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Academic Affairs
The university offers a variety of degree, diploma and certificate courses. A student is expected to make intelligent choices from the available academic programs that will lead to a lifetime career. Students coming from non-English speaking countries will be required to write an English placement examination prior to enrolling for their first semester. If the student does not obtain 50% in this test, he/she will be required to attend remedial English classes for at least one semester.

Semester Sessions
The university operates under a semester system. Each semester runs for 18 weeks subdivided in this way: one week of registration, 15 weeks of instruction, and two weeks for final examination. The value of each course offered is expressed in terms of credit units. One credit unit represents one fifty-minute class period in each of 15 weeks, two hours of tutorial, or two to three hours of practical periods per week for 15 weeks of the semester. The student is expected to spend a minimum of two hours of outside prepara tion for each class period. Every academic year consists of two regular semesters: first semester from mid-August to mid-December; second semester from early January to early May. For Diploma and Certificate in Nursing the semesters run according to the Nursing Counsil of Uganda.

Summer Sessions
Summer session is meant for industrial attachment/practicum. However, some schools or departments may opt, with the approval of the Senate, to offer some courses during summer, on the condition that the students are in their final semester and have not more than two courses or 6 credit units remaining to meet graduation requirements. A minimum of five students must enroll for the course and only fulltime lecturer(s) will be engaged in the teaching. The duration summer session is usually six weeks.

Mode of Instruction
While lectures are considered the primary mode of instruction, the university recognizes that students have different learning styles and need to experience other learning environments. Each lecture class involves at least one other type of learning environment, and credit is awarded on the basis of attendance and performance in either tutorial or practical learning experiences, or both. Tutorial sessions, are semi-structured, in which students are invited to engage in the material of the course through other means, such as discussion, debate, group study, problem solving and projects. Practicals often involve hands-on experiences in science or computer laboratories or some other practical setting. Other courses may be entirely practical and have no lecture component, such as industrial attachment or teaching practice. In addition, each degree program requires independent research under the supervision of an individual faculty member as a capstone to the program.

Dead Semester or Year
A student who is unable to continue with his/her classes for a semester or a year should submit an application to the Registrar through the department for a dead semester/year, supported by a communication on the same from the sponsor. A student who fails to do so may be prompted to reapply upon coming back.

Withdrawal from the University
Students who wish to withdraw from the university must obtain a clearance form from the Registrar’s Office. A student should fill in the form and obtain all the signatures on the form as indicated. Withdrawal from the university only becomes effective on submission of the withdrawal form duly filled out. A withdrawal letter shall be issued to a successful applicant.

Adding and Dropping Courses
If you wish to add or drop a course, you must fill in a form from the Registrar’s Office, get the approval of the lecturer(s) concerned, and return the form to the Registrar’s Office. A fee is charged for any changes in this respect. Courses may be added upto the published “Last day to enter any class.” Courses dropped by this date will not appear on the student’s permanent record. If any course is dropped after this date, an F (Failure) is recorded.

Auditing Courses
To audit a course, you will need to fill a designated form from the registrar’s office and pay 70% of the fee for each audited credit unit. You may attend the classes regularly, but you will not take quizzes or write examinations. No credits or grades are given for courses that are audited. If you desire a credit after sitting in the classes, you will have to repeat the course at another time.

Absences
Students are required to attend all class activities, including lectures, tutorials and practicals. Attendance is regarded as a vital aspect of education at Bugema University. Absences are counted from the first day of classes and are classified as excused and unexcused.

Excused absences involve reasons of illness, authorized trips, or circumstances beyond the students’ control. Absences for any reason other than those mentioned above are considered unexcused. Class work such as quizzes and tests missed during an excused absence may be made up through arrangements with the instructor(s) involved. Class work missed during an unexcused absence will not be made up. If the student’s number of absences exceeds 15 percent of the total number of contact hours in the semester for a particular class, the student may be advised to drop the course.

Consistently coming late to class is not acceptable. Coming to a class late 5-10 minutes three times is counted as one absence. Entering a class after 15 minutes or missing 15 minutes or more from a class is considered an absence.

General Assembly
A weekly General Assembly is held every Tuesday between 10:00 - 11:00am. However, the time of this meeting may be changed due to unavoidable circumstances. In this case, the student body is notified. Attending assemblies is part of the academic life at university and therefore, all students of Bugema University are required to attend.

Grading System
The grade scheme is based on a five-point scale as recommended by Statutory Instrument No. 21 of 2015 as gazzeted in the Uganda Gazette No. 27 vol. CVIII as outlined below:
Percentage Range From To Grade GPA Word Rating
80.00 100.00 A 5.00 Excellent
75.00 79.99 B+ 4.50 Above Average
70.00 74.99 B 4.00
65.00 69.99 C+ 3.50 Average
60.00 64.99 C 3.00
55.00 59.99 D+ 2.50 Below Average
50.00 54.99 D 2.00
00.00 49.99 F 0.00 Failure
The final grades for each semester are recorded on the student’s permanent record and can be accessed through one’s ERMS account after they are published.

Classification of Degrees and Honors
Upon the recommendation of the Senate, a student may graduate with the degree or diploma, certificate following the conditions stated below:
Degree Letter Class GPA Range Grade Status Intern’l Status
First 4.40 - 5.00 A Honors Summa cum laude
Second Upper 3.60 - 4.39 B+ Honors Magna cum laude
Second Lower 2.80 - 3.59 B Cum laude
Pass 2.00 - 2.79 C

Diploma
Letter Class GPA Range Grade
Distinction 4.40 - 5.00 A
Credit 2.80 - 4.39 B
Pass 2.00 - 2.79 C

GPA Calculation
Credits for each course are multiplied by grade point and then the total number­ of credits is divided by the total number of grade points according to the scale below:
Sample
Course Grade Credits Points Total
Course 1 A 3 5.00 15.00
Course 2 B 3 4.00 12.00
Course 3 A 3 5.00 15.00
Course 4 A 4 5.00 20.00
Course 5 B+ 3 4.50 13.50
Course 6 D 3 2.00 6.00
Total 19 81.50

Note
Total is obtained by multiplying credit say 3, by the points, say 4.0, to get 12.0 GPA = Sum of Total / Sum of Points, [e.g. 81.50 / 19 = 4.29 (second upper)].

Other Grade Symbols
Other symbols that may appear on the grade report are as follows:
DG - Deferred Grade: A deferred grade (DG) is assigned in certain courses that are of such a nature that they may not be completed within one semester. A DG will be given each semester until the project is completed and a final grade is assigned­. Courses for which a DG is assigned normally run over two semesters­. Any extension of time beyond two semesters needs the approval of the DVC Academics. A DG has no effect on the grade-point average.

I - Incomplete Grade:
Students may receive the grade of I (Incomplete) in a course because of illness or other circumstances beyond their control. If a student, for reasons of illness or emergency at home, lack of fees, misses the final examination, and do not wish to receive an F grade for the course, he/she must apply for an Incomplete Grade (I). A duly signed form approved by the Registrar and the Instructor, must be submitted to the Registrar’s office with a copy to the Examination­ Office. For such cases, the Examination Council at a fee will organize a special exam at the beginning of the proceeding semester as indicated in the calendar of events. An ‘I’ grade should be cleared within one academic year. If it is not cleared, it automatically changes into an F grade and a student will be required to re-register for the course(s). If an exam is missed for academic negligence, the student will receive an F grade and will be asked to register for the course again.

P – Pass:
Certain courses are assessed on a pass or fail basis. In the case of a pass, a “P” will appear on the transcript but does not contribute to the calculation­ of the GPA. Failure in a pass or fail course will result in an “F” and the student must repeat the course, but the F does not contribute to the calculation of the GPA.

CR – Credit Repeat:
If a student repeats a course to obtain a better grade, the former grade is changed to CR and remains on the transcript. The CR does not contribute to the calculation of the GPA. Students need the permission of the Deputy Vice-Chancellor Academic Affairs if they wish to repeat a course for which a grade of D or better was earned. You do not need to repeat a course if you received a D; however, an F grade must be repeated. You may apply for the Registrar’s office to mute the CR/FR in your final transcript.

EX - Exemption(s):
A student may have done a course that is transferable to a higher level and does not wish to repeat it. Such courses, for instance, practicum and General Education Courses (students of lower levels are allowed to sit with those of higher level in the same class). In such cases, a student will apply to the department/school and be supplied with the letter describing clearly the course(s) exempted. A copy of the letter will be sent to the Registrar’s Office where the courses will be registered under Exemption Category (Ex) and will not count towards the GPA calculation.

Signs and Definitions of Credit Units
LH - Lecture Hrs
TH - Tutorial Hrs
PH - Practical Hrs
CH - Contact Hrs
CU - Credit Units
CR - Credit Hrs
Hrs - Hours
15 hrs of Lecture = 1 CU/Cr
30 hrs of Tutorial = 1CU/Cr
45 hrs of Practical = 1 CU/Cr


This means that:
45 hrs of Practical = 15 hrs of Lecture = 1CU/Cr, and;
30 hrs of Tutorial = 15 hrs of Lecture = 1 CU/Cr

Duration of Academic Programs
The duration of a degree and Diploma/Certificate programs will not exceed seven and five years, respectively. In the event that seven years lapse before the student completes the requirements of the degree, the student should seek for re-admission. All degree courses require three to four regular academic years. Students who come from countries where there is no Advanced Level of secondary education will be required to take Higher Education Certificate before they embark onto the degree program. Diploma and certificate courses require two regular academic years. A student who is upgrading from certificate to diploma or diploma to degree in the same area of specialization, may request for exemption of some course similar to those done in the lower level.

Change of Bulletin
A student who for some reasons fails to complete his/her studies within stipulated time and the Bulletin in which he/she was admitted ceases, he/she will be required to change to a current one. The Head of Department will determine the relevant courses to be transferred and the student will be required to abide with the new bulletin for his/her graduation.

Breaking Residency
A student who has broken residence for a period of less than seven years can retain his work he had completed provided the bulletin has not changed. However, if the bulletin has changed, the student may loose some courses and adapt to the new bulletin based on the evaluation of the Head of the Department.
When the student breaks residence for seven years and above, the student will forfeit the previous work done and seek for readmission. In such cases the student may be required to repeat a previously completed course work.

Transfer of Credits to Bugema University
Bugema University grants the privilege to transfer credits from a recognized University in order to complete the degree requirements. A student will be required to request the Registrar of the previous institution to send the transcripts directly to the Registrar of Bugema University. Such credits earned from the previous University will be considered for GPA calculation and be counted toward degree requireents.

The following stipulations apply:
1. No grade below D+ or equivalent will be accepted, and the overall GPA for all previous university work must be at least 2.50.
2. A minimum of 15 upper division courses (45 credit units), or equivalent, in the student’s major must be taken in
residence. Provided the courses are suitable, and a sufficient number are at upper division level, the rest of the major requirements may be met by transfer credits.
3. A minimum of 5 regular upper division courses (15 credit units), or equivalent, in the student’s minor must be taken in residence. With suitable courses and with enough credit units at upper division level, the remaining minor requirements may be met by transfer credits.
4. Transfer of credit units may not be accepted until a student has successfully completed one semester in residence.
5. If a transfer student requests a transcript from Bugema University before he/she graduate, credit units from previous institutions attended are not listed on the transcript.
6. Regardless of the number of transfer credit units accepted, a student must meet the general residence requirements of Bugema University.

ERMS Account
Every registered student is given an ERMS (Educational Records Management System) account. Students will use this account in all academic activities including monitoring their progressive reports. Students are encouraged to give their parents or sponsors their ID numbers and password to enable them monitor their progress. A print out of an assessment sheet that indicates all the courses covered, grades earned, and the cumulative grade point average of all the subjects covered may be printed once for each student upon request. Additional assessment sheet will attract a fee.

Change of Campus/Centre /Program
A student who wishes to change from one Bugema University campus/centre or collaborating intituition to another or from one program to another, should do so at the beginning an academic year, and under the instruction of the sponsor. In such a case, a student will fill a designated form from the host campus/centre, get cleared by the relevant department(s) as indicated in the form and thereafter issued with a transfer letter and an assessment sheet of all courses done up-to-date. No Bugema University continuing student should be accepted in another Bugema University campus/centre or collaborating instituition without adhering to this procedure. No student will be allowed to change if he is remaining with one semester of study. Change of campus or program is only done at the end or beginning of academic year.

Coursework
Course work is also known as continuous assessment. It accounts for 50% of a student’s final grade. Depending on each lecturer, instructor or tutor, course work normally consists of assignments, projects, presentations, quizzes, tests and mid semester exams or a combination of some of these items. Unless there is any special arrangements made between the class or any student and his/her instructor, students are required to do and submit their course works within that specific semester or time the course is taught. Otherwise, any work submitted after the semester or the arranged time will not be accepted and therefore will not contribute to the student’s final grade.

Examinations
All exams are serious, compulsory, well-organized, and essential academic exercises to which a lot of money, effort, and time are dedicated. Information about examinations is given in the Examinations Policy and Reg­ulations document that is issued to every student by the Examinations Council­ of the University. However, the following should be noted;

1. Final Examinations:
All students are required to take the final examinations at the time scheduled. Credit is not granted for a course unless the student completes the required examinations. Failure to take the final examination at the scheduled time will automatically result in a failing (F) grade despite passing course work. In a situation where a student fails to sit for an examination paper due to illness or any emergency, the student will be allowed to sit for a special exam during the next semester after approval from the Deputy Vice-Chancellor Academic Affairs. Such special exams shall be given on payment of a special exam fee, and taken according to schedule in the University Calender within one academic year.

2. Examination Period:
The last two weeks in the semester are reserved for writing final examinations. There are usually two examination sessions each day: First Session 09:00 - 12:00 noon and Second Session 02:00 - 05:00 pm. All final examinations account for 50% of the final grade. No student will be permitted to write final examinations unless all fees are paid or satisfactory arrangements have been made with the business office. All final examinations are held at specified venues and times.

3. Examination Schedule:
Students are expected to adhere to the published examination schedule. However, should the examination schedule require students to sit for more than one exam in a given session, this matter may be brought to the attention of the chief examination officer for possible re-scheduling.

It is the candidates’ responsibility to make sure that they know the correct date, time and venue of each examination as given in the final copy of the examination timetable; they should not depend on information given by classmates, or information communicated by telephone. Misreading the timetable is not an acceptable excuse for missing an examination. Any queries should be directed to the examination director.

Candidates must bring their exam pass and valid student ID card to show to the invigilator(s) when requested to do so. Students unable to identify themselves will be barred from writing the examination. Candidates must see to it that the invigilator duly signs the exam pass. Candidates must also sign the exam attendance list as appropriate.

On entering the examination venue, candidates must find their desks and be seated as quickly as possible, and await further instructions from the Invigilator or examiner.

4. Writing Examinations:
The following are some of the rules that apply to examinations:
• Candidates are not admitted into the examination room thirty (30) minutes after the start of an examination.
• During the first 30 minutes of the final examination, examinees are not allowed to leave the examination room.
• Answer booklets, graph paper, and any other essential reference materials are provided in the exam hall.
• Candidates are expected to bring their own supplies like pens, pencils, rulers, un-programmed calculators, rubbers, etc. No borrowing is allowed in the examination room.

• A blue/black ink pen (not red) should be used for all examinations.
• Unauthorized materials - such as bags, briefcases, parcels, or other such items are not allowed into the examination room.
• Non-programmable electronic calculators are allowed provided they are checked and cleared by the invigilator/examiner before the start of the examination.
• Telephones, ipods, or any other unauthorized electronic device are strictly not allowed in the examination room. • For exams in the laboratory, candidates must hand in to an invigilator their laboratory notebooks, which are retained for inspection by the university examiners.

5. Failure to Sit for Examinations:
Candidates who fail to attend an examination must notify the Registrar immediately and confirm the absence with an explanation in writing. A written evidence must be submitted to the Registrar within 7 days of the examination missed. The university does not accept any excuses for absences that are not properly substantiated and authenticated.

6. Oral Examination:
Oral examination is possible in order to clarify or probe further aspects relating to the written examination. Candidates are reminded that the examiners may require them to attend an oral examination after the written examination.

7. Examination Appeal:
Candidates who are required to withdraw or discontinue as a result of failure in an examination have the right to appeal against this decision. But this must be done within 21 days after the publication of the examination results.

Candidates whose names do not appear on the result list, or who do not receive formal notification of the results in the usual time, should immediately contact the Registrar to establish the reason.

8. Examination Remarking:
Students who want to request a remarking of an examination script should do the following:
• Obtain approval from the Head of the Department.
• Pay the required remarking fee;
• Submit the application for remarking to the Head of the Department.
• Lecturers should submit final examination scripts to their respective departments and keep the back up of grades for future reference. After three years, the Senate may instruct the department to destroy the scripts.

9. Repeating an Exam:
A Supplementary or Retake Exam is allowed for students who failed the final exam, but must have scored a minimum of 25 over 50 in the coursework. The student may obtain a request form from the Registrar’s Office, fills it out and supplies copies to the Business Office, academic department, and the Examination Office. The exam is processed at a fee. The maximum grade for a supplementary grade is a D (plain). Any failed course must be cleared within one academic year or else a student must repeat the course.

10. Challenge Examination:
This is an examination designed for those students who have taken introductory courses to which they have been exposed at acceptable level. A challenge examination will not be given for a failed or repeated course. No more than 6-8 credits can be earned through challenge examinations. The procedure for requesting for a challenge examination is as follows:
• The student puts the in request in writing to the head of department to see they qualify for a challenge examination.
• The head of department will then present the student’s request to the Senate for approval.
• A letter of approval or denial will be sent to the student with copies to the department chairperson, business manager and the lecturer who will set the examination (in case of approval).
• A student will then obtain a challenge examination form from the Registrar’s Office, fill it, and pay the challenge examination fee, which is 75% of the tuition fee of the course. The fee shall be cleared before the examination is taken.

Academic Dishonesty
Bugema University expects integrity, including academic honesty, from all members of the university community. Therefore, all forms of academic dishonesty are prohibited. This includes, but is not limited to, plagiarism, cheating, misrepresentation, and other forms of academic misconduct.

1. Plagiarism:
Plagiarism can be either intentional or unintentional. Intentional plagiarism occurs when students present the words, ideas, or data of someone else - including information from electronic sources - as their own. Unintentional plagiarism can occur when students present another person’s words, ideas, or data - including those from electronic sources - without proper documentation.

Examples of plagiarism include the following:
• Submitting, for evaluation, an essay, written by someone else as if it were one’s own text.
• Submitting, for evaluation, an essay written in part by someone else as if the entire essay were one’s own work.
• Paraphrasing or summarizing words, ideas, or data without properly documenting the source of that information.
• Buying essays or assignments and submitting them as one’s own work.
• Two or more students submitting the same coursework to a specific lecuturer for evaluation, copying from one another or from a similar source.
• Submitting, for evaluation, the same essay or assignment in more than one course without the permission of both instructors.
Students’ research papers, thesis, mini-thesis, or any submitted research requirement should comply with the 25% plagiarism policy. No research work will be accepted which exceeds the 25% level of plagiarism.

2. Cheating
Cheating occurs when students pretend to have a level of competence they do not possess. Examples of cheating include the following:
• Copying from another person’s work during an examination or while completing an assignment.
• Using a “cheat sheet” or any other memory or skill aid without permission during an examination or while completing an assignment.
• Collaborating on an examination or assignment without permission
• Impersonation. A form of cheating where one person sits for another in an examination pretending to be the actual registered student, or doing assignments and exams for in place of another person.

3. Misrepresentation
Misrepresentation occurs when students fabricate a source of information or distort information from sources. Examples of misrepresentation include the following:
• Documenting or referring to a source that does not exist.
• Attributing incorrect or non-existent information to an existing source.

4. Academic Misconduct
Academic misconduct occurs when students commit academically dishonest acts other than plagiarism, cheating, and misrepresentation. Examples of academic misconduct include the following:
• Being a party to any act of plagiarism, cheating, misrepresentation, or academic misconduct (i.e. selling term papers, permitting someone to copy one’s work, writing essays for someone else, etc).
• Attempting to gain or gaining an unfair advantage over other students by offering services or materials in exchange for favorable considerations.
• Changing or altering grades on essays, examinations, or assignments.
• Changing or altering grades on official documents, electronic or otherwise.
• Any act associated with obtaining and sharing examinations or answers to examinations before the examinations are given.
• Theft or unauthorized use of library materials.
• Copyright infringement of published materials, including print, recordings, video or internet media.

Note: Penalities for Academic dishonesty will apply as in the Examination Policy Handbook.

Academic Grievances
All academic grievances should be resolved at the lowest possible level. In the case of a grievance relating to a particular class, students should first try to resolve the issue with the course instructor, then where applicable, the Heads of Departments, and then the Dean of School. Any concern that cannot be resolved at the level of the Dean of school or Registrar should be referred to the Senate.

Academic Probations
A student who fails to obtain a GPA of 2.00 in a semester is given a warning letter. If the student fails to obtain a GPA of 2.00 for two consecutive semesters, the student shall be given academic probation (suspension) for one academic year. If the student fails to obtain a GPA of 2.00 even after the academic probation, then the studies of the student at Bugema University shall be terminated.

Graduation
Graduation is held once a year at Bugema University main campus. Due to the flexibility of the system and the nature of the courses offered, it is possible for a student to take more than the required duration to complete all the requirements for graduation. Depending on the class load taken each semester, and on the student’s academic performance, a student may complete his/her course requirements at the end of first, second, or summer semester. Whenever a student completes all the requirements, the university will issue a letter of completion and partial transcript before graduation.

Collection of Certificates and Transcripts
Certificates are expected to be ready for collection one month after graduation. Graduates will be expected to collect their documents personally within one year from the day of graduation. Beyond one year the uncollected documents will attract a surcharge of $2.0 per month that will accumulate every year and will have to be paid before the documents are released. All previous uncollected documents shall also be charged the same rate from the time this policy comes into effect. Any person who may wish to keep his/her academic or any other documents for safe custody at the Registrar’s Office after official collection will pay $1.0 per month. In the event where the uncollected documents require reprint or corrections, this policy mandates the officers at post to endorse them.

General Requirement for Graduation
The general requirements that apply to the various programs may be summarized as follows:
• A major, a minor and a cognate (for some courses),
• General education courses as outlined in the general education section.
• Grade-Point Average (GPA) requirements are as follows.

Grades of less than D will not be accepted in any category for graduation. A minimum GPA of 2.25 is required for a major and 2.0 for a minor. A cumulative average GPA of 2.0 or an average of D on the entire sequence, and a minimum of credit load as stipulated in each program.

Before a student participates in the graduation exercises and receives his/her certificate, the following must be met:
• Should complete all relevant requirements for the program of study.
• Have an original or certified transcript of any transfer credit submitted to the Registrar’s Office before or at the time of graduation clearance.
• Should be cleared from all service departments.

Graduation in Absentia
Candidates for graduation must be present at the convocation to receive their certificates unless they apply in writing to the Deputy Vice-Chancellor - Academics for permission to graduate in absentia. The application must be submitted at least three weeks before the convocation. It should include the reason for the request, and the appropriate fee. Permission will be granted only in cases of obvious necessity.

The procedure for application to graduate in absentia is as follows:
• Apply to the Deputy Vice-Chancellor - Academics with genuine reasons.
• The student must have fulfilled all requirements for graduation including payment of graduation fee.

Permission to graduate in absentia will not be granted when the student is on campus.

The Senate
The Senate is responsible for all academic policies, dates, programs, courses and all other matters pertaining to academics. The committee also acts on appeals and requests from students regarding their academic issues. Such issues may include conflict resolutions between students and lecturers, the granting of exemptions to academic policies, or graduation requirements.



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