9th April 2025

GENERAL STUDENTS CIRCULAR

TO: ALL STUDENTS

FROM: ACADEMIC REGISTRAR

RE: PREPARATION FOR END OF SEMESTER II, 2024/2025

EXAMINATIONS
Please note that end of Semester Examinations will be conducted as
follows:
Programme(s) Begin End

1 Higher Education Certificate Monday 28th Tuesday 4th

(HEC) examinations April 2025 May 2025
2 Recess (Open Learning and Wednesday 7th Wednesday 21st
Computer Education) May 2025 May 2025
3 All other regular
programmes Friday 16th May Sunday 1st June
(Undergraduate & 2025 2025
Postgraduate

As you prepare for the end of the Semester Examinations, I wish to

refer you to section 7.0-7.6 of the Academic Policy and Examinations
Regulations January 2024) which provides guiding information on
examination procedure. For ease of reference, the section has been
appended to this circular.
The purpose of this communication is to communicate the dates for
beginning of examinations and to advise you to prepare adequately in
order to resist the temptations leading to examination misconduct. In
the December 2024 examinations, a number of students were involved
in examination malpractice which led to the cancellation of their
semester results by Senate. Some were dismissed from the University.
Please note that cancellation of semester examination results is
tantamount to repeating (Stay put) the entire semester, retaking all
courses and payment of all semester fees.
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However, all of the above can be avoided by adequately preparing and
observing examination regulations throughout the examination season.
You may need to acquaint yourselves with the attached regulations
governing examinations

Copied to:
1. The vice Chancellor
2. Deputy Vice Chancellor (Academic Affairs)
3. University Secretary
4. University Bursar
5. University Librarian
6. Senior Quality Assurance Officer
7. All Faculty Deans/Directors
8. HoDs
9. Principal Communications
10. Systems Administration Office

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SECTIONS OF THE ACADEMIC POLICY AND EXAMINATION
REGULATIONS WHICH ARE RELEVANT TO THE CONDUCT
OF EXAMINATIONS

7.0 EXAMINATIONS PROCEDURE

The regulations in this section facilitate the proper conduct of
examinations; provide for a well-ordered and calm environment in
which candidates can complete their examinations; and ensure that
no candidate can gain unfair advantage over others.

7.1 Eligibility to Sit for Examinations

A student is eligible to sit for end of semester examinations if
he/she:
a) Is duly registered with Kabale University
b) Has attended at least seventy-five percent (75%) of all lectures
unless the student shows acceptable evidence of extenuating
circumstances.
c) Has submitted coursework, received feedback from respective
lecturers and has passed with at least a 50% score (20/40)
before examinations begin; any student who fails to submit
coursework assignments in respect of the deadlines set by the
lecturer, department and/or faculty/institute shall not sit for
examinations, unless prior acceptable explanation is submitted
to the course lecturer and/or coordinator, and/or head of
department.
d) Has paid, in full, tuition fee and other fees by the set deadlines
of the semester: any examination taken or re-taken without

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 complete payment of fees shall be invalid and therefore the
results shall be cancelled.
e) Has an Identity Card, a NCHE receipt, and an Examination
Card indicating the courses registered for by the student.

7.2 Entry into an Examination Venue

a) No candidate shall be allowed to enter an examination venue
unless told to do so by the invigilator assigned to the
examination venue.
b) For the security and integrity of examinations, places of
convenience and any other place in the vicinity of examination
venues shall, during the duration of examinations, be
considered part of the examination venues. Unauthorized
material shall not be left in such places before or during
examinations. It is an offence to utilise and leave any reading
materials in such places.
c) Candidates shall present a valid Identity Card, examination
card and NCHE receipt before entering any examination venue.
d) Candidates shall be checked for every unauthorised material
before admission into an examination venue. Unauthorized
materials include books, notes, bags, mobile phones,
briefcases, handbags, calculator covers, noisy and
programmable calculators, minicomputers, pullovers (jackets,
coats, sweaters, veils and scarves), plus any other item that
may be deemed as unnecessary or unwanted in the
examination venue.
e) Candidates shall be admitted into the examination venue not
more than twenty (20) minutes before the start of each
examination session.
f) Candidates who arrive late shall not be allowed extra time to
complete their examination.
g) Candidates who are more than thirty (30) minutes late without
a valid reason shall not be admitted into the examination
venue. Such candidates shall be considered as having missed
writing that examination paper and shall therefore retake the
course when it is next offered.
h) Candidates must observe silence on entry and whilst in the
examination venue.

7.3 Arrangement in the Examination Venue

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a) On entry, candidates shall take the sitting arrangements as
deemed appropriate by the invigilators assigned to the
examination venue.
b) Candidates shall produce their valid identity cards, registration
cards, examination cards, and NCHE receipt, and place them
on their desks for inspection by the invigilators. Cards that do
not have clear or damaged photos, resulting in cards being
illegible, may not be accepted as valid cards in examination
venues. A candidate who for valid reasons is unable to
produce an identity card/registration card at the time it is
required may be allowed to proceed with the examination. The
Chief Invigilator shall report such a candidate to the Academic
Registrar on the same day. Such candidate must present
authentic identification to the Academic Registrar within the
next working day. If a candidate fails to comply with the
aforementioned requirement, his/her answer booklet and/or
results for that examination paper shall be withheld at the
discretion of the University Senate.
c) Candidates shall be given ten (10) minutes’ reading time prior
to the scheduled time of commencement, during the ten
minutes the students will:
i. Check that they are in possession of answer booklets
and the correct examination paper
ii. Write their registration numbers on the answer
booklets and question papers and sign on them
iii. Read the instructions on the answer booklet
iv. Listen to any other announcement(s)
d) A candidate shall raise a hand if he/she has a question.
e) Candidates shall not write on question papers during the
examination time. Candidates who write notes on their
examination papers are liable to disqualification from the
examination(s).
f) Students are required to supply themselves with pens, pencils,
rulers, erasers, calculators, and other materials permitted by
the Department. Borrowing or lending of such items shall not
be allowed in the examination room.
g) At the commencement of the examination invigilators shall
check the names of the candidates against the copy of the list
to ascertain who is present and who is absent, and to confirm
that every candidate is where he/she should be (so that no
candidate attempts the wrong paper).

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 h) Students shall be required to sign an attendance list/register at
the beginning and at the end of the examination.
i) At the end of the first half-hour, the word “ABSENT” shall be
written on the list against the appropriate names, and the total
numbers present and absent shall be entered in the space at
the bottom of the list.

7.4 Arrangements for Students with special needs

Students with special needs under legitimate confinement and
those encumbered by any health condition (incapacitation by
pregnancy inclusive) shall require alternative examination
arrangements which accommodate their special needs, which
may include the provision of a scribe and/or reader, separate
supervision, extended time, medication access, or the use of
assisted technology or any other appropriate intervention.

Students who require alternative examination arrangements

need to register with their Faculty Dean/Director, who will
assess their needs and liaise with the Academic Registrar’s
office. Considerable preparation is required for the provision of
this accommodation, so that arrangements are made at the
beginning of each session.

The Academic Registrar shall issue a coupon informing the

invigilators that the student is a special needs case.

The invigilators have the discretion to grant students with

special needs more time. In consultation with the Dean, the
Academic Registrar should determine the time.

7.5 Leaving the Examination Venue

a) No candidate may leave the examination venue within one
hour of the beginning of the examination, except in
exceptional circumstances, and with permission from the
Invigilator.
b) If a candidate has completed the paper before the specified
time and wishes to leave, he/she shall seek permission from
the invigilator, and shall leave quietly so as not to disturb other
candidates.
c) Candidates who wish to leave the examination room before the
end of the examination shall hand in their answer booklets to
the invigilator and sign before leaving the examination room.

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 d) Candidates shall not leave examination venues during the last
fifteen (15) minutes of the examination, except in exceptional
circumstances, and with permission from the Invigilator.
e) No candidate shall leave and return to the examination venue
during an examination unless subject to surveillance by an
invigilator while outside the venue.
f) If a candidate falls ill during an examination, he/she shall
inform the Invigilator. The candidate is then accompanied to
the University Health Facility by the Invigilator.
g) Candidates shall be told by the Invigilator(s)to stop writing at
the end of the examination. They should then remain seated
until they have made sure that all the details required on the
answer booklet have been completed. It is the responsibility of
the candidate to ensure that all the answer books and
supplementary papers are fastened together.
h) Candidates shall remain silent and seated in the examination
venue until all scripts have been collected, and the candidates
have been told to leave the venue by the Invigilator(s).
i) A candidate shall not take any examination material, used or
unused, out of the examination venue other than:
i. The authorised materials he/she brought into the
examination venue
ii. The question paper (if permitted to do so)

7.6 Examination Malpractice/Misconduct

The following shall constitute malpractice and misconduct in any
examination venue:
a) Taking into the examination venue, be in possession of, while
in the examination room, any unauthorized material
b) The use of any answer book, writing or blotting paper, other
than that supplied by the invigilator
c) Sharing of calculators, rulers, or any other examination
material
d) Aiding or attempting to aid, soliciting or attempting to solicit
aid from, another candidate or any other person, directly or
indirectly
e) Prior access to examination questions.
f) Any writing on body parts, clothes, shoes, mathematical
sets/instruments, registration and examination cards and any
other material.

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 g) Consulting or trying to consult, during the examination, any
unauthorized material (books, electronic gadgets or other
materials), or any other person while temporarily outside the
examination venue
h) Impersonating another candidate or allowing oneself to be
impersonated
i) Attempting to sit for an examination using any fraudulent
credentials (registration card, identity card, examination card
or receipt)
j) Committing an act of violence, or any form of breach of peace,
against a fellow student and/or the Invigilator(s)
k) Running away from an examination venue with or without
examination materials

7.8 Penalty against Examination Malpractice/Misconduct

a) If a student is proven guilty of examination malpractice by
Senate, an appropriate penalty shall be imposed which may
include but not limited to the following:
i. Caution and warning
ii. Caution and Cancelation of his/her relevant
examination
iii. Cancellation of all examination results of the
respective semester
iv. Cancellation of relevant examination and/ or
suspension from his/her studies for a period of one
year
v. Cancellation of the relevant examination(s) and
dismissal from the University
vi. Discontinuation from the programme and dismissal
from the University
b) For students who destroy evidence of malpractice, the
examination results of the respective semester shall be
cancelled.
c) A student who is summoned and fails to appear twice before
the Senate Examination Committee shall be discontinued until
he/she shows cause why he/she should not be discontinued.
d) A student who assaults an invigilator or fellow student in an
examination venue shall be discontinued permanently, and
may be prosecuted in courts of law.
e) A student who is proven guilty of sitting, or attempting to sit,
for any examination(s) using fraudulent credentials

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(registration card, identity card, examination card or receipt)
shall be discontinued permanently.