Purpose
This document is meant to notify all students of the university’s revised rules with regards to payment and registration. All students should be aware of these rules to assist with this, a copy of this policy is posted on the Announcement Board of the ClanEd platform for you to reference at any time. These rules are to be used to plan the financing of students’ studies and also to ensure that they are recognized by the university as a registered student, eligible to study and take part in all academic activities in the current semester/term.
The university reserves the right to change these rules from time to time and will endeavor to give all students proper notifications of such changes.
Registration Deadline
The registration deadline for each semester/term ends after the fourth week of the semester/term. This is the requirement for all students, new and continuing. Students who fail to register by the fourth week of the semester/term will not be allowed to continue attending class and subsequently will not be able to sit for exams for that semester/term.
Who is Considered a Registered Student?
A registered student is a student who has, at a minimum, paid the registration fee and user fees for the semester/term and has signed an approved promissory note indicating how tuition for the semester/term will be paid in full.
Any student with an outstanding balance from the previous semester/term will not be eligible to register until he/she clears all outstanding balances from the previous semester/term.
All School of Medicine students studying MBChB, BCSc and BNMw are required to register with HPCZ and GNC respectively and by doing so obtain an index number. This process is called indexing. Students must be indexed within the first month of each semester in order to be considered as a registered student. MSFP students are not required to obtain an index number until they complete Foundation and advance into the Medical program they have qualified for.
NB: Only registered students will be eligible to sit for continuous assessment tests and final exams or participate in any University or CUZ Student Union sanctioned activities.
Registration Fees and Discounts
Each semester/term, every student, at a minimum, must pay the Registration and User fees at the time of registration. Students who have not paid the Registration and User fees will not be allowed to attend any classes.
Students who pay the full fees (registration/user + tuition fees) by the fourth week of the semester/term will receive a 10% discount of that semester/term’s tuition fees.
Application Fees and Discounts
Application fees are charged to all new students applying to Cavendish University.
All new students who pay the full fees (registration/user + tuition fees) by the fourth week of the semester/term will receive a 10% discount of that semester/term’s tuition fees.
Fee Payment Schedule and Early Payment Discount
The standard payment plan for students during the semester/term is shown below. Students will be considered current if they have paid according to the schedule.
In the event that a student is unable to make the full payment at the point of registration, the University will allow such students to take up a payment plan, provided there is no previous balance. The standard payment plan for students during the semester/term is shown here below. Students will only be considered current and allowed to attend classes if they have paid according to this payment schedule.
NB: Students who pay 100% of tuition and fees by the fourth week of the semester/term will receive a 10% discount of the tuition fees.
Late Payment Fees
Due to the additional administrative and interest costs incurred by the University when a student falls behind the payment plan, the university will impose late payment fees on students who miss the above deadlines.
In addition, in order to continue their studies after missing payment deadlines, students must obtain Academic Clearance from the Academic Office prior to settling their outstanding balance with Finance. In order to obtain Academic Clearance, students must show proof of having attended at least 70% of their classes from the beginning of the semester/term.
The late payment fees will be assessed as follows:
This means that a student who misses all 3 payment dates will be subject to ZMW 750.00 or 75.00 USD in total late fees.
Eligibility to sit Continuous Assessment Tests and Exams
Only registered students are eligible to sit for continuous assessment tests (CATs) and exams. Below are the schedules for tests/exams during the semester/term for all courses:
A student who has not paid 100% by the end of the fourteenth week will have to obtain academic clearance, pay the ZMW 200.00 or USD 20.00 late payment fee and bring their amount paid for the semester/term to 100% of tuition and fees in order to sit final exams.
Academic activity
For a student to be eligible to sit for any CAT or Exam, he/she should have attended 70% of their classes.
Graduation/Student Records requests
Under no circumstances will a student be cleared to graduate with an outstanding balance; therefore, all tuition and fees will need to be 100% paid in order to be cleared -for graduation.
Under no circumstances will a student be given transcripts or any official academic documents from the University if there is an outstanding balance from a previous semester or if the student is not up to date with payments for the current semester.
The Code of Student Conduct shall nurture and protect the core values of the university in promoting high standards of teaching and learning. The university premises offer a safe and secure learning environment and protect students and staff inclusive of properties and processes that support the university and its missions. The core functions of the university include teaching and learning, research, consultancy and service. Students shall have academic freedom to openly exchange ideas and opinions in pursuit of high academic achievements.
University students at CUZ prodigiously represent the youth of a nation. The quality of education imparted to them cultivates their capacity and ability to play their roles effectively in diverse professional fields and businesses during their university life and after graduation. It is envisaged that university education will help the students to acquire knowledge, skills, competencies and change in attitudes and values. Education catalyses students’ professional, personal and moral development. Sheer professional education in varied disciplines is inadequate to assist students to cope with the social and moral challenges of societies, unless it is strengthened with adequate moral grooming.
CUZ education is designed to inculcate students’ values and moral behaviour. CUZ believes in and is committed to graduating ethically responsible students and future professionals in all disciplines in line with highest standards of faculty integrity and overall ethical conduct. The university endeavours to support growth of individual responsibility by faculty, students, and administrators to uphold highest education and ethical standards.
All CUZ students shall at all times maintain the highest standards of honesty, accountability, integrity and leadership. They will individually and collectively strive for these standards in pursuit of academic excellence, and respect for the property and individual rights of others.
This Code of Conduct applies to on and off-campus conduct of all registered students and individuals using university academic resources in relation to:
The Code of Conduct applies to all premises of CUZ. However, students attending at regional campuses, centres, or institutes are advised to consult with the management/administration of those centers for additional information or rules pertaining to those locations. Withdrawal from the university, delisting from classes, or subsequently ceasing to be a student does not render the Code of Conduct ineffective. Note that, this Code of Conduct is not a substitute to state laws. In cases where the student violates the law of the land, the university may proceed with university disciplinary action under the Code independently of any criminal proceeding involving the same conduct and may impose sanctions for violation of the Code.
Prohibited conduct refers to misconduct by students. Behaviours perceived as misconduct are contained herein. Violation of any of the rubrics spelt out by the Code of Conduct by students while within the university’s jurisdiction, shall call for disciplinary action by the university.
Preventing the occurrence of a prohibited conduct under circumstances that demonstrate a voluntary renunciation of the prescribed behaviour will not be subject to disciplinary action by the university.
The rubrics perceived as misconduct by students include but are not limited to what is stipulated below.
Actual or threatened damage to or destruction of university property or property of others, whether done intentionally or with reckless disregard
Storage or possession of dangerous weapons, devices, or substances including, but not limited to, firearms, ammunition, or fireworks.
Dishonest conduct, including, but not limited to: knowingly reporting a false emergency; knowingly making false accusation of misconduct; misuse or falsification of university or related documents by actions such as forgery, alteration, or improper transfer; submission of information known by the submitter to be false to a university official.
Theft, or the unauthorized use or possession of university property, services, resources, or the property of others.
Failure to comply with legitimate directives of authorized university officials, law enforcement or emergency personnel, identified as such, in the performance of their duties, including failure to identify oneself when so requested; or violation of the terms of a disciplinary sanction.
Use, production, distribution, sale, or possession of drugs in a manner prohibited under law. This includes, but not limited to the misuse of prescription and prohibited drugs under the laws of Zambia.
Use, production, distribution, sale, or possession of alcohol in any manner on University premises.
Unauthorized entrance to or presence in or on university premises.
Disorderly or disruptive conduct that unreasonably interferes with university activities or with the legitimate activities of any member of the university community.
Doing, requiring, or encouraging any act, whether or not the act is voluntarily agreed upon, in conjunction with initiation or continued membership or participation in any group that causes or creates a substantial risk of causing mental or physical harm or humiliation. Such acts may include, but are not limited to, use of alcohol, creation of excessive fatigue, and paddling, punching or kicking in any form.
Abuse of any university student conduct system, including but not limited to:
Violation of other published university regulations, guidelines, policies, or rules, or violations of country laws. These university regulations, guidelines, policies, or rules include, but are not limited to, those which prohibit the misuse of computing resources, sexual harassment, rules for student groups or organizations, and residence hall rules and regulations.
Participation in a disturbance with the purpose to commit or incite any action that presents a clear and present danger to others, causes physical harm to others, or damages property. Prescribed behaviour in the context of a riot includes, but is not limited to:
Using electronic or other means to make a video or photographic record of any person in a location where there is a reasonable expectation of privacy without the person’s prior knowledge, when such a recording is likely to cause injury, distress, or damage to reputation. This includes, but is not limited to, taking video or photographic images in shower/locker rooms, residence hall rooms, and restrooms. The storing, sharing, and/or distributing of such unauthorized records by any means is also prohibited.
The following rules and regulations apply to all students. Students have the duty of acting responsibly. If students do not follow the regulations disciplinary action will follow as stipulated for each circumstance below.
The Disciplinary Procedure shall be initiated when a person reports an allegation of misconduct to the Dean of School. Where the School of the student against whom an allegation is made is not known (but the name of the student subject to the allegation is known) the report may be made to the Quality Assurance Office in the first instance. It is the responsibility of the Dean of School to notify the student in writing of the general nature of the alleged misconduct reported.
The Dean of School shall normally hold a preliminary interview with the student before deciding whether any further action should be taken. If the allegation arises from investigations under Academic Misconduct, there is no requirement to hold a preliminary interview. The preliminary interview shall normally take place within 5 working days of the alleged misconduct being reported. Subsequent to the interview, the Dean of School may dismiss the allegations immediately if the Dean believes that there is no case for the student to answer, or if there is another reason to do so. The Dean of School may elect to suspend the student from some or all of their University activities pending further investigation either by the University or the Police. Where the student is also a member of staff, guidance should be sought from the Human Resources Office and the Quality Assurance Office as to whether any allegation might be considered under a separate specific procedure.
The student may be accompanied at any meeting or hearing by a representative of the student’s choice and that representative must be willing to act in this capacity and may speak on the student’s behalf. The representative must not be someone who has been suspended or excluded from the University for any reason. It is the responsibility of the student (and not the University) to relay all relevant notices and other communications under the Procedure to the representative. Where a representative is attending a hearing on the student’s behalf:
If, for good reason, a student is unable to attend a meeting or hearing under the Procedure, then the student may request permission from the University for the student’s representative (see Section 5.5) to attend that meeting or hearing without the student to present the case on the student’s behalf. Where the student can evidence good cause, a hearing maybe postponed at the discretion of the Dean/Chair of the Panel. The student will be responsible for paying the costs of their own or their representative’s attendance and the University will not reimburse them. A student may request to attend the hearing via “video conference”. In such cases the student must make the request in writing at least 5 working days prior to the hearing. The student is responsible for ensuring that they, the student, have access to appropriate technology.
If the Dean of School considers it appropriate to do so, and if the student agrees, the matter may be dealt with summarily at a meeting, normally held within a minimum of 10 working days and a maximum of 20 working days after the preliminary interview unless the student agrees in writing that a shorter period is acceptable, and without recourse to the Disciplinary Panel. In reaching a decision on whether the matter should be dealt with summarily, the Dean of School shall consider the nature of the allegation and whether the penalties available in the event of a decision of that an act of misconduct had occurred would in the Dean’s view be sufficient. The Dean of School shall issue notice to all parties accordingly. Another member of School staff (or a member of staff appointed by the Registrar) shall also be present and shall advise the Dean of School and keep a brief record of the proceedings. The student shall be advised by the Dean of School that the following factors will be taken into account as mitigation in determining an appropriate penalty in the event of an admission or a decision that an act of misconduct had occurred:
If the matter is dealt with summarily, the Dean of School shall consider written or oral evidence as they think fit. The Dean of School shall find the student had committed an act of misconduct only if, on the available evidence, the Dean is satisfied, on the balance of probabilities, of the occurrence of misconduct. If the Dean finds the student committed an act of misconduct, the Dean may impose any of the penalties set out in Section 3.0.
At the termination of the proceedings, the Dean of School shall write to the student. If the Dean of School finds the student had committed an act of misconduct, the letter shall set out the alleged misconduct, a brief summary of evidence received, the grounds for the decision that an act of misconduct had occurred, the penalty imposed, and the factors taken into account in deciding the penalty. A copy of the brief record of the proceedings and any letter to the student shall be lodged with the Quality and Assurance Office.
In either of the cases below, the Dean of School may refer the matter to the Student Disciplinary Panel under the procedure set out below:
There is a right of appeal against both a decision that an act of misconduct had occurred and any penalty imposed under this procedure. The appeal may be addressed to the Chairperson of Senate within 10 calendar days of receiving a disciplinary letter. The Vice Chairperson of Senate shall within 15 calendar days make a decision which should be final.
If a matter is to be referred to the Student Disciplinary Panel, the Dean of School shall notify the Quality Assurance Office. The Quality Assurance Office shall convene the Panel and shall notify the student in writing of the alleged misconduct and of the arrangements for further consideration of the student’s case. If there are a series of related alleged misconducts involving one or more students the Panel may, at the discretion of the Chair, deal with all the allegations at one hearing.
The matter shall usually be considered at the next scheduled meeting of the Student Disciplinary Panel. However, after the initial interview between the student and the Dean of School the student shall be given a minimum of 10 working days’ notice before the meeting of the Panel and invited to attend except where the Dean has agreed in writing that shorter notice is acceptable.
Membership of the Panel shall be drawn from a pool of staff members nominated by Deans of Schools and nominees of the Students’ Union. Different staff will be involved in offering guidance to students, than those serving as Panel members. Each meeting of the Panel shall comprise at least two staff members, one of whom shall be Chair, and one nominee of the Students’ Union. All Panel members shall be drawn from outside the student’s School. An officer of the Quality and Enhancement Office shall act as Secretary but shall not constitute a member of the Panel or take part in the decision making. The Dean of School or nominee shall attend to present the case.
The Secretary of the Panel shall ask the Dean of School or nominee to set out the allegation(s) in full (and to name witnesses, if any, to be called) in advance of the hearing. A copy shall be sent to the student at least 10 working days before the hearing. The student shall respond in writing no later than 5 working days before the hearing to the allegations provided in writing, outlining the basis of their defence against the allegations and naming witnesses, if any, who are to provide evidence in writing or who are to be called. Evidence to be provided in writing must be submitted no later than 5 working days before the hearing. The Dean of School or nominee and the student may call witnesses. The Secretary of the Panel may also call for witness statements in support of the allegation in advance of the hearing. If such statements are requested they are required to be submitted to the Quality Assurance Office at least 5 working days before the allegation is heard. Such statements shall be circulated to all parties in advance of the hearing. The Order of Proceedings shall normally be as follows:
The order may be varied at the discretion of the Chair. Witnesses can be required to attend to give evidence in person. The Panel may accept a witness’s written statement in evidence where the student agrees that the witness need not attend, or where it is impracticable for the witness to attend, or where in the opinion of the Panel it is for some other reason in the interest of justice to do so. The Panel may impose time limits on oral addresses and submissions. The Panel shall rely only on evidence presented at the hearing, or in written format beforehand.
The Panel may ask for additional enquiries to be undertaken and may call for additional witnesses to attend. If two or more students are involved in related allegations of misconduct, the Panel may at its discretion deal with their cases together.
Exceptionally, at the discretion of the Panel, proceedings may be adjourned for a period not normally exceeding 20 working days in the first instance, and its decision deferred for that period. The Panel shall find a student had committed an act of misconduct, on the evidence before it, it is satisfied on the balance of probability that the student had committed the act of misconduct. If the members of the Panel cannot agree, the verdict of the Panel shall be that of the majority of its members. A decision that an act of misconduct has occurred should be made based on the evidence of the specific instance before the Panel. When considering the Penalty, the Panel should be permitted to consider evidence relating to similar types of misconduct previously confirmed. As an example, a Dean of School or nominee may refer to misconduct in a previous case relating to the Academic Misconduct where a breach of academic conduct is alleged. However, a Dean of School or nominee may not refer to proven misconduct in relation to damaging University property where the new allegation relates to the academic misconduct. Any evidence regarding previous misconduct cases of a similar nature must be considered alongside all other evidence submitted when deciding on a penalty, but must not form the sole or main evidence otherwise considered. Wherever possible, the decisions of the Panel, whether an act of misconduct had occurred and any penalty/penalties shall be communicated orally to the student after adjourning to consider the evidence and shall also be confirmed in writing, normally within 5 working days. Where this oral communication is not possible the decisions of the Panel shall nevertheless be communicated in writing to all parties, normally within 5 working days. The decision of the Panel shall be communicated to the School. Except with the authority of the student, the proceedings of the Panel shall remain confidential, with the exception of its verdict and any penalty imposed.
5.1.1 The effective enforcement of the Code of Conduct will depend, very much, on the extent to which its provisions are understood, accepted and internalised by the students, staff and other stakeholders. Therefore, the document will be disseminated as widely as possible through various channels as follows:
The enforcement of the Code of Conduct, that is, its general rules and regulations shall take effect upon the date of the same being approved by the Senate.
“Course Materials” means Modules, Study Guides, Handouts, or any other instructional resources.
“Disruptive/Disorderly Or Riotous Behaviour” means shouting or speaking loudly on the phone or not and includes violent conduct that may cause fear and apprehension among those in the vicinity.
“ODL” means Open and Distance Learning.
“Prohibited Drugs” has the same meaning assigned to such drugs by the Dangerous and Pychotropic Substances Act of Zambia
“Not Examined” is recorded against a student who either did not write her/his examination or she/he was prevented from writing a particular examination for infringement of any of the provisions relating to examinations under this Code of Conduct.
“Relevant Authorities” means Senate, Vice Chancellor, Registrar, Dean of School, Director.
“Sexual Harrassment” has the same meaning assigned to it under the laws of Zambia
“Student Disciplinary” means a body constituted by the Vice Chancellor from Panel among senior academic and non-academic staff to which all cases of breach or infringement of any part of this code of conduct shall be referred for hearing and determination.
“Unauthorised material” means Books, Study Guides, Modules, Statutes not authorized to be taken in the examination room as well as phones, note pads and all recording and copying devices.
“CUZ Premises” means classroom, Library, Hall of Residence, Residential School or face – to – face instruction facility, Administration offices and Staff/Lecturer Rooms
The purpose of the Student Charter is to set out the partnership in learning between the University and its students.
The Student Charter is a statement of Cavendish University Zambia’s aspirations and mutual expectations of staff and students, as they work together to achieve the University’s Mission. Expectations are drawn from the University’s policies and procedures.
The Student Charter details the partnership between the University and its students. The achievement of the University’s Mission is only possible through the respectful interactions of all members of the University community, fair student representation and active student participation in University life and community.
The Student Charter applies to all students (non-award, undergraduate, postgraduate and research) of Cavendish University Zambia (henceforth “CUZ” or “University”) regardless of the learning mode and location of their studies. The Charter was developed in consultation with students, through their representative bodies, and staff.
In pursuit of our Mission, the University is committed to our 10 guiding principles:
Students can expect:
The University expects students to:
Students can expect to:
The University expects students to:
Students can expect:
The University expects students to:
Review
Academic Registrar
Approved
Executive Director
Vice-Chancellor
Chairperson of University Council
This document is the supreme policy that consolidates Cavendish University Zambia (CUZ) Senate’s decisions that have been made into policies. It contains various policy statements that guide the design and implementation of academic programs at CUZ.
Statement 1: The interpretation of this Policy document shall rest with the Senate subject to appeal to the University’s Board of Directors whose decision is final.
Statement 2: In this Policy document, unless the context otherwise requires, the following terms are hereby defined:
“Academic Credit” A value allocated to a course unit to describe the student workload required to complete the course. It is a reflection of the quality of work each course requires in relation to the total quantity of work required to complete a full year of academic study at the University such as lectures, practical work, seminars, tutorials, laboratory and/or library work, continuous assessments, examination and other assessment activities. Credits can also be allocated to practical placement and to thesis/dissertation preparations when these activities are assessed as an integral part of the official programme.
“Academic Hour” means the number of hours students are taught by faculty through face-to-face contact in classrooms or clinical practices per course in given academic years.
“Academic Department” means a line administrative academic entity associated with a particular discipline within the University, Institute or School in charge of designing and implementing curricula, conducting research activities and rendering community services.
“Academic Dress” means regalia, which must be worn by all graduands attending a university graduation ceremony. This consists of the gown, hood and cap (mortar board).
“Academic year” means such period of twelve calendar months or equivalent in contact hours and usually consisting of two semesters or as the University’s Board of Directors may from time to time prescribe.
“Administrative Department” means a segment of a division of performing specialized professional and staff functions so as to achieve strategic and operational objectives of the University.
“Chancellor” means the titular and ceremonial head of every institution of higher learning in Zambia and presides over all graduation ceremonies.
“Convocation” means a ceremony held by the University when students receive degrees, diplomas or certificates after successfully completing prescribed course of study.
“Course of study” means a period of study at the University that leads to an examination or a qualification.
“Course” means the structure for a certificate, diploma, degree or other academic qualifications and the subjects of study in that course.
“Dean” means the Administrative Head of a School.
“Degree or Diploma” means a qualification based on a structured course in a given discipline conferred upon an individual for the completion of a program or courses of study.
“University Council” means the Council of CUZ established under article 101 of the CUZ Statute.
“School” means an academic organ of the University composed of various departments that provide general or specialised educational programs.
“Financial Year” means the financial year of the University as provided for under articles of the CUZ Statute.
“Graduate means” a person upon whom a degree or other academic qualification has been conferred by the University.
“Institute” means a tertiary institution or an institution of higher learning duly recognized by the Laws of the Republic of Zambia, whose object is the provision of higher education offering courses of study leading to the award of certificates, diplomas and degrees in its own right and conducting research and publishing.
“Lecturer” means a member of staff of the University who, in terms of appointment, is a professor, associate professor, senior lecturer, lecturer, assistant lecturer or tutorial assistant or a person who holds any other teaching position which the Board of Directors have recognized as a post having academic status in the University.
“Internal Moderator” means an academic member of staff of CUZ at the rank of senior lecturer and above who has been nominated by a Department/Faculty, School or Centre from any relevant department/faculty, Centre or school of the University and approved by senate to moderate examinations. A moderator is expected not to have taught the students being examined in that academic year.
“Officer of the University” means a duly authorized member of staff involved in specific administrative and managerial responsibilities for specific functions of the University.
“HEA” means the Higher Education Authority.
“Quality” means all policies, systems, and processes directed at ensuring the enhancement and maintenance of the quality of educational provision within the University with specific reference to the standards set out in Zambia Qualifications Framework.
“Vice Chancellor” means the Chief Executive Officer (CEO) and Administrative Head of the University.
“Deputy Vice Chancellor” (DVC) means any appropriately appointed officer who deputizes the Vice Chancellor for specific functions defined in his or her job description.
“Semester” means a period of study consisting of 15 study weeks or equivalent in contact hours or as may be prescribed by Senate of CUZ.
“Senate” means the supreme organ responsible for academic affairs, research, and education in CUZ.
“Statutes document” means that document prepared and sanctioned by the University’s Board of Directors binding all University’s officers and setting the authority, responsibilities, structures, operational units, and mode of operations to ensure that the University meets the requirements and standards of academic excellence set in the Zambia National Qualifications Framework and under the strict guidance of the Higher Education Council
“Student” means a person who is studying at the University or its satellite Institutes;
Statement 3: All CUZ curricula shall be designed and developed to meet the needs of the local market as well as regional and global labour force. Emphasis is placed on both employability and job creation through entrepreneurial creativity.
Statement 4: Any programme to be designed begins with consultation with stakeholders and then proposal from the Department concerned. A Department level validation workshop is held to ensure that the proposed programme is relevant and needed by the market. The proposed programme is then forwarded to the DVC, Academics and then to the Senate for validation. It is then approved or rejected by Senate. The Senate then recommends the validated programs to the Board of Directors for final approval. Not until this approval is obtained will any addition or change be effected. Before inclusion of a new program, care is taken to be sure of sufficient student enrolment and tuition or some subsidy. In case of uncertainty, the additional programme is postponed.
Statement 5: In consultation with different stakeholders, constant evaluation of current programs is effected to determine where updating is required. Proposals for review of programs may come from different sources: CUZ administration, teaching faculty, students, government authorities, leaders in non-governmental organizations, the private sector and industry.
Statement 6: Program reviews are done every three years or when it is determined that specific market related demands or corrections identified need to be attended to urgently or whichever is first.
Minimum Admission Requirements
Statement 7: A candidate for a certificate, diploma or degree, in any Department, Faculty, School, or Centre must comply with the conditions and meet the selection criteria set out by the Higher Education Authority (HEA) and in the University’s admissions policy approved by Senate.
Statement 8: CUZ admits to its bachelor degree programme only grade 12 students who have obtained at least a minimum of five credits in or better. Applicants with the equivalent grades from other countries may be admitted into CUZ academic programs. Diploma holders may be admitted onto CUZ programs on recommendation from the admissions committee. The right of admission remains with the University.
Equal Opportunity Admissions
Statement 9: CUZ pursues equal opportunity enrolment to all potential candidates based on merit. Male and female applicants with different abilities are given equal opportunity to be admitted at CUZ. The Admissions Office, however, has the right to refuse or revoke admission to any student should it consider that such admissions are detrimental to the interests and mission of the University and the public.
Statement 10: The University reserves the right to review or change the admission regulations and set higher thresholds of minimum requirements without giving prior notice.
Application Procedures
Statement 11: Applicants are required to fill in the University application form enclosing certified copies of academic testimonials, copy of the National identity card, notarized copy of the passport in lieu of the national identity card and recent two passport size photographs. All applications are subject to a selection process. Applicants will be notified upon submission of their application of whether or not they meet the minimum admission requirements.
All local students will be required to submit photocopies of Grade 12 certificates certified by the Examinations Council of Zambia (ECZ). Foreign students will be required to submit certified photocopies of their certificates by examining bodies in their countries supported by the original certificates failure the University reserves the right to reject the candidate’s admission.
Selection for Admissions
Statement 12: Applications are analysed by the admissions office and referred to the Registrar for further analysis and issuing of provisional admission letters. The CUZ Admissions Board sits at the beginning of each academic year to ratify the admissions.
Statement 13: The Admissions Board may refuse to admit any student to a course of study in any subject if the standard of proficiency which the student had previously attained is not, in the opinion of the Board, sufficiently high.
Statement 14: Registered students of another Zambian or internationally recognized Higher Learning Institution (HLI) who desire to be admitted to the Cavendish University Zambia may be admitted based on the credibility of documents presented and the accreditation status of the aforesaid HLI, subject to the approval of the Admissions Board.
Statement 15: Students may not be admitted to any course in any subject until their curricula have been approved by the Senate.
Statement 16: Registration shall be done two weeks before the commencement of the academic year and at most not later than two weeks after commencement of the academic year for applicants on the supplementary list. Students failing to register before the deadline will forfeit their place of admission. To register, new students must bring along the admission letter, original copies of Grade 12, academic or equivalent certificates and National Registration Card or passport for overseas students.
Statement 17: At the beginning of each semester, each student is required to renew his/her registration to enable the University track active and students who have deferred their studies. Students may be refused permission to renew their registration for any period of study if they fail to satisfy the prescribed minimum requirements of study. Students who defer studies are required to fill-in the requisite deferment forms.
Statement 18: To register, students must show evidence from the Accounts Office that they have paid the following: registration, at least 50% tuition, exemption if applicable and user fees.
Statement 19: Tuition fees for each academic year is payable in advance that is, it is paid at the beginning of each semester. No student will be allowed in class without having paid at least 50% of the tuition fees. Instalment payments may be negotiated and obtained from the Director of Finance and the beneficiary must sign the contractual agreement and must abide by it.
Statement 20: All payments must be done through bank account using officially designated CUZ Bank Account Numbers. The Finance Office shall publish details of such accounts at the beginning of each academic year and notify students of any change thereof. Original copy of the bank slip must be presented to the Accountant to obtain a receipt for proof of fees payment. Under no circumstances, shall tuition fees paid be refunded except in exceptional circumstances.
Statement 21: All registered students will be issued with CUZ Identify Cards (IDs), valid for one academic year. No student shall be allowed in university premises the campus without a valid ID card. No student shall be allowed to attend lectures, do any practical work or sit for any examination or use any of the University facility/property unless he/she is a registered student.
Statement 22: Cases of falsification of documents or giving any false or incomplete information shall lead to the automatic cancellation of admission/registration. Legal actions may also be taken against the culprit. A student found to have presented falsified documents shall lose his/her place in the University (shall be dismissed) any time it is discovered and shall automatically lose all achievements (awards) attained to date of the discovery.
Statement 23: The Senate may refuse students permission to renew registration in any Department, Faculty, School, or Centre if they are deemed to be unable to benefit from further study, or if they have:
Statement 24: The Senate may, after the semester examinations in any academic year, cancel students’ registrations for the remainder of that academic year for failure to meet University standards. In extreme instances, Senate may refuse students permission to renew registration in any Department, Faculty, School, or Centre if the students are unable to meet the minimum requirements of study prescribed by the Department, Faculty, School, or Centre by the end of the academic year, in which they are registered. Students will not be allowed to register for another course if they have not successfully completed a current semester course.
Statement 25: Except with the special permission of the Senate, a student who has been excluded on account of failure to satisfy the minimum requirements of study prescribed for in one Department or Institute or School may not be admitted to any other Department, Faculty, School, or Centre of the University. A student may not be registered for more than one certificate or diploma or degree at the same time such as full-time and distance learning within the University.
Statement 26: There shall be an academic calendar prepared by the Registrar and approved by Senate, which shall define the duration and major activities of the University in a year and in line with the requirements of the HEA.
Statement 27: Annual Calendars must be prepared at least two years in advance, but may be modified as required by specific needs.
Statement 28: The Registrar shall prepare and distribute Semester schedules (Timetables) to the Schools, Centres or Institute two weeks before commencement of a Semester.
Statement 29: Heads of Departments shall verify that all programmes schedules are correct.
Statement 30: A candidate for a certificate, diploma or degree must attend the courses, perform the work and pass the examinations which are prescribed for that certificate, diploma or degree.
Statement 31: Subject to any exceptions approved by the Senate, students are not deemed to have attended the University in any academic year or any semester unless they have attended for at least 80% of that year or that semester. For the purpose of this policy, “academic year” and “semester” are defined in the University Academic Calendar.
Statement 32: Candidates may be required to devote to the curriculum for a certificate or diploma or degree normal periods specified in the academic policy. The distribution of the modules/courses in the curriculum under the semester system follows a minimum of four (4) and a maximum of six (6) courses/modules.
Statement 33: Candidates for a certificate, diploma or degree must comply with all the requirements which the Senate has approved for each subject taken by them. These requirements are defined in each program curriculum and detailed syllabus.
Statement 34: The majority of module units at CUZ are worth either 10 or 20 credits.
Generally, one CUZ credit is equivalent to 10 hours of work.
The number of formal contact varies considerably between modules of subjects. Some modules will normally have more contact hours than in others.
Statement 35: Credit hours and course work are subdivided into lectures, seminars, workshops, laboratory (practical work), structured exercises, set reading, self-directed study, and assignments preparation and writing. The specific number of hours for each learning activity is defined in each module descriptor. Lecture hours vary between a minimum of 20 credit hours and 45 credit hours depending on whether a module is 10, 15 OR 20 credits. 1 credit=10 notional learning hours. If a module is 20 credits, then the total learning hours are 200 hours. These are divided into contact hours, tutorial, practical, case studies etc. They must finally total to 200 hours.
Statement 36: All learning activities referred to in statement 34 above may be evaluated as part of continuing assessments totalling to 40% of total evaluation. The proportion assigned to each learning activity as percentage of total marks may be varied depending on the nature of the course/module.
Statement 37: All students must participate in continuous assessment which at the minimum shall include at least continuous assessment, tests, case studies and assignments per course/module per semester. All students are obliged to respect written, continuous assessment, tests and final examinations instructions, failure to respect such instructions may lead to disqualification of the students. Such participation must be certified.
Statement 38: Except as provided for in terms, a candidate obtains credit for a course on meeting the requirements set for that course. In the modular system of the CUZ, credits range between 10, 15 and 20 per course/module undertaken.
Statement 39: Except where otherwise provided for in a Department, Faculty, School, Institute or Centre or where in exceptional circumstances the Senate waives this requirement, students may not;
Statement 40: Subject to any exceptions approved by the Senate, a student must have obtained a minimum number of credits in a lower level course/module before progressing to the next level.
Statement 41: The University believes in promotion of academic freedom. Academic freedom involves freedom in teaching and discussion, freedom in carrying out research without commercial or political interference; freedom to disseminate and publish one’s research findings; freedom from institutional censorship, including the right to express one’s opinion publicly about the institution or the education system in which one works; and freedom to participate in professional and representative academic bodies.
Statement 42: Staff and students must exercise Academic freedom in a manner that meets a faculty member’s professional and ethical obligations to students, to the University and its reputation and to the general public good. This is more so as genuine academic freedom also comes with the responsibility to respect the democratic rights and freedoms of others.
Statement 43: The faculty member is a member of a learned profession, a member of the community, and a representative of the University. When faculty members speak or write as members of the community, they are free from institutional censorship or discipline, but, they are expected to remember that the public may judge the profession and Institution by their utterances.
Rationale
The purpose of this section of the Academic Policy is to achieve coordinated and consistent examination practices in the University. It sets out the principles underpinning the management of examinations which is a cornerstone to CUZ goals and objectives. The integrity of the assessment process is central to both quality of learning, experience and integrity of the University. This requires properly structured examination management procedures, which are clearly spelt out as to leave no benefit of doubt.
Statement 44: The examination framework principle encompasses:
Statement 45: The setting of examinations shall be done by an Internal Examiner (IE) for the course/module who shall be a full-time or part-time member of staff who has taken part in the teaching of the course being examined, and who is involved in the examination process for the course.
Statement 46: The IE must set a standard examination reflecting the following:
Statement 47: Examination papers shall set the first month of the Semester based on learning outcomes.
Statement 48: Each Department, School or Centre shall have an examination coordinator appointed by the Deputy Vice Chancellor, Academics upon recommendation of the Head of Department, Deans of Faculties or School or Centres.
Statement 49: Examination question papers shall be submitted directly to the Assistant Registrar in charge of examinations where sufficient security measures shall be put in place to prevent unauthorized access to the examinations. All exams shall deposited in the examination strong room upon completion of printing.
Statement 50: The Assistant Registrar in charge of examinations shall receive the examinations on behalf of the Registrar by opening a black book where the examinations are recorded and signed by both parties (one submitting and one receiving).
Statement 51: The submitted examination question papers shall be accompanied with designed proofreading certificates to show evidence of proofreading having been properly done. The certificates shall be distributed to the Departments, Schools and Centres by the office of the Registrar.
Statement 52: The Assistant Registrar in charge of examinations shall arrange for internal moderation of the examinations by subject or module experts duly approved by the Deputy Vice Chancellor, Academics before they are sent to the Registrar for moderation by external examiners. In the case of examinations done at the end of each module it may be construed that the moderation by the faculty subject experts’ moderation team is adequate.
Statement 53: The Assistant Registrar, Examinations shall submit internally moderated examination question papers to the Registrar who shall in person or through reliable courier services deliver them to the external examiner.
Statement 54: External examiners shall moderate the examinations and make their comments through written report or on the question papers both of which must be signed by them. Upon receipt of the External Examiners reports, the Assistant Registrar, Examinations shall call Examiners Board meetings to discuss the reports and make the necessary corrections.
Statement 55: In the event that time does not allow for moderation of examination question papers by the external examiner the Registrar shall in writing request the Examiners Board to moderate the said question paper(s) provided that a satisfactory explanation is given as to why external moderation is not possible.
Statement 56: The corrected and moderated question papers with EEs’ comments/reports and soft copies shall be in the custody of the Registrar at least five days before the beginning of examinations for safekeeping and processing. Other copies of the same examinations shall immediately be permanently destroyed and soft copies double deleted.
Processing Examinations
Statement 57: The processing of examination papers in terms of printing, collating, stapling and packaging shall be done in the Examinations office under the direct supervision of the Assistant Registrar. Examinations are administered under strict procedures that must be complied with by all parties to the examination process. This is a quality assurance issue that must be respected and adhered to.
Statement 58: Printing of examinations shall be done at least two days before the start of examinations. The examinations officer shall ensure that examinations are printed in sufficient numbers, the security of examination papers until the examination time and availability of examination papers on the day of examinations. All the unprinted and printed examination papers shall be put under lock and key at all times.
Statement 59: All University printed examinations should bear secret marks to differentiate them from the Departments’, Faculties’, Schools’ or Centres’ examinations or tests.
Statement 60: All the papers spoilt during the printing should be shredded and burnt. The computer containing the examination should not be connected to the internet and examination folders are protected by the use of password.
Admission to Examinations
Statement 61: Subject to any exceptions approved by the Senate, the student may not be admitted to any examination in any course unless the Head of the Department, Faculty, School, or Centre concerned has certified that the student has satisfactorily attended at least 80% of the class meetings and activities for the course/module under examination, and has satisfactorily performed the learning activities of the class.
Statement 62: Certification of attendance and participation in learning activities specified in Statement 34 above shall involve the Heads of Departments notifying and certifying to the Registrar immediately after the last class meeting for the course/module that the student has successfully completed the minimum requirements of the course/module.
Statement 63: Subject to any exceptions approved by the Senate, certification/notification of satisfactory completion of the minimum requirements of the course/module is valid only for the examination of the semester in which it was issued. In the case of students who do not return to the Department, Faculty, School, or Centre in any year for reasons of sickness, accidents or financial constraints the Head of Department may extend the certification/notification accordingly, provided the interruptions of study do not exceed one academic year.
Statement 64: A student, before being admitted to an examination or certificate, or diploma or degree shall pay such fees as may be prescribed in each case.
Statement 65: The University Council may refuse to admit to any examination or certificate, or diploma or degree a student who has failed to pay any fees due to the University.
Statement 66: The Heads of Departments or Faculties or Schools or Centres in which the course/module under examination is taught shall, ex-officio, act as chief examiner; provided that they may, with the permission of the Senate, delegate their examining duties to any member of the staff of their Department, Faculty, School, or Centre.
Statement 67: A candidate whose work or progress is considered unsatisfactory may be required by the Board of the appropriate Department, Faculty, School, or Centre and endorsed by University Senate to repeat or to withdraw from the University or any part of the course before admission to an examination. Failure in an examination, including a session or semester examination may be regarded as evidence of unsatisfactory progress.
The Conduct of Examinations
Statement 68: All examiners will be required to undertake oath of confidentiality a week before the examinations and submit a copy to the Heads of Departments, Deans of Schools or Centres.
Statement 69: The Senate shall be the final authority in deciding the result of an examination. It may delegate this responsibility to the Examiner’s Board that receives and analyses results for presentation to Senate.
Statement 70: The conduct of examinations shall start with the examination office issuing the chief invigilator with all examination papers and related materials from the registrar at least half an hour before the start of all respective examinations. The following documents shall be issued:
All the above documents shall be returned to the Assistant Registrar Examinations at the end of the examination.
Statement 71: The Deputy Vice Chancellor, Academics shall ensure the uniformity in colour and appropriate stamping of examination answer booklets.
Statement 72: Invigilators who are normally academic members of staff shall be appointed and briefed by the Head of Department, Dean of Faculty, School or Centre, who is the chief internal examiner for his/her academic unit.
Statement 73: Names of all invigilators for various examination papers and examination timetables shall be prepared by the Head of Department in close collaboration with the Assistant Registrar examinations and submitted to the Registrar copied to the Deputy Vice Chancellor, Academics one month before the start of the examinations.
Statement 74: A minimum of two invigilators shall be allocated to each examination room and at least four invigilators shall be allocated to each large class. One of these shall be the chief invigilator. The chief invigilator shall be the one who set the examination paper being done. Where an academic unit cannot provide sufficient invigilators, this is to be drawn to the attention of the Registrar well before the examination period commences. If the Registrar is unable to resolve such a shortfall, it will be drawn to the attention of the Deputy Vice Chancellor, Academics.
Statement 75: The chief invigilator shall ensure that all examinations start and end on time. The chief invigilator shall ensure that all the unused examination booklets and other examination materials are returned to the Registrar, normally not later than 30 minutes after the examination.
Statement 76: Invigilators under the direction of the chief invigilator shall be responsible for security and laying out of examination papers and such other duties specified in the instructions to invigilators.
Statement 77: The duration of examinations shall be 3 hours.
Statement 78: Examinations may be scheduled any day of the week, from Monday to Sunday, including public holidays.
Types of Examinations
Statement 79: Unless the contrary should appear from the context of the provisions of this policy and procedures, an examination shall consist of such written, oral or other form of test as the Senate may prescribe in each case.
Statement 80: The examiners may require students to present themselves for viva voce questioning, in addition to the tests prescribed by the Senate under Statement 46 above. The percentages of the total marks awarded for written, practical and oral examinations in any subject or course shall be determined by the Senate or, in that behalf, by the Board or academic committee of a Department, Faculty, School, or Centre as the case may be.
Statement 81: Except as may otherwise be prescribed in this policy document ordinary examinations shall be held only at the end of each modules or semester as may be prescribed from time to time.
Statement 82: The Pass mark for all CUZ’s examinations is 50% consisting of both continuous assessment and final examination. Students scoring less than 50% in any subject shall be regarded to have failed that subject.
Statement 83: In exceptional cases the Senate through the Board of Examiners may grant permission to a student who has missed examinations as may be the case, to sit for Deferred examinations in that semester when they are offered. A student can only be considered for deferred examinations if they have made 100% payment by the due date as per the Academic Calendar. Deferred examinations may only be permitted under the following strict conditionsfor a genuine and grave cause, supported by documentary evidence, that made him/her unable to present himself/herself in the end of semester/annual/clerkship examinations. The student will bear the full cost of the exam, unless waived by VC or DVC.:
Statement 84: Candidates for Special Examination shall wait when the course/module in question is being offered to another group/cohort and then join that cohort to undertake the examination.
Statement 85: A student who fails a course/module shall repeat the examination in that course. Repeat means the student must attend lectures, obtain new continuous assessment marks and final examination in that course/module. The student shall pay specific amount for the retaken paper to cover administrative costs of the examination.
Students who repeat an examination are required to register for the examination at the beginning of the semester using the repeat form.
Statement 86: A student who undertakes only one of the two continuous assessments (CAs) shall not be allowed to sit the final examination. A student who fails a CA shall not be allowed to sit a final examination. The pass rate for both CA and final examination is 50%.
Statement 87: A student who qualifies for a repeat examination must wait when the course/module in question is being offered to another group/cohort and then join that cohort to undertake the examination.
Statement 88: The results of the repeat examinations shall be calculated by taking into account the same component elements as those used for the ordinary examinations.
Statement 89: If a student fails one module in a final examination, he/she will be required to sit a supplementary examination. A student who fails two modules will be required to repeat the two modules in that semester and will be allowed to progress to the next semester. A student who fails three modules in a semester will not be allowed to the next semester but repeat the modules.
Approval of Results
Statement 90: The Assistant Registrar in charge of Examinations shall direct all Departments, Faculties, Schools and Centres, or any such relevant academic unit to hold a departmental, faculty, School or Centre examinations Board meeting to deliberate and approve, at their level, the results of examinations of particular semester and submit detailed report and minutes to Senate for further analysis and approval.
Statement 91: Senate is the supreme body that approves all results of the University and authorises their publication as the official results. Senate reserves the right to reject the results submitted to it by the lower boards if it deems it appropriate to do so on the basis of the depth and as well as the satisfactory analysis or lack thereof. Such rejected presentation of results must be re-submitted to Senate within a week for further analysis and approvals.
Publication of Results
Statement 92: Subject to any exceptions approved by the Senate, the results of examinations for all courses/modules, arranged in a manner as prescribed by the Senate or on their behalf, shall be published by the Academic Registrar and or the Assistant Registrar in charge of Examinations and Results or as may be decided by the Senate at most one day after Senate approval is obtained. All duly published results shall be sealed appropriately by the Registrar as University’s official results.
Examinations, Results, Verification and Re-Marking
Statement 93: The Senate may permit a student to have a re-mark of examination script(s) and re-count of all calculations of marks in respect of the examination in any particular course, on payment of the prescribed fee. Reasons for such a request must be clearly stated in the Results Complaints Form.
Statement 94: In exceptional situations Senate may permit students to have their scripts re-examined on payment of prescribed fees. In exceptional situations, Senate may permit relaxation of this rule.
Statement 95: The result of the re-examination and/or re-count shall supersede the result of the original examination. Thus a student who applies for a re-examination may be awarded a lower mark and thereby forfeit any advantage (e.g. permission to write a supplementary examination) accruing from the original mark.
Statement 96: Re-examination of scripts and/or re-count and remark of supplementary or repeat examinations is not permitted.
Statement 97: University examinations shall be conducted under the control of the Registrar or such other officer of the University as the Registrar may appoint.
Statement 98: The examiners for University examinations shall be appointed by the Senate, in the manner it shall prescribe.
Statement 99: Every University examination shall be conducted by a Board of examiners headed by the Deputy Vice Chancellor, Academics, which shall consist of one or more examiners appointed from outside the University, in conjunction with one or more of the teachers of the candidates in the subjects under examination; except that, in the case of the re-examination of candidates who have failed in the ordinary University examination, all the examiners may be appointed from within the University, provided that at least one of them had no part in teaching the candidates the subject or subjects under examination.
Statement 100: External examiners shall be entitled to such honoraria as the University Board of Directors shall prescribe.
Statement 101: The Registrar shall have power to issue such instructions, notes or guidelines to candidates, invigilators and examiners of University examinations as he/she shall deem appropriate for the proper, efficient and effective conduct of such examinations.
Statement 102: The instructions, notes, guidelines issued by the Registrar under statement 71 shall form part of and be as binding as those already spelt out this policy document.
Statement 103: A candidate who deliberately absents himself/herself from an examination or examinations without compelling reasons may at the discretion of Senate be discontinued from the University.
Loss of Scripts
Statement 104: The Loss of scripts shall apply to situations in which scripts, which have been certified as having been handed in by the candidates at the end of examination papers, are misplaced or found to be missing at the time of processing the examinations.
Statement 105: The chief internal examiner in the affected examination shall report cases of loss of scripts to the Academic Registrar immediately the loss is noticed. The Examinations Board shall investigate such loss of scripts and report to the Senate. Senate shall then decide how to determine assessment of candidates whose marks are missing as results of lost scripts and to determine the nature of action to be taken against those found to be responsible for the loss of the scripts.
Statement 106: The Registrar shall be the Chief Internal Examination Officer of the University. As such, he/she will have the following responsibilities:
Statement 107: In carrying out all these responsibilities, the Registrar will be helped by the Heads of Departments, Faculties, School, or Centre as the case may be.
Appointment and Roles of External Examiners
Statement 108: There shall be EEs who are normally renowned scholars at the level of senior lecturer or above.
Statement 109: The University Academic Board shall appoint EE on the recommendation of the Department, Faculty, School, or Centre through the academic board of the particular Department, Faculty, School, or Centre.
Statement 110: Examiners shall be appointed within the first month of the first semester of each academic year, and shall be invited to moderate the end of year examinations unless otherwise approved by the Senate.
Statement 111: The EEs shall not have taught the subject to the students to be examined whether as full-time or part-time staff members of the University during the last four (4) years or six (6) for the Faculty (School) of Medicine.
Statement 112: The EEs shall normally be appointed continually for not more than two (2) academic years, renewable annually.
Statement 113: If the current EEs are being invited for the last time, Departments, Faculties, Schools, or Centres shall start searching for new EEs to ensure the appointment within the first month of the following academic year.
Moderation of Marking of Scripts
Statement 114: The EEs shall moderate the marking of the scripts by the IEs to ensure that marking has been fairly done and is in accordance with an approved marking scheme. For this purpose, EEs shall be provided with:
Statement 115: During the moderation of the marking of scripts, EEs may indicate alternative marks, which may be higher or lower than those of IEs. In such situations, the EEs marks shall be final i.e. will be the ones used in the evaluation process.
Statement 116: Where student numbers will not allow the EEs to moderate the marking of all the scripts, they will be expected to review extreme cases plus a randomly selected group of candidates who have scored fail or distinction marks. The EEs will then obtain their views of the general performance by reviewing a manageable number of scripts randomly selected from the rest of the candidates.
Statement 117: The EEs may conduct oral examinations in respect of all extreme cases plus a randomly selected group of candidates from the rest of the class to give them a balanced view of the performance of the class as a whole.
Statement 118: The EEs may attend the Department, Faculty, School, or Centre Board of Examiners meetings during which each candidate’s performance shall be reviewed and decisions made in respect of each candidate as to whether the candidate has passed or failed the examination and at what level.
Statement 119: The EEs shall sign the final mark sheet, which contains the final decisions made in respect of each candidate by the Examinations Board. Such list shall not contain the Registration Numbers and/or Names of any students whose marks were incomplete at the time of the Examinations Board meeting or who did not sit the examination.
Statement 120: The EEs should take every chance while at the campus to look at the conditions in which the students are studying to enable them write a meaningful report.
Statement 121: The EEs shall, as soon as possible, submit a written report regarding the student’s performance in the examinations they moderated, and how, in their opinion, such performance may improve. The report shall be confidential, addressed to the Vice Chancellor and copied to the Head of Department, Faculty, School, or Centre. For this purpose, facilities shall be made available to the EEs within the University or Department, Faculty, School, or Centre, to enable the them produce the report before leaving the Campus, if they so wish.
Statement 122: The number of EEs to be invited per discipline shall be commensurate with workload of the discipline as dictated by the courses/modules the discipline teaches in the various curricula. The number shall be such that it can fulfil the roles outlined above.
Disposal of Examinations Scripts
Statement 123: The Academic Registrar shall be custodian of examination scripts.
Statement 124: Examination scripts shall not be disposed of prior to the passing of normally four (4) years after the candidate completes the programme.
Examinations Irregularities
Statement 125: All cases of alleged examination irregularities, including alleged authorization of absence from examination, possession of unauthorized material in the examination room, causing disturbance in or near any examination room and any form or kind of dishonesty, destruction or falsification of any evidence of irregularity or cheating in examination, shall be reported to the Senate Board of Examiners. The Board of Examiners may then refer the case to the students Disciplinary Committee, which shall have the power to summon the students and members of staff of the University, as it deems necessary and make decisions, subject to ratification by Senate.
Statement 126: No unauthorized material shall be allowed into the examination room. Subject to confirmation by the Senate, any candidate found guilty of bringing unauthorized material into the examination room in any part of the examination process shall be deemed to have committed an examination irregularity and may be discontinued forthwith from studies in the University.
Statement 127: Any candidate found guilty of cheating in relation to any part of the examination process shall be deemed to have committed an examination irregularity and may be discontinued from studies in the University, subject to confirmation by Senate.
Statement 128: Any candidate found guilty of causing disturbance in or near any examination room shall be deemed to have committed an examination irregularity and to have failed in the whole of the examination for that semester and may be discontinued from studies in the University, subject to confirmation by the Board.
Statement 129: Any candidate found guilty of commission of an examination irregularity and is aggrieved by the decision may appeal to the Senate in accordance with the provisions of these policy and guidelines.
Statement 130: In this policy and procedures:
Definition
Statement 131: For the purpose of this policies and procedures, examinations leakage is defined as any act which results in a candidate or a person having unauthorized access to or knowledge of examination questions or of any materials related to the examinations before the scheduled date and time of the examination.
Procedure to be followed in cases of suspected examination leakage
Statement 132: Any person suspecting leakage of an examination shall immediately report to the Academic Registrar who shall notify the Deputy Vice Chancellor, Academics. The latter shall constitute an investigating committee to investigate circumstances surrounding the suspected leakage of examinations and notify senate accordingly. The investigating committee shall make a report of their findings to the Senate within two (2) weeks.
Statement 133: Where leakage has been established, the Senate shall cancel/withdraw the examination and order a fresh examination to be set and administered.
Statement 134: The Senate shall take appropriate disciplinary action against those found to be responsible for the leakage.
Statement 135: A student or candidate has a right, in line with Statement 138, to appeal to the Senate in respect of any unfair marking, wrongful computation of marks or grades or other like irregularity alleged in the conduct of any examination.
Statement 136: Any student or candidate aggrieved by a decision of the University Board of Examiners may appeal to the Senate for reversal or moderation of the decision of the Board of Examiners.
Statement 137: Appeals shall be lodged directly with the Registrar who is the Chief Examinations Officer, who shall forward them to the Senate with observations and recommendations thereon.
Statement 138: Any member of the appellant’s Department, School or Centre Board of Examiners who participated in the making of the decision against which the appeal is lodged shall not have a voting right in the Senate over such an appeal and may participate therein only in terms of presentation of findings and recommendations of the appellant’s Department, School or Centre Board of Examiners, or answering queries, as the case may be, and shall otherwise be absent from the Senate session considering any such appeal.
Statement 139: Any person who has been involved at any stage in the processing of a case of alleged commission of an examination irregularity whether at first instance or in preparation for the appeal, shall be barred from participating in the making of a decision over such a case, except
The purpose of this policy and the Student Complaints Procedures is to provide the mechanism for resolving complaints made by students about their treatment by the University, the quality of service provided by the University or the conduct of University staff or students.
This policy applies to all students (non-award, undergraduate and postgraduate) of Cavendish University Zambia (henceforth “CUZ” or “University”) who wish to raise a problem or concern regarding their treatment as a student, the quality or delivery of a service provided by the University or the conduct of staff as being not in accordance with the expectations set out in the Student Charter, regardless of the location of those studies and whether they are conducted on-campus or off-campus.
The University is committed to promoting a ‘complaints friendly culture’, whereby complaints lead to useful information for the improvement of its services, by providing an easily accessible and responsive complaints handling process for students. Students have the right to make a complaint and to provide feedback about the University’s services and processes. Complaints made to the University are considered with courtesy, with due regard to confidentiality, and without fear of prejudicial treatment. All students are afforded procedural fairness as set out in this policy and the Student Complaints Procedures, being a fair opportunity to present their complaint and the right to have it considered by an unbiased decision-maker. All complaints are to be addressed in an equitable, objective and unbiased manner throughout the complaints handling process. Complaints are to be resolved in a timely fashion.
There is no assurance that all complaints may be resolved to the satisfaction of the student, particularly if they are related to the availability of resources for example, the timing and location of clinical placements or access to specialised facilities outside of the University’s standard operating hours.
This policy is accompanied by the Student Complaints Procedures. The Student Complaints Policy and the Student Complaints Procedures are complementary and should be considered in conjunction with each other.
As a general principle staff and students are mutually responsible for resolving problems quickly through discussion and/or in writing at the local level, limiting the number of people involved to a minimum, for the purpose of avoiding an escalation of the problem in scope and impact.
In resolving problems, interactions amongst students and staff, including those mediated through online application business systems, are to be based on mutual respect, fairness and fulfilment of their obligations as specified in the Student Charter. Students should consider the issue calmly and present their complaint in a measured and courteous manner upon which the University can reflect, identify how it may improve its performance and respond in a respectful way. Students who use aggressive, malicious or defamatory language in making complaints to or about staff or other students may not facilitate resolution of their concern.
As a general principle a complaint is to be made independently of an application for review or appeal of a decision/s. To determine whether the matter is a reviewable decision, refer to the Student Review and Appeals Policy.
When a student requests a review of, or appeals, a University decision the student may also have a complaint about his or her treatment, quality of a service or conduct of staff or students. The review officer or appeal body may not be in a position to respond to the complaint when considering the review or appeal. In such instances, the student may make a complaint in accordance with the Student Complaints Policy, which will be considered separately from the review or appeal of the decision by the appropriate University officer.
In order to make a complaint in accordance with this policy the complainant is to be a ‘student’ of the University as defined in section 5 of the Student Complaints Procedures. For the student’s complaint to be considered and properly or fully investigated in accordance with the Student Complaints Procedures, the student must maintain an active enrolment status with the University while the internal complaint handling process is ongoing.
It is recognised in some instances students may choose to make a complaint anonymously. While the University treats complaints reported anonymously seriously, it may be unable to either properly or fully investigate such a complaint or provide a decision or take action to resolve the complaint when the source of the complaint is unknown.
Where a student cohort or several students have the same complaint, those students may act as a group in making a complaint, provided that each student is seeking the same outcome.
A complaint will be investigated if the student has made it within 12 months or less from the event that is the subject of the complaint. Where a complaint is older than 12 months, in acknowledging its receipt, the relevant University staff member will advise that the University is unable to investigate it, unless there are extenuating circumstances.
The table below sets out the responsible officers for handling student complaints. The Quality Assurance Officer provides leadership in the handling of student complaints at the University. The Quality Assurance Officer considers complaints which arise from students, investigates as far as possible whether the University has acted fairly and reasonably and ensures matters are dealt with in a consistent and procedurally fair manner. The Quality Assurance Officer is not a decision-maker but may make recommendations to the responsible officer of the University Executive to resolve a complaint or to address systemic issues.
Student enrolment is the activity status of a student with CUZ. A student is enroled if he/she has paid the registration fee for the semester, is current on their tuition and other fee payments, is attending class with the intention of taking exams and is completing the course successfully.
An anonymous complaint is complaint made by a student who opts to keep their identity confidential.
A student cohort is a group of students commencing their studies in a particular year with the view of attaining the same academic programme.
Terms defined in the Student Complaints Procedure have the same meaning when used in this policy.
| Area of Complaint | Step 1 Informal Resolution | Step 2 Complaint to the relevant University Staff member | Step 3 Refer to Vice Chancellor |
|---|---|---|---|
| Conduct of Staff | |||
| Academic Staff | Head of Department Dean of school if the matter is specific to academic staff employed by CUZ. | Dean of School Deputy Vice Chancellor | Quality Assurance Officer |
| General staff | Approach the person concerned directly. | Manager of Service Area | |
| Conduct of Students | |||
| Individual or a Group of students | Approach the person or group concerned directly. | Dean of Students Academic Registrar if the matter is of academic nature. | Quality Assurance Officer |
| Student Union/Organisation/ Club | Approach the person or group concerned directly. | Dean of Students | |
| Services | |||
| Campus Services including accommodation, parking, sporting, food | Approach a front-line representative of the service area concerned directly or use student feeadback services and surveys. | Facilities Manager if the matter is specific to food or parking. Dean of Students if the matter is specific to accommodation, sporting activities. | Quality Assurance Officer |
| Information Services including library and learning resources, academic/learning/study support and IT services. | Approach a front-line representative of the service area concerned directly or use student feeadback services and surveys | Academic Registrar Executive Director | |
| Program, course and teaching quality including professional accreditation. | Approach the person concerned directly. | Dean of School Executive Director | |
Student Services including
| Approach a front-line representative of the service area concerned directly or use student feeadback services and surveys | Academic Registrar if the matter is specific to examinations, timetabling and graduations Dean of Students if the matter is specific to counselling, student disability, welfare, careers | __ |
The process of making a complaint is governed by the Student Complaints Procedures. The process has three steps:
The process is illustrated as a flow chart in Diagram 1 above, which is intended to be a useful guide for students on the process. However students who are making a complaint must have reference to the Student Complaints Procedures which governs the process of making a complaint.
All documentation relating to complaints will be kept confidential and shall be disclosed only to those persons who have a right to the information by virtue of their role in the complaints process, or as required by law.
Where a student complaint includes allegations concerning the conduct of a staff member, and the substance of those allegations may constitute misconduct or serious misconduct as defined in CUZ Human Resource Manual, the allegation shall be managed in accordance with the provisions in the relevant manual.
The Quality Assurance Officer will maintain a record of student complaints referred to the Quality Assurance Office. These records are maintained to protect the rights and interests of all parties; explain and justify the actions of the University and its employees; and document and explain the decision-making of the University. The record will include information about the complaint, including: what occurred; when it occurred; how it occurred; the parties involved; and the outcome. These records will form the data upon which the Quality Assurance’s Office Quarterly Report to the Senate Academic Regulations Committee on its activities is based.
The University, through the Quality Assurance Office, will periodically seek feedback on satisfaction with complaint processes from complainants, persons and bodies involved in addressing student complaints. The information will be used only for quality review and improvement purposes.
The University may decline to take action in respect of a complaint that is assessed as frivolous or vexatious. A complaint is deemed to be frivolous or vexatious where the complaint is:
Complainants who engage in unreasonable behaviour in respect of making complaints may be dealt with in accordance with the University’s Student Code of Conduct.
A request by a student to withdraw a complaint may be made in writing at any time during the complaints process to the relevant University staff member or the Student Ombudsman. Notwithstanding this, the University reserves the right to continue to investigate a complaint if required to do so to satisfy other requirements or protect its own interests.
In making a complaint a student requests a review (among other matters) of their treatment by the University, the quality or delivery of a service provided by the University or the conduct of University staff or students for the purpose of:
Where the student is dissatisfied with the University’s handling of their complaint, the student may lodge a complaint with the Vice Chancellors’ office.
Review
Academic Registrar
Approved
Executive Director
Vice-Chancellor
Chairperson of University Council
The List Dean’s List will be published at the end of every semester to recognise excellence in academic achievement for those students enrolled in undergraduate and postgraduate degree programmes at Cavendish University of Zambia (‘CUZ’ or the ‘University’). The Dean’s List aims to encourage the retention of these students to complete their undergraduate and postgraduate degrees and for undergraduate students to continue into postgraduate study at the University.
This policy applies to all students (non-award, undergraduate and postgraduate) of Cavendish University Zambia who are eligible for the Dean’s list.
A student refers to a person who has an active enrollment status in a programme of the University.
The Dean’s List is a formal published record of eligible students who achieve academic excellence in their current semester of study in a non-award, undergraduate and postgraduate programme.
The Dean’s List recognises and celebrates excellence in academic achievement in undergraduate and postgraduate study at the University. A Dean’s List may be prepared by each faculty. It will normally include only students registered in qualifications offered by that faculty.
If a student on a published Dean’s List is later found to be in breach of the Code of Conduct, the University reserves the right to remove them from that List.
All documentation relating to the process will be kept confidential and shall be disclosed only to those persons who have a right to the information by virtue of their role in the complaints process, or as required by law.
