UNIVERSITY OF KABIANGA ISO 9001:2015 BASED QUALITY ... fileUNIVERSITY OF KABIANGA – ISO 9001:15 BASED QMS REF: UoK/PM/MR/010 ISSUED BY: MR 2.1.4 During the semester the SCO shall

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.




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.




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.




3.0 APPENDICES UoK/F/C/001

3.1 Duty roster


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




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


a) DVC (A&F) – Deputy Vice Chancellor (Administration and Finance)

b) HO – Hostels Officer


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.




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.




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




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………………………………………………………………………………………...




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:……………………..




3.3 Room tenancy agreement form UoK/F/HOS/004


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.




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




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.


HO – Hostel Officer.

1.4 REFERENCES


b) Wardens Manual.


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.




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.




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 …………………………………………………




3.2 Cleaning inspection sheet. UoK/F/HOS/007


CENTRAL SERVICE CLEANING INSPECTION SHEET2012

MONTH………………………………………

DATE NAME LOCATION FLOOR WINDOW/BLACKBOARD CHAIRS/PODIM REMARKS

SUPERVISOR……………………………………………………………..

DATE.,……………………SIGN……………………………………………..

HOD…………...................................................................................................

DATE……………………… SIGN…………………………………………..




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




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




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


a) DVC – Deputy Vice Chancellor

b) A&F – Administration and Finance.

c) DOS – Dean of Students.

d) A&SA – Academic and Student Affairs


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:-




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.




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.




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: ……………………..




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.




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.




3 APPENDICES UoK/F/DOS/002

3.1 A sample of the calendar of guidance and counseling.


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




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.


d) UoK Games manual


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.


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.




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.




3.0 APPENDICES

3.1 A sample of Outing sheet

UoK/F/DOS/011

UNIVERSITY OF KABIANGA ISO 9001:2015 CERTIFIED


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:…………………………………….




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) HOD – Head of Department

b) DOS – Dean of Students


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,




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




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


b) University of Kabianga students’ handbook.

c) University of Kabianga rules and regulations.

d) UoKSO Constitution.


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.


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.




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,




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.





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)…………………………………………………...




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 ______________




A sample of SEC oath of office UoK/F/DOS/006


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




3.2 A sample SGC oath of office UoK/F/DOS/007


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




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


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





DOS – Dean of Students.


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,


3.1 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




d) University of Kabianga Work study policy


a) DoS - Dean of Students

b) UoKWS- University of Kabianga Work Study


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



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.





3.1 A sample of work study program application form



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: _________




(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:

___________________________________




(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: _________




3.2 A sample of work study program job card

UoK/F/DOS/002



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


Supervisor’ssign

MondayTuesday

WednesdayThursday

Friday




SaturdayTOTALS XXXXXXXXXX


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




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




A sample of work study evaluation form

UoK/F/DOS/003



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




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




d) Kitchenette guidelines


a) DOS – Dean of Students.

b) HO – Hostels Officer.


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.





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




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) DVC (A&SA)– Deputy Vice Chancellor (Academic and Student Affairs)

b) DOS – Dean Of Students

c) SSO – Senior Security Officer

d) SC – Student Counselor


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




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




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





3.1 Sample Charge sheet



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




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




d) Disability Mainstreaming Policy

e) Disability Act


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


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.




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.




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




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: _______________________


Documents

UNIVERSITY OF KABIANGA ISO 9001:2015 BASED QUALITY ... fileUNIVERSITY OF KABIANGA – ISO 9001:15 BASED QMS REF: UoK/PM/MR/010 ISSUED BY: MR 2.1.4 During the semester the SCO shall