Internal regulations - Kigali Independent University ULK

KIGALI INDEPENDENT
UNIVERSITY (ULK)
Internal regulations
December 12, 2012

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Table of Contents
CHAPTER I. CREATION, PHILOSOPHY, VALUES, MOTTO, MISSION AND
OBJECTIVES .................................................................................................. 1
CHAPTER II. ULK ORGANS ............................................................................. 2
II.1. ULK Founder and President’s Office ............................................................. 2
II.1.1. The Founder and President .................................................................... 2
II.1.2. The Director of the ULK Founder and President’s Office ......................... 3
II.1.3. The Auditing Committee ........................................................................ 3
II.2. Board of Directors ........................................................................................ 3
II.3. The Academic Senate ................................................................................... 5
II.4. The Executive Council .................................................................................. 7
II.5. The Faculty Council ..................................................................................... 7
II.6. The Department Council .............................................................................. 8
CHAPTER III. THE STAFF ............................................................................... 8
III.1. The teaching staff ........................................................................................ 9
III.2. Administrative, technical and support personnel ...................................... 11
CHAPTER IV: GENERAL ACADEMIC REGULATION ........................................ 11
IV.1. Students ................................................................................................... 11
IV.2. Courses..................................................................................................... 13
IV.3. Evaluations ............................................................................................... 17
IV.4. Diplomas and Degrees .............................................................................. 21
CHAPTER V: DISCIPLINE AND SANCTIONS ................................................... 21
CHAPTER VI: FINAL PROVISIONS ................................................................. 23

REGULATIONS 2012
CHAPTER I. CREATION, PHILOSOPHY, VALUES, MOTTO, MISSION AND
OBJECTIVES
Article 1: The Kigali Independent University (ULK) is a private institution of higher
learning founded on 15 th March, 1996. This University was accredited by the
convention No 001/98 of 20/02/1998 with the Government of the Republic of
Rwanda. ULK got its legal personality by the Ministerial order No 13/17 of
07/06/2002. ULK is governed by laws and regulations concerning Higher
Education in Rwanda, the Law regulating Labour in Rwanda, the ULK Internal
Regulations and Manual of procedures.
Article 2: ULK is governed by laws and regulations concerning Higher Education in
Rwanda, the Law regulating Labour in Rwanda, the ULK Internal Regulations, the
Manual of Procedures and the Manual of Attributions.
Articles 3: The philosophy of ULK is based on four fundamental principles:
- To have faith in God;
- To have positive thoughts;
- To live on ethical values.
- To know your mission on earth
Article 4:
Excellence”
The values of ULK are “Integrity, Humility, Determination and
Article 5: The motto of ULK is “Science and Conscience”.
Article 6: ULK’s mission is: to educate, to teach, to conduct research and to serve
the community.
Articles 7: Objectives of ULK
ULK aims at the following objectives:
- Providing a solid scientific, intellectual and professional training to the
students;
- Promoting research in order to meet the community needs;
- Rending services to the community;

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- Creating a competent human resources potential and endowed with moral,
civic and political solid values;
- Organizing conferences and seminars to reinforce its teachings and
researches;
- Conferring academic titles in conformity with legal provisions related to the
graduation act;
- Awarding certificates at the end of short terms trainings;
- Conferring merit titles and excellence awards.
CHAPTER II. ULK ORGANS
Article 8: The ULK organs are:
- The Founder and President’s Office;
- The Board of Directors;
- The Academic Senate;
- The Executive Council;
- The Faculty Council;
- The Department Council.
II.1. ULK Founder and President’s Office
Article 9: The ULK Founder and President’s Office comprises:
- The Founder and President of ULK;
- The Director of the ULK Founder and President’s Office;
- The Auditing Committee.
II.1.1. The Founder and President
Article 10: The main attributions of the Founder and President are:
- To represent legally the ULK association;
- To appoint and dismiss some members of the Board of Directors;
- To appoint and dismiss academic and administration executives of the
university except those who are elected (Deans of faculties and Heads of the
departments);
- To ratify activities programmes and the ULK budget;

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- To decide about the university investment and extension;
- To decide about the Masters and Doctorate studies;
- To manage RWIGAMBA BALINDA’s foundation;
- To confer academic titles, award merits and excellence titles;
- Etc.
II.1.2. The Director of the ULK Founder and President’s Office
Article 11: The Director of the Founder and President Office is in charge of the day
to day coordination of activities of the ULK Founder and President’s Office.
II.1.3. The Auditing Committee
Article 12: The Auditing Committee is in charge of controlling academic matters,
bank accounts, finances and the quality of services provided by the ULK
Association establishments. It is made up of the Auditing Director and his staff.
This committee is connected to the ULK Founder and President.
For the sake of smooth running on behalf of these establishments, observations
found by the auditors as well as their recommendations are regularly transmitted
to the chairpersons of the entities or services concerned with the information and
the decision taking as soon as possible.
II.2. Board of Directors
Cfr Articles 43-55 of the Law No 20/2005 of 20/10/2005 governing the
organization and functioning of Higher Education
Articles 13: The Board of Directors is the supreme administration organ of the
university. It is composed by the following members:
- The Chairman appointed by the Founder of ULK;
- Three members representing the ULK Founder;
- The Rector who is in charge of the minutes of the meeting;
- The Vice-Rectors;
- Three experts in education, science and technology appointed by the founder
of ULK;

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- A representative of the administrative and technical staff elected by his
colleagues;
- A representative of lecturers who is elected by his/her peers;
- Two students of both sex elected by their colleagues;
- A private sector representative designated by the Rwandan Federation of the
Private Sector on the request of the Institution Founder;
- A representative of faculties deans elected by his/her peers.
Article 14: Below are the main attributions of the ULK Board of Directors:
- Provide points of view and suggestions as concerns higher education policies
and strategies and assure the follow up of their execution in accordance with
each higher education institution’s attributions;
- To approve internal regulations of the institution;
- To approve the budget;
- To approve the annual activity plan of the institution and the budget related
to it;
- To adopt the conclusions and decisions submitted by the academic senate ,
including particularly the academic awards, recruitment, promotions for
lecturers and researchers of higher learning institutions as well as penalties
imposed on them when necessary;
- To approve the executive board decisions in matter of finance management,
property and the ULK personnel;
- To proceed with a follow up to each activity which allows ULK to fulfill his
mission;
- To approve ULK conventions signed by ULK with other higher learning
institutions, research centers and other institutions in general;
- Etc.
Article 15: The Vice-President of the Board of Directors is elected by his/her
colleagues during the first meeting chaired by the President of the Board.
Article 16: The Vice-President replaces the President of the Board of Directors
when the latter is absent.
Article 17: The Board of Directors meets once in three months requested by its
President or Vice-President in case of the president’s absence while 2/3 of its
members are present.

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Article 18: In case of emergency and impossibility of the Board of Directors to sit,
the Rector of the institution of higher learning can urgently decide in order that the
institution of higher learning fulfils its mission.
In this case, the Rector communicates these decisions in writing to the Board of
Directors within 3 working days of the decision. The Board of Directors looks into
and decides about theses decisions during its next meeting.
Article 19: The Board of Directors decisions are reported to the Founder and
President of ULK within 5 days.
Article 20: The Board of Directors members are granted with attendance fees
which amount is determined by the Founder and President of ULK.
II.3. The Academic Senate
Cfr Articles 56-78 of the Law No 20/2005 of 20/10/2005 governing the
organization and functioning of Higher Education
Article 21: The Academic Senate is an organ which examines questions related to
the academic life of the university, namely teaching and research. It is composed by
the following members:
- The Rector of ULK who acts as the Chairperson;
- The Vice-Rectors of ULK notably the academic Vice-Rectors who act as Vice-
President and reporter;
- The Deans of faculties;
- The Directors;
- The heads of departments;
- One professor per faculty elected by his colleagues;
- An entitled lecturer per faculty elected by his colleagues;
- The commissioner to academic affairs of the General Association of ULK
students (AGEULK);
- A student by faculty who is elected by his/her peers.
Article 22: Below are the Academic Senate’s tasks:
- Setting up strategies, programs as well as academic and research schedules
which are to be submitted for approval to the Board of Directors before
implementation;

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- Preparing and availing the academic regulations for approval to the
Administrative Board as regards admission requirements, teaching
conditions, good conduct, sitting for examinations, degrees and certificates
issued by the institution;
- Appreciating any decision related to exams or other forms of assessment
before submitting them for approval to the Board of Directors;
- Conducting and supervising teaching-related activities, research and
education within faculties, departments and other Centres of the Higher
learning institution;
- Suggesting and submitting to the Board of Directors any proposition on
creating, reducing, changing, suppressing or merging faculties, departments
and centers within the Higher Learning Institution;
- Preparing and submitting suggestions related to employing, promotion to the
Board of Directors, and if need be the contract termination and dismissal of
lecturers and researchers;
- Preparing and submitting to the Board of Directors any proposition about
subdivision, merging and closing up of the higher learning institution;
- Elaborating and submitting to the Board of Directors the annual report of
academic, research and teaching activities undertaken within the institution
- Performing and executing any activity required by the Board of Directors;
- Etc.
Article 23: Ordinary senate meetings are convened by the Chairperson once in two
months. Extraordinary senate meetings are convened by the Chairperson when
requested by one-third (1/3) of its members and whenever judged necessary. In the
absence of the chairperson, his/her deputy can convene ordinary or extraordinary
meetings.
Article 24: The Senate’s decisions are taken through consensus. Contrarily, they
are taken through the absolute majority by polling the members present in the
meeting. In case of vote equality, the chairman’s decision is preponderant.
Article 25: The Senate can require assistance from the faculty council or from a
resource person in order to better perform its tasks.

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II.4. The Executive Council
Cfr Articles 64-78 of the Law No 20/2005 of 20/10/2005 governing the
organization and functioning of Higher Education
Article 26: The executive council looks forward to administering and managing the
university on a daily basis, and takes decisions for the smooth running of the
university. It is made up of:
- The ULK’s Rector;
- The Vice-Rectors;
- The Deans of Faculties;
- The Directors;
- The Heads of departments.
Article 27: The Executive Council meets once every two weeks on invitation of its
President, namely the Rector, of its Vice-President (the Academic Vice-Rector) or on
the request of one-third (1/3) of its members.
II.5. The Faculty Council
Article 28: The Faculty Council analyses all the issues related to teaching and to
research within the Faculty. It is made up of the following members:
- The Dean of the faculty, who also acts as its President;
- The heads of Departments;
- The Faculty’s permanent teaching personnel;
- One (1) student from each department of the faculty, this one being elected
by his/her colleagues.
Article 29: The Faculty Council meets once a month on invitation of the Dean of
the Faculty, or else on the request of the most ranked or aged head of the
department in case of the Dean’s unavailability, especially if both possess the same
academic degree. Such a case occurs on the request of a third (1/3) of the faculty
members.
Article 30: Deans of faculties and heads of departments are elected by members of
the teaching staff for a three year mandate, only once renewable in order to sustain
academic, administrative and research activities under their supervision and
attributions.

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II.6. The Department Council
Article 31: The Department Council analyses all the issues related to teaching and
research in the Department. Its members appear as follows:
- The Head of Department;
- The Permanent teaching staff of the Department.
The Council of the Department meets at least once every two weeks on the request
of the Head of the Department.
CHAPTER III. THE STAFF
Article 32: In order to be hired on a partial or full time basis at ULK, the following
is required:
- The existence of a vacant post;
- Submitting an application form;
- A Curriculum Vitae;
- Notified copies of the degrees or certificates;
- If possible an official act of appointment to the latest position;
- 2 passport photographs;
- to display scientific; intellectual, professional and moral aptitudes and
abilities tailored to the post to be provided;
- A photocopy of a national ID or a residence card for foreigners;
- To pass successfully the required test.
Article 33: Effective hiring is subject to positive six month probation. During that
period, each party can terminate the contract in accordance with the law in force
and the law regulating Labour in Rwanda.
Article 34: Members of the teaching staff (part and full time) as well as those of the
administrative, technical and support staff are requested:
- to observe ULK’s regulations, procedures and other requirements;
- to serve ULK with commitment and integrity;
- to conform with the ULK’s philosophy and values;
- to safeguard ULK’s interests in any circumstance;
- to avoid any act or attitude likely to blackmail the dignity of their functions
and that of the ULK on service as well as off service;

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- to partake into other university’s activities aimed at the population
development.
Article 35: In line with Law regulating Labour in Rwanda, working hours amount
to 45 hours per week following the structure of the institution. Annual leaves
coincide with school holidays. However, for the teaching staff, working hours are
reduced to 40 hours per week split as follows: from 8:00 am to 2:00 pm and from
5:30 pm to 9:30 pm for 4 days in a week.
Article 36: The following categories constitute ULK’s staff.
1. The teaching and research staff;
2. The administrative and technical staff;
3. The supporting staff.
III.1. The teaching staff
Article 37: Attributions of the teaching and research personnel:
- Setting up courses and lecturing for 300 H per year in order to provide
students with required knowledge;
- To carry on research in order to promote science, technology and services to
the community;
- To ensure the follow-up and assistance to students in their studies and
research work;
- To participate in exams supervising, invigilation, in processing students’
academic claims about their marks, and whatever administrative task
required by the hierarchy;
- To be committed to students’ education and to serve as a model in matter of
good conduct.
- To participate in other activities in relation to the mission of the Institution.
Article 38: No lecturer can start teaching without:
- Receiving the content of the course notes, module or unit given by the
Department;
- Handing in a copy of his/her course notes, module or unit to the
Department in conformity with the above content;
- Signing the contract with ULK authorities.

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He is also required to teach the contents of the course in its entirety and to abide
by the calendar established by the Faculty.
Article 39: Any teaching staff member is evaluated by students at the end of the
course and by the hierarchy at the end of the academic year based on:
- his/her scientific competence (his/her handling of the course contents,
scientific articles and papers publishing);
- his/her pedagogic competence (methodology, techniques and strategies
applied in transmitting efficiently the course contents);
- his/her moral aptitudes (punctuality, integrity, sense of responsibility,
commitment to students’ education, etc);
- his/her assiduity and commitment to accomplish academic and
administrative tasks.
In order to maintain or keep his/her course, a lecturer must get at least 65% of
marks of the evaluation done by his/her students.
Article 40: Part-time teaching personnel with at least the rank of Lecturer are
recruited among the staff from other universities. Local human resources from
other fields holding the required scientific competence, can be recruited as well.
Article 41: In order to teach in another institution, a full time lecturer must be
allowed to do so by the Academic Vice-Rector.
Article 42: Academic requirements and ranks are the same as those applied by the
world’s good universities, ULK recruits among holders of the following degrees:
- Lecturer : 4 years of seniority as an assistant-lecturer after publishing three
scientific research works, or a master’s degree
- Senior lecturer: Doctor by thesis
- Associate Professor: 4 years of seniority as a senior lecturer with 4 scientific
publications.
- Professor: 4 years of seniority as associate professor with 4 scientific
publications.
Article 43: Part-time teachers benefit from salaries or fees in conformity with their
academic degree.

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Article 44: Part-time teaching personnel sign a work contract with ULK,
represented by the Finance and Administrative Vice-Rector and the Academic-vice
Rector.
Article 45: The teaching and research staff members have the right to exert
consultancy services on the basis of a dully signed consultancy contract of which
fees are distributed at 70% for the teacher and all related expenses, and 30% for
the university.
III.2. Administrative, technical and support personnel
Article 46: The Administrative Staff is the staff who assist the Executive Board in
fulfilling the ULK’s mission.
Article 47: The support staff is the staff employed by the ULK, other than the
teaching, the administrative and the technical staff.
Article 48: The rights and attributions of the ULK administrative, technical and
support staff are regulated by the Law regulating Labour in Rwanda, the law
governing the Organisation and functioning of Higher Education, the ULK
Regulations, the Manual of Procedures and the Manual of Attributions.
Article 49: Salaries raising for full time personnel consists of an annual increase of
which the rate is dependable of the end-year performance evaluation (5% of the
basic salary for grade “Excellent”, 3% for grade “Very Good” and 1% for Grade
“Fair” or “Good”.
Article 50: Grades “More or Less Good” and “Mediocre” automatically entail the
termination of the employee’s contract, no matter if he/she is full or part time.
CHAPTER IV: GENERAL ACADEMIC REGULATION
IV.1. Students
Article 51: ULK is accessible to anybody who complies with the admission
conditions to higher education in Rwanda. Its doors are open to regular as well as
to part-time students.

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Article 52: To be registered at ULK, one has to be a bearer of a study certificate
providing access to the Higher Educational fields of his choice.
Article 53: In order to be registered for any degree course, the prospective student
must hand in:
1. A notified photocopy of the required certificate;
2. A dully filled in registration form;
3. Four passport photos;
4. A copy of the identity card;
5. An evidence of registration fees payment;
Article 54: A regular student is the one:
- who meets with the registration conditions;
- who has cleared registration and academic fees;
- who has registered for the whole range of the academic year course;
- who sits for exams as an assessment tool of the courses programs.
Article 55: A student card is issued to each registered student. It must be
produced in order to have access to the university premises, lectures, practical
works, examinations and the library. It must bear the photograph and the
signature of the Academic Director and the seal of the university.
Article 56: A part time student is the one who has taken registration for specific
courses of his choice in a given academic unit and who sits for exams in order to
obtain a certificate.
Article 57: In lieu of a student card, the part time student is given a registration
testimonial pointing out the different courses to be attended.
Article 58: In case he wishes, a regular student can as well register as a part time
student in another program.
Article 59: In order to be accepted to the graduate cycle at ULK, the student must
fulfill the two following conditions:
- He/She must hold a baccalaureate degree issued by ULK, or an equivalent
degree acknowledged as such for the domain applied for:
- He/she must fulfill the profile and entrance criteria set up by ULK.

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Article 60: Before registration, each applicant must read the text of the ULK
regulations and must accept to conform to its contents and to the educational
philosophy of ULK and its values.
Article 61: Registration and academic fees are fixed by the Founder and President
of the University. They are not refundable, except in case of redundant or double
payment.
Article 62: Checking on the authenticity of handed in documents does not stop
with registration; it is an ongoing process. In case the student’s file contains a fake
academic document, the student will be excluded for ever from the university.
Article 63: Each class must have a class representative, a Deputy class
representative and 3 advisers who are democratically elected by their peers.
Elections are held under supervision of the Director of student affairs (or his/her
delegate) and the delegates of the AGEULK executive committee.
Article 64: The main attribution of the promotion representative and his Deputy
consists in representing the promotion to the ULK’s authorities and academic staff.
They act as a transmission chain between their colleagues and the institution.
IV.2. Courses
Article 65: The ULK Rector, assisted by the Vice-Rector Academics, assures that
programmes, modules and units contents at undergraduate level are followed up by
teaching staff members. Nevertheless, each faculty is autonomous in managing
modules, examinations, exemptions, internship, dissertations, etc.
Article 66: The ULK Rector, assisted by the Vice-Rector of Research and
Postgraduate Studies, assures that programmes, modules and units contents at
postgraduate level are followed up by teaching staff members.
Article 67: The student attendance to courses, practical assignments, exercises
and exams is compulsory.
Article 68: Any absence due to disease or any other important reason should be
notified and the notification to the head of the department shouldn’t exceed one
week. An information copy should be handed to the Dean of the Faculty; the
notification will have justifying papers.

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Article 69: The content of attendance (with attendance lists) will be regularly
carried out and checked at the level of each department.
Article 70: Any suspension of studies must be done by addressing a letter to the
Academic Vice-Rector with information copies to the academic Director, the
Administrative and Financial Vice-Rector, the Dean of the Faculty and the head of
the department. The student card must be handed back to the department.
Any student suspending his studies must pay the tuition fees related to the term or
quarterly period in which the suspension takes place.
Article 71: The Academic Vice-Rector is supposed to respond by writing within 7
working days and should reserve copies to the Administration and Financial
Director, the Dean of the Faculty and the Head of Department.
Article 72: Any programme of the second cycle studies at ULK must comprise an
internship and the writing of a dissertation.
Article 73: Internship extends on six weeks and is marked out of 6 credits, i.e. 90
hours. It is supervised by Department lecturers who give a written report on it.
Article 74: The dissertation is a well-organized presentation of results from
personal theoretical or experimental research work, from compilation or survey
work, bringing issues, typically Rwandese or regional. It is publicly presented.
Article 75: The dissertation is conducted under the direction of a supervisor. The
choice of the topic and the supervisor is operated by the student and approved by
the faculty council. Nonetheless, the faculty can propose in both the topic and the
supervisor to the student.
Article 76: On a written authorization by the Supervisor, the student hands down
his dissertation in three copies to the ULK Academic Direction, 10 days at least
before the presentation in public.
Article 77: The panel is designated by the Academic Vice-Rector on the proposal of
the Dean of the faculty. It comprises three members among whom the dissertation
supervisor. The latter can be replaced by the co-director should he be prevented
from coming. No Head of Department can change the composition of the panel
without the Academic Vice-Rector’s approval.

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Article 78: A student is only admitted to present his/her dissertation after having
passed all the academic exams including the internship and having paid on ULK
account the dissertation fees as stated by the University.
Article 79: The norms and standards of the dissertation format must follow the
model of a scientific work presentation as put forward by ULK.
Article 80: Dissertation presentation is done in public session. Outsiders to the
panel are authorized by the Chairperson of the panel to ask questions to the
students.
Article 81: Marking the dissertation is done as follows:
- Content: 50%
- Form, style and format: 25%
- Publicnpresentation:25%
Article 82: Subsequent to the presentation, the student hands over to the
Academic secretariat 2 copies of his corrected dissertation to be kept in the library
within a month deadline.
Article 83: The student who has not been able to present his/her dissertation in
the course of his/her last academic year must reregister for the following year and
must submit his/her first draft of the dissertation not beyond the sixth month
starting from the opening day of the academic year. Following the submission of
the first draft, the student should present the dissertation in a period not exceeding
two months. Beyond these deadlines the student must undergo new registration
without any exemption in the fourth year called licence II.
Article 84: The Kigali Independent University is offering nine masters degrees
authorised by the Minister of education in his letter N o 4176/1000/2012 of
13/07/2012. These masters Programmes are Master of Accounting, Master of
Business Administration, Master of Development Studies, Master of Finance,
Master of Governance, Master of Science in Economics, Master of Internet System,
Master of International Economic and Business Law, Master of Public International
Law. All ULK masters degrees are offered by course work and dissertation.
Article 85: A master’s degree is conferred on a candidate only if he has
successfully completed all requirements during two years after the registration to
master’s programme at this University. However, after consultation with the

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postgraduate committee, the Vice Rector of research and Postgraduate Studies may
grant to a student a limited extension to this period.
Article 86: Successful applicants will be registered only after they have filled in a
registration form to be submitted together with a proof of payment of the first
instalment of the required University fees.
Students are requested to renew their registration at the beginning of every
subsequent year. Failure to renew the registration, shall lead to an automatic
discontinuation from studies.
A registered student must have a student card as a proof of registration for the
academic year.
Article 87: No student shall be allowed to change modules/programmes after the
third week of commencement of the academic year.
Transferring from one academic programme to another will be allowed only if the
candidate posses the required admission criteria for the programme which transfer
is being sought and vacancy exists in that programme.
After consultation with the postgraduate committee, the Vice Rector of research
and Postgraduate Studies may cancel the registration of a student after the first
academic year if his/her academic progress is not satisfactory.
Article 88: A minimum of 180 credits (150 credits for course work and 30 credits
for a dissertation) must be completed for a student to obtain masters degree at
ULK.
Each module has 150 hours (15 credits) split as follows:
- 50 hours: teaching hours (face to face) comprising theoretical part,
practical works and presentations in class.
- 100 hours: students’ personal study, research, preparation of practical
works, assignments and presentations.

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IV.3. Evaluations
Article 89: The marking system is based on the principle of continuous evaluation,
except for the second sitting.
Article 90: Only those who have completed the course programmes (with at least
60% of attendance for each course) and who have paid their tuition fees and whose
payment receipts have been processed at the ULK cashier’s office at least 24 hours
before the exam, will be allowed to sit for the exams.
Article 91: Two written tests are prescribed for each course: one for the first
session administered some days after the end of the course, a second one for the
second session. Each evaluation carries on the totality of the course contents.
Practical works presented in the classroom in the first session are marked out of a
quarter of the course-marking rate.
Article 92: The date for each evaluation is jointly fixed by students and the
Department office, who informs the lecturer of the course.
Article 93: The examination questionnaire is set from each course which has been
taught. It must comprise general questions as well as maturity questions.
Article 94: At the beginning of the examination, an examination booklet is given by
the university officials to the students who are allowed to sit for the examination.
At the handing in of the examination copy, the invigilator checks the student’s
card, Identity card and the latter signs the examination attendance form at the
invigilator’s sight.
Article 95: Any student who, during the examination is found guilty of cheating,
with palpable and good evidence, is excluded from the University for two years. The
exclusion is decided upon by the Executive Council. This decision also applies in
case of plagiarism or for someone doing the exam for the other. This decision upon
exclusion is stuck up on walls and notice boards. Reinsertion into the university is
conditioned by a written letter for forgiveness with a solemn engagement to conform
to ULK philosophy focussing on ethic values.
Article 96: The marking system has to be taken into account when allocating
marks to a course: ten marks per credit, a credit being defined as a fifteen hours
period or for modules ten hours.

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Article 97: Grades sheet, evaluation sheets together with their marking schemes
are handed into the department offices. In case there appears a marking error, the
latter is corrected by the department commission which is composed by three
lecturers appointed by the head of department. Hereupon a report is made and
handed into the department with a copy to the Dean of the faculty.
Article 98: Within a period of 5 days after the results have been released to
students, any complaint (marks claiming) should be written to Head of Department
with a copy to the Director of Quality. The Head of the Department then appoint a
commission of 3 teaching staff members to treat the claims. The Department
Commission examines the claim and a feed-back is given to the student within 15
days from the date the claiming letter has been received. A copy of claims
processing report is submitted to the Dean of the faculty.
Article 99: The marks of a course of which a student got an examination
dispensation are included in the year’s general average calculations. Exemption
marks are 12/20 or beyond.
Article 100: Part-time teachers participate in the deliberation session and can
voice their points of view in case they are present.
Article 101: The quorum for the deliberation commission (the jury) to sit is 2/3 of
the faculty permanent teachers.
Article 102: The jury cannot legitimately sit when the Dean of the faculty (the
chairperson of the jury) is missing. In case of an unexpected obstacle, the Vice-
Academic Rector designates an ad interim chairman among the permanent
lecturers of the faculty.
Article 103: Deliberations are collegial. Every member of the jury swears in holding
the deliberations secretive. In case the voices are equally shared, the chairperson’s
voice will be preponderant.
Article 104: A maximum of four special exams will be organized five days after the
second sitting for the student who will have missed exams of the second session for
serious reason (hospitalisation, birth giving, mission), under presentation of
documents duly signed by the physician or the competent authority.

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Article 105: The student whose general average marks are below 50%
automatically fails.
Article 106: If the student has no failure, his grades are considered as follows:
1. Very great distinction : 90% and more
2. Great distinction : 80% - 89,9%
3. Distinction : 70% - 79.9%
4. Satisfaction : 50% - 69.9%
Article 107: the jury is sovereign, i.e., its decision is not subject to appeal. During
the first session of examinations, the jury does not deliberate. They simply state the
results.
Is promoted any student who obtained at least 10/20 in every course, every
seminar and training following the program
Article 108: The jury decision is approved and signed forthwith on the deliberation
grids. The decision is made public on ULK website immediately after the
deliberation.
Article 109: For each failed module, the Faculty organises a second sitting exam
covering the entire content of the module.
Article 110: The second deliberation stipulates the following:
- Are promoted the students who have obtained 50% at least for each course
without any failure;
- Are deliberated the students, who have obtained an average of at least 55%
with two light failures (8/20);
- Can be promoted with a complementary module or course , the students of
the first year of the cycle, who have obtained at least 55% with 2 failures,
one being deep (less than 8/20); the concerned module or course will not be
listed on the marks transcript since it is expected to be studied once more
the following year.
Article 111: Candidates registered for the coursework and dissertation program
shall sit for course examinations following assessment procedures. Unless
stipulated otherwise the general university regulations shall be used to guide the
conduct of examinations of all postgraduate courses.

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Article 112: The Masters program’s mode of teaching and learning shall mainly be
interactive with discussions as the main method used. For all the programs,
students will study core and elective courses. The marking scheme is 60% for
continuous assessment (attendance, assignments, presentations…) and 40% for
the final examination.
Article 113: The minimum pass mark for each prescribed master’s module is 50%,
provided that a subminimum of 50% has been obtained in the final examination.
Supplementary examinations are offered at the end of each year to students who
have at most failed in a third (1/3) of prescribed modules of the year.
Article 114: A master’s student who will have been unable to write the final
examination due to proven unavoidable circumstances will sit for the
supplementary exam. Unavoidable circumstances are limited to:
- Being admitted to the hospital at the time of the exam;
- Being on work mission outside Rwanda but not in a country sharing
boundaries with Rwanda at the time of the exam;
- Being on maternity bed at the time of exam.
Article 115: The Masters student or his/her relative should submit the proof to
the directorate of postgraduate studies not later than 48 hours from the time of
exam. Students on work mission can submit the proof ahead of time or scan and
send it to the following e-mail: master1@ulk.ac.rw
A student who fails in a module in a given year shall repeat it next time it is on
offer.
Article 116: A Masters student, who fails a module for a second time, shall be
obliged to attend and pay for that module in order to rewrite its examination.
Article 117: To complete the course work phase of the Masters program, a student
must pass all the 6 prescribed core modules and 4 elective modules.
Article 118: After having completed the course work phase, the Masters candidate
will proceed to the dissertation phase of the programme. It is essential that he/she
writes and submit a comprehensive proposal to the director of postgraduate
studies.

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A candidate who, for valid reasons, fails to complete the dissertation within the
specified period may apply for an extension of the registration period.
The extension period shall not exceed six months. Under very special
circumstances, the Vice rector of research and postgraduate studies may consider
a further extension of registration period for a maximum of six months.
IV.4. Diplomas and Degrees
Article 119: Diplomas and Degrees are awarded by “UNIVERSITE LIBRE DE
KIGALI” on the basis of the decisions taken by the deliberation commission or by
the jury.
Article 120: Degrees bear obligatorily the signatures of the President of the
University, the Rector, the President of the jury and that of the recipient. The
Diploma and the Degree also bear the holder’s photograph and the seal of the
university.
Article 121: The allocated mention to the end cycle degree is cumulative.
CHAPTER V: DISCIPLINE AND SANCTIONS
Article 122: Are strictly prohibited, all forms of ethnic segregation, regionalism and
discrimination.
Article 123: Are also strictly prohibited, all forms of corruption, intolerance and
immorality.
Article 124: Are sanctioned by definite or temporary exclusion from ULK according
to the graveness of the case, all forms of moral, physical aggression, oral or written
threats directed to teachers, to colleagues or any member of ULK.
Article 125: Outrageous behaviour vis-à-vis accepted moral standards of the
Rwandan culture are prohibited. For example: the case for miniskirts, shorts and
tight trousers for girls and ladies, earrings and plaits for boys and gentlemen. The
subsequent sanction may reach definite exclusion in case the misconduct is
repeated.

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Article 126: Any member of ULK community has to be obedient, polite, tolerant,
respectful and honest.
Article 127: ULK Staff follow – up committee has been set up. For the
administrative, technical and support staff, this committee comprises: two Vice-
Rectors for each campus, the Academic Director, the Director of Human Resources,
the Director of Quality, the Administrative and Financial Director and the head of
the service concerned.
For the teaching staff, it comprises the two Vice – Rectors for each campus, the
Academic Director, the Director of Human Resources, the Quality Director, the
Dean, the Administrative and Financial Director and the concerned Head of
Department.
This committee evaluates daily the merits of the staff. It suggests sanctions about
the faults committed and takes propositions of the decisions in collegiality, to be
approved by the appropriate organs.
For any excellent act done by an employee a letter is written to him/her by the
administrative and financial vice-Rector and its copy is kept in the agents file.
Article 128: Any breach or infringement to the obligation defined in the current
Regulation by ULK member is liable to sanctions
Article 129: Disciplinary sanctions applicable to ULK members:
- Written cautioning;
- Written warning;
- Blame;
- Suspension (for the staff) whose maximal duration is 8 days determined at
the very moment it was pronounced.
- Termination of the contract (for staff) and exclusion (for students). This
sanction is taken by the competent organ in case of gross misconduct
(fraud of marks, complicity in cheating during or before the examination
session, corruption, ethnic discrimination, professional insufficiency,
violence, drunkenness, forgery and the use of forgeries, robbery, subversion,
sexual harassment, uttering bad words against the institution, etc).

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Article 130: Other provisions on disciplinary sanctions:
- Any member of the Executive Council who gets a blaming letter loses his/her
position in the council.
- Two cautioning letters in a period of four years are equivalent to one
warning letter;
- Two warning letters in a period of four years are equivalent to one blaming
letter;
- Any member of the permanent personnel who gets two blaming letters in
his/her file in a period of four years is dismissed from the University.
CHAPTER VI: FINAL PROVISIONS
Article 131: Any member of ULK (full time, part time staff and students)
acknowledges having read and agreed to the text of the ULK internal regulations.
Article 132: The current regulations are susceptible to modification anytime
circumstances related to ULK development will oblige.
Done at Kigali on 12 th December 2012
Prof. Dr RWANYINDO R. Pierre
The President of the Board of Directors