Current Students

Registration of Continuing Students

Continuing students’ registration shall be done after a student has paid 50% of total university dues of that semester but with zero balance of the previous semester

After 30 calendar days a surcharge for late registration shall be imposed

A student shall be expected to present a copy of their identification card and a copy of the financial statement as an evidence of payment of at least 50% of tuition and 100% functional fees.

No student shall be allowed to register after 75 calendar days after the beginning of the semester. However, a student can be allowed to register if he/she gives a genuine reason for registration after the 75 days.

Fees Policy and Payment Procedures

Students shall be expected to pay the University dues through designated banks only. Payment in cash to the university or any university official shall not be accepted.

Access to University Examinations

No Student shall access the end of semester university exams unless one has paid tuition and other charges to zero balance.

Clearance for Graduation

Students shall be expected to complete clearance process for graduation within 30 days before the graduation date. The students shall appear on the graduation list only when he/she has paid all University dues to zero balance.

Fees structure is divided in three parts

1. Tuition
2. Function fees
3. Other Fees

The detailed University fees structure shall be determined by the University Council from time to   time.

Note: International students shall be required to pay equivalent rates in US dollars according to the prevailing rates as specified by NCHE and Inter University Council for East Africa (IUCEA)

Excess Payment and Refunds

Any student who pays excess money to the university shall be refunded after the completion of the course on request and consent from sponsor.

The refund shall be verified by the Finance department and approved by the Vice Chancellor.

Withdrawal from the University and Refund Procedure

1. Before the beginning of the semester, no refund charges shall be imposed on students.
2. A student shall initiate and justify a refund request to the Vice-Chancellor 75 days before end of the semester or no refund shall be processed.
3. The refunds on dues shall be calculated as follows:

• Within 14 calendar days after the beginning of the semester 90% of tuition and other charges shall be refunded or forfeited.
• Within 30 calendar days after the first 14 calendar days 70% of tuition and other charges shall be refunded or forfeited.
• Within 30 calendar days after the first 44 calendar days 30% of tuition and other charges shall be refunded or forfeited.
• After 74 calendar days from the beginning of the semester no refund of either tuition or other charges shall be allowed.

Orientation

Freshers are usually given one week for orientation in which they are introduced to important facilities in the university as well as other social aspects of life.

They expect to meet and hear addresses from the university officers like the Vice-Chancellor, Deputy Vice-Chancellor, University Secretary, Academic Registrar, Dean of Students, Deans of Faculties, University Librarian, University Bursar and the University Chaplain.

Registration

Students will be required to present the following documents at registration;

1. Original Admission letter and its photocopies.
2. A university financial statement from the Finance office of at least 50% payment of total university dues.
3. Original Uganda Certificate of Education (UCE) with results pass slip and photocopies of each.
4. Original ‘A’ level Certificate (UACE) or their equivalents with result pass slip and photocopies of each.
5. Original Diploma Certificate and transcript and photo copies of each.
6. Identity cards from the previous schools/colleges, national identity Cards and passports for foreign students.
7. One holy Bible (GN or NIV Bible) and one Advanced Learners Dictionary and a copy of the constitution and Penal code for students admitted to the faculty of Law.
8. Foreign students will need to have their results either equated or certified with UBTEB/UNEB/NCHE.
9. Students to bring six passport photos with them at registration.
10. All university students shall be issued with a student’s identity card at a fee. If lost or damaged the card shall be replaced at a fee.

Sitting arrangements

Arrangements for sitting will be made by Heads of Departments and invigilators.

Timetables

It is the responsibility of all candidates to study the dates and times of the examination(s) for which they are registered.

Candidates will be informed of the dates and times of examinations by means of the timetable and notices published at least two weeks in advance. Should there be a change in the timetable for an examination after it is published, the change will normally be brought to the attention of candidates by means of additional notices. Students will not be informed individually of timetable changes.

Beginning Examination

Candidates will be admitted to the examination room 30 minutes before the examination is due to begin but will be issued examination papers 10 minutes before the examination.  They must not begin writing before the time at which the examination is due to begin.

During these thirty minutes, the invigilator will:- Make an announcement to candidates to satisfy themselves that they are in possession of the correct paper. Call attention to any rubric at the head of the paper which seems to require attention. Announce that both sides of the writing papers must be used. He/She will then tell students when they may begin writing.

Materials not allowed in Examination

Candidates are required to supply themselves with pens, pencils, rulers, erasers, blotting papers, the usual geometrical instruments, and calculators.

Except for open book examinations, no books, bags or attach cases should be taken by candidates into the room.  Candidates are not allowed to use their own logarithmic tables. No mobile phones will be allowed in the examination.

Pioners of Invigilators

Invigilators shall have the power to confiscate any unauthorized book, manuscript, or other aid brought into the examination room, and to expel from the examination room any candidate who creates a disturbance.  They shall report to the Academic Registrar any case of a candidate suspected of giving or obtaining unauthorized assistance or of attempting to do so.

The Academic Registrar shall have the power to take any further steps he may consider necessary. He shall then report the matter to the Vice-Chancellor.

Number of Invigilators

For every fifty (50) candidates, one (1) invigilator shall be provided.  The Faculty Dean is assigned to make a list of invigilators of examinations.

Answer booklets

Candidates shall write their registration numbers and names distinctly at the top of the covers of every answer book or separate answer sheet which is handed in.

Rules

• Candidates shall bring their valid examination cards to each examination.
• Candidates must not write anything on question papers.
• Candidates shall be required to sign an attendance roll after handing over the examination paper to the invigilator.
• The use of scrap paper is not permitted.  All rough work must be done in the answer books and crossed out neatly through, or in supplementary answer sheets which must be submitted to the invigilator together with the main answer book(s).
• No candidate will move out of the examination room before the end of the examination.
• Candidates who may be permitted to leave before the end of the examination period must not leave their scripts on their desk but must hand them over to the invigilator.

At the end of the allotted time, all candidates shall stop writing when instructed to do so by the invigilator and shall gather their scripts together in order.  They shall not leave their desks until the invigilator has collected their scripts.

In an event of a student not being satisfied with a grade obtained in a particular examination, a student may apply to Academic Registrar for remarking of the examination paper in which the course was offered.

The application must be made within two weeks after the release of the examination grades by the AR’s office.

The application must contain valid justification for the request

The AR will ask the Heads of Departments and members of the department/faculty to review the case if remarking is warranted.

On approval of the request, an examiner other than one who originally marked the script, will remark the paper and the grade awarded will be final regardless of whether it is lower or the same as the first grade and will immediately be forwarded to the Academic Registrar (AR).  The AR will communicate the grade to the student.  No more appeal shall be allowed for remarking the same script

Assessment and Grading

Each course will be assessed in two parts:

Coursework (progressive/continuous assessment) shall contribute 50% of total marks.

Examinations shall be graded out of a maximum of one hundred (100) marks and assigned appropriate letter grades and grade points as follows:

NB:  All grades below C- carry no credit.  For one to continue studies in good standing he or she must maintain a Grade point average of 2.0

Graduation requirements In order to qualify for the award of a degree, diploma, or certificate of Bishop Stuart University, a student must have satisfied the University Senate in the following:

He/she must be registered full-time for as prescribed number of semesters for that particulars programme.

He/she must successfully complete the prescribed number of credit units for that particular programme.

Academic transcript All coursework grades must be recorded and averaged into the grade point average.  If a student fails a course, he/she must retake the course before the transcript is processed.  The new grade will be averaged in the grade average in place of the old one.  A failed course can only be retaken twice.

In an event where a student passes an examination for a course in a poor grade but is convinced he can do better, he/she may be allowed to re sit the examination on a request/approval and payment of a prescribed fee.

On attaining a better grade, his/her earlier poor grade shall be substituted. Courses/ Course units re-sat shall be indicated on the transcript as “RP”.   See Section No. 5 (Remarking)

A student shall normally be required to discontinue his/her studies if

• He/she fails the University examination on 3rd attempt.
• He/she serves more than 2 years from the expected year of completion.

A candidate must pass first semester examinations and second semester examinations before he/she is allowed to proceed to the next semester of studies, except that pending the results of a retake examination in at least two failed courses and with the permission of the Dean of his/her faculty or school, he/she may be allowed by heads of the relevant departments to attend classes in the higher semester of studies.

A candidate who fails examinations in the first year shall not proceed to the second year of the study.

Pass mark The pass mark in each course shall be 50% or 2.0 grade points.  A candidate must score 50% in course work and examination.  Coursework shall be marked out of 40% and examination at 60%

Retake

A candidate who fails the examination having failed not more than two courses shall be permitted to retake examination in the failed course and re-write the coursework. A candidate who fails the examination in more than three courses may be permitted to retake examinations in the failed course provided that he/she does not proceed to the courses of the following semester.  The candidate will retake the course and rewrite the coursework.

A candidate who fails the examination in more than three courses may be discontinued. To pass a retake examination a candidate must obtain at least 50% or 2.0 grade point of the marks in each subject  Retake special examinations of the previous semester just before the following semester only if there are special reasons which made him/her miss the previous examination.

Retake courses will be assessed out of 100%. A failed course can only be retaken twice. Retaken courses shall be indicated on the Transcript as “RT”

A candidate, who is not a repeater already, may be permitted to repeat the studies for a semester only if:

• There are special social and/or medical circumstances, submitted to the Dean of the faculty normally prior to the meeting of the Board of examiners to convince the faculty board that the candidate is likely to do well if this concession is granted;

OR

• The candidate fails in more than two courses of a semester.

Repeated courses shall be indicated on the Transcript as “RP”