Withdrawing from a programme

Review of Regulations on Withdraw and overstaying on studies.

To: All Staff and Students

Makerere University

This is to inform you that the Senate, at its 133rd Meeting held on 14th July, 2008, reviewed the regulations on withdrawal from studies and the period of candidature.

The Senate noted with concern that some Academic Units were interpreting the following regulations differently.


i) Withdrawal

a) A student can apply to his/her respective Board of Studies for permission to withdraw from studies at any time.

b) A student will be allowed only a maximum of two withdrawals on an Academic Programme and each withdrawal shall be a maximum of one academic year only. ii) Discontinuation on the basis of Overstaying Beyond a Period of Candidature A student who has overstayed on an Academic Programme by more than


2 (two) years shall be discontinued from his/her studies at the University.

The Senate reviewed the above regulations and decided that the period a student is granted a withdrawal should not count against the period of candidature of a student so long as he/she has been granted permission to suspend his/her studies (withdrawal).

In light of the above decision, the provisions in the above regulations were reviewed as follows:


i) A student can apply to his/her respective Board of Studies for permission to withdraw from studies at any time of the semester. Reasons for withdrawal should be given in the letter of application.


ii) Permission to withdraw shall be granted by the Faculty/School/Institute Board only on compassionate grounds or in cases of illness, or financial constraints serious social or domestic difficulties or exceptional professional commitment which can be demonstrated to have adversely affected the candidate.


iii) A student will be allowed only a maximum of two withdrawals on an Academic Programme and each withdrawal shall not exceed a period of one academic year.

iv) The period of withdrawal(s) shall not count against the period of candidature for the programme a student is registered for.


v) A student who had withdrawn from studies shall apply to his/her respective Faculty/School/Institute Board to resume studies and shall indicate that the circumstances that made him/her withdraw can no longer affect his/her studies.


vi) A student who has overstayed on an Academic Programme by more than

2 (two) years beyond the period of candidature stipulated in the Programme shall be discontinued from his/her studies at the University.


vii) Students should take note that the above regulations do not cover the period of sponsorship. The period of sponsorship is governed by the regulations and policy of the sponsor.


In the case of Uganda Government sponsorship, the period is that stipulated in a given Academic Programme. The above reviewed regulations took effect from 2007/2008 academic year. Boards of Studies of Faculties/Schools/Institutes should take note of the above regulations and ensure that they are implemented.


Accordingly, Boards of Studies of Faculties/Institutes/Schools should review all cases of students who have overstayed their candidature and apply the above provisions accordingly. The spirit behind the above Senate regulations is to ensure that University qualifications have value and recognition, that is, the qualifications must have currency locally and internationally at the time of graduation.


Amos Olal-Odur

ACADEMIC REGISTRAR


c.c University Management

c.c Deans and Directors

c.c All Deputy Registrars

c.c Guild president

c.c Guild Minister for Academic Affairs

c.c All Faculty Registrars

AOO/JGO/HM