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Procedure of Student Clearance - 0

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5 views

Procedure of Student Clearance - 0

Uploaded by

ben
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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UNIVERSITY OF NAIROBI

Document: PROCEDURE FOR CLEARANCE OF STUDENTS

College: CORPORATE Doc. No: UON/OP/08

Date of Issue: APRIL 30, 2019 Rev No:08

Issued By: VICE- CHANCELLOR Authorized By: UNIVERSITY EXECUTIVE BOARD

2019 University of Nairobi; all rights reserved. This document may contain proprietary information and may
only be released to third parties with approval of University of Nairobi management. Document is
uncontrolled unless otherwise marked; uncontrolled documents are not subject to update notification

April 30, 2019


Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

1.1 DOCUMENT CHANGES

DATE CLAUSE AUTHORIZED


BY
May 15, 2008 VC
29/07/2009 VC
October 14, 1.1- Document changes VC
2009
March 21, 0.1 – Changed date format VC
2011 0.2 - Document distribution list updated
3.0 – Removed University Calendar, University Service
Charter, Intention to Clear Form, Blank Clearance
Certificate,
SMIS and added Quality Manual
3.0 – Removed VC and DVC (AA) and added quality
manual
7.1.2 - Added “School”
June 30, 2013 2. Objective added VC
3. Scope amended to set out the boundaries of the
procedure
5. Definition of terms and acronyms reformatted into tabular
form
March 31, 8.0 – Added section on RECORDS VC
2015
August 31, Changed the Authorising and Issuing Authority UMB
2016 Removed Document Distribution List
Changed Records to Documented Information
Changed Process Maps to Procedure Flowcharts
April 30, 2019 Rephrased Objectives for clarity UEB
Replaced BPS with Graduate School
Restated Scope to show all teaching units and that the role
of the College Registrar is to issue Clearance Certificates

2
April 30, 2019
Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

Modify process flow chart to show that action by College


Registrar is to issue clearance certificates
changed logo
Added footer
Changed UMB to UEB

3
April 30, 2019
Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

1. PURPOSE
To ensure that students clear all their liabilities before they exit the University.

2. OBJECTIVE
To ensure student’s exit clearance is undertaken expeditiously in terms of the period between the
commencement of clearance and receipt by the Academic Registrar of the clearance
status.

3. SCOPE
The clearance process begins when a student submits an intention to commence clearance form to
the school/faculty/institute/centre and ends when the College Registrar issues a clearance
certificate to the student.

4. REFERENCES
a) QMS Manual

5. DEFINITION OF TERMS AND ACRONYMS


TERM ACRONYM DEFINITION

A document containing statutes that govern and manage


University Calendar the operation of the university
The University’s commitment to quality service and
University Service Charter customer satisfaction
A form listing the stations at which students clear in
Intention to Clear Form order to receive the certificate of clearance
SMIS Student Management Information System
UEB University Executive Board
GS Graduate School
UNES University of Nairobi Enterprises and Services
CAVS College of Agriculture & Veterinary Sciences
CAE College of Architecture & Engineering

4
April 30, 2019
Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

CHSS College of Humanities & Social Sciences


CBPS College of Biological & Physical Sciences
CHS College of Health Sciences
CEES College of Education & External Studies
ODeL Open, Distance and e-Learning
SWA Student Welfare Authority

6. RESPONSIBILITY
6.1. Finance Officer – checks on full fees payment and collect all liabilities owed to the
University through other units.
6.2. Librarian – checks on any library material owed.
6.3. Academic Registrar – gives general guidelines.
6.4. Director, Sports and Games – checks on any equipment owed.
6.5. Director, SWA – checks any debts.
6.6. Dean of Students – checks any debts owed by student organizations
6.7. College Registrar – issues clearance certificate.
6.8. Director, Graduate School – clears post graduate students
6.9. Deans/Directors of Schools/Institutes/faculties/Centre – checks any debts owed
and whether the student has fulfilled academic requirements.

7. METHOD
7.1. The student registers his/her intention to clear in his or her respective
Faculty/School/Institute/Centre/Department by filling an Intention to Commence
Clearance Form.
7.2. The student submits Intention to Commence Clearance Form to the Dean/Director for
activation and commencement of online clearance.
7.3. All clearing stations clear students online.
7.4. Students collect clearance certificates/liability statements from College Registrar.
7.5. Where liability statements are collected, students shall proceed to respective stations
for clearance. Once the outstanding liability has been settled, the student shall
proceed to the College Registrar to be issued with a clearance certificate.
5
April 30, 2019
Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

8. DOCUMENTED INFORMATION
Relevant documented information shall be maintained

9. APPENDIX
Procedure Flowchart for Students Clearance

6
April 30, 2019
Document: PROCEDURE FOR CLEARANCE OF STUDENTS
College: CORPORATE Doc No: UON/OP/08
Rev No: 08

9.1. PROCEDURE FLOWCHART

RESPONSIBILITY PROCEDURE
Student

Start

Register Intention to Clear

Return Liability

Finance Officer Does Student


Librarian Have
Director SWA Liability? No
Director Sports &
Games|
Yes
Dean of Students
Director, Clear Student
Graduate School

College Registrar Is Student


Cleared by all
Stations? No

Yes

Issue Clearance Certificate

End

7
April 30, 2019

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