Ordinance

Ordinance 1: Ordinances

1.1 The University Founders shall make Ordinances with regard to all such matters as are pointed by the Regulations and such other matters as may be considered convenient. The ordinances shall be in force by a Resolution of the Founders Committee.

1.2 An Ordinance shall be enacted by Resolution of the Founders Committee provided that it has been approved by the Founders Committee.

Ordinance 2: Department of Finance

2.1 The Head of Department of Finance shall be nominated by the Chancellor following the advice of the two Vice-Chancellors.
2.2 The Head of Department of Finance shall hold office until a proposal for change is considered by the Chancellor
2.3 The Head of Department of Finance may resign by written notice directed to the Chancellor of the University and copies should be submitted to the Vice-Chancellors.
2.4 The Head of Department of Finance shall be a source of advice and counsel to the Chancellery Council on financial matters.

2.5 Financial Resources and Policies
a. Preserve and enhance available financial resources sufficient to support its mission.
b. Conduct financial resources and assign them in a way that meets its mission and purposes.
c. Run financial emergencies in unexpected conditions.
d. Identify sources of revenue and ensure the availability of resources to the University.
e. Document financial records clearly associate to its educational activities.
f. Guarantee that there is sufficient professionally qualified finance staff,
g. Ensure the steadiness of financial management, a well establish budget process, appropriation of internal control mechanisms, risk assessment, advice sound financial decision-making.
h. Show ability to analyse the financial condition and understand the constraints that will influence financial condition.
i. Reschedules resources as necessary to achieve EAU purposes and objectives.
j. Use realistic plans for tackling with issues raised by deficit.
k. Certify EAU’s ethical control financial resources are used properly.
l. Prepare financial statements in accordance with accounting principles.
m. Ensure the independence and objectivity of the auditor.

Ordinance 3: The Librarian

3.1 The Librarian shall be nominated by the University Chancellor on a non-binding recommendation of the Executive Council.

Ordinance 4: The University Executive Council

3.2 Shall encourage research within the University
3.3 Shall regulate University examinations.
3.4 Shall debate that any matter concerning the University, teaching, research, and report to the Chancellor as appropriate.
3.5 Discuss about any issue relating to the University, including any matters referred or
3.6 Regulate matters of discipline relating to applicants, students of the University and former students. This shall include the abilities to deny access to any applicant, exclude or expel any current student, and deprive of award from current or previous student.
3.7 Exercise the authorities which are conferred and authorized by the University Board.
3.8 Propose and advise the Chancellor on matters affecting the health, security, ethics, and any matter which affect the university system.
3.9 Recommend the Chancellor to deprive, with reasonable ground, any person of whatsoever level, diploma, credential or other distinction granted to or conferred on them by the University.

Ordinance 5: Registration

5.1 The Department of Registration shall be named by the Chancellor and will be notified to the University Board.
5.2 The East Africa University will uphold the principle that all applicants trying to enrol are treated fairly and equitably.
5.3 The Department of Registration shall ensure the University has an open and transparent operation for deciding the selection of students.
5.4 The Department of Registration shall use a clearly defined entry criteria based on the published criteria.
5.5 The Department of Registration shall ensure that throughout the process of selection and entrance requirement, applicants are handled courteously.
5.6 The Department of Registration shall publish the entrance standards and application procedures on program prospectuses and on the University’s website

Entry Requirements

To be registered at the University, the Applicants must meet at least one of the following entry requirements:

a. Successfully completed Year 12 or equivalent; or
b. Successfully completed an equivalent secondary qualification either in the country; or overseas and attainment of the required entrance standard; or
c. Successfully completed a program offered by an institute affiliated with the University, the institute offering the required course equivalent to the secondary school qualifications;

Tesing the Applicant

At EAU there is be a procedure where the applicant will be given an entrance test as part of the selection process:

a. The types of test shall depend on the chosen programme area. For example, in case an applicant wants to register for the computer science programme, he/she will be tested for English, mathematics and physics.
b. The entrance tests have been designed to help the faculty to decide whether the applicant has an adequate level of knowledge and understanding of the selected programme.
c. Applicants are required to score 40% or higher on each test to be considered for as a student to the EAU programmes
d. Candidates must hold a recognised certificate from a secondary school (e.g. General Certificate of Secondary Education (GCSE)
e. Once the candidate passes the entrance test, in the first term of the university, students are given revision of the subjects related to their selected programmes.
f. In case a student marks extremely low marks on the subjects related to the registered, he/she will give a one-year preparation course.
g. This policy is intended to help the student to be given an ability to follow well the programme he/she has select and the language of instruction to allow him/her an effective learning.

The Registration Process

a. Students at registration shall pay to the University the fee prescribed by Regulation.
b. The Registry shall deliver to the student with a membership status and shall compel the student to conform to the rules of the University.
c. The official registration of a student in the University qualifies the student to follow a program of study offered by the University, such as a degree, diploma or certificate.
d. The Registry shall processes data about students. Such data may include personal information about candidates as a student, and their progress through their program.
e. The Registry shall be responsible to use the collected information only in line with legal requirements.

Sensitive Personal Data

a. The Registry shall be responsible to deal with utmost responsibility.
b. The Registry shall process data defined as ‘sensitive personal data’. Such data shall be treated confidentially and they can only be used under the reason they have been collected, processed and stored.

Ordinance 6: Degrees, Diplomas and Certificates

6.1 The degrees in the University shall include:
a. Doctor of Philosophy (PhD), Master of Arts (MA), Master of Science (MSc), Master of Business Administration (MBA), Bachelor of Medical Science (BMedSci), Bachelor of Medicine and Bachelor of Surgery (MB, ChB), Bachelor of Education (BEd), Bachelor of Science (BSc), Bachelor of Engineering (BEng), Bachelor of Arts (BA), Bachelor of Islamic Laws (LLB), etc.

6.2 At the University every candidate must have:
a. Registered as a student of the University according to the Regulations;
b. Fulfilled the requirements for entry requirement upon the right program of study as set by the particular degree, diploma or certificate;
c. Followed a program of study for the set period and passed the required examinations;
d. Paid the prescribed fees; and
e. Complied with the University Regulations.

6.3 Following the stipulations set in the Regulations of the University, the University Executive Council may accept a student’s previous program of study and examinations taken elsewhere, which are equivalent to programs of study and examinations taught at East Africa University.

Ordinance 7: Award of Degrees, Diplomas, and other relevant qualifications

7.1 All degrees, diplomas, certificates, and other distinctions of the University shall be awarded by the Department of Registry as set out in the Regulations and conferred by the authority of the Chancellery Council.
7.2 Degrees and awards shall be conferred at a Graduation Ceremony
7.3 The degrees shall be conferred by the Chancellor or, in his absence or at his request, by the Vice-Chancellors.
7.4 Degrees may be conferred upon persons in absentia.
7.5 No person shall be awarded a degree or granted a degree or diploma or certificate unless he has paid the fees prescribed and any other sums due to the University.

Examination Board

a. The task of the Examination Board shall remain confidential to the membership.
b. Once the examination finished, the Board is provided with three copies of every exam: the high, medium and lowest marked.
c. It shall be provided a copy of the learning objectives should be accompanied.
d. The Board of Examination will have to evaluate the exam to check whether the exams have been set with the learning objective.

7.6 Examination Board Function

a. The Examination Board shall regulate the governing of the assessment of taught programmes of study:
b. Consider patterns of achievement for individual modules, and confirm that appropriate marking process has taken place in line with the definitions given in the learning objectives;
c. Approve the award of re-assessment opportunities;
d. Approve course outcomes for report to one or more Board of Examiners;
e. Agree the release of provisional course outcomes to students

Ordinance 8: Examiners and Examinations

8.1 The Examination Board is responsible for the suitability of marking practices for the program for which they are responsible.
8.2 Internal Examination and tasks

a. For each program of study, the Dean is responsible for ensuring the process of assessment procedures and practices.
b. The internal examiners of the University are the members of the academic staff of the University.
c. Marking are undertaken in accordance with prescribed and agreed written criteria.
d. All marking schemes and processes should secure reliability and transparency
e. Outcomes for students are measured against the written prescribed criteria
f. All summative assessments are subject to the same regulatory principles and procedures.

Ordinance 9: Emeritus Professors

9.1 The University Board may confer the title of Emeritus Professor on any Professor upon their retirement from the University, in recognition of their past contribution and their potential and intend to continue to contribute to the success of the University.
9.2 The awarded Emeritus Professor shall have to continue being associated with the University and may promote the University through, for example, guest lectures, research activities, acting as an ambassador for the University, and attendance at events.

Ordinance 10: The Alumni Association

10.1 The Alumni Association shall consist of the following members:

a. The Department of Student Affairs
b. All former students of the University

10.2 A meeting of the Alumni Association shall be called at least once every year.
10.3 The Chancellor (if not present the vice-chancellors), shall preside the meetings of the Alumni Association.

10.4 Powers of the Alumni Association

The Alumni Association shall have the following powers:

a. Elect the members of the Standing Committee of the Alumni Association.
b. Elect its own Chair who shall retain office for three years and be eligible for re-election.
c. Elect the Chair of the Alumni Association, or a representative appointed by the Chair.
d. Consider any matter whatsoever relating to student interest.

Ordinance 11: The Students’ Union

11.2 11.1 There shall be a Students’ Union of the University for the promotion of the general interests of students and to create a channel of communication between students and the University authorities.
11.3 The members of the Union shall be: All registered students of the University.
11.4 Students shall be permitted to participate in elections of the Students’ Union.

Ordinance 12: The Academic Year

12.1 The Academic Year shall run from 1st October to 31st May (unless it does not fall on Friday).

Ordinance 13: Appointment of Members of the University Board by the Executive Council

13.1 The University Board shall have the power to appoint up to eight persons to membership of the University Board in accordance with regulations.
13.2 Members of staff the University shall not be qualified for membership of the University Board.

Ordinance 14: Rules governing student discipline

14.1 Every student shall be subject to disciplinary regulations and regulations that may be authorized from to time by University Executive Council.
14.2 University Executive Council has the power, in part or in full, to exclude a student from the University when it has good cause to do so.
14.3 University Executive Council has the power to deprive a student or a former student of any award when it has good cause to do so.
14.4 Misconduct is improper interference with the proper functioning or activities of the institution, or those who work or study in the university, or action which otherwise damages the institution.
14.5 The following shall constitute misconduct and decide a student liable to disciplinary action:

a. Breaches of academic honesty, including acts of plagiarism, collusion, cheating or other courses of academic dishonesty;
b. Disruption of, or improper intrusion with, the academic, administrative, social or other activities of the University, whether on University premises or elsewhere;
c. Obstruction of, or improper intrusion with, the functions, duties or activities of any pupil, member of staff of the University or visitor to the University;
d. Violent, indecent, disorderly, threatening, bullying, molestation or other offensive conduct or language whilst on University premises or engaged in any University activity, or directed at any member of the University, or gross or repeated insolence towards any member of the University’s staff;
e. Failure to comply with the University’s Code of conduct and respectable conduct.
f. Fraud, deception, deceit or dishonesty in relation to the University or its staff or University;
g. Actions likely to do harm, or threaten the health and safety on University premises;
h. Harassment or unwanted behaviour relating to relevant protected characteristics (e.g. Under age, disability)
i. Member of staff of the University, or visitor to the University;
j. Publication, via any medium including online, of material that may reasonably be considered indecent.
k. Threatening, harassing or grossly offensive or likely to incite misconduct, whether directed at groups of or individual students or staff or, where the author is identified as being a member of the University, at any individual or group outside the University community.

Ordinance 15: Keeping student records

15.1 The University keeps records about students to accomplish and fulfil its obligations with each student to provide information on the academic career. Student records can be organised into three categories:

a. Records documenting the contractual relationship between the student and the university (e.g. records of admission and enrolment, payment of tuition fees).
b. Records documenting the students as a learner (e.g. records documenting programmes undertaken, academic progress and performance, etc.).
c. Records documenting student received services (e.g. records documenting usage of accommodation services, counselling services, library and IT support services, careers, etc.)

Admissions Office: The Admissions Office keeps central records relating to applications made to the University.

Ordinance 16: Health, Safety, and Welfare of the Student

16.1 EAU and its Branches shall have legal duties to:
a. Ensure the health, safety and welfare of its students and staff.
b. Ensure to have a safe and supportive environment for all students of the University.
c. Recognises the variety of circumstances where vulnerable adults might be admitted to the University or come onto University premises or otherwise have contact with University staff, or students.
d. Committed to protecting vulnerable adults from harm, exploitation and abuse
e. Ensure staff is aware of their responsibilities in relation to safeguarding students.

Definition: The term ‘vulnerable adult’ (here also identified as ‘adult at risk’) means a person aged 18 or over who may be is in need of care services by reason of mental or other disability.

16.2 Raising Welfare Concerns: EAU has in place welfare concerns services which promote the wellbeing and dignity of the student. However, there will be occasions when wrongdoing may occur in the workplace. To improve the service, EAU put in place a process where the staff can raise concerns to improve the quality of service.
16.3 When concerns are raised at an early stage, the University:
a. Shall take action which can help address the concerns and ensure action which gives care based on individual human rights.
b. Shall raise concerns at work in the student and staff interest (or “whistle-blowing”)
c. Shall work with the community to ensure fairness and promote awareness and support mechanisms which the staff will have in place.
d. Shall acknowledge the contribution and input towards this guidance by key Community and stakeholders.

Ordinance 17: Required Faculty Academic and Professional Qualifications

17.1 Faculty and staff are required to make sure their professional qualification as the University recognises both faculty Academic Qualifications and Professionally Qualified.
17.2 The University shall require all faculty and staff members to maintain their intellectual qualifications to help them fulfil their responsibilities.
17.3 The university regulation places significant importance on the responsibility of all faculty members to maintain their intellectual capital to support the mission.
17.4 Both relevant academic preparation and relevant professional experience require establishing the faculty member as professionally qualified.
17.5 The academic preparation should consist minimum of a master‘s degree in a field related to the area of the teaching assignment.
17.6 The professional experience should be relevant to the faculty member‘s teaching assignment, significant in duration and level of responsibility.

Qualifications

17.7 In most cases, faculty members should possess at least a masters degree (or equivalent qualification) in a discipline or field related to the area of teaching responsibilities;
17.8 Professional experience at the time of hiring that is significant in duration and level of responsibility and consistent with the area of teaching responsibilities; and
17.9 Continuous development activities that demonstrate the maintenance of intellectual capital (or currency in the teaching field) consistent with the teaching responsibilities.

Ordinance 18: Dealing with Harassment

18.1 The objectives of the University as reflected in this policy are to:

a. Encourage a positive environment in which people are treated fairly and with respect;
b. Promote a no harassment environment where all members of the University have a role to play in creating an environment free from harassment;
c. Provide a framework of support for staff and students who feel they have been subject to harassment; and
d. Propose a way where complaints can take their concern and that there will be a responsible way to addressed in a timely manner.
18.2 The University shall not tolerate any form of harassment and all members are obligated to treat each other with respect, courtesy and consideration.
18.3 The University shall be committed to nurturing a comprehensive culture which encourages equality, values diversity and keeps up a working, learning and social surroundings in which the rights and dignity of all members of the University community are valued.
18.4 The Heads of Branches and the heads of different part of the University have the authority and duty to deal decisively with all forms of harassment.
18.5 All heads of department and equivalent, and all other managers, have a responsibility to carry out this Policy and to make every attempt to ensure that harassment and victimisation do not take place in the areas of study for which they are responsible and, that if they do occur, any concerns are investigated quickly and efficaciously.
18.6 All members of the University community have the right to expect professional behaviour from others, and a comparable responsibility to act professionally towards others.
18.7 All members of the University community have a personal responsibility for complying with this Policy and Procedure and must comply with and demonstrate active commitment to this Policy by:

a. Treating others with dignity and respect.
b. Discouraging any form of harassment by making it clear that such conduct is impossible.
c. Backing up any member of the University who feels they have been subject to harassment, including supporting them to prepare a formal complaint if appropriate.

Defining Harassment

18.8 Harassment occurs when:
a. A person subjects another to harassment where s/he engages in undesirable and unwarranted conduct which has the aim or effect of:
b. Violating another person’s dignity, or
c. Creating an intimidating, hostile, degrading, demeaning or offensive environment for another individual.

Explicitly behaviour of Harassment

18.9 The University shall promote freedom of academic freedom
18.10 Promote vigorous academic debate to fight harassment when without offending the dignity of others or creating an intimidating, hostile, degrading, demeaning or offensive environment for them.
18.11 Fight bullying which is a form of harassment and may be characterised as offensive, intimidating, malicious or insulting conduct, or abuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.
18.12 Seeks to protect any member of the University community from exploitation, which is a variety of wrongful conduct which may itself result in a disciplinary process.
18.13 Regard as victimisation any instance where a person is subjected to prejudicial treatment because s/he has, in good faith:

a. Made an allegation of harassment, or
b. Indicated an intention to create such an allegation, or
c. Assisted or supported another person in taking forth such an allegation, or
d. Taken part in an investigation of a complaint, or
e. Participated in any disciplinary hearing arising from an investigation, or
f. Got any other steps in connection with this policy and procedure, or
g. Is suspected of having done so.

Behaviours

18.14 Through individual behaviour
18.15 Face to face, either verbally or physically
18.16 Through other forms of communication, including but not limited to, written communications and communications via any form of electronic media or mobile communications device: such behaviour may also amount to a breach of the university’s regulations relating to the use of information technology facilities
18.17 Directly to the person concerned, or to a third party
18.18 Through a prevailing workplace or work environment which creates a culture which tolerates harassment or bullying

Last modified: December 2016.