Examination Rules for Students
Ndejje University
Examination Policy 2024
This page is a student guide. The Examination Policy 2024 remains the official document.
01Start here
Clear all fees before the examination period.
Have your Examination Permit from the ERP portal (first years) and your Registration Card with your Examination Number.
Bring a valid ID to every paper.
Arrive at least one hour early.
Leave your phone, notes, and bag outside.
Go to: Section 5.0, page 23.
Go to: Section 5.6, pages 27–28.
Go to: Section 5.4.2, page 26.
Go to: Section 5.7, pages 28–29.
02Before the exam
Clear all fees and balances before the examination period. Get the examination pass at least one week before the session.
Go to: Section 5.0, page 23.
The pass must be stapled to the Accounts clearance form. Present the pass and a valid ID at every paper. No pass means grade F, unless a petition for an incomplete grade succeeds.
Go to: Section 5.6.1, page 27.
A lost pass is replaced at the Accounts office at a cost, and invigilators sign the new pass in each session.
Go to: Section 5.6.2, page 28.
A missing ID needs permission from the Registrar before the paper.
Go to: Section 5.6.3, page 28.
You must get the pass signed inside the room only, and you keep the signed pass.
Go to: Section 5.6.4, page 28.
The timetable, with date, time, and duration, is issued at least four weeks before.
Go to: Section 5.4.1, page 25.
The venue is issued at least two weeks before. Arrive at least one hour early with your ID and examination permit.
Go to: Section 5.4.2, page 26.
Extra time or a separate room: apply to the examination office at least two weeks before.
Go to: Section 5.4.3, page 26.
03What you may bring
Allowed
Allowed: pens and pencils in a transparent pencil case; water in a clear bottle with the label removed; a basic calculator only if that paper allows one.
Not allowed
Not allowed unless the School or Department, or the Examinations Officer in writing, has authorised it: books, papers, electronic aids; phones and other electronic devices; programmable calculators and calculators with text, symbols, or graphs; food or any drink other than that water; bags and non-transparent cases.
With permission
A paper bilingual dictionary is allowed only if English is not your first language, you have written permission in advance, and you show it to the invigilator at the start. Electronic dictionaries are not allowed.
Unauthorized material is removed and may be kept as evidence.
Go to: Section 5.7, pages 28–29.
04Inside the room
Sign the attendance list when it is passed around.
Go to: Section 5.5.2, page 27.
Do not enter later than 30 minutes after the start. Do not leave in the first 30 minutes except in an emergency with the invigilator’s permission. Do not talk after the paper starts. Do not take any booklet out. Follow the invigilator’s instructions. Stop when told, hand in every script and booklet, and stay seated until you are told to leave. These are also offences under Rule 3.
Go to: Section 5.7.1, pages 29–30, and Rule 3, pages 35–36.
If you become unwell during the paper, tell an invigilator immediately.
Go to: Section 5.8, page 30.
05If you miss the paper or fall ill
Absence without a genuine reason is grade F. Genuine reasons include illness, bereavement, and similar circumstances. Submit documentary evidence, such as a medical certificate or permission from the Dean of Students, within the time the university sets.
Go to: Section 5.5.1, page 26.
Before the paper, inform the authority as soon as possible and attach medical evidence, a death certificate, or a court document. After the paper, you may be allowed to sit later if the authority and the examination board approve. A circumstance that affected your performance may be considered with the result.
Go to: Section 5.8, page 30.
06How marks work
CGPA (Cumulative Grade Point Average) is your overall grade-point average across the courses that count. The policy uses GPA for the lists below.
General scale, each course out of 100:
| Mark | Grade | Points |
|---|---|---|
| 80–100 | A | 5.0 |
| 75–79.9 | B+ | 4.5 |
| 70–74.9 | B | 4.0 |
| 65–69.9 | C+ | 3.5 |
| 60–64.9 | C | 3.0 |
| 55–59.9 | D+ | 2.5 |
| 50–54.9 | D | 2.0 |
| 49.90 and below | F | not graded |
Go to: Section 3.3 and Table 1.1, pages 14–15.
Normal progression means every registered course that semester is passed at grade point 2.0 or above.
Go to: Section 3.1.1, page 14.
GPA of at least 4.40: Vice Chancellor’s list. GPA 3.60 to 4.39: Dean’s list.
Go to: Sections 3.1.2 and 3.1.3, page 14.
Medicine, Nursing, and Pharmacy, and also PhD, Masters, and Postgraduate Diploma: A 75–100; B 60–69; C 50–59; below 50 is D (fail).
Go to: Sections 3.3.2 and 3.3.3, page 15.
Codes: W withdrawn; I incomplete; AUD audited; ABS absent with approval; TC transferred credit; RT means retake — you take the course again; RS special examination; CP is a conceded pass. A conceded pass is a pass shown on the transcript for one final-year, non-clinical subject scored 46–49.9.
Go to: Section 3.4.1, pages 15–16.
Degree classes: First Class 4.40–5.00; Second Class Upper 3.60–4.39; Second Class Lower 2.80–3.59; Third Class Pass 2.00–2.79.
Diploma and certificate: Class I Distinction 4.40–5.00; Class II Credit 2.80–4.39; Class III Pass 2.00–2.79.
Go to: Sections 3.6.1 and 3.6.2, page 18.
Watch continuous assessment and clear failed coursework early.
Go to: Section 5.5.4, page 27.
07If you fail
Fail up to 15% of the year’s courses: you may proceed, and you retake those courses (classes, coursework, and the examination) when next offered. Fail more than 15%: you do not proceed. Round to the nearest whole number. A failed retake must be passed before you proceed. You may sit a paper only three times; the third failure means discontinuation. Register retakes at the start of the academic year.
Go to: Section 4.6.1, pages 21–22.
The mark after a retake is recorded as obtained and shown as RT.
Go to: Section 4.6.1(d), page 22.
The maximum grade from a retake or supplementary is a plain C, and it is offered alongside special examinations.
Go to: Section 5.5.3, page 27.
Confirm with your faculty or the Academic Registrar which rule applies to you.
Clinical fail: retake the course including clerkship. Up to 15%: repeat clerkship in the next recess term if nothing clashes. More than 15%: do not proceed.
Go to: Section 4.6.2, page 22.
A conceded pass is for the final year and non-clinical courses only: one subject, score 46–49.9, shown on the transcript as a Conceded Pass.
Go to: Section 4.6.3, page 22.
Retake fees: students who proceed pay the unit cost and do not pay extra functional fees. Students who do not proceed pay the unit cost plus functional fees. Government-sponsored students pay their own retake costs.
Go to: Section 4.6.4, pages 22–23.
Discontinuation if you fail more than 75% of the year’s courses, stay beyond the maximum duration, abscond from examinations, or engage in examination malpractice.
Go to: Section 3.2, page 14.
08Malpractice
Rule 1
Sharing coursework with another student so they can use it, or carelessly exposing it.
Penalty: caution and cancellation of the coursework, or that plus suspension of up to one academic year.
Go to: Rule 1, page 34.
Rule 2
(a) Submitting coursework you did not prepare.
(b) Substantial plagiarism.
(c) Soliciting or buying coursework.
(d) Falsifying marks on a coursework script.
Penalty: caution and cancellation; or cancellation and suspension of up to one academic year; or cancellation and dismissal.
Go to: Rule 2, page 34.
Rule 3
(a) Sitting without valid documentation.
(b) Entering more than half an hour after the start.
(c) Leaving before half an hour except in an emergency with the invigilator’s permission.
(d) Any conversation or communication after the start.
(e) Disruptive conduct, including shouting, assault of another student, abusive or threatening language, or destruction of property.
(f) Taking any answer booklet out.
(g) Failing to follow a lawful instruction.
(h) Physically assaulting or insulting an invigilator or university official.
Penalty: caution and cancellation of that paper; or cancellation and suspension of up to two years; or cancellation and dismissal.
Rule 3(e) also allows a fine. Physical assault under Rule 3(h) means dismissal. Government sponsorship may be cancelled unless the student is dismissed.
Go to: Rule 3, pages 35–36.
Rule 4
(a) Bringing in, in person or by agent, unauthorized material: plain papers, condensed notes, books, a handkerchief with information, information written on the body, a recorder, a mobile phone, or any unauthorized electronic equipment.
(b) Copying from another student.
(c) Plagiarism: using someone else’s words or ideas without acknowledgement, or replicating your own work already presented for assessment.
(d) Helping another student to copy.
(e) Exchanging answers inside or outside the room.
(f) Collaborating by telephone or by sharing calculators and other electronic equipment.
Penalty: caution and cancellation; or cancellation and suspension of up to two years; or cancellation and dismissal.
A second cheating conviction means dismissal.
Several plagiarised paragraphs: warning and grade D.
A second plagiarism charge: examination cancelled and grade F.
A third time: suspension for one year.
An entire piece lifted verbatim or with only slight alterations: dismissal.
Confiscated material is destroyed within 60 days of the decision letter.
Government sponsorship may be cancelled unless the student is dismissed.
Go to: Rule 4, pages 36–37.
Rule 5
(a) Importing a pre-prepared answer script.
(b) Substituting a script prepared outside.
(c) Falsifying marks on a script, coursework, viva or public defence, final board decision, testimonial, or field report, or procuring someone to do so.
(d) Impersonating another student.
(e) Procuring someone to sit for you.
(f) Uttering false documents on eligibility, including an examination permit, financial statement, bank slip, or registration card.
(g) Sitting without authority.
(h) Delivering a script to an examiner’s office or residence outside the scheduled time.
(i) Fraudulently receiving illegally procured questions.
(j) Fraudulently accessing questions before the examination.
(k) Paying someone to procure questions.
(l) Paying a staff member or non-staff person to alter results.
(m) Writing false information on the booklet to hide identity.
(n) Smuggling a booklet out after signing the register and later claiming the marks are missing.
(o) Unlawfully retrieving examination materials from university custody to falsify marks.
Penalty: cancellation and suspension of up to two academic years, or cancellation and dismissal.
Sponsorship may be cancelled.
A staff member procured to alter results goes to the Disciplinary Committee.
A non-staff person procured for that purpose is handed to the police.
Go to: Rule 5, pages 37–39.
Rule 6
Whether or not you are the accused:
(a) Interfering with the investigation or the Faculty Appeals and Irregularities Committee hearing.
(b) Intimidating the committee, staff, or witnesses.
(c) Destroying evidence.
(d) Forging documents about the irregularity.
(e) Bribing or attempting to bribe.
(f) Harassing, or getting others to harass, an official or witness, including by constant calls or visits.
Penalty: cancellation of the relevant examinations; or cancellation and suspension of up to one academic year; or cancellation and dismissal.
Go to: Rule 6, pages 39–40.
Rule 6A
(a) Bringing a firearm or potentially dangerous weapon into the examination precincts.
(b) Using one to intimidate or deter an investigation.
The policy note includes pangas, machetes, daggers, switch blades, spears, swords, bows and arrows, brass knuckles, any incendiary device, and imitations such as fake guns.
Penalty for Rule 6A(a): caution and cancellation; or cancellation and suspension of up to two years; or cancellation and dismissal.
Go to: Rule 6A, page 40.
09If you are caught
You may finish the paper because you are presumed innocent until proved guilty.
Body searches are done with another person present.
Exhibits are taken and identities recorded.
You receive the allegation in writing with a copy of the Rules.
You may reply in writing.
You receive notice of the hearing and time to prepare.
You may plead guilty or not guilty and defend yourself.
Missing three effective summonses means indefinite suspension until you appear.
You cannot be registered while the case is open.
You are told the decision, given the record, and told how to appeal.
Appeal to the College Appeals and Examinations Irregularities Committee within 30 days of the decision letter.
Page 43 heads this procedure “Rule 9” and page 44 heads the same procedure “Rule 8”, so you should read pages 43–49.
Go to: Hearing procedure, pages 43–49.
10After results and appeals
Faculty results are provisional until Senate confirms them. They are published on the university’s official system.
Go to: Sections 4.5.3.3, 4.5.4, and 4.5.5, page 21.
You may appeal if registration is suspended or ended after examination failure or unsatisfactory progress, or if you believe the class of award is wrong.
Go to: Appeals section 3, page 54.
Grounds the university will hear: circumstances such as family matters or ill health that you could not report earlier for a valid reason; a mathematical or procedural error; irregularities or administrative errors in the examination; reason to believe an examiner was biased.
Go to: Appeals section 4, page 54.
Grounds the university will not hear: disagreement with an examiner’s academic judgment properly exercised; a mischievous or frivolous appeal; complaints about teaching, supervision, or materials; ill health you could have reported at the time; cases where the regulations already bar an appeal after you were allowed to re-present a dissertation or thesis.
Go to: Appeals section 4, pages 54–55.
Submit within 30 days of formal publication of the results, in writing to the Dean of Students, stating the grounds. The Guild or the Dean of Students can help you. Personal information is kept confidential and shared only as needed to decide the appeal. If the grounds do not qualify, you are told in writing, usually within 15 working days. A calculation error is corrected with the Board of Examiners. Irregularities, unknown circumstances, or bias go to the Appeals Committee.
Go to: Appeals section 5, pages 55–56.
If you are dissatisfied with the College Appeals and Examinations Irregularities Committee, appeal to the Senate Academic Policies and Appeals Committee within 30 days of that letter, in writing to the Academic Registrar. If you pleaded guilty, you may appeal the penalty only. You are notified of the hearing and may be heard. You may bring a person of your choosing. The Senate committee may confirm, vary, or set aside the decision. You are informed of the faculty appeals result in writing within 10 working days.
Go to: Appeals section 5, pages 56–57, and section 7, pages 57–58.
11Who to ask
Accounts office — the examination pass and a lost pass.
Registrar — a missing ID.
Examination office — the timetable, the venue, and special arrangements.
Dean of Students — appeal advice, and submitting an academic appeal.
Academic Registrar — a Senate appeal.
ICT office — problems downloading your Examination Permit from the ERP portal.
If this page does not name an office for your step, ask your faculty office.