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Registry Information/forms
Add/Drop Process
Exemption from course
Deferal or withdrawal
Examination procedures
Transcript of academic records
Forms
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CARD PROCESSING

The processing of I.D. cards takes place at the University Registry (Central Campus 1) once students have successfully registered and are disseminated through the student’s regional campus. I.D. cards are issued with expiry dates that apply at the end of the student’s expected completion date. Where a student withdraws from a programme of study, he/she is expected to submit his/her I.D. card to the Registry or their regional campus office.


ADD/DROP PROCESS

Students wishing to add, drop or change credit status of individual courses must apply to their respective Academic Dean (IUC Central) or Assistant VP (other regions) within the first two (2) weeks of the start of classes. An Add/Drop Form must be completed not later than three (3) weeks after the start of the semester. If changes on the Add/Drop Form constitute are assessment of a student’s tuition fees, it is his/her responsibility to ensure that the fees are paid in full. These changes will not be official until all steps are completed, including payment of any charges that maybe due.


EXEMPTION FROM COURSES

a) Exemptions are not automatically awarded and will be decided by the Academic Dean/Assistant VP in response to a specific application by the student.

b) Application for exemption must be made atleast two (2) months prior to the start of the semester. No exemptions shall be considered after a student has been registered.

c) The student will complete the Exemption Form containing the following information:

  • The name of the course for which exemption is requested.

  • Demonstrated proof of the student’s ability to master the course material by:

    • Transcript from the institution attended

    • Atleast a “B-” average(60-64%) in the course deemed as comparable;

    • For another course to be considered comparable, this course should be atleast a 3-credit course (or the equivalent number of credit hours) and completed at least at the same level as the course for which exemption is being applied.

    • A course outline and reading list in the comparable course must be submitted.

d) The decision for exemption will be made using the following criteria:

  • That atleast 80% of the course content has been covered by the student.

  • That exemption is only granted for first level courses.

  • That exemption should be signed off by the Academic Dean/Assistant VP.

e) A non-refundable course exemption fee will be applied valued at one-third of the regular course fee.


DEFERRAL OR WITHDRAWAL

Unless there are extenuating circumstances, students should not defer a programme for more than one year. Application for deferral must be made in writing to the Academic Dean/Assistant Vice President prior to the beginning of the semester. Once a student is ready to resume his/her studies, are quest for resumption should be submitted in writing to the Vice President/Academic Dean. Note that the student will then be required to comply with any programme or fee-related changes that are in effect at that time. It is the student’s responsibility to determine through consultation with the Academic Dean/ Assistant VP whether any such changes apply.


EXAMINATION PROCEDURES


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No student will be allowed to sit an examination without a valid student identification (ID) card and an examination card.

Examination Cards

a) Students should collect examination cards from the Registry at the Central Administrative Campus or the Assistant Registrar at their Regional Campus in the week preceding the start of the examination period.

b) Dates for collecting cards will be posted at each campus, university centres and all other sites at which classes are conducted. A fine of $500 will be charged to replace a lost card.

c) Students with outstanding fees will not be issued examination cards and will not be allowed to sit examinations.


Instructions to Candidates Taking a Written Examination


a) Final examinations are usually scheduled as follows:

i.    Semester I - December
ii.    Semester II -April/May
iii.    Semester III -July

b) Examinations are held at set times over a two week period. The official starting times will be 9 a.m. and 1 p.m. and 5 p.m.

c) Candidates will be informed of the dates and times of written papers and practical examinations via the Examination Schedule published at each location at which classes are conducted atleast one month in advance. Any changes in dates after publication shall be brought to the attention of candidates by means of additional notices posted at each location at which classes are conducted. Candidates will not be informed individually of such changes. Under no circumstance will any such change be made later than one week before the commencement of each examination period. Where appropriate examination schedules will also be issued via email through CCSS.

d) It is the responsibility of each candidate to take note of the dates and times of the examination(s) for which he/she is registered.

e) Candidates will be issued with examination cards atleast two weeks prior to the commencement of each examination period. Candidates will not be allowed to sit an exam without an examination card as well as a valid student ID card.

f) Candidates should be present fifteen (15) minutes before the start of the examination. Candidates who are more than thirty (30) minutes late maybe excluded from the examination. The Invigilator may use his/her discretion in allowing the candidate to do the paper but no extra time should be given.

g) All candidates are expected to exhibit appropriate behaviour during the examinations. A report will be made of all distracting behaviour and the perpetrator maybe asked to leave the room.

h) A register will be prepared for each examination. Candidates should sign beside their names before the examination begin.

i) No candidate may communicate with another candidate or any unauthorized person in or out of the room while the examination is in progress. If an Invigilator is satisfied that a candidate has breached the accepted regulation and practices, he/she shall report the matter in writing to the Registrar who will in turn report it to the Principal/Assistant VP. An inquiry will be made and the matter will be reported to the Disciplinary Committee for the appropriate action.

j) Candidates maybe allowed by the Invigilator to leave an examination room during the course of the examination provided that:

i.    The examination session has been in progress for atleast thirty (30) minutes.
ii.    Candidates have been continuously under the supervision of a responsible member of staff or Invigilator.

k) Candidates are required to deposit all unauthorized material, including bags, briefcases, folders, books or any other unauthorized material at the place provided for this purpose before the start of each examination. Absolutely no cell phones will be allowed in the examination room.

l) At the end of the examination, candidates should be given a receipt from the Invigilator on submission of their script.

m) A candidate who attends an examination and on viewing the question paper decides that he/she cannot attempt the paper, would be considered as having failed the paper.


Absence from Examinations

a) A student who claims illness or compassionate grounds for missing a final examination may apply for special consideration. Application is made to the Registrar/Regional AVP. Documentation in support of the request must be included with the application.

b) A student who is unable to write a final examination due to illness or other mitigating circumstances must notify the Registrar/Regional AVP as soon as possible. Thereafter, the student must provide the Registrar/Regional AVP with a medical certificate within one week (five working days) of the date of the missed examination.

c) If there are circumstances, such as illness or disability, which may affect the student’s performance in an examination, the student must give advance notice to the Registrar/Regional AVP so that preparations maybe made to accommodate him/her prior to the scheduled examination. If the student chooses to write the examination without making such notification, he/she cannot normally appeal the results.

d) Students who are absent from a final examination without a valid reason will receive a “Did Not Sit” (DNS) status. This means that he/she will have to re-sit the examination when it is offered again.

e) A student may miss a scheduled official examination through participation in an event or activity approved by the Dean/Regional AVP. It is the student’s responsibility to advise his/her Dean/AVP in writing before the examination so that appropriate alternative arrangements can be made.


Review of Examination Results


a) A candidate must satisfy the examiners by passing both course work and examination separately.
b) No candidate will be re-examined in a paper that he/ she has passed.
c) A candidate who receives a grade of less than C-is deemed to have failed a course or coursework.
d) A candidate who fails in any course or portion of a course can be re-examined in that particular component.

A student may only be able to request a review of examination results if he/she has failed the examination component only. A student who is dissatisfied with his/her examination should put it in writing to the Registrar. Such a report must be made within two weeks of publication of results. The students may request either:

a) To go through his/her failed script with the Examiner; and/or
b) To have his/her examination script re-marked.


Examination “Review”

a) A student who requests a review of an examination script must make the request in writing to the Registrar within two (2) weeks of receiving examination results.

b) The Registrar shall arrange for the Lecturer/Examiner to review the script with the student.

c) In carrying out the review for students who have failed a course, the Examiner must disclose the marks/grades for each component assessed.


Examination “Re-mark”

a) A student who wishes to have his/her script re-marked must make the request in writing and pay a non-refundable fee.

b) Where a re-marking is requested, the Registrar shall request an Independent Examiner. The appointment shall be made within one week of the date on which the request is made.

c) The Independent Examiner shall return the re-marked script(s) no later than ten (10) days after receiving it and must include a written report to the Registrar, which includes a signed mark/grade sheet.

d) If the re-mark results in a change of grade, the student is bound to accept the final grade even if it is lower than the first.

e) The Registrar shall inform the candidate of the result of there-marking and then forward to the Dean.


Examination Re-sits and Auditing


a) A student may request a re-sit if he/she has failed an examination.

b) The following non-refundable fee will be charged before a student will be allowed to re-sit an examination:

a. Regular Re-sit fee – examination for which a re-sit is required was already being sat in the semester.

b. Special Re-sit fee – examination for which a re-sit is required is not being sat and an examination paper and key must be set and vetted outside the normal examination process.

c) It is the responsibility of the student to complete and submit the required registration forms and pay the required fees for examination re-sits.

d) Students are allowed to do only two re-sits for a given course. To prepare for the re-sit, the student will be encouraged to audit the course for a non-refundable fee.

e) Where a student has failed both re-sit attempts, the student will be required to redo the entire course.

f) Students who fail a course in the year of their expected graduation may be given the opportunity to re-sit the examination in the last week of August where the course was not available for re-sit earlier in the academic year. (This is approved at the discretion of the Principal after review of the student’s records).

g) Request for re-sits should be made four (4) weeks prior to the exam period.


TRANSCRIPT OF ACADEMIC RECORDS

When applying to this institution, students are advised that transcripts requested from previous educational institutions are to be sent directly to the Registrar. Transcripts must be sealed and stamped. The Registrar will not accept a transcript as valid if the envelope is opened or appears to be tampered with.


Request for transcripts

Documentation of requests and processing of transcripts are conducted in the office of the Registrar. Students who wish for transcripts of their records may apply to the Registrar on a Transcript Request Form. Transcripts shall be sent by regular mail or courier service. The standard time for the preparation of transcripts shall be within 1-10 working days for regular delivery and 1-5 working days for express delivery.

The transcript fee to be applied will vary based on the following:

  • Cost of Transcript
  • Local Postage
  • Registered Mail (Local)
  • Registered Mail (International – USA & Canada)
  • Registered Mail (International – United Kingdom)
  • Courier (Local)
  • Courier (International – USA & Canada)
  • Courier (International – United Kingdom) 




DOWNLOAD FORMS

student change of address 2014.pdf

change of name - important information for students.pdf

change of address 2014.pdf

course exemption form.pdf

refund request form.pdf

requisition form - change of programme.pdf

transcript request form updated march2013.pdf



a)      The student will complete the Exemption Form containing the following information:

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