regular follow-up and monitoring of free legal service activities to ensure the
implementation of policies and guidelines;
d) Prepares annual activity and budget plans;
e) Conducts and facilitates monitoring and evaluation activities of free legal services of
the University.
f) Submits annual and quarter reports to plan and budget preparation, monitoring and
g) Develops strategic plan for University free legal services;
h) Prepares contract formats and ensures their implementation in free legal services
rendered by the University;
i) Develops/Revises legal community service policy and, when approved by the Senate,
communicates to the University community;
j) Addresses complaints regarding the free legal service activities and take necessary
k) Oversees proper utilization of resources pertaining to free legal service projects;
l) Ensures mobilization of funds from different sources for free legal service activities;
m) Enhances the collaboration among research, free legal service, UIL-TT, academic,
administrative offices and other stakeholders;
n) Organizes and coordinates trainings for stakeholders;
o) Represents RCSVP office in meetings, forums, workshops, symposia, and the like.
related to free legal service as deemed necessary;
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p) Compiles and reports financial matters of free legal services; and
q) Carries out any other function (s) as may be directed by the RCSVP office and
pertinent rules and regulations.
Article 169: Research and Community Service Vice Dean

169.1 Appointment
Research and community service V/dean shall be appointed by the dean in consultation with
RCSVP.
169.2 Office term
The office term shall be 2 years with possible extension of one term.
a) Works with the dean’s office and directorate under RCSVP office to develop different
research, community service, UIL &TT, publication and Grant and Consultancy
Affairs related policies, guidelines, formats and documents;
b) Ensures the implementation of policies and guideline pertaining to research,
publication, community service, technology transfer, UIL and Grant and Consultancy
Affairs;
c) Works with the dean’s office in encouraging academic staffs to participate in research,
community service, technology transfer, publication and Grant and Consultancy
affairs activities;
d) Works with the dean’s office and directorates under RCSVP Office to facilitate
trainings, meetings, workshops, seminars, conferences, and reviews related to
research, community service, technology transfer, publication, consultancy and
project affairs;
e) Works with the dean’s office to plan, implement, monitor and evaluate activities of
research, community service, technology transfer, publication, Grant and Consultancy
affairs at college/institute /school level;
f) Prepares annual activity and budget plans of the research, community service,
technology transfer and publication and dissemination;
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g) Compiles and reports financial matters of research, community service,
technology transfer and publication allocated and executed by the
College/Institute/School;
h) Works with the dean’s office to develop quarterly and annual work reports of research,
community service, technology transfer and publication to the respective directorates
and publication and dissemination office under RCSVP;
i) Coordinates and manages the consistent publication of the college/institute/school
level research, community service, TT related documents (directory, journals,
proceedings, book of abstracts, posters, leaflets/flyers, brochures, pamphlets, etc);
j) Oversees the proposal review process, implementation and final reporting of the
completed activities of research, community service, technology transfer and
k) Coordinates and maintains linkages of the respective college/institute/school;
l) Cooperates with the dean’s office to monitor and evaluate budget utilization
concerning research, community service, technology transfer and publication and
dissemination;
m) Works with the dean’s office to digitalize research, community service, UIL & TT
and publication activities;
n) Assists the dean’s office in seeking funds from external sources to strengthen research,
community service, UIL & TT, publication and dissemination works;
o) Oversees ethical issues pertaining to research, community service, UIL & TT,
p) Assists the deans’ office in organizing and facilitating trainings for staff capacity
development in the area of research, community service, UIL & TT and publication;
q) Follows up and monitors all research, community service, UIL & TT, publication
activities at college/institute/school level;
r) Assists the dean’s office to respond to complaints related to research, community
service, UIL & TT and publication;
s) Participate in AC meeting;
t) Undertakes special assignments given by deans’ office with issue related research,
community service, UIL & TT and publication
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The research and community service V/dean is accountable to the dean however; the V/dean is
also indirectly accountable to directorates under the RCSVP office.
Article 170: Research and Publication Team Leader

170.1 Appointment
Research and publication team leader is appointed by the dean in consultation with AC.
170.2 Office term
In consultation with the research and community service vice dean:
a) Promotes research and publication activities in his/her respective
College/Institute/School;
b) Oversees the implementation of research and publication guidelines;
c) Promotes multidisciplinary research programs; encourages publications and
disseminations of the research out puts;
d) Facilitates all research and publication activities of his/her College/Institute/School;
e) Provides appropriate and full information on research and publication activities;
f) Aspires for excellence in the pursuit of his/her College/Institute/School research and
publication activities;
g) Develops good working relationship/partnerships both within the University (research
directorate, publication and dissemination office) and beyond in order to discharge its
duties and responsibilities;
h) Coordinates and encourages academic staffs to actively participate in researches and
publications;
i) Ensures the implementation of policies and guidelines pertaining to research and
publication,
j) Keeps track of financial matters of research and publication allocated and
executed by the College/Institute/School;
k) Follows up, monitors and evaluates the overall activities of research and publication
at his/her College/Institute/School level;
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l) Organizes and facilitates trainings for staffs capacity building in the area of research
and publication;
m) Prepares annual plan and quarterly work reports pertaining to research and
publication;
n) Encourages staffs to publish their research works on peer reviewed, reputable national
and/or international journals;
o) Encourages female academic staffs to participate in research and publications;
p) Identifies skill gaps with regards to research and publication so as to plan capacity
building trainings;
q) Collects, organizes and reports articles publishes by academic staffs in his /her
respective College/Institute/School;
r) Participate in AC meeting; and
s) Performs such other duties entrusted to him by Dean, V/dean for research and
community service, Research Directorate and /or Publication and dissemination
Directorate,
Research and publication team leader is accountable to vice dean for research and community
service, the team leader is also indirectly accountable to directorates under the RCSVP office.
Article 171: University Industry Linkage & Technology Transfer (UIL & TT)
Team Leader
171.1 Appointment
UIL & TT team leader is appointed by the dean in consultation with AC.
171.2 Office term
a) Coordinates the activities of UIL and TT of the college/institute/school;
b) Develops and maintains optimum condition for the performance of UIL and TT
activities;
c) Monitors and evaluates TT projects implementations at each department;
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d) Prepares the annual work plan and budget requirements for UIL and TT
undertakings in consultation with relevant units;
e) Collects and compile quarterly and annual TT reports;
f) Organizes seminars, conferences, workshops, short term orientation/training
programs in relation to the capacity building requirements of UIL and TT;
g) Keeps track of financial matters of UIL and TT projects allocated and
executed;
h) Ensures the implementation of TT projects to be more focused on thematic
areas/needs of the community;
i) Participates in the academic council /AC meeting;
j) Encourages and motivates staffs and students to engage in TT projects and UIL;
k) Undertakes special assignments given by V/dean and the UIL-TT directorate;
l) Coordinates the activities of UIL and TT of the college/institute/school;
m) Works in cooperation with the Dean, Department Heads, researchers, and relevant
units to develop and maintain optimum condition for the performance of TT service
at the highest possible levels;
n) Collects the TT performance / terminal reports from departments/units and submit
it to the Dean;
o) Participates in the academic council in the College/Institute/School;
p) Organizes seminars, conferences, workshops, short term orientation / training
programs in relation to the capacity building requirements of UIL and TT;
q) Prepares the annual work plan and budget requirements for UIL and TT
undertakings in consultation with relevant units;
r) Makes the outputs of UIL and TT available for inclusion in the teaching learning
activity of the programs as a part of their materials;
s) Keeps track of financial matters of UIL and TT projects allocated and
executed by the College/Institute/School;
t) Maintains UIL and TT of the College/Institute/School in collaboration with
department heads;
u) Identifies priority areas of technology transfer activities and communicates to the
academic staffs of the College/Institute/School;
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v) Encourages and motivates academic staffs and students to be engaged in UIL and
TT; and
w) Performs such other duties entrusted to him by Dean, V/Dean for Research and
Community Service and/or UIL-TT Directorate.
The UIL and TT team leader is accountable to the vice dean for research and community service.
Article 172: Community Service Team Leader

172.1 Appointment
Community service team leader is appointed by the dean in consultation with AC.
172.2 Office term
a) Coordinates community service activities of the respective college/ institute/school;
b) Encourages staffs to participate in community services activities;
c) Identifies and coordinates capacity building training pertaining to community services;
d) Oversees proper utilization of resources related to community service activities;
e) Creates and facilitates enabling environment to strengthen community services;
f) Makes regular follow-ups, monitors and evaluates community service activities;
g) Prepares annual activities and budget plan;
h) Prepares and submits quarterly and annual reports to the Research & Community
Service Vice-dean;
i) Ensures the implementation of policies and guidelines pertaining to community
services;
j) Keeps track of financial matters allocated and executed for community service
projects/activities;
k) Participates in the academic council in the College/Institute/School
l) Documents community service activities; and
m) Undertakes special assignments given by research and community service V/dean and
the community service directorate;
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The community service team leader is accountable to the research and community service vice
dean for research and community service.
Article 173: Technology and Business Incubation Center (TBIC) team leader
173.1 Appointment
TBIC team leader is appointed by the dean in consultation with AC.
173.2 Office term
In consultation with the research and community service vice dean of institute of technology:
a) Coordinates the day-to-day operations of the Center and provide direct business
assistance to tenants;
b) Provides basic business counseling to all tenants on an individual/group basis;
c) Establishes networks with venture capitalists, investors, and bankers to support new
venture financing;
d) Promotes the Center and recruit potential tenants;
e) Identifies and assigns mentors for the tenants;
f) Identifies, coordinates and arranges periodical entrepreneurial skill trainings;
g) Undertakes preliminary screening and participates in the final selection of
prospective tenants;
h) Connects the Center with professional and technical knowledge networks in the
community and serves as a conduit to a resource network of service providers that
provide expert assistance to the Center’s tenants;
i) Develops voluntary and intern programs to support the Center and facilitate
connections between student interns and the Center’s tenants;
j) Plans and coordinates the delivery of services to tenants;
k) Identifies and pursues funding sources for the operation of the Centre;
l) Oversees property management and staff;
m) Acts as liaison in community business events;
n) Prepares call for project proposals;
o) Keeps track of financial matters of TBIC projects allocated and executed;
p) Produces and submits periodic reports;
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q) Undertakes special assignments given by V/dean and the UIL-TT directorate.
TBIC team leader is accountable to the vice dean for research and community service.
Article 174: Research Center Coordinator

174.1 Appointment
Research Center Coordinator is appointed by the Vice president for Research and Community
Service.
174.2 Office term
The office term shall be 2 years with possible extension of one term
a) Works with the Research directorate under RCSVP office to develop different
research, publication and Grant Affairs related policies, guidelines, formats and
documents;
b) Ensures the implementation of policies and guideline pertaining to research,
publication, and technology transfer Affairs;
c) Works with the Research Director to facilitate trainings, meetings, workshops,
seminars, conferences, and reviews related to research, publication and project affairs;
d) Plans, implements, monitors and evaluates activities of research and publication at
centers level;
e) Prepares annual activity and budget plans of the research and publication;
f) Prepares quarterly activity and financial reports of research and publication and
submit it to research director.
g) Advocates activities of the center using posters, leaflets/flyers, brochures, pamphlets,
etc.;
h) Oversees the proposal review process, implementation and final reporting of the
completed activities of research at the Center
i) Follows up and monitors all research activities conducted in the centers;
j) Oversees ethical issues pertaining to researches being conducted in the center;
k) Coordinates and maintains linkages of the Center with different
industries/stakeholders;
l) Seek funds from external sources to strengthen research activities in the Centers;
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m) Organizes capacity building training for the staffs of the Centers;
n) Responds to complaints related to researches and publication issues of the centers;
o) Undertakes special assignments given by research directorate.
Research Center Coordinator is accountable to the Research Director.
Article 175: Fiscal Control

The Vice President for Research and community service is the custodian of all properties
pertinent to the functioning of research, publication and documentation, UIL & TT and
community service system of the University. He/she will be the budget controlling authority of
the system’s fund and funds provided by international or national research and/or development
fund-granting agencies in accordance with the general regulation of the University.
[224]
CHAPTER TWENTY EIGHT: CONTINUING EDUCATION PROGRAM

OFFICE
Article 176: General Provisions of Continuing Education Program office

The reason for establishing of continuing education program (CEP) office includes the need to
expand access to postsecondary education, to enhance the role of the University in the nation’s
socio‐ economic development and expand partnership with stakeholders (business community,
government agencies, and non‐ profit organizations). The CEP Office shall place excellence in
the pursuit of the University’s mission of providing education, conducting research and rendering
service to the community.
Article 177: Director for Continuing Education Program

177.1 Appointment
The Director for Continuing Education Program shall be appointed by the President in
consultation with AAVP
177.2 Office term
The director shall serve for 3 years with possible extension of one term
a) Develops policies and guidelines and frameworks to ensure the implementation of
continuing education programs by academic units;
b) Prepares a strategic plan for continuing education programs of the University by
identifying the educational needs of the public and facilitate the launching of the
programs;
c) Coordinates and implements graduate and undergraduate programs in continuing
and distance education in collaboration with graduate and undergraduate program
offices;
d) Reviews periodically the rate of tuition fee in order to provide quality service at
an affordable price and as a means of revenue generation for the university;
e) Ensures equal access to university academic resources for students enrolled in
continuing education programs;
f) Prepares short, medium and long-term plans;
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g) Ensures whether the existing continuing education programs are justifiable in the
light of the countries and the region’s policies and needs;
h) Investigates the demand for continuing education programs and proposes based
on the findings if new programs are to be introduced and implement them upon
approval by the University Senate;
i) Ensures that the courses offered in the continuing education programs are in
accordance with academic standards set for the regular full-time program;
j) Organizes, coordinates, and administers the Offices of The Evening and Weekend,
The Summer/“Kiremt” and Distance Education and The Short Term Training
programs of the University;
k) Periodically reviews future programs and developments within the scope of
continuing and distance education program of the University;
l) Seeks appropriate ways and means to enable the distance and continuing education
programs to become self-supporting by charging appropriate tuition and service
fees;
m) Works with the Academic units in ensuring the courses offered in the continuing
education program are in accordance with academic standards set by colleges for
the regular full-time-day program;
n) Explores the feasibility of expanding the Distance and weekend programs to
different centers in consultation with the various colleges/institutes/schools of the
University as well as with governments and non-government agencies;
o) Encourages the introduction and development of distance education through
correspondence and other means based on need assessment;
p) Assures that distance and continuing education programs incomes and expenses
are handled/ treated according to the financial regulations of the University;
q) Prepares and submits annual academic, administration and financial report to the
office of the Vice President for Academic Affairs;
r) Coordinates the teaching learning process in collaboration with the respective
departments and assess the proper implementation of the educational rules and
regulations of the University;
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s) Collects suggestions or complaints from continuing and distance education
program stakeholders specifically students and take corrective actions;
t) Assure payments for academic staffs are as per the contractual agreements; and
u) Carries out other assignments entrusted to him by the President or AAVP.
The director is accountable to the AAVP
Article 178: Continuing Education Program Team Leader

178.1 Appointment
The team leader shall be appointed by the AAVP in consultation with University CEP Director
178.2 Office term
a) Prepares annual Plan (action Plan) of evening, weekend, distance, summer and winter
programs;
b) In consultation with University CEP Director; Plans, guides, and monitors the academic
and administrative issues of evening, weekend, distance, summer and winter programs;
c) Assesses the demand for evening, weekend, distance, summer and winter programs;
d) Based on course offering, notifies tuition fee per semester ahead of time and coordinates
the whole Process of fee collection;
e) Assures that of evening, weekend, distance, summer and winter program students have
made payments per semester in line with the regulations of the University;
f) Facilitates payments of instructors and others that are involved in the evening, weekend,
distance, summer and winter programs based on University rule and regulation;
g) Prepares the necessary formats for contractual agreements with clients (Organizations and
/or individual students) and assures that they are signed by concerned bodies) the client;
Head of the department, Dean of the college/institute/school; and University CEP
director;
h) Summarizes financial flows of evening, weekend, distance, summer and winter programs
and produces reports indicating the cash-ins and outs (analyze the cost effectiveness of
each of the departments) to the University CEP director at the end of each semester/term;
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i) Facilitates per diem, transport facilities, and other general administrative services for the
operation of teaching and learning in satellite centers, in consultation with the concerned
parties;
j) Closely follows the operation of learning and teaching in satellite centers and reports to
the University CEP director;
k) Prepares working guidelines and manual to facilitate proper conduct of the evening,
weekend, distance, summer and winter programs and ensures its implementation;
l) Prepares and submit quarterly and annual reports to the University CEP director;
m) Prepares statistical report as required;
n) Organizes and facilitates the promotion works of the evening, weekend, distance, summer
and winter programs;
o) Facilitates advisory services to students in collaboration with concerned Department;
p) Sets selection criteria for part-time workers; and
q) Conducts other activities assigned by the University CEP director.
The team leader shall be accountable to the CEP director
Article 179: Campus CEP Coordinator

179.1 Appointment
The Campus CEP coordinator shall be appointed by the AAVP
179.2 Office term
The office term of Campus CEP Coordinator shall be 2 years with possible extension
a) Prepares short, medium and long-term plans of the campus continuing education
program;
b) Coordinates and implements graduate and undergraduate continuing and distance
education programs in collaboration with graduate and undergraduate program units;
c) Advises the Director/Dean on the rate of CEP tuition fee;
d) Ensures equal access to the college academic resources for students enrolled in
continuing education programs;
e) Investigates the demand for continuing education programs and proposes to the dean
and the CEP director, if new programs are to be introduced;
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f) Ensures that the courses offered in the continuing education programs of the Campus
are in accordance with academic standards set for the regular full-time program;
g) Organizes, coordinates and administers the evening, weekend, summer, distance and
short-term training programs of the Campus;
h) Periodically reviews future programs and developments within the scope of
continuing and distance education program of the Campus;
i) Works with the academic departments in ensuring the courses offered in the
continuing education program are in accordance with academic standards set by
university for the regular program;
j) Explores the feasibility of expanding the distance and weekend programs in the
campus to different centers in consultation with the dean and CEP director and the
various colleges/institutes/schools of the University;
k) Ensures that distance and continuing education programs incomes and expenses of
the college are handled/ treated according to the financial regulations of the
University;
l) Coordinates the teaching learning process in collaboration with the respective
departments and assess the proper implementation of the educational rules and
m) Facilitates payments of instructors and supporting staffs of the college that are
involved in the summer and distance education programs based on prior agreement;
n) Prepares the necessary formats for contractual agreements with clients (organizations
and/or individual students) and assures that they are signed by concerned bodies (the
client; Head of the department, Dean of the college, University CEP Director).
o) Prepares and submits quarterly and annual reports to the dean or the CEP director;
and
p) Carries out other assignments given by the Dean/Director or by the AAVP, as deemed
necessary.
The Campus CEP Coordinator shall be accountable to the Campus Dean and/or CEP Director.
[229]
CHAPTER TWENTY NINE: SCHOOL OF GRADUATE STUDIES
Article 180: General Provisions of the School of Graduate Studies

180.1 The School of Graduate Studies coordinates programs of study and research leading to
Masters and Ph.D. degrees and similar other graduate degrees as well as programs leading
to specialty and sub-specialty certificates in medicine or other similar programs.
180.2 The School of Graduate Studies may also, as conditions permit, coordinate such programs
of study and research leading to post-graduate and post-doctoral diplomas. The above
provision applies to both regular and continuing education programs. The School shall
function through Department Graduate Committees (DGCs), college/institute/schools
ACs and the Council for Graduate Studies (CGS).
180.3 All University- wide policies, rules and regulations shall, mutatis mutandis, apply to the
graduate studies office.
Article 181: The Director for School of Graduate Studies

181.1 Appointment
The Director for the School of Graduate Studies shall be appointed by the President in
consultation with the AAVP.
181.2 Office term
The office term of the Director shall be 3 years with possible one term extension.
a) Presents annual budget of his office to the council and through it to the AAVP and
administers such funds as may be placed at the disposal of the office
b) Ensures effective implementation of the Policies laid down by the Senate and CGS
and for the proper administration of graduate programs, research and the welfare
of students;
c) Supervises and coordinates programs of graduate studies;
d) Takes appropriate actions in consultation with the respective ACs on
recommendations with regard to programs, candidates or other academic matters;
e) Submits to the CGS bi-annual report and makes any recommendations thereof to
the Senate and other appropriate bodies of the University;
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f) Makes recommendations for the strengthening and development of existing
programs or for commencement of new ones and carries out any other task that
fosters the development of graduate studies in the University;
g) Studies and recommends the initiation of inter-disciplinary and multi-disciplinary
post graduate programs; and
h) Performs such other duties entrusted to him by the CGS, the Senate or the
President.
The Director is accountable to the AAVP.
Article 182: Graduate Program Team leader

182.1 Appointment:
The graduate program team leader shall be appointed by the AAVP in consultation with the
Director for School of Graduate Studies
182.2 Office term
The office term of the team leader shall be 2 years with possible one term extension.
The team leader of SGS has the following duties and responsibilities:
a) Coordinates all postgraduate programs thesis and proposal defenses;
b) Prepares statistical data of the postgraduate and quarterly reports;
c) Prepares annual plans of SGS;
d) Facilitates invitation of proposal and thesis examiners;
e) Organizes postgraduate programs examiners assignments for University graduate
council approval;
f) Follows up graduate research process, allocated budget and recommend appropriate
interventions;
g) Approves and facilitate postgraduate proposal and thesis related payments;
h) Organizes quarterly reports regarding postgraduate programs proposal and thesis
evaluation;
i) Prepares postgraduate students graduation approval for University graduate council;
and
j) Accomplishes all tasks assigned by SGS Director.
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182.4 Accountability:
The team leader is accountable to respective Director for SGS
Article 183: College/Institute/School Graduate Program Coordinator

183.1 Appointment
The College/Institute/School graduate program coordinator shall be appointed by
College/Institute/School dean in consultation with AAVP.
183.2 Office term
The office term of the coordinator shall be 2 years with possible one term extension.
The coordinator of College/Institute/School Graduate Program shall have the following
duties and responsibilities:
a) Supervises all activities of the programs across the college/institutes;
b) Prepares periodic reports on its activities and submits the same to the College/ institute
and/or SGS;
c) Facilitates the preparation of entrance examinations, and screening of candidates for
graduate studies;
d) Mobilizes common resources (class room, internet, transportation, etc.) for Graduate
Studies program across the college/ institute;
e) Organizes and schedules research defense, seminar presentations and other related
cross cutting Graduate Studies activities at College level;
f) Attends to all academic problems that concern the academic unit at graduate studies
level and makes follow up for corrective measures;
g) Formulates, revises and amends policies, rules and regulations governing graduate
studies in the academic unit along with other concerned offices;
h) Supervises graduate program course offerings and thesis research proposals of
graduate students at college level;
i) Undertakes periodic evaluation and assessment of graduate programs;
j) Formulates appropriate recommendations and supervises the implementation of the
decision of the SGC/DGC thereof;
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k) Supervises the uniform implementation of rules governing the
assignment/appointment of advisors/Examination Board members and selection of
external examiners;
l) Organizes enrollment data of graduate students and academic staff profile at college
level; and
m) Accomplishes all other duties assigned by the Campus Director,
College/Institute/School dean and/or SGS Director.
The coordinator of College/Institute/School Graduate Program is accountable to Campus
Director and/or College/Institute/School Dean
Article 184: The Council for Graduate Studies (CGS)

184.1 The council of Graduate Studies (CGS) is the body responsible for ensuring the conduct
of academic matters of post-graduate studies and shall carryout duties and responsibilities
indicated under sub-Article 10.5.1 of this legislation.
184.2 The members of Council for Graduate Studies shall be as indicated under sub-Article
10.5.2 of this legislation.
184.3 The Council shall be accountable to the Vice President for Academic Affairs.
Article 185: The Department Graduate Committee (DGC)

Each department shall have a Department Graduate Committee
185.1 The DGC shall have five members, with the department head as a chairperson and four
elected members of the academic staff with the rank of Assistant Professor and above.
185.2 The term of office of elected members of the DGC shall be two years.
185.3 Duties and responsibilities of the DGC shall be to:
a) develop department graduate program in collaboration with the staff;
b) review the program at least every two years;
c) coordinate and supervise all activities of the programs;
d) review and approve examination papers and grades on the basis of guidelines
provided by the CGS;
e) prepare semester reports on its activities and submit the same to the AC;
f) assign a research advisor for each graduate student; and
g) assign members of examining board for thesis, dissertation and other qualifying
examinations for approval by the AC.
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CHAPTER THIRTY: THE OFFICE OF DELIVEROLOGY UNIT
Article 186: Deliverology Unit Dean Office

186.1 Appointment
The Deliverology Unit Dean shall be appointed by President in Consultation with Academic Vice
president.
186.2 Office Term
The office term of the dean shall be 3 years with possible extension of one term.
The Deliverology unit dean shall:
a) Develop and Revise guidelines and polices related to Deliverology;
b) Develop foundation for delivery by defining the delivery aspiration and build the
delivery unit at different levels;
c) Prepare the annual plan of Ambo University Deliverology unit inconformity with the
plan prepared by MOE;
d) Initiate the colleges and institutes to integrate the deliverology plan with their annual
plan;
e) Follow up of the implementation of teacher assessment, student assessment,
continuous professional development, English Language Enhancement program
(students and Teachers), career services, internships, and tracer study delivery plans;
f) Identify the delivery challenges at University level by reviewing present performance
at each level of delivery chain and design strategy for improvement or develop
reform strategy;
g) Identify problem solving approaches and recommends to the University for realizing
delivery outcomes;
h) Organize different capacity building program to create sustainable delivery culture
in the University;
i) Plan and facilitate Tracer study;
j) Organize biweekly report and submit to Ambo University president, AAVP, Higher
Education Deliverology directorate director, and all delivery chain; and
k) Performs such other duties entrusted to him by the President and/or AAVP.
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The Deliverology Unit Dean shall be accountable to AAVP.
Article 187: Career Center Coordinator

187.1 Appointment
Appointed by Academic Affairs Vice president in consultation with Deliverology Unite dean
187.2 Office term
The office term of the coordinator shall be 2 years with possible extension of one term
The Career Person shall:
a) Compile graduate profiles including their current address;
b) Create online intra and inter university database for job opportunities and develop
frame work for establishing industry linkage;
c) Organize program for career week, field visit and Job Fairs;
d) Create awareness about the center and services;
e) Organize personal database for registered students;
f) Provide continuous career guidance and mentorship for students;
g) Work on improvement of students soft skills;
h) Organize training on job hunting techniques (CV writing, Mock interviews, online job
applying and techniques);
i) Organize Entrepreneurship skill training in collaboration with the Entrepreneurship
Development Center;
j) Report achievements and challenges faced biweekly to Ambo University
Deliverology Unit dean; and
k) Performs such other duties entrusted to him by the Deliverology Unit dean.
The Career center coordinator shall be accountable to the Deliverology Unit Dean.
Article 188: Internship Coordinator

188.1 Appointment
Appointed by president in consultation with Research and community Service Vice president
and Deliverology Unite Dean
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188.2 Office term
a) Creates awareness on internship quality improvement and forming the linkage;
b) Organizes UIL workshop focusing on internship program;
c) Communicates relevant companies and stakeholders for creating UIL;
d) Conducts intensive survey on relevance of academic programs;
e) Facilitates review of curriculums based on feedback from stakeholders;
f) Identifies list of interns and arrange adequate orientation for the interns;
g) Prepares booklet and checklist showing expected activities & outcomes of
internship;
h) Prepares and offers placement letter to interns;
i) Assigns mentors and offers orientation
j) Supervises, follows-up and evaluates internship program;
k) Establishes database of industries, mentors and interns;
l) Reports achievements and challenges faced biweekly to Ambo University
Deliverology Unit dean;
m) Performs such other duties entrusted to him by Deliverology Unit dean and/or
AAVP.
The Internship Coordinator shall be accountable to the Deliverology Unit Dean.
Article 189: HDP Coordinator

189.1 Appointment
Appointed by Academic vice president in consultation with Education quality assurance and
Audit directorate director and Deliverology Unit dean
189.2 Office term
The HDP coordinator shall:
a) Facilitate continuous professional development for academic staffs;
b) Organize induction training for newly employed academic staffs;
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c) Develop continuous professional development guideline;
d) Conduct HDP training;
e) Conduct monthly assessment of training progress;
f) Conduct HDP impact assessment and Customize the training;
g) Report achievements and challenges faced biweekly to the Deliverology Unit Dean;
and
h) Performs such other duties entrusted to him by the Deliverology Unit dean and/or
AAVP.
The HDP Coordinator shall be accountable to the Deliverology Unit Dean.
Article 190: ELIC Coordinator

190.1 Appointment
The ELIC Coordinator shall be appointed by AAVP in consultation with the Deliverology Unit
Dean.
190.2 Office term
The ELIC coordinator shall:
a) Organize English language enhancement program for academic staffs and students;
b) Select trainees from each college as per the annual deliverology plan of the
University;
c) Evaluate the progress of English language training program;
d) Prepare material and guideline for ELIC;
e) Organize different English language Enhancement clubs for students;
f) Report the achievements and challenges faced biweekly to the Deliverology Unit
Dean;
g) Performs such other duties entrusted to him by the Deliverology Unit dean and/or
AAVP.
The ELIC coordinator shall be accountable to the Deliverology Unit Dean.
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TITLE FIVE: STUDENTS SERVICE
CHAPTER THIRTY ONE: THE OFFICE OF STUDENT SERVICES
Article 191: The Director for Student Services

The University shall have student services Director at each of its Campuses. The Director is a
person responsible to oversee all the services given to the students enrolled in the respective
campus of the University such as catering, accommodation, health, counseling services and
recreation, student ethics, cost sharing and extracurricular activities.
191.1 Appointment
The Students Service Director (SSD) shall be assigned based on the rules and regulations set forth
by civil service and human resource development commission.
The SSD shall:
a) Administer and supervise all units pertaining to catering, accommodation, health,
counseling and guidance, student ethics, cost sharing and welfare as well as orientation
of new students;
b) Ensure the physical and psychological well-being of students in collaboration with the
concerned work units;
c) Advise University higher officials on student services related matters;
d) Arrange sports and recreational activities for students in collaboration with the
department of Sports Science;
e) Facilitate the process of economic support to students who are demonstrably needy and
excel academically either in kind or in cash or in the form of part-time employment;
f) Administer an office for foreign students;
g) Administer of all personnel matters relating to his office;
h) Prepare and distribute student hand books; and also make them available on-line in a
manner readily accessible to all students;
i) Organize orientation program for all students on their rights and obligations, as well as
services, opportunities and facilities available at the University;
j) Give particular attention to the welfare and the affairs of female students and students
with disabilities in collaboration with the relevant University offices;
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k) Initiate, and implement disciplinary proceedings and sanctions;
l) Oversee activities of student organizations such as unions, councils, associations and
clubs;
m) Organize social and cultural activities for the benefit of the students of the University;
n) Chartering and registration of all students’ organizations in accordance with the
provisions of this legislation; and
o) Performs such other duties entrusted to him by the Vice President for Administration
and Student Service Affairs.
The SSD shall be accountable to the Administration and Student Service Affairs Vice President.
Article 192: Foreign Students’ Issues

As Ambo University aspires to be an international University, students from other countries
would join the University. Accordingly, an office that exclusively deals with matters of such
students should be organized. The Foreign Students’ Office shall be placed under the general
supervision of the Director for Students Service.
192.1 The Foreign Students’ Office shall be headed by a foreign student advisor, who is an
Ethiopian.
192.2 Duties and Responsibilities of the foreign student advisor
a) Responsible for the overall administration, supervision and guidance of foreign
students and help them in all ways possible with their personal, financial and other
matters;
b) Responsible for the initiation, organization, and administration of special
orientation programs for foreign students;
c) Prepare, in collaboration with other concerned offices, a “Handbook for Foreign
Students”;
d) Organize a welcome program for foreign students;
e) Find ways and means of introducing foreign students to Ethiopian culture and
society; and
f) Perform any other duties with respect to foreign students entrusted to him by the
Director for Students Service.
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CHAPTER THIRTY TWO: STUDENTS’ CODE OF CONDUCT

This chapter addresses issues pertinent to the rules and regulations governing Ambo University
students.
Article 193: Policy Premises on Student Code of Conduct

193.1 Ambo University Students are expected to work with their fellow student and staff in a
cordial manner, and demonstrate tolerance for diversities of all dimensions, and make
proper use of University facilities. They shall in particular respect the University rules
and regulations and such other standards of behavior as may be set up by appropriate
organs of the University. When students fail to live up to these expectations, it may be
necessary to take appropriate actions commensurate with the breach committed.
193.2 Ambo University’s Students’ Code of Conduct creates an expectation of behavior that the
University views as acceptable. It is expected that students’ conduct will be in accord with
and supportive of the University's central purpose and core values. By fulfilling these
expectations, students can enjoy their own rights and responsibilities, while also
respecting other's rights and promoting the University's objectives.
193.3 Equal opportunity and access to rights and privileges are the University’s core values
addressing unity in diversity. Thus, judgments about students shall be based on their
abilities and performances only; and any type of discrimination on the basis of race, sex,
religion, national origin, disability, and marital or retirement status is prohibited.
193.4 While the University encourages vigorous discussions on important problems, it cannot
tolerate unlawful behaviour including the use of force to prevent the University
community from carrying on their legitimate activities. Students responsible for such
unlawful activities will be strictly dealt with under University rules of discipline.
Article 194: Rights and Responsibilities of Students

194.1 Rights of Students
Subject to relevant laws, regulations and the provisions of this Legislation, students shall have
the rights to:
a) Learn, enquire, understand and know;
b) Protection of their constitutional human rights and freedoms, personal safety, and security of
their personal property on campus;
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c) Be evaluated solely on academic basis consistent with the norms provided for by the
Proclamation and the institution's academic standards, and receive redress against
capricious evaluation;
d) Be entitled to fair treatment in all respects of the teacher-student relationship and to
an environment conducive to stimulate learning;
e) Receive institutional legal protection from any form of discrimination or harassment;
f) Participate in a free exchange of ideas in an open academic environment;
g) Get services that are provided by the University as they fulfill the necessary
requirements;
h) Have representation in decision making organs and committees of the University in
accordance with the provisions of this Legislation;
i) Organize themselves in different clubs or organizations as per the rules and
j) Complain or produce evidence, to which he is charged or judged for;
k) Appeal for remarking/or re-grading of examination paper/grade if it seems arbitrary
or unreliable for him; and
l) Know or get grade report at the beginning of the next semester.
194.2 Rights of students with disabilities

Notwithstanding the provisions of Article 192.1 students with disabilities have the right of equal
treatment by the University with that of students without disabilities and have the right, in as
much as practicable, to lead an active and independent life. To this effect, the University shall
comply with the standard of reasonable accommodation in particular, to the extent possible and
in accordance with the University`s Policy by:
a) Making its facilities and programs amenable to use with relative ease by students with
disabilities;
b) Relocating classes, developing alternative testing procedures, and providing different
educational auxiliary aids in the interest of students with disabilities; and
c) Ensuring that students with disabilities get academic assistance, including tutorial
sessions, exam time extensions and deadline extensions.
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194.3 Responsibilities of Students
a) Attend classes properly and respect the individual authority of any academic staff
in the leadership and management of the teaching-learning process;
b) Interact with members of the community in a respectful and courteous manner;
c) Seek redress peacefully and through legal avenues in the event student interests,
be it individual or collective, are at stake, and exhaust all institutional avenues of
redress;
d) Report to the proper authority about violations of the rules and regulations of the
University and other laws;
e) Be acquainted with and respect the rules and regulations of the University.
Students are responsible for informing themselves about their rights and
responsibilities with respect to the Code and cannot reasonably claim innocence
of a violation of the Code on the grounds of ignorance;
f) Properly use and take care of University properties (garden plants and animals,
vehicles, facilities, computers, books, etc.);
g) Be held accountable for any damage caused to the property of the University due
to intentional or negligent misuse or damage or vandalism;
h) Refrain from unlawful and unethical practices such as instigation of violence, hate
speech and theft;
i) Share the costs incurred by the University to provide education and services of
different kind;
j) Fulfill all the formality for the registration and register personally on time;
k) Avail themselves and act accordingly in field work, laboratory and lecture
sessions;
l) Report on time for any activities given by instructor e.g. practical, field work,
workshop, homework, group work, etc.;
m) Refrain from sexual harassment and hands on in fighting sexual harassment;
n) Abide by rules and regulation of dormitories, cafeteria, clinics, libraries, class
rooms, laboratories, examination rooms etc.;
o) Reimburse for every lost, broken, spoiled properties which they browed from
University for their use;
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p) Hold the University identification card and/or meal card and show on enquiry and
submit on leaving;
q) Avoid cooking in the dormitory;
r) Avoid noise of any type in and around class rooms, laboratories, library,
dormitory, etc.;
s) Keep turn when there is queue; and
t) Avail oneself when asked by responsible persons for enquiry,
Article 195: Scope and Applicability

195.1 The Code is applicable to all officially enrolled students in any of the University’s
campuses and programs.
195.2 Acts committed off University premises and not connected with any University sponsored
or supervised activity shall not constitute a ground for any disciplinary action unless a
student is convicted of committing a criminal offense which clearly demonstrates that he
is unfit to be a member of an academic community. This shall be effective only when
approved by the concerned University authority.
Article 196: Misconduct

196.1 Misconduct Subject to Disciplinary Penalties.
A student may be liable to disciplinary action with respect to conduct which involves:
a) disruptions, or improper interferences with the academic, administrative, sporting,
social or other activities of the University, whether on University premises or
elsewhere;
b) obstructions with the legitimate functions, duties or activities of any student, member
of staff or other employee of the University or any authorized visitor to the University;
c) violent, disorderly, threatening or offensive behavior (whether expressed physically,
orally or in writing) against any member of the University community;
d) acts of cheating, forgery, lying, theft, plagiarism, and deceit in any of their diverse
forms. Moreover, knowingly, cooperating with other parties in committing such acts
in itself is a crime;
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e) academic negligence that means willfully, with or without malice, abrogating ones academic
duty and responsibility through indifference, apathy and disregard of the prevailing rules and
practices of the University
f) hate speeches of any form;
g) acts such as sexual harassment, intimidation, bullying;
h) possession of arms and other harmful weapons in the University compound;
i) trafficking of pornographic materials;
i) possession, use or abuse of drugs of any kind including alcohol, chat and cigarette;
j) dress oneself in culturally and morally indecent manner or against the normative
standards of the society;
k) dissemination, whether by oral or written means, of defamatory materials against any
other member of the University Community;
l) breach of any regulation issued by the University organs;
m) initiation, organization or promotion of any student meeting or demonstration that
disrupts the regular activities of the university;
n) the use of mass force to interfere with any activities of the University or any group of
members thereof; and
o) Organizing religious and political meeting and/or demonstration within the University
premises.
196.2 Disciplinary hearings shall be conducted by discipline committees established for this
purpose at each college/institute/school or campus by the concerned office. The
membership of such committees shall include campus student service as chairperson, two
academic staffs, a representative of Campus Security, a representative of the relevant
college/institute/school or campus administration and two student representatives
(preferably male and female) both from the concerned college/institute/school or campus.
196.3 A student aggrieved by the decision of the college/institute/school or campus student
discipline committee may appeal to the University student discipline committee so
delegated by the President for this purpose. The membership of such committee shall
include Director for student service of the main campus as a chairperson, Director for
Continuing and Distance Education, Director for Woman, Child and Youth Affairs, and
two academic staffs and two student representatives.
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196.4 A student aggrieved by the decision of the University Discipline Committee may further
appeal to the President whose decision shall be final. Any appeal shall be valid within
seven working days of the notification of the appellant about the decision.
196.5 Reporting Violation of Rules
It is the responsibility of every member of the University community to report to the appropriate
authority any facts within her/his knowledge which appear to be a violation of this code of
conduct.
196.6 If the misconduct or breach of discipline is admitted by the student or is found to be
proved, one or more of the following penalties may be imposed:
a) A reprimand or warning - an official rebuke may involve making the misconduct a
matter of record in University files for a specified period of time. Any further
misconduct could result in further disciplinary action.
b) Restitution: Payment of financial compensation for loss, damage or injury. The
student is required to pay for any damage to property he or she may have caused or
to recompense the University for any loss it may have suffered arising from the
student’s misconduct. Failure to pay such charges may result in additional sanctions
(including, but not limited to, denial of re-enrollment or refusal to release official
transcripts and records).
c) A requirement upon the student to undertake specified tasks or services for the
benefit of the School or hall of residence or the University community up to a
maximum of forty hours;
d) Exclusion- restriction of access to the University or a specified part thereof for a fixed
period. A student who receives such a penalty will have restricted rights to enter
University premises and/or to participate in University activities or access to
University services
e) Suspension from the University for a Fixed Period. A student who is so suspended
will be prohibited from entering University premises and from participating in
University activities although the suspension may be subject to qualification, such as
permission to take an examination.
f) Expulsion from the University, which means that the student shall cease to be a
member of the University and will lose all rights and privileges of Membership.
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When a student is suspended or expelled for disciplinary reasons, there will be no
refund of tuition or room charges for the semester and the student will suffer the
academic consequences of his actions.
g) Interim Suspension: In certain circumstances, the director for student service may
immediately impose a University or residence hall suspension. In this case, the
student is involuntarily separated from the University for a Specified Length of time.
Absences from classes are not excused and academic work that is missed may not be
made up.
196.7 Interim suspension may be imposed:
a) to ensure the safety and well-being of members of the University community or
preservation of University property;
b) to ensure the student's own physical or emotional safety and well-being; or
c) if the student poses a credible threat of disruption of or interference with the normal
operations of the University.
d) During the interim suspension, the student will be denied access to the residence halls
and/or to the campus (including classes) and/or all other University activities or
privileges for which the student might otherwise be eligible, as the Director/ campus
Student officer or the designee may determine to be appropriate. The interim
suspension shall extend only until such time as adjudication can be completed and
other sanctions (if any) imposed.
196.8 Sanctions may take into account the intent of the accused, the effect of the conduct on the
victim and/or University community, the student‘s disciplinary history, whether sanctions
such as education and community service are likely to change the student‘s conduct, and
the student‘s needs and prospects for improvement. While attempting to be consistent in
its disciplinary decisions, the University also seeks to be fair and sensitive to the facts and
circumstances of each individual case. Some sanctions may need to be more punitive due
to the seriousness of the offense.
196.9 Although Ambo University attempts to go through processes in dealing with most
disciplinary cases, there are times when immediate, unilateral action is needed so as to
respond to exceptional circumstances. For instance, if the director for student service
believes that a student’s presence poses a significant threat to his physical or emotional
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safety or well-being, or may disrupt the safety or well-being of another student, faculty,
staff, guest, or other University community member, the University may take any action
that it believes to be appropriate and reasonable under the circumstances. In addition, the
University should reserve the right to take unilateral action against students for off-
campus conduct that has an adverse effect on the University community.
196.10 Authority to Supplement the Provisions of this Article

With the approval of the Senate, the various academic units may issue additional rules consistent with this
Legislation to add to or elaborate on the provisions of sub-Article 194.1 of the Legislation. Unless
specified otherwise, a violation of such additional rules shall be treated as a violation of this Code of
Conduct.
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CHAPTER THIRTY THREE: STUDENT ORGANIZATIONS
Article 197: Policy Premises on Student Organizations

As students constitute a vital component of the University community, they shall be provided
with the means and forums for enhancing self-government and democratic participation in the
affairs of the University, particularly by forming student organizations. Student organizations
provide opportunities for students to help them explore their academic, professional, social,
recreational, artistic, cultural and community service interests.
197.1 Student organization- means any group or organization of students of Ambo University
that has obtained official recognition as a student organization from an office or
department of the campus.
197.2 Student organizations may be formed by students of the University on University wide,
faculty-wide or departmental level representing students within their respective
constituency. They may be formed by special interest groups wishing to organize for the
promotion of such causes or interests as the promotion of academic excellence,
democratic culture, development, prevention and control of HIV/AIDS, the promotion of
the interests of disadvantaged groups such as female students, and students with
disabilities or students from emerging cultural communities.
197.3 The objective of student organizations is to provide opportunities for students to help
them explore their academic, professional, social, recreational, artistic, cultural and
community service interests.
197.4 The University has the responsibility of overseeing all the activities of student
organizations.
197.5 Duties and responsibilities of Student Organization
Any duly formed student organizations may have the following duties and responsibilities:
a) abide by all University policies, regulations and procedures and all state laws;
b) promote mutual respect, understanding, tolerance and co-operation among
University students;
c) promote the welfare of all students.
d) refrain from discriminating in membership intake, selection and all other matters on
the basis of religion, sex, age, ethnicity and disability. A statement to this effect
should appear in the constitution of all recognized student organizations;
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e) supplement the University curricula by promoting such activities as panel
discussions, debates, seminars, field trips, theatre, films, art exhibitions and other
recreational activities among members of the University community and the society
at large;
f) submit to the Director for Student service a schedule of its regular meetings every
semester;
g) give prior notice to the director for student service of any meetings other than the
regular ones to be held within the premises of the University and of any use to be
made of University facilities;
h) limit its voting members and officers to currently enrolled Ambo University students;
i) notify the Director for Student service of the names of its newly elected officers;
j) organize intellectual and/or recreational events, trips, and programs in consultation
with the relevant office of the University;
k) submit to the Director for Student service a duly audited annual financial report and
publicize the same for the benefit of its members and the University; and
l) undertake any other relevant non-partisan activity, commensurate with its
objectives.
197.6 Recognition of Student Organizations
a) Although student organizations provide an invaluable opportunity for students to
develop their interpersonal, organizational and leadership skills, such organizations
function in the University as long as they operate in line with the legislation and/or
rules and regulations of the University.
b) These organizations get recognition by the University through Student Service Affairs
Directorate and function as a legal body only then after. Recognized student
organizations are offered privileges, provided that the organizations accept
responsibilities put forward by the University.
c) Ambo University shall recognize and, within the limitations of its resources, provide
the necessary assistance to student organizations established on the basis of this
legislation.
d) No more than one student organization with the same objectives and purposes may be
recognized by the University. Where two or more applications are submitted for
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recognition to this effect, the application that is first submitted shall be granted
recognition.
197.7 Procedure for Obtaining Recognition
a) Recognition to a student organization may only be accorded upon submission of an
application signed by founding members;
b) Application for recognition shall be submitted to the office of the director for student
services;
c) Application for recognition shall be accompanied by the constitution of the student
organization containing the following particulars:
i. the name of the organization;
ii. the list of the founding members as annex to the constitution;
iii. a brief and precise statement of the objectives of the organization;
iv. the criteria for determination of membership of the organization;
v. the procedure of election of the officers of the organization including their
terms of office and the grounds for removal from office before the expiry of
their terms of office;
vi. the functions and mandates of the officers of the organization;
vii. the procedure for the convening of meetings of members and of officers;
viii. the applicable of procedures for the amendment of the constitution; and
ix. the system of keeping records; maintaining and auditing the financial reports.
197.8 Actions on Application for Recognition
a) The director for student service shall grant recognition in writing where he is satisfied
that the substantive and procedural conditions for recognition prescribed in this Title
are fulfilled.
b) Where the director is of the opinion that there are still certain conditions which are
not fulfilled for the time being and he believes that they can be complied with in due
course by the applicant, he shall grant provisional recognition and fix a time limit
within which these conditions shall be fulfilled.
c) Failure to comply with the conditions specified in the provisional recognition may
result in the withdrawal of the recognition.
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d) The director for student service may deny any application for recognition in writing
where he believes that the objectives of the applicants are not lawful or the
substantive and procedural conditions for recognition are not fulfilled provided,
however, that the director shall, before making his final decision, grant an
opportunity to be heard.
197.9 Right of Student Organizations
A duly recognized student organization has the rights to:
a) engage in any lawful activity referred to in this Legislation in pursuance of its
objectives
b) Represent its members before any forum within or outside the University;
c) Use University facilities with the prior permission of the relevant University
authorities; and
d) Participate in the meetings of the organs of the University relating to academic and
administrative matters directly affecting students’ interest in such manner as this
legislation or the AAVP shall determine;
e) With the permission of the concerned office, use University facilities with due care
and sense of responsibility;
f) Use funds and other resources under its custody only for the attainment of its lawful
objectives;
g) Post notices on campus, within the permission of the concerned University office;
h) Receive and post messages on the student organization electronic mailing list;
i) Use a campus mailing address and/or mailbox;
j) Use campus facilities for events, programs and meetings with permission of the
University;
k) Apply for office space based on the facility of the University; and
l) Conduct fund-raising efforts within the limit of the University policy.
197.10 Suspension and Withdrawal of Recognition of Student Organizations
a) The SSD may suspend for such period as he thinks fit, the recognition accorded to
any student organization where he finds that such organization has materially failed
to comply with this Legislation.
b) The SSD may withdraw the recognition accorded to any student organization only
on the following grounds;
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c) The Organization has clearly violated its constitution to the detriment of the
University or its members;
d) The organization has ceased to exist as a result of formal dissolution or in fact;
e) The organization has sponsored or encouraged activities that are unlawful or violate
the rules and regulations of the University;
f) The basis upon which recognition was accorded no longer exists.
g) The director for student service shall, before suspending or withdrawing recognition,
provide the concerned organization with the reason for suspension and the
opportunity to be heard.
197.11 Disciplinary Offences of student organization

a) Officers of any student organization who make use of the University facilities
without securing the authorization of the relevant University authorities and any
student who is known to participate therein shall be subject to the penalties provided
for in the provisions pertaining to Students Code of Conduct in this chapter.
b) Any student who engages in any activity on behalf of a student group or organization
not recognized by the University or on behalf of a student organization whose
recognition has been suspended or withdrawn shall, without prejudice to penalties
imposed for offences against national law, be deemed to have violated the Code of
Students Conduct and shall be subject to the penalty prescribed therein.
197.12 Common Provisions

a) No student organization may admit as its member or represent any person who is
not a registered student of the University;
b) No student organization may deny membership to any student on ethnic, religious,
regional, linguistic or other similar discriminatory grounds;
c) No student organization which does not provide in its constitution for democratic
election of its officers and for democratic procedures for decision making shall be
recognized.
Article 198: Student Publications
198.1 Freedom of Expression
University students have the same rights as other citizens of Ethiopia to freedom of speech and
of the press. The University as an academic institution encourages the exercises of these rights
to their full extent as per the law of the land.
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198.2 Responsibility
Students are fully responsible for any abuse of their freedom of speech and subject to prosecution
or disciplinary action, as appropriate, for publications or any other printed matter which may
infringe the provisions of national law or of the University code of conduct. The University can
in no way take any responsibility for any publications or printed matter not issued in compliance
with press proclamation.
198.3 Use of University Facilities
No student organization or group shall use University facilities for meetings or other purposes
without first requesting in writing or verbally as the case justifies permission from the concerned
University authority, agreeing to pay for any damage that may be caused to the facilities.
Article 199: Sanctions on Student Organizations

199.1 Student groups and organizations may be charged with violations of the University code
of conduct. A student group or organization and its officers may be held collectively
and/or individually responsible when violations of this code occur either during an event
sponsored by the organization or by an individual representing or associated with that
organization or group.
199.2 The following disciplinary sanctions may be imposed upon registered student
organizations when they have been found responsible for violating conduct regulations.
199.3 All sanctions may be imposed either individually or in combination. Disciplinary
sanctions are imposed for the purpose of holding registered student organizations and
their membership accountable for their actions and the actions of their guest(s), whether
on campus or at any organization sponsored function.
199.4 Permanent Revocation of Organization’s Registration
"Permanent revocation" of the organization means revocation without leave to apply for new
registration. Any organization whose registration is permanently revoked must cease all
organizational activities upon receipt of the notice of permanent revocation. Any member of an
organization whose registration has been permanently revoked shall relinquish any appointed or
elected office held with that organization’s governing body.
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199.5 Suspension
Suspension means denial of rights and privileges of a registered organization for certain period
of time. Any organization whose registration is suspended must cease all organizational activities
upon receipt of the notice of revocation or suspension. Any member of a suspended organization
may not hold an appointed or elected office with that organization’s governing body for the
duration of the organization’s period of suspension.
199.6 Disciplinary Probation
A period of review and observation during which a student organization is under an official
warning that their misconduct was very serious. Subsequent violations of University rules,
regulations or policies could result in a more severe sanction including suspension.
Article 200: Student Clubs

Student clubs are required to provide a statement of purpose, a constitution officially ratified by
the membership, names and contact information of leaders or contact persons. Once these clubs
get recognition their sustainability depends on their performance. That is, clubs that do not meet
their objectives will be suspended.
200.1 Where student organization constitutions or bylaws conflict with University policies or
regulations, the University policies or regulations will take precedence. Student
organizations cannot be affiliated with other off-campus organizations without prior
permission of the University.
200.2 The University accepts no financial tort or other liability for the action of the student
organization or its members.
Article 201: Unrecognized Organizations

201.1 Any student who knowingly chooses to affiliate with a club, organization or group that
has been suspended/disbanded or dissolved by the University is subject to disciplinary
action up to and including suspension and expulsion from the University.
[254]

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Ambo University Legislation 2019

CHAPTER TWENTY EIGHT: CONTINUING EDUCATION PROGRAM OFFICE . 225

Acronyms and Abbreviations

PREFACE: A BRIEF HISTORY OF AMBO UNIVERSITY

TITLE ONE: GENERAL PROVISIONS

Article 2: Definitions and Interpretations

TITLE TWO: THE UNIVERSITY ADMINISTRATION AND THE

CHAPTER TWO: General Provisions of the University Senate

Article 3: Powers and Duties of the Senate

Article 5: Accountability of the Senate

Article 6: Senate Meetings

Article 7: Communication of Senate Deliberations and Decisions

Article 8: The Managing Council

Article 9: University Council

CHAPTER THREE: Provisions of Committees of the Senate

Article 10: Committees of the Senate

10.2 Senate Standing Committees

10.4 Policy and Legislation Committee (PLC)

10.6. Students Service Committee (SSC)

10.7. Academic Standard and Curriculum Review Committee

10.8. Research, Community Service and University-Industry Linkage and Technology

10.8.1. Duties and Responsibilities

10.9. Publication and Editorial Committee (PEC)

10.11. Academic Staff Recruitment, Promotions and Scholarship Committee (SRPSC)

10.13. Business/Enterprise Development Committee (BDC)

10.13.1 Duties and Responsibilities

10.14 Planning, Finance and Development Committee (PFDC)

10.15 Gender, Equity and Anti-HIV/AIDS Committee

10.16 Workshop/Laboratory Management Committee (LMC)

10.17 Ethics and Code of Conduct Committee (ECCC)

CHAPTER FOUR: STAFF OF THE UNIVERSITY

Article 11: Policy Premises

Article 12: Status of this Legislation in the University Contracts

Article 13: Staff of the University

13.1.1 Duties and Responsibilities of Academic Staff

13.2 Research staff

13.3 Technical Staff

Technical staff refers to non-administrative personnel employed to support the teaching-

CHAPTER FIVE: ACADEMIC AND TECHNICAL SUPPORT STAFF

Article 14: Principles of Staff Recruitment

Article 15: Academic Promotion

15.1 Principles and Procedures for promotion

15.3 General Criteria for Promotions

15.3.3 Requirements on the Number and Quality of Publications

a) Publication of an article or articles in reputable journal (s) is a mandatory requirement

An article published in an international journal is acceptable for promotion by the

The reputability of international journal is determined considering factors including peer

ii. Science Citation Index Expanded (SCI-Expanded),

iv. Art and Humanities Citation Index (A&HCI)

15.3.4 Values of Scientific publications

Publication type Publication Maximum points

No. of authors Share of each co-author

15.3.5 Weighted Values of the Criteria for Academic Promotion

15.4. Participation in the University Affairs

2. Work in committees 40%

15.5. Promotion of Research Staff

Article 16: Specific Appointment and Promotion Requirements for

16.1 Graduate Assistant

16.1.1 Graduate Assistant I

16.1.2 Graduate Assistant II