UNIVERSITY OF KABIANGA ISO 9001:2015 BASED QUALITY ... fileUNIVERSITY OF KABIANGA – ISO 9001:15...
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UNIVERSITY OF KABIANGA
ISO 9001:2015 BASED QUALITY MANAGEMENT SYSTEM
STUDENTS’ WELFARE PROCEDURES MANUAL
REF: UoK/PM/MR/010
UNIVERSITY OF KABIANGA – ISO 9001:15 BASED QMS
REF: UoK/PM/MR/010 ISSUED BY: MR
TABLE OF CONTENTS
PROCEDURE NUMBER 1: PROVISION OF CATERING SERVICES.........................3PROCEDURE NUMBER 2: ALLOCATION OF ROOMS..........................................1PROCEDURE NUMBER 3: CLEANING OF HOSTELS.........................................14PROCEDURE NUMBER 4: GUIDANCE AND COUNSELING................................20..................................................................................................................26PROCEDURE NUMBER 5: ORGANIZING/COORDINATION OF GAMES AND SPORTS.......................................................................................................27PROCEDURE NUMBER 7: STUDENTS GOVERNANCE.......................................32PROCEDURE NUMBER 8: CLUBS AND SOCIETIES...........................................40PROCEDURE NUMBER 9: MANAGEMENT OF WORK STUDY PROGRAMME.......43PROCEDURE NUMBER 10: ALLOCATION OF KITCHENETTES..........................52PROCEDURE NUMBER 11: STUDENTS’ DISCIPLINE.........................................54PROCEDURE NUMBER 12: SPECIAL NEEDS....................................................58
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PROCEDURE NUMBER 1: PROVISION OF CATERING SERVICES
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness, timeliness and consistency in the provision of catering
services.
1.2 SCOPE
This procedure applies to the provision of catering services to students, staff and
during special occasions at University of Kabianga.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) Catering Policy
1.4 TERMS AND DEFINITIONS
a) DVC (A&F) – Deputy Vice Chancellor (Administration and Finance)
b) SCO – Senior Catering Officer.
c) SOR– Specification of Requirement
d) AIE – Authority to Incur Expenditure.
1.5 PRINCIPAL RESPONSIBILITY
The SCO shall be responsible for the effective implementation of this procedure.
2.0 STEPS
2.1 Food preparation and service
2.1.1 This shall start at least two weeks before the beginning of the academic year with the
SCO preparing a duty roster for the kitchen staff. See 3.1 for a sample duty roster
format.
2.1.2 In drafting the coming up with duty roster, the SCO shall consider the following;-
a) Number of staff,
b) Number of shifts per week,
c) Menu, and
d) Workload.
Note: The allocation of duty shall be on a rotational basis.
2.1.3 Upon preparing the duty roster, the SCO shall communicate it to the kitchen staff as
per the communication procedure.
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2.1.4 During the semester the SCO shall as per the stores management procedure number 2
in the Procurement Procedures Manual obtain the food stuffs from the food store on a
daily basis.
2.1.5 As per the menu, the SCO shall ensure that food is well prepared and served at the
stipulated time.
Note: Meals shall be served to customers at the service counter as per the meal schedule
upon payment.
2.1.6 The SCO shall record the daily sales and cost of the food stuffs in the analysis
register, ensure cash is submitted by finance staff attached to Catering Unit to the
Cash Office and miscellaneous receipt issued.
Note 1: The SCO shall ensure that cleaning of the kitchen, utensils and the service area is
undertaken after every meal service.
Note 2: At the end of each shift the SCO shall ensure that a thorough cleaning is undertaken
on the areas in note 1 above.
2.2 Special occasions/bookings
2.2.1 Upon receipt of the request for service the SCO shall draft a budget guided by the
following:-
a) The type of occasion,
b) The number of people to be served,
c) The venue of service
d) The menu,
2.2.2 Upon preparing the budget, the SCO shall forward it to the DVC (A&F) for approval.
2.2.3 In approving the budget, the DVC (A&F) shall consider the following:-
a) Relevance of the function,
b) Availability of funds,
2.2.4 In the event the budget is not satisfactory, the DVC (A&F) shall make
recommendations for adjustments and revert it to the SCO.
2.2.5 Upon approval, the SCO shall as per the payments procedure acquire imprest from the
finance department and purchase the food stuffs.
2.2.6 On the material day, the SCO shall assign duties to the catering staff and ensure food
preparation and service is carried out as per the request.
2.2.7 The SCO shall ensure that the AIE holder pays for the service provided and issue an
official receipt in the event catering section’s vote was used to finance the service.
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Note: Incase the booking or occasion has been cancelled or postponed it is the responsibility
of the respective staff in charge to communicate to the SCO in good time.
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3.0 APPENDICES UoK/F/C/001
3.1 Duty roster
UNIVERSITY OF KABIANGA
FROM: SNR.CATERING OFFICER DATE:
TO: REGISTRAR, ADMINISTRATION REF: UoK/C/13 VOL.1/18.
DUTY ROSTER – CATERING SECTION.
SHIFT (1) WEEK DAY SHIFT (2) WEEKEND
N.B: This shift alternate between 3 & 4 days weekly
Cc – SAR Administration
Cc –All Catering staff
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PROCEDURE NUMBER 2: ALLOCATION OF ROOMS
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness and consistency in room allocation to students
1.2 SCOPE
Applies to room allocation for all boarders at University of Kabianga
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002.
b) UoK Hostel Policy
c) Rules & Regulations Guiding Students Conduct and Discipline in University of
Kabianga,
d) UoK Wardens Manual
1.4 TERMS AND DEFINITIONS
a) DVC (A&F) – Deputy Vice Chancellor (Administration and Finance)
b) HO – Hostels Officer
1.5 PRINCIPAL RESPONSIBILITY
The HO shall be responsible for the effective implementation of this procedure.
2.0 STEPS
2.1 Upon receipt of a student during registration, the HO shall determine the eligibility of
the student for accommodation by confirming whether the student has been cleared by
the admission and finance department.
2.2 In the event that the student is not eligible for room allocation, the HO shall advise
them accordingly.
2.3 Upon receipt of a payment receipt from the student, the House Keeper shall issue the
student with the tenancy agreement form, request them to read and complete it. See
3.2 for a sample tenancy agreement form.
2.4 Upon receipt of the signed tenancy agreement form, the HO shall record the student’s
details in the student’s resident form, issue them with the room keys and other utilities
and ensure that the student signs against the items issued. See 3.3 for a sample
resident form.
2.5 The House Keeper shall instruct the Assistant House Keeper to accompany the
student to the allocated room, assess it and fill the room inventory.
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2.6 The Assistant House Keeper shall ensure that the student signs the room inventory
after confirming the details entered in the inventory. See 3.1 for a sample room
inventory form.
2.7 The HO shall then as per the registry management procedure file the inventories to be
used when clearing the students from the hostels at the end of each semester.
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3.1 Sample of Resident form UoK/F/HOS/002
UNIVERSITY OF KABIANGAHOSTEL DEPARTMENT
RESIDENT FORM
HOSTEL ………………………………………… YEAR …………………………………………………….(To be filled, signed by all resident students on assignment into hostels at the beginning of each academic year)
RM NAME OF STUDENT
REG. NO.
RECEIPT NO.
AMOUNT
KEY NO.
DUSTBIN
MATTRESS
CURTAIN
SIGN IN SIGN OUT
STUDENT
STAFF
STUDENT
STAFF
1
1234
2
1234
3
1234
4
1234
5
1234
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3.2 Sample of Room inventory form UoK/F/HOS/003
UNIVERSITY OF KABIANGAHOSTELS DEPARTMENT
FORM 1A HD002REGISTRATION AND HALL ACCOMMODATION ISSUE FORM
Academic Year………………………………………..Semester……………………………………………PART “A” BEGINNING SEMESTER
1. Student full name……………………………………………………………………………………
2. Registration number…………………………………………………………………………………
3. Contact address (home)……………………………………………………………………………...
4. Gender……………………………………………………………………………………………….
5. Nationality…………………………………………………………………………………………..
6. Year of Study……………………………………………………………………………………….
7. Sponsor……………………………………………………………………………………………...
8. Date and time of Arrival…………………………………………………………………………….
9. Faculty………………………………………………………………………………………………
10. Department…………………………………………………………………………………………..
11. Course……………………………………………………………………………………………….
12. Block/Hostel………………………………………………………………………………………...
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13. Room……………………………………………………………………………………………….
14. Accommodation Receipt Number…………………………………Amount(Kshs)…………………
ITEMS IN THE ROOM1. Bed……………………………………………………………………………………
…………….2. Mattress…………………………………………………………………………………
…………3. Sockets…………………………………………………………………………………
………….4. Key
Number…………………………………………………………………………………………
5. Switches…………………………………………………………………………………………….
6. Pin or screw bulb/tube light………………………………………………………………………..
7. Curtains……………………………………………………………………………………………..
8. Others (specify)……………………………………………………………………………………..
NB: Room occupant is not allowed to remove any furniture/equipment without informing theHostels department personnel.
To be filled in Duplicate……………………………. ………………………….OCCUPANT SIGNATURE OFFICER’S SIGNATUREDATE:……………………..
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3.3 Room tenancy agreement form UoK/F/HOS/004
UNIVERSITY OF KABIANGA
ACCOMODATION AGREEMENT FORM
Name…………………………………Reg. No………………………Course……………………..
An Agreement made this……………………….Day………………….........BETWEEN
University of Kabianga P.O. BOX 1 Kabianga (Land lord)AND
Ms ………………………………………. (Student) P.O. Box ………………………………
Tel. No……………………………………..
IT IS AGREED AS FOLLOWS;
A. UNIVERSITY OF KABIANGA will during the tenancy period agree to do the following:
1. To meet all electricity and water conservancy charges for the respective hostels.2. To make reasonable precaution to ensure that destructive insect do not gain access the
rooms.3. To keep the structure (hostel) and the surroundings in a good and habitable condition.
B. The student hereby agrees to abide by the following;1. To pay full amount per semester for use of the said room2. To restrain from cooking in the rooms. In the event that a student is in breach of the
same, disciplinary measures shall be meted upon the student and will be made non- resident within 24 hours pending the said disciplinary measures.
3. Forfeit all money paid to Hostels Department if the student decides to vacate the roomduring the semester time unless it is on medical grounds.
4. To keep all fixtures in the room in good condition and hand over the room in a tenablecondition at the expiry of the lease.
5. To be responsible for any damage e.g. Graffiti, defacement, electrical, breakages etc that has occurred as a result of negligence or willful act on the part of the student.
6. Not to make any alteration to the room or drive nails/screws or other fasteners in to the walls, floor or ceilings. The student shall call upon Hostels Department to undertake any necessary alterations.
7. To use room for residential purpose only and not to carry out any form of business, cohabitation and pirating purposes.
8. Not to sub-let the room during the period of the tenancy.
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9. Not to create a nuisance/and or disturb other students by playing loud music or engaging in any unbecoming activities that will be detrimental to other users in the hostels.
10. Adhere to the list of allocation of rooms determined by Hostels Department.11. Share rooms and other common facilities despite different social and religious
background.12. Not to allow visitors in the halls of residents after and before the set times, that is 10
pm and 10 am.13. Not to remove any furniture in the rooms. Not to bring in furniture from other places
in the University without permission.14. That students shall report any losses, breakages or missing items to the Housekeepers/
Janitors immediately the same comes to the knowledge of the student.15. That students shall surrender all items issued to them to them to the
Housekeepers/Janitors at the end of the semester.16. That students shall ensure that the rooms are clean and tidy all the time and devoid of
defacement.17. That students shall refrain from interfering or tampering with electrical installations
and fittings in the room.
C. It is hereby agreed between the University College and the students as follows;1. That the University administration will retain the right to enter the student rooms to
carry out inspection in the presence of the student when necessary.2. If the rent for the room shall at any time during the period of tenancy become in
arrears, whether legally or not, the University authority has the right to levy distress for the outstanding rent or evict the student accordingly.
3. The University and the student agreed that any violation of the terms set above by the University shall lead to eviction.
4. The University may from time to time review rent as may be necessary in accordance with market forces. Notice of such review will be given to students whenever the same is done.
SIGNED BY UNIVERSITY OF KABIANGA ………………………………………… …………………………………..
Legal Officer Official StampFor & on behalf of UNIVERSITY OF KABIANGA.
SIGNED BY:
………………………………Student
IN THE PRESENCE OF:
…………………………….. ……………………………..
Hostel Officer Official Stamp
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PROCEDURE NUMBER 3: CLEANING OF HOSTELS
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness, timeliness and consistency in the cleaning of hostels.
1.2 SCOPE
Applies to the cleaning of all hostels at University of Kabianga.
1.3 TERMS AND DEFINITIONS
HO – Hostel Officer.
1.4 REFERENCES
a) Quality Manual – UoK/QM/MR/002.
b) Wardens Manual.
1.5 PRINCIPAL RESPONSIBILITY
The HO shall be responsible for the implementation of this procedure.
2.0 STEPS
2.1 This procedure shall start at least two weeks to the beginning of a semester with the
House Keeper preparing a cleaning duty roster for the staff in the section.
2.2 In coming up with the duty roster, the House Keeper shall consider the following;-
a) Areas to be cleaned,
b) Number of staff, and
c) Frequency of cleaning.
2.3 Upon preparing the duty roster, the House Keeper shall forward it to the Hostels
Officer for approval.
2.4 In approving the duty roster, the Hostels officer shall confirm that the workload is
equitably distributed.
2.5 In the event that the duty roster is not satisfactory, the Hostels Officer shall refer it to
the House Keeper with recommendations.
2.6 If satisfactory, the Hostels Officer shall post the duty roster to the section notice board
and communicate to the staff.
2.7 Prior to the start of the semester, the Hostels Officer shall liaise with the Head of
Procurement to equip the section’s store with cleaning materials, equipment and tools.
2.8 During the semester, the House Keeper shall on a daily basis;-
a) Ensure that the cleaners clock in and out in the clock in/clock out register. See 3.1
for a sample clock in/clock out register page format.
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b) Issue cleaning materials to the cleaners, and
c) Oversee cleaning of the hostels.
d) Ensure that the cleaners return the cleaning materials after cleaning.
2.9 After cleaning is satisfactorily done, the House Keeper shall complete a cleaning
inspection sheet for rooms and common areas and a cloak rooms’ inspection card for
the cloak rooms. See 3.2 and 3.3 for a sample cleaning inspection sheet and
inspection card respectively.
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3.0 APPENDICES
3.1 Clock in/clock out register. UoK/F/HOS/006
UNIVERSITY OF KABIANGACLOCKING REGISTER
MONTH…………………………………. DATE……………………………………… DEPARTMENT…………………………….
NAMES CLOCK IN SIGN CLOCK OUT
SIGN
12344567891011121314151617181920
SUPERVISOR……………………………………. DATE……………………………………………….
SIGN …………………………………………………
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3.2 Cleaning inspection sheet. UoK/F/HOS/007
UNIVERSITY OF KABIANGA
CENTRAL SERVICE CLEANING INSPECTION SHEET2012
MONTH………………………………………
DATE NAME LOCATION FLOOR WINDOW/BLACKBOARD CHAIRS/PODIM REMARKS
SUPERVISOR……………………………………………………………..
DATE.,……………………SIGN……………………………………………..
HOD…………...................................................................................................
DATE……………………… SIGN…………………………………………..
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3.3 Cloak rooms’ inspection card. UoK/F/HOS/008
HOSTELS DEPARTMENT DATE…………………………………………… TIME……………………………………………….. SUPERVISOR………………………………………….CLOAKROOM INSPECTION CARDHOSTEL/ BLOCK
FLOOR
WALL TILES
SINKS
TIOLET BOWLS/CIRSTENS
B/ROOMFLOOR
URINALS
WASHING /IRONAREA/
WINDORS
CLEANER
REMARKS
HOST EL I OLDHOSTEL 1 NEWTOILET A TOILET BB/RM AB/RM BHOSTEL 2 HOSTEL 3HOSTEL 4TOILET ATOILET BTOILET C
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TOILET DHOSTEL 6GL .T.A GL.T.B1ST FL T.A1ST FL T.B2ND FL T.A2ND FL T B3RD FL T.A3RD FL T.B4RD FL T.A4RD FL T.BBLOCK 1BLOCK 2BLOCK 3BLOCK 10
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PROCEDURE NUMBER 4: GUIDANCE AND COUNSELING
1.0 GENERAL
1.1 PURPOSE
To ensure that there is consistency and effectiveness in the way in guidance and
counseling events are organized and the way in which guidance and counseling
services are offered by the guidance and counseling department.
1.2 SCOPE
Applies to all guidance and counseling events and to all students and staff of UoK.
1.3 REFERENCES
a) Quality manual – UoK/QM/MR/002.
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
d) Mentorship policy
1.4 TERMS AND DEFINITIONS
a) DVC – Deputy Vice Chancellor
b) A&F – Administration and Finance.
c) DOS – Dean of Students.
d) A&SA – Academic and Student Affairs
1.5 PRINCIPAL RESPONSIBILITY
The Students’ Counselor shall ensure that this procedure is adhered to.
2.0 STEPS
2.1 Peer Counseling
2.1.1 This shall start at the beginning of the academic year with the Students’ Counselor as
per the internal communication procedure requesting students and staff interested in
peer counseling to register with him/her within a deadline date.
2.1.2 After expiry of the timeframe for registration, the Students’ Counselor shall in
consultation with the interested peer counselors identify areas of training and trainers
guided by:-
a) Emerging issues,
b) Budgetary allocation, and
c) Recommendations from the peer counselors.
2.1.3 The Students’ Counselor shall then prepare and submit a budget to the DVC (A&F)
for approval through the DoS and the DVC (A&SA).
2.1.4 In approving the budget, the DVC (A&F) shall consider the following:-
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a) Availability of funds, and
b) Urgency of the matter.
2.1.5 In the event of disapproval, the DVC (A&F) shall advise the Students’ Counselor
appropriately.
2.1.6 Upon approval, the Students’ Counselor in liaison with the peer counselors and
trainers shall organize for the training.
2.1.7 After the training, the Student’s Counselor shall monitor the work of the peer
counselors by:-
a) Holding consultative meetings, and
b) Reviewing reports from the counselors.
2.1.8 The Students’ Counselor shall address any issues raised by the peer counselors.
2.2 Counseling
2.2.1 Upon receipt of a client, the Students’ Counselor shall welcome him/her and establish
rapport.
2.2.2 The Students’ Counselor shall discuss the problem with the client by exploring the
contributive factors, considering the resultant issues as well as possible alternatives of
the dealing with the situation.
2.2.3 In the event that the Students’ Counselor is unable to handle the case, he/she shall
refer the client to a specialist with the necessary details of the case.
2.2.4 The Students’ Counselor shall arrange for subsequent sessions with the client until
they are able to cope comfortably.
2.2.5 Once the client is able to cope comfortably, the Students’ Counselor shall as need be
follow up to ascertain that the client does not fall back to the problem.
2.2.6 After each session, the Students’ Counselor shall maintain records of the counseling
done in the Counseling book. See 3.1 for a sample counseling book page format.
2.2.7 At the end of each semester, the Students’ Counselor shall furnish the DOS with a
Counseling report for information and necessary action. The report to the DOS shall
be on general counseling matters only. The Students’ Counselor shall maintain reports
on emotionally sensitive issues under lock and key.
2.3 Guidance
2.3.1 This shall start with the Students’ Counselor either:-
a) Receiving a client requiring guidance, or
b) Identifying issues that require guidance.
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2.3.2 In case of a) above, the Students’ Counselor shall hold a discussion with the client and
based on the nature of need either guide them or refer them to the relevant office.
2.3.3 In case of b) above, the Students’ Counselor shall factor such issues in the subsequent
semester’s guidance schedule.
2.3.4 The Students’ Counselor and the DOS shall discuss issues of guidance in reference to
relevant information pertaining to the issue at hand.
2.3.5 The Students’ Counselor shall invite facilitators, according to their areas of
specialization to address the students, on the issues discussed.
2.3.6 The Students’ Counselor shall make a report of the annual events undertaken and
submit a copy to the DOS.
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3.0 APPENDICES UoK/F/DOS/015
3.1 Counseling book page format.
UNIVERSITY OF KABIANGAOFFICE OF THE DEAN OF STUDENTS
ISO 9001:2015 CERTIFIED
COUNSELING BOOK PAGE FORMAT
CLIENT’S IDENTIFICATION
A. NAME: …………………………………………………….
B. ADM. NO: ………………………………………………...
DATE OF COUNSELLING: ……………………………
ISSUE OF COUNSELLING ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
COMMENTS: ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Student Counsellor’s: ………………… Date: ……………………..
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Sign
2.4 Organizing Guidance and Counseling - STEPS
2.4.1 This shall start at the beginning of the academic year with the Students’ Counselor
preparing an annual calendar of guidance and counseling events identified as a result
of the previous academic year’s counseling sessions and emerging issues.
2.4.2 In preparing the calendar of events, the Students’ Counselor shall consider the
following:-
a) Urgency of the matter, and
b) Students’ affairs calendar of events.
2.4.3 Upon preparing the calendar of events, Students’ Counselor shall forward it to the
DOS for harmonization with the students’ affairs calendar of events and inclusion in
the College’s calendar of events.
2.4.4 On receipt of the College’s calendar of events, the Students’ Counselor shall adjust
the guidance and counseling events calendar accordingly and communicate it to the
peer counselors.
2.4.5 Prior to any event, the Students’ Counselor shall prepare a budget and forward it to
the DVC (A&F) for approval, through the DoS and the DVC (A&SA).
2.4.6 In approving the budget, the DVC (A&F) shall consider the budgetary allocation and
availability of funds.
2.4.7 In the event of disapproval, the DVC (A&F) shall advise the Students’ Counselor
accordingly.
2.4.8 Upon approval, the Students’ Counselor shall prepare a programme for the event in
consultation with the peer counselors.
2.4.9 The Students’ Counselor shall liaise with the DOS to identify a facilitator(s) guided
by the following:-
a) Nature of event, and
b) Cost implications.
2.4.10 After identifying the facilitators, the Students’ counselor shall as per the
communication procedure invite the facilitator(s) and inform them of the programme.
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2.4.11 The Students’ Counselor shall secure the funds for the event from the finance office
and as per the communication procedure invite the participants to the event at least a
week to the event.
2.4.12 Before the event, the Students’ Counselor shall ensure that the venue is ready.
2.4.13 During the event, the Students’ Counselor shall ensure that the event runs as per the
programme and address any emerging issues.
2.4.14 After the event, the Students’ Counselor shall furnish the DOS with a report of the
event for information and necessary action.
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3 APPENDICES UoK/F/DOS/002
3.1 A sample of the calendar of guidance and counseling.
UNIVERSITY OF KABIANGA
ISO 9001:2015
OFFICE OF THE DEAN OF STUDENTS
GUIDANCE AND COUNSELING WORK PLAN FOR ……. SEMESTER
Activity Timeframe Resourceperson
Expenditure Objective Remarks
Student Counsellor’s: ………………… Date: ……………………..
Sign
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PROCEDURE NUMBER 5: ORGANIZING/COORDINATION OF GAMES AND
SPORTS.
1.0 GENERAL
1.1 PURPOSE
To ensure that there is consistency, efficiency and effectiveness in the way games and
sports are organized/coordinated.
1.2 SCOPE
Applies to the coordination of all games and sporting activities at University of
Kabianga.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MM/002.
b) University of Kabianga students’ handbook.
c) University of Kabianga rules and regulations
d) UoK Games manual
1.4 TERMS AND DEFINITIONS
a) DVC– Deputy Vice Chancellor
b) AP&F – Administration Planning and Finance.
c) SD – Sports Director.
d) DOS – Dean of Students.
e) GT – Games Tutor.
f) GCs – Games Captains.
1.5 PRINCIPAL RESPONSIBILITY
The GT shall ensure that this procedure is adhered to.
2.0 STEPS
2.1 Planning for games and sporting activities
2.1.1 Before students go on recess, the GT shall request for written proposals for annual
games and sports events from the SD, GC and students.
2.1.2 During the recess, the DOS shall convene a meeting with the Student Affairs staff, GT
included, to develop an annual calendar of games and sports guided by the following:-
a) Proposals submitted by the SD,
b) WEKUSA timetable, and
c) University’s annual calendar of events.
See 3.1 for a sample calendar of games and sports activities.
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2.1.3 Prior to the start of a semester the GT shall ensure that the play grounds are in shape
and the games and sporting equipment are available.
2.1.4 At the beginning of each semester, the GT shall convene a meeting with the SD and
GCs. During the meeting, the GT shall brief the members on the sports and games
activities and issue games equipment to the various GCs and maintain an inventory of
the same.
2.2 Participation in competitions
2.2.1 This shall start with the DOS either:-
a) Receiving an invitation to participate in a competition from other institutions, or
b) Receiving a request from the GCs to host or take part in a competition.
2.2.2 Upon receiving of the request, the DOS shall approve it based on the following:-
a) University calendar of events,
b) Budgetary allocation.
2.2.3 In the event of disapproval, the DOS shall advise the GCs accordingly.
2.2.4 Upon approval, the DOS shall advise the GT to prepare an itemized draft budget for
the competition.
2.2.5 Upon preparation, the GT shall forward the budget to the DVC (A&F) for approval
based on the budget allocation for sports and games.
2.2.6 In case the budget is not approved, the DVC (A&F) shall advise the GT appropriately.
2.2.7 Upon approval of the budget, the GT shall in liaison with the GCs make the necessary
arrangements to participate in the competition. The arrangements include but not
limited to:-
a) Preparation of the list of participants and staff accompanying the teams,
b) Identification of referees for innings,
c) Acquisition and issuance of participants allowances as applicable,
d) Liaison with the transport office for provision of transport services,
e) Liaison with the health unit for provision of first aid services.
2.2.8 During the competition, the GT in liaison with the GCs shall ensure that:-
a) The teams are ready when and where required,
b) There is orderliness throughout the competition,
2.2.9 After the competitions, the GT shall ensure that the teams are back to the University.
2.2.10 The GT shall then brief the DOS and the Vice Chancellor on the competition in
writing and submit any trophies won to the DOS office.
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3.0 APPENDICES
3.1 A sample of Outing sheet
UoK/F/DOS/011
UNIVERSITY OF KABIANGA ISO 9001:2015 CERTIFIED
OFFICE OF THE DEAN OF STUDENTS
OUTING SHEET:
GAME: …………………………………………. DATE: ……………………………
S/NO. NAME ADM.NO. AMT.(KSHS)
SIGN.
1.2.3.4.5.6.7.8.9.10.11.12.13.14.15.16.17.18.19.20.21.
CAPTAIN: ………………………………………………….
COACH: ……………………………………………………
GAMES TUTOR:…………………………………………..
DEAN OF STUDENTS:…………………………………….
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PROCEDURE NUMBER 6: ORIENTATION OF NEW STUDENTS
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness and consistency in the orientation of new students.
1.2 SCOPE
Applies to the orientation of all new students on regular programmes in University of
Kabianga.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
1.4 TERMS AND DEFINITIONS
a) HOD – Head of Department
b) DOS – Dean of Students
1.5 PRINCIPAL RESPONSIBILITY
The DOS shall ensure that this procedure is implemented.
2.0 STEPS
2.1 This procedure shall start at least a month before new students report with the DOS
convening a departmental meeting to plan for orientation of new students. Planning
for students’ orientation shall include:-
a) Setting the orientation dates,
b) Preparation of an orientation timetable, and
c) Assignment of duties to members of the department.
See 3.1 for a sample orientation timetable.
2.2 Two weeks to the reporting of the new students, the DOS shall as per the
communication procedure notify the Deans of Schools, HODs and Administration of
their roles in the orientation exercise.
2.3 During registration of the new students, the DOS shall post on the notice boards and /
or website the orientation programme.
2.4 After the registration, the DOS shall ensure that they are oriented as per the timetable.
Orientation shall include but not limited to:-
a) A familiarization tour of the University,
b) A visit to the library for introduction and acquaintance,
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c) Meetings with the Deans of Schools, DOS and HODs.
d) Principal address.
2.5 This procedure shall be deemed complete after the Vice Chancellor’s address.
3.0 APPENDICES
3.1 A sample of orientation program
UNIVERSITY OF KABIANGAISO 9001:2015 CERTIFIED
OFFICE OF THE DEAN OF STUDENTS2017/18 FYS REGISTRATION/ORIENTATION PROGRAMME
Day Date Time Activity Facilitator VenueR E G I S T R A T I O N
1. 21.08.17 9:00 a.m. – 5:00 p.m. Registration DOS DP Acad. Registrar
LH12. 22.08.17 9:00 a.m. – 5:00 p.m. Registration
O R I E N T A T I O N 3.
23.08.17
9:00 a.m. – 1:00 p.m. DoS SADoS ADoS Chaplaincy DR, Academics SC AGT Wardens Cohesion
Committee Security
Asst. Dean of Students
UniversityPavilion
1:00 p.m. – 2:00 p.m. L U N C H
2:00 p.m. – 3:30 p.m.
3:30 p.m. – 5:00 p.m.
Clinic/HIV Committee
Catering Hostels Finance ICT
Hostels OfficerUniversityPavilion
4. 24.08.17
Morning&
AfternoonLibrary, Gender & Schools Librarian &
Deans of Schools
Library &Venues as
preferred byDeans
5. 25.08.17 9:00 a.m. – 1:00 p.m. Inaugural speech for FYSVice Chancellor
Dean of Students
UniversityPavilion
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PROCEDURE NUMBER 7: STUDENTS GOVERNANCE.
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness, transparency and consistency in students’ governance.
1.2 SCOPE
Applies to election of the SGC members and monitoring of their activities.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002.
b) University of Kabianga students’ handbook.
c) University of Kabianga rules and regulations.
d) UoKSO Constitution.
1.4 TERMS AND DEFINITIONS
a) HOD – Head of Department.
b) DOS – Dean of Students.
c) SGC – Student Governing Council.
d) UoKSO – University of Kabianga Student Organization.
e) SEC – Student Electoral Commission.
1.5 PRINCIPAL RESPONSIBILITY
The DOS shall ensure that this procedure is observed.
2.0 STEPS
2.1 Election of SGC members
2.1.1 This shall start a month to the beginning of the academic year with the DOS
convening a meeting with the Student Affairs Office to draw up an election program
for the SGC elections.
2.1.2 Within the first two weeks of the academic year, the DOS shall as per the
communication procedure invite applications for the various posts in the SEC from
the students.
2.1.3 Upon receipt of the applications, the DOS shall ensure that the applicants are short
listed based on the requirements stipulated in the UOKSO constitution.
2.1.4 The DOS shall then invite the short listed applicants for an interview by the Student
Affairs office.
2.1.5 After the interview, the DOS shall swear-in successful candidates and brief them on
their roles in SEC. During the swearing in, the SEC members shall sign the SEC oath
of office.
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2.1.6 After the swearing in, the DOS shall ensure that the SEC undertakes the following as
per the programme:-
a) Declaring all positions open for contest,
b) Announcement of the election dates and campaign period,
c) Calling for nomination of candidates to the position declared open for contest
using the SGC nomination form and
d) Publishing the names of qualified candidates.
2.1.7 During the campaigns period, the DOS shall ensure that the campaigns are conducted
in a harmonious environment.
2.1.8 In the event any contestant faults the University’s rules and regulations, the DOS shall
act as per the UOKSO constitution.
2.1.9 As per the UoKSO constitution, the Vice chancellor shall appoint a Returning Officer
who will be sworn in together with SEC.
2.1.10 Upon appointment, the Returning Officer shall in liaison with the DOS and the SEC
ensure that polling stations, ballot boxes and ballot papers are all in place prior to the
voting date.
2.1.11 During the voting date, the Returning Officer shall oversee the voting process, as
stipulated in the UoKSO constitution and announce the results immediately after the
polling exercise.
2.1.12 In the event of election results being contested, the DOS shall ensure that the petitions
or appeals are handled as per the UoKSO constitution.
2.1.13 After expiry of the appeal period, the DOS shall ensure that newly elected SGC
members are sworn-in by the Legal Officer in the presence of the SEC in a handing-
over ceremony presided by the Vice Chancellor and sign the SGC Oath of office.
2.1.14 During the handing over ceremony, the Vice Chancellor shall award certificates of
service to the outgoing SEC and SGC members. The DOS shall dissolve the SEC
during the handing over ceremony.
2.1.15 The DOS shall organize a capacity building workshop for the new SGC members a
week after swearing in.
2.1.16 In case of a by-election, the DOS shall ensure that it is conducted as per the UOKSO
constitution.
2.2 Monitoring of the activities of SGC
2.2.1 The DOS shall monitor the activities of the SGC through:-
a) Perusing and acting on the minutes of their meetings,
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b) Holding consultative meeting as need a rises during the semester
c) Acting on any communication to the students/administration, and
d) Liaising with the Administration to approve all activities organized by the
Council.
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3.0 APPENDICES UoK/F/DOS/005
3.1 A sample of SGC nomination form
UNIVERSITY OF KABIANGA OFFICE OF THE DEAN OF STUDENTS
ISO 9001:2015 CERTIFIEDUOK/F/DOS/005
STUDENT GENERAL ELECTIONSNOMINATION FORM
(Fill in quadruplicate in capital letters)
COMPLIANCE CERTIFICATE
I,…………………………………………………………….wish to present myself for thepost of:.……………………………………….. (name of post).For this I wish to be certified as having complied with the university rules and regulationsgoverning the conduct and discipline of students of University of Kabianga Article 19.4Academic Responsibility and Leadership.
REG.NO.………………………………………….SCHOOL……………………………………
SIGNATURE……………………………………...DATE……………………………………….
FOR OFFICIAL USE ONLY
a) CERTIFICATION BY DEAN, SCHOOL OF…………………………………………………...(This certificate is restricted to the Dean or his/her appointee only. Retain one copy)
I wish to certify that Mr./Mrs./Miss…………………………has shown/not shownconsistent performance of ………………. 1st Semester ……………… 2nd Semester………………and I certify that his/her class work will/will not suffer adversely byoffering to contest for an elective post in the Students Governing Council for theacademic year, and that he is not a fourth year (4th ) student. Comment (if any)…………………………………………………...
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b)CERTIFICATION BY FINANCE OFFICER(This certificate is restricted to the Finance Officer or his appointee only. Retain one copy)I certify that I have cross-checked finance records and the above named student has/hasno outstanding fees balances for the previous academic year……………………………
Name…………………………………Signature……………..Date & stamp…………………Finance Officer
c) CERTIFICATION BY SECURITY OFFICER(This certificate is restricted to the Security Officer or his appointee only. Retain one copy)I hereby certify that the above named student has/ has no pending cases or appeared for disciplinary as per our record.
Name…………………………………Signature……………..Date & stamp………………… Security Officer d) NOMINATIONHaving certified all the conditions for the election, I authorize Mr./Mrs./Miss……………………..to stand for the post of………………………………………in the students governing council for……………………….academic year.
Name………………………………..Signature………………...Date &stamp............................
Chairman Electoral Commission
e) APPROVED BY THE DEAN OF STUDENTS
Name ____________________ Sign ________________ Date ______________
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A sample of SEC oath of office UoK/F/DOS/006
UNIVERSITY OF KABIANGA OFFICE OF THE DEAN OF STUDENTS
ISO 9001:2015 CERTIFIED Tel: 0202172665; Box 2030- 20200, KERICHO
STUDENT ELECTORAL COMMISSIONERS’ (SEC) OATH OF OFFICE
I, ___________________________________ (full name), dosolemnly swear before God and before this assembly that I willdischarge my duties as a commissioner in University of KabiangaStudents General Election without fear, favoritism or ill will. Iaffirm my commitment to preserve, protect and defend the Electionprocedures as stipulated in the constitution of University ofKabianga Students Organization.
SO HELP ME GOD.__________________________ ______________________
Signature Date
In the presence of:
______________________ __________ _______________ Sign Date
Dean of Students or Representative
_____________________________ ________________ _________________Legal Officer or Representative Sign Date
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3.2 A sample SGC oath of office UoK/F/DOS/007
UNIVERSITY OF KABIANGA OFFICE OF THE DEAN OF STUDENTS
ISO 9001:2015 CERTIFIED
UKSO (SGC) OATH OF OFFICE
I, _____________________________ (full name), do swear in the name of God and before this assembly;
THAT I will discharge my duties in my capacity as the ___________ (position
elected into) with diligence, humility and dedication;
THAT I will defend and apply the rules and regulations governing the conduct and discipline of the students of University of Kabianga;
THAT I will defend and apply the constitution of University of Kabianga Students Organization;
THAT I will respect and observe the laid down channels of communication;
THAT I will strive to lead by example so as leave behind a better University of Kabianga Students Organization at the end of my term.
SO HELP ME GOD.
________________________ ____________________ Sign Date
In the presence of:
_________________ _____________ ______________ ___________Vice chancellor Date Dean of Students Date
3.3 A sample of SEC and SGC certificates UoK/F/DOS/008
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CERTIFICATE OF APPRECIATIONThis certificate is awarded to
-----------------------------------------------------------------In recognition of distinguished service as
-----------------------------------------------------------------In the 2017-18 Students Governing Council (SGC)
ofUNIVERSITY OF KABIANGA
-------------------- -------------------- --------------------Dean of students Deputy Vice chancellor(A&SA) Vice Chancellor
-------------------- -------------------- -------------------- Date Date Date
CERTIFICATE OF APPRECIATIONThis certificate is awarded to
-----------------------------------------------------------------In recognition of distinguished service as
-----------------------------------------------------------------In the 2017-18 Students Electoral Commission (SEC)
ofUNIVERSITY OF KABIANGA
-------------------- -------------------- --------------------Dean of students Deputy Vice chancellor(A&SA) Vice Chancellor
-------------------- -------------------- -------------------- Date Date Date
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PROCEDURE NUMBER 8: CLUBS AND SOCIETIES.
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness, consistency and transparency in the management of clubs
and societies
1.2 SCOPE
Applies to the formation, registration and monitoring of the activities of clubs and
societies at University of Kabianga.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002.
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
1.4 TERMS AND DEFINITIONS
DOS – Dean of Students.
1.5 PRINCIPAL RESPONSIBILITY
The DOS shall ensure that this procedure is adhered to.
2.0 STEPS
2.1 Formation and registration of clubs and societies
2.1.1 This shall start with the DOS receiving a request from a student(s) to form a club or
society. The request shall be inform of a proposal indicating justification, objectives,
interim office bearers and the patron, an indication of likely membership, and possible
sources of funding.
2.1.2 Upon receipt of the request, the DOS shall in liaison with the University legal officer
approve the request guided by the following:-
a) Objectives of the club or society,
b) Relevance of the club or society to the University, and
c) Qualification of the patron.
2.1.3 In the event of disapproval, the DOS shall advise the requesting student(s) as
appropriate.
2.1.4 Upon approval, the DOS shall issue a certificate of approval and as need be facilitate
registration of the club or society with the relevant bodies. See 3.1 for a sample
certificate of registration.
2.2 Monitoring the activities of clubs and societies
2.2.1 The DOS shall monitor the operations of clubs and societies through:-
a) Approval of the clubs’ and societies’ schedule of activities at the beginning of
each semester,
b) Ensuring compliance to the approved constitution,
c) Holding consultative meeting with the patrons and leaders of the clubs and
societies as need arises,
d) Acting on communication fro/to the clubs and societies,
e) Perusing and acting on reports of the clubs and societies activities,
3.0 APPENDICES UoK/F/DOS/009
3.1 A sample certifcate of registration
CERTIFICATE OF REGISTRATIONThis certificate is issued to
-----------------------------------------------------------------A Student Club/Society Registered
AtUNIVERSITY OF KABIANGA
……………………………… ……………………………. Dean of students Registrar (A&SA)
……………………………… …………………………. Date Date
PROCEDURE NUMBER 9: MANAGEMENT OF WORK STUDY PROGRAMME
1.0 GENERAL
1.1 PURPOSE
To ensure effectiveness, consistency and transparency in the recruitment of students
for work study program
1.2 SCOPE
Applies to the selection of needy students at UoK to the work study programme
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
d) University of Kabianga Work study policy
1.4 TERMS AND DEFINITIONS
a) DoS - Dean of Students
b) UoKWS- University of Kabianga Work Study
1.5 PRINCIPAL RESPONSIBILITY
The DoS shall ensure that this procedure is followed.
2.0 STEPS
2.1 Planning
2.1.1 This procedure shall start with the DoS instruct various departments and section to
submit work study programme vacancies and supervisors for the subsequent semester
at least 2 weeks to the end of every semester
2.1.2 In submitting, the department/ section shall indicate;
a) Number of required students
b) Specific areas of work
c) supervisors
2.1.3 On receipt of the submission the DoS shall file the submissions in the work study file
2.2 Recruitment of work study students
2.2.1 The DOS shall invite application, as per communication procedure, for work study
programme from interested students at least two week to the end of every semester
2.2.2 The DoS shall ensure submission of application in the prescribed format. (See 3.1 for
sample application form).
2.2.3 On receipt of applications, the DoS shall convene the Work Study Committee meeting
during the holiday break to vet the applications and select applicants
UNIVERSITY OF KABIANGA – ISO 9001:2015 BASED QMS
REF: UoK/PM/MR/010 ISSUED BY: MR
2.2.4 In vetting and selecting of the applicants the committee shall consider;
a) The applicant’s family background,
b) Evidence of financial need,
c) Academic performance,
d) Conduct and
e) Recommendations from appropriate offices.
2.2.5 On selection the DoS shall compile a list of successful applicants and communicate
the same as per the communication procedure
2.3 Monitoring of Work Study Program
2.3.1 On the first week of the semester , the DoS shall convene a joint meeting between the
students and supervisors for briefing, deployment & assigning of duties and issuance
of job cards to the supervisors (see 3.2 for sample job card)
2.3.2 The briefing shall detail work schedule, mode of payment, expected behaviour, rights
& obligations and reporting structure
2.3.3 After the briefing the DoS shall in liaison with the supervisors ensure the students
report to their respective work stations by the second week of the semester
2.3.4 As per the work schedule, the supervisors shall record work hours in the job card and
signing of the same by both the student and supervisor
2.3.5 On a monthly basis the DoS shall ensure the supervisors compile and submit progress
reports on the performance of the students
2.3.6 In the event of any anomalies during the programme, the DoS shall address them in
line with U0KWS policy
2.3.7 At the end of the work study period, the DoS shall ensure supervisors duly fill and
submit both the evaluation forms and job cards for future reference and forwarding to
finance office for payment purposes respectively. (See 3.3 for sample evaluation
form)
2.3.8 The DoS shall ensure winding up of the Work study at least three (3) weeks to the end
of every semester to allow students to do their exam.
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3.0 APPENDICES UoK/F/DOS/001
3.1 A sample of work study program application form
UNIVERSITY OF KABIANGA ISO 9001:2015 CERTIFIED
OFFICE OF THE DEAN OF STUDENTS
Work-Study Program Application Form(To be flled in duplicate)
INSTRUCTIONS: This form contains THREE pages; please fill ALL pages. This is an official document and the information provided must be true and correct. Giving false, incorrect or incomplete information will lead to automatic
disqualification of the application and may further lead to disciplinary action. Relevant supporting document MUST be attached.
A.PERSONAL DETAILS
Name: _____________________________ Reg. no: ________________________ID no: _______________________ School: _______________________ Sex: ________Marital status: Single Married (tick as appropriate)Year of study: ___________ Resident student Non-resident student (tick as appropriate) Tel:_____________
B.FAMILY BACKGROUND a) Parents
Name of Father (Alive/deceased/single/NA): _____________________Nameof Mother (Alive/Deceased/Single/NA): ____________________________Occupation of parents Father (state previous if deceased): _________________________Current Employer: ______________________Mother (state previous if deceased): ________________________ Current Employer: ___________________________
b) GuardianName: ___________________ Alive Deceased (tick as appropriate)Occupation (State previous if deceased): ____________________Current Employer: __________________________
c) Siblings1. Number of siblings (brothers & sisters, excluding you): _____________2. Your position in the family (e.g., 1st , 2nd born, etc.): _________________3. Number of siblings in:
(i) University: _________
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(ii) College/Tertiary institution: ___________(iii) Secondary: __________(iv) Primary: ___________(v) Out of School: ___________ Reason: _____________
C.EDUCATIONAL BACKGROUNDNames of previous institutions attended:
a) Primary school: ______________________________________________b) Secondary school: ____________________________________________c) College or other tertiary Institution attended:
_____________________________
Did you receive any financial assistance in secondary school and/or tertiaryinstitution? YES NO (tick as appropriate). If YES, specify source and amount: _______________________________________________________
D. OTHER INFORMATIONa) Have you received any loan from HELB? Yes No If Yes, state amount:
____________b) Have you received any bursary from CDF? Yes No If Yes, state amount:
____________c) Have you paid tuition fees? Yes No . If Yes, state Receipt number and the
date: _____________________________________________d) Do you have any balance to pay? Yes No . If Yes, state amount:
____________e) Have you ever claimed for a refund? Yes No . If Yes, state the amount and
the purpose:_____________________________________________________________
f) Have you ever deferred your study? Yes No If Yes, give reason/s_____________________________________ (attach copy of deferment form)
Please Note: The committee may verify this information withoutnecessarily contacting you. Cheating will lead to automaticdisqualification of the application.
E. DECLARATIONI _____________________________ (full name), declare that the information I havegiven is true to the best of my knowledge and belief.
___________________________________________
Signature DateF. OFFICIAL USE
a) Finance Desk (please give information about students as follows)(i) Please verify section D part c, d, and e:
___________________________________
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(ii) Please comment on the applicant’s payment of fees_________________________
Officer’s name: _____________Signature: _________ Date & stamp _
b) Head of Department (Please provide details of the student’s performance as follows: Previous year of study: _____________ Grade: _________ Wt. Mean: ______
General remarks: _______________________________________________
HOD’s name: ______________Signature: _________Date & Stamp: _______
c) Security OfficerGeneral discipline/conduct of the student:________________________________
Name: __________________ Signature: _________Date& Stamp: _________
d) Chairman – Work Study Program
Approved: _______________________ Not Approved:__________________
Name: ___________________Signature: ____________ Date: _________
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3.2 A sample of work study program job card
UoK/F/DOS/002
UNIVERSITY OF KABIANGA ISO 9001:2015 CERTIFIED
OFFICE OF THE DEAN OF STUDENTS
JOB CARD – Work-Study Program
Name of Student: ________________________ Reg. no: ______________Tel: ______________ Work station: __________________NB:
Work-study is meant to assist needy students who desire to work; therefore it will be an offence to submit forged work-study forms.
The Student Affairs Department will counter-check the work done before payment is approved.
Supervisors will be expected to ensure that students have satisfactorily done the work assigned before signing and stamping the job cards.
Maximum number of hours worked shall be 3 hours per day , not less than 10 hours per week and a maximum of 18 hours per week.
The supervisors should ensure that UOK gets value for the money paid into the program.
MONTH: _______________________________
Week 1 Date 1st Hour 2nd Hour 3rd Hour Stdt’ssign
Supervisor’ssign
MondayTuesday
WednesdayThursday
FridaySaturday
TOTALS XXXXXXXXXX
Week 2 Date 1st Hour 2nd Hour 3rd Hour Stdt’ssign
Supervisor’ssign
MondayTuesday
WednesdayThursday
Friday
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SaturdayTOTALS XXXXXXXXXX
Week 3 Date 1st Hour 2nd Hour 3rd Hour Stdt’ssign
Supervisor’ssign
MondayTuesday
WednesdayThursday
FridaySaturday
TOTALS XXXXXXXXXX
Week 4 Date 1st Hour 2nd Hour 3rd Hour Stdt’s Supervisor’ssign
MondayTuesday
WednesdayThursday
FridaySaturday
TOTALS XXXXXXXXXXGRANDTOTALS
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FOR OFFICIAL USE:
APPROVAL: Total hours approved: ______________
Amount to be paid: Kshs. _____________ (in words) _________________________________________________________
DEAN OF STUDENTS
____________________________ ____________________Sign Date & stamp
FINANCE OFFICE:________________________ ____________________Signature of examining officer Date & stamp
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A sample of work study evaluation form
UoK/F/DOS/003
UNIVERSITY OF KABIANGA ISO 9001:2015 CERTIFIED
OFFICE OF THE DEAN OF STUDENTS
SUPERVISOR’S WORK-STUDY EVALUATION FORMA. Student Details:
Name of Student: ____________________________ Reg. no: _____________
B. Department/Section: __________________________________________________________
C. Supervisor’s Details:Name: _____________________________ Title: _________________________
D. Assessment: (Please give your candid judgment of the student in the following areas)a) Item Good Fair Poor
1. Punctuality2. Loyalty/discipline 3. Dutifulness4. Work quality5. Accountability6. Industriousness
b) If this student were re-assigned to your department on work-study program in future, would you accept him/her? YES NO . If so, why? ____________________________________________________________________________________________________________________________________
Supervisor’s signature: ___________________ Date: ______________________
NB: The information given in this form will be kept confidential and shall in no wise be shared andoor shown to the student.
Thank you,
Dr. Mary G. WosyanjuDEPUTY DEAN OF STUDENTS
MGW/eck
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PROCEDURE NUMBER 10: ALLOCATION OF KITCHENETTES
1.0 GENERAL
1.1 PURPOSE
To ensure consistency and transparency in the allocation of kitchenettes to students.
1.2 SCOPE
Applies to the allocation of kitchenettes to UoK students.
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
d) Kitchenette guidelines
1.4 TERMS AND DEFINITIONS
a) DOS – Dean of Students.
b) HO – Hostels Officer.
1.5 PRINCIPAL RESPONSIBILITY
The DoS shall ensure that this procedure is adhered to.
2.0 STEPS
2.1 The procedure shall start with the DoS posting a memo inviting students to apply for
kitchenette use at least a week to the end of any semester
2.2 The DoS shall ensure the students collect kitchenette application forms and submits
them within the defined timeline (see 3.1 for sample form)
2.3 Students shall be required to submit filled application forms accompanied by relevant
attachments (school fees balance sheet, doctor’s recommendations)
2.4 Upon receipt of the applications the DoS shall convene a kitchenette committee
meeting to vet applications within the first week of the vacation
2.5 During the vetting, the committee shall be guided by the following:-
a) Evidence of dietary issues,
b) Evidence of financial need and
c) Doctor’s recommendation
2.6 The DoS shall prepare a list of successful kitchenette users and ensure posting of the
same on the student notice boards at least a week to the beginning of a new semester
with copy to the HO.
2.7 This procedure shall be deemed completed upon the DoS handling any appeals within
the first week of the semester.
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3.0 APPENDICES UoK/F/DOS/004
3.1 Sample of Kitchenette application form
UNIVERSITY OF KABIANGAOFFICE OF THE DEAN OF STUDENTS
ISO 9001:2015 CERTIFIEDAPPLICATION FOR KITCHENETTE USE
A. Personal Details:
Name: ________________________. Reg. no: ________________________Hostel: ________________________.
B. Reason/s for opting to use the Kitchenette: 1) Dietary:
_________________________________________________________________________________________________________________________
2) Financial: ________________________________________________________________________________________________________________________
3) Other (specify): ___________________________________________________________________________________________________________________
NB: Attach supporting documentations to the reason/s.C. Preferred Cooking Time:
Please indicate your preferred two alternative cooking times for the meals you wish tocook based on the opening hours as stipulated in the guideline (e.g., 8:00 a.m. to 8:40 a.m. and 9:30 a.m. to 10:10 a.m.). Please note that only 40 minutes per meal will be allocated to each user.
a) Breakfast ( ____________________________________________________)
b) Lunch ( _______________________________________________________)
c) Supper ( _______________________________________________________)D. Declaration:
I, ________________________________ (full name), declare that the information provided in this form is correct to the best of my knowledge and belief. I promise to abide by the guidelines pertaining to the use of the kitchenettes._________________________________ ____________________
Signature DateE. For Official Use Only:
Approved Not Approved Reason/s ________________________
______________________ _________________ ___________________ Chairperson’s name Sign Date
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PROCEDURE NUMBER 11: STUDENTS’ DISCIPLINE.
1.0 GENERAL
1.1 PURPOSE
To ensure consistency and effectiveness in the handling of disciplinary cases
1.2 SCOPE
Applies to handling of student disciplinary cases within UOK
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
1.4 TERMS AND DEFINITIONS
a) DVC (A&SA)– Deputy Vice Chancellor (Academic and Student Affairs)
b) DOS – Dean Of Students
c) SSO – Senior Security Officer
d) SC – Student Counselor
1.5 PRINCIPAL RESPONSIBILITY
The DVC (A&SA) shall ensure adherence to this procedure
2.0 STEPS
2.1 The procedure shall start with receipt of a disciplinary report at the security.
2.2 In the event the case requires intervention the security officer on duty shall ensure
immediate intervention
2.3 On receipt of the report / intervention, the security officer on duty shall record the
case in the occurrence book
2.4 Upon recording, the security officer on duty shall assess the allegation against the
applicable regulations and circumstantial evidence to establish a case
2.5 In the event there is no case, the security officer on duty shall advice the concerned
parties accordingly and updates the Occurrence Book
2.6 If there is a case, the security officer on duty shall forward it to the SSO to commence
investigation
2.7 On completion of investigation, the SSO shall either;
a) Determine the case to conclusion
b) Refer the case to the DoS for further action
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2.8 On receipt of any case, the DoS shall analyse the facts presented and either;
a) Verbally warn the accused and close the case
b) Refer the case to the SC for counseling
c) Prepare a disciplinary charge sheet and forward it to the Deputy Principal (A&SA)
for further action (see 3.1 for sample disciplinary charge sheet)
2.9 Upon receipt of the charge sheet, the DVC (A&SA) shall convene the Disciplinary
Committee meeting within fourteen (14) days to dispense the case.
2.10 The DVC (A&SA) shall formally summon the accused student/s and their parents or
guardians informing them of the date and time of the meeting.
2.11 The Disciplinary Committee shall ascertain the legibility of the parent/guardian of the
accused student and collect applicable disciplinary fee and proceed as per 2.13 below.
2.12 In the event that the student fails to pay the required fee and/or is not accompanied by
legible parent or guardian, the disciplinary proceedings shall not continue.
2.13 The committee shall listen to the submissions on the case, and determine the case in
line with the provisions of the student rules & regulation and applicable legislation
2.14 On receipt of an appeal against the decision of the disciplinary committee, the
Secretary to the Committee shall forward the appeal to the Vice Chancellor with
relevant records pertaining to the case.
2.15 Upon receipt of the appeal records, the Vice Chancellor shall constitute an appeals
committee to dispense the appeal.
2.16 The student shall be notified to appear before the appeals committee within fourteen
(14) days from the date of notification.
2.17 Upon listening to the student’s grounds of appeal, the appeals committee shall
determine and communicate their decision to the same to the student. The decision
shall include either;
a) Uphold the decision of the Disciplinary Committee,
b) Enhance the decision of the Disciplinary Committee,
c) Lessen the decision of the Disciplinary Committee, or
d) Lift the decision of the Disciplinary Committee
2.18 In the event that the student is not satisfied with the decision of the Appeals
Committee, appeal shall further be made to the Chairman of the University Council
2.19 Upon receipt of appeal, the Secretary of the Council shall forward to the Chairman a
copy of all the relevant records pertaining case
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2.20 The chairman shall ensure the University Council’s Appeals Committee determine
and communicate the final and bidding decision to the student. The decision shall
include either
a) Uphold the decision of the Disciplinary Committee,
b) Enhance the decision of the Disciplinary Committee,
c) Lessen the decision of the Disciplinary Committee, or
d) Lift the decision of the Disciplinary Committee
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3.0 APPENDICES UoK/F/DOS/010
3.1 Sample Charge sheet
UNIVERSITY OF KABIANGA
OFFICE OF THE DEAN OF STUDENTS
STUDENT DISCIPLINARY CHARGE SHEET
Name of suspect: _____________________________________________
Registration No: ______________________________________________
School: ________________________________________________________
Nature of offence: _____________________________________________
Date when offence was committed: ___________________________
Clause/s of Student Rules & Regulations violated: ___________
________________________________________________________________
Recommendation:
________________________________________________________________
_______________________________________________________________
Investigating Officer: ____________________ ____________ ________Name Sign Date
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PROCEDURE NUMBER 12: SPECIAL NEEDS
1.0 GENERAL
1.1 PURPOSE
To ensure consistency and fairness in service provision to students with special needs
1.2 SCOPE
Applies to handling of UOK student special needs
1.3 REFERENCES
a) Quality Manual – UoK/QM/MR/002
b) University of Kabianga students handbook
c) University of Kabianga rules and regulations
d) Disability Mainstreaming Policy
e) Disability Act
1.4 TERMS AND DEFINITIONS
a) DVC (A&SA)– Deputy Vice Chancellor (A&SA)
b) DVC - Deputy Vice Chancellor(A&F)
c) DOS – Dean Of Students
d) SC – Student Counselor
1.5 PRINCIPAL RESPONSIBILITY
The DVC (A&SA) shall ensure adherence to this procedure
2 STEPS
2.21 The Dos shall ensure the students with special needs are identified and registered
during admission to the University.
2.22 Upon registration – during student orientation, the Dean of Students shall convene a
briefing meeting with all students with special needs.
2.23 During the briefing meeting the Dean of Students shall introduce them the officer in-
charge of students with special needs from the department.
2.24 The Officer in charge with the students with special needs shall liase with the student
representative to organize activities tailored to students with special needs.
2.25 The Dean of Student shall ensure provision for students with special needs in the
departmental calendar of activities and ensure that the budget is approved.
2.26 The Dos shall ensure implementation of the activities for students with special needs.
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2.27 Upon implementation the DOS shall ensure that a report is written on monthly and
submitted to the DVC A&SA for information and/or advice.
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UoK/F/MR/003
UNIVERSITY OF KABIANGAANNEX INDICATING CHANGES MADE IN THE PROCEDURES
Proc.No.&clause
Date Details of changes Authorization- OfficerAuthorizing
Changes effected Comment
Initial clause details Current approved clausedetails
Proc. 1appendix 3.1
01/02/18 Catering section Catering Officer Approved
01/02/18…Personnel…
….Registrar (HR)….. Approved
01/02/18 - Cc.1). SAR(Admin)2). All Catering staffs
Approved
Proc. 9 cl.2.2.3
01/02/18 ….Work study committeemeeting in the second week of the semester to vet….
…Work Study Committee meeting during the holiday break to vet….
Approved
cl. 2.2.1 01/02/18 …Within the first week of every semester the DOS shall invite applications for work study program from interested students as per communication procedure….
….The DOS shall inviteapplication, as percommunication procedure,for work study programmefrom interested students atleast two week to the end ofevery semester …….
Approved
cl. 2.3.1 01/02/18 ….By the third week of DOS shall convene a joint meeting….
…On the first week of the semester, the DoS shall convene a joint meeting…
Approved
2.3.3 01/02/18 ….Respective work stations within the third week….
….respective work stationsby the second week of thesemester ….
Approved
Clauses asapplicable
01/02/18Kabianga UniversityCollege (KUC)
University of Kabianga(UoK)
Approved
01/02/18 Principal Vice Chancellor Approved
01/02/18 Deputy Principal (AP&F) Deputy Vice Chancellor(A&F)
Approved
01/02/18 Deputy Principal(A&SA)
Deputy Vice Chancellor(A&SA)
Approved
Clauses as appropriate
26/03/2018 ISO 9001:2008International Standardrequirements
ISO 9001:2015 InternationalStandard requirements
Approved
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Approval
I__________________________________ the Vice Chancellor UoK, having read and
understood the content of the foregoing document, do hereby approve and authorize it for use
in UoK Main Campus and its’ other Campuses on this _______ day of (Month) ___________
(year) _________.
Signed: _________________________ Date: _______________________
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