TOM MBOYA UNIVERSITY

KNOWLEDGE FOR SUSTAINABLE INNOVATION ENTERPRISE

STUDENT RULES AND REGULATIONS

JUNE 2025
 TABLE OF CONTENTS

FUNDAMENTAL STATEMENTS............................................................................................................................. iii

MESSAGE FROM THE VICE-CHANCELLOR ..................................................................................................... iv

1. INTRODUCTION ................................................................................................................................................ 6

2. DEFINITIONS: .................................................................................................................................................... 6

3. THE CONDUCT OF STUDENTS...................................................................................................................... 7

4. UNIVERSITY PROPERTY ................................................................................................................................ 8

5. SECURITY OF STUDENTS PROPERTY ........................................................................................................ 8

6. MOTOR VEHICLES .......................................................................................................................................... 8

7. SOUND AND MUSICAL INSTRUMENTS ...................................................................................................... 8

8. NOISE AND NUISANCE .................................................................................................................................... 9

9. HAWKING ........................................................................................................................................................... 9

10. PROCESSIONS, DEMONSTRATIONS AND CEREMONIES ................................................................. 9

11. CRIMINAL AND OTHER OFFENCES ....................................................................................................... 9

12. MISCELLANEOUS PROVISIONS ............................................................................................................ 10

13. CORRESPONDENCE .................................................................................................................................. 11

14. ACADEMIC RESPONSIBILITY ................................................................................................................ 11

15. HEALTH SERVICES ................................................................................................................................... 11

16. LEAVE OF ABSENCE ................................................................................................................................. 11

17. DISCIPLINARY ACTION ........................................................................................................................... 12

APPENDIX I: COMMON RULES AND REGULATIONS GOVERNING EXAMINATIONS ......................... 17

APPENDIX II: RULES AND REGULATIONS GOVERNING ACCOMMODATION SERVICES ................. 32

APPENDIX III: TRANSPORT DEPARTMENT ..................................................................................................... 36

APPENDIX IV: STUDENT HEALTH CARE .......................................................................................................... 37

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 FUNDAMENTAL STATEMENTS

OUR VISION

To be a premier internationally recognized University distinguished for its teaching,

research, and innovation.

OUR MISSION

To transform and sustainably contribute to society through teaching; research and

innovation; knowledge creation, application and outreach.

OUR CORE VALUES

⚫ Excellence in teaching, research and innovation

⚫ Accountability;

⚫ Efficiency;

⚫ Integrity; and

⚫ Sustainability.

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 MESSAGE FROM THE VICE-CHANCELLOR
On behalf of the Management, Senate, and the entire Tom Mboya University community, I
warmly welcome all our students to Tom Mboya University.

To our new students, congratulations on securing admission to the university, and thank
you for choosing Tom Mboya University as your institution of higher learning. This marks
a significant milestone in your life - one that brings with it new responsibilities, exciting
opportunities, and unique challenges. Embrace this journey with determination and
curiosity, as it will play a crucial role in shaping your potential and guiding you toward the
achievement of your academic and career aspirations.

The University has put in place the necessary infrastructure, and recruited highly qualified
and experienced staff to deliver quality education and training that will equip you with the
relevant knowledge and skills in your preferred area of study. This will enable you to
succeed in your chosen career. I urge you to take full advantage of this opportunity, and
utilize all the resources at your disposal, in the University, for your personal and
professional growth.

As you begin your journey with us, you need to be disciplined and hardworking. Take your
studies seriously. Make use of the available student support services to assist you in
dealing with the challenges that may come your way. Develop a reading culture so that
you can expand your knowledge base and reap most from university education. Cultivate
good morals and patriotism. Be a global citizen by making use of the networks available at
the University. Be innovative, open-minded, focused and embrace diversity. Participate in
community service and environmental care activities, as well as peer organized co-
curricular activities that are good for you.

These rules and regulations provide important information about the services offered at the
University and how to navigate campus life. They are designed to help you settle in
quickly and focus on your academic work with minimal difficulties. The guide covers key
areas such as access to services, academic programmes, student welfare, accommodation,
conduct and disciplinary rules, as well as ICT and e-learning services, among others.

I encourage you to read them carefully and familiarize yourself with the information
provided because you will, from time to time, need to seek information and services from
various offices and platforms as described herein.

I wish you all the best.

Prof. Charles O. Ochola, Ph.D.

Vice-Chancellor

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ABBREVIATIONS AND ACRONYMS

TMU Tom Mboya University

VC Vice-Chancellor
DVC Deputy Vice-Chancellor
ARSA Academics, Research and Student Affairs
ASA Academic and Student Affairs
CSWS Coordinator, Students Welfare Services
DQA Directorate Quality Assurance
GSP Government Sponsored Programme
KUCCPS Kenya Universities and Colleges Central Placement Services
SSP Self-sponsored Programme
SOTMU Students Organisation of Tom Mboya University

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1. INTRODUCTION

1.1 These Rules and Regulations are constituted by the powers conferred upon the
University by the Legal Notice No. 55 revised Universities Act 2012 (No 42 of
2012).
The following Rules and Regulations shall apply to all students of Tom Mboya
University subject to any necessary changes there in. All students shall be required
to read and abide by these regulations together with the statutes in general and
particularly Statues XLIV. (See Appendix I, for Common Rules and Regulations
Governing Examinations)
1.2 These Rules and Regulations shall not preclude the University from requiring a
student to execute any bond, assurance or undertaking to be of good behaviour
through their stay at the University.
1.3 Such bond, assurance or undertaking when required and executed shall have the
same effect as if it were part of these Rules and Regulations.
1.4 Senate shall have the final responsibility in the interpretation of Rules and
Regulations.

2. DEFINITIONS:

2.1 STUDENTS
In these regulations, the tem “Student” means a person who is registered to study
for a first or higher degree, diploma, certificate or such other qualification or
courses of the University as may be approved by Senate from time to time. This
definition also applies to a student of an affiliated Institution who is registered for
examinations leading to the Degree, Diploma, Certificate and other academic
awards of the University.

2.2 RULES

These are stated principles to which actions/behavior of students must conform.

2.3 REGULATIONS
These are authoritative provisions directing students conduct within and outside the
University.

2.4 CONDUCT
Acceptable behavior which conforms to the rules and regulations herein and to the
laws of the land.

2.5 SUSPENSIONS
Exclusion fromUniversity programmes for a specified period.

2.6 EXPULSION

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 Total and permanent exclusion of a student from theUniversity and relieving them
of the status of student as defined in 2.1 above.

3. THE CONDUCT OF STUDENTS

3.1 The following provisions shall apply with respect to the conduct of students within
and outside the University.
3.1.1 General Conduct

All students shall conduct themselves in accordance with the highest standards of
integrity, personal discipline and morality and in particular shall:

a) Respect and adhere to the Administrative and Academic rules, procedures

and structures established by the Tom Mboya University Act for the control,
governance and operations of the University.
b) Respect the rights and privileges of the members of the University
community and the general public at all times.
c) Refrain from any conduct that might bring the University or any section of
programme thereof into disrepute or public odium.
d) Carry themselves in all public places with humility and dignity as benefits
their status as mature and responsible citizens.
e) Wear acceptable and appropriate attire at all times.
3.1.2 Channels of Communication

For efficient communication and good management, students shall be expected to

go through the laid down channels and procedures as follows:

a) Academic matters: Class representatives, Dean of Faculties, Registrar

Academic and Students Affairs and Deputy Vice Chancellor-Academic,
Research and Student Affairs in that order.

b) Welfare matters
(i) Residents: (Hostel Representative) Housekeepers,
Cateresses/Caterers, Hostel/Catering Officers, and Coordinator -
Student Welfare Services in that order.
(ii) Non Residents: Student Representative, Coordinator - Student
Welfare Services.
(iii) Clubs & Associations: Representative, Coordinator - Student
Welfare Services.
(iv) Sports & Entertainment: Representative, Sports and Games and
Coordinator - Student Welfare Services.
(v) Health & Benevolent: Representative, Coordinator - Student Welfare
Services.
c) The hierarchy of the Students Organization shall be expected to adhere to
the procedures in (a) and (b) above to ensure peaceful and procedural
dealing with student matters.

d) Failure to adhere to the above procedures shall be a violation of University

Rules and Regulations.

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 3.2 ROOM ALLOCATION AND CONDUCT WITHIN RESIDENTIAL AREAS
Refer to Rules and Regulations from Accommodation and Catering Services.
(Appendix II, for rules governing room allocation)

4. UNIVERSITY PROPERTY

4.1 All students shall take reasonable care of the University properties and shall
individually or collectively be held responsible for loss or damage to any such
property where it is deemed to have been caused by a student or a group of students.

4.2 Furniture and Fittings

4.2.1. All students are expected to make good use of University furniture and
fittings within and outside the University premises.

4.2.2 Students shall not remove any furniture and equipment from classrooms,
lecture halls, or any other part of the Halls or premises within the University
except by permission from the University Administration and must
undertake to return the items to the original places after use.
Any replacement or repair of furniture or any fittings due to loss or damages
caused by negligence of students(s) or of persons connected with him/her
/they shall be made good at the student’s expense.

4.2.3 Vandalizing/damaging University property like lights and other fittings

will be penalized.

4.3 Fire Fighting Equipment

4.3.1 It shall be an offence against the University to interfere with, damage or

remove other than for firefighting purpose any of the firefighting appliances.
5. SECURITY OF STUDENTS PROPERTY

5.1 Students are advised to take reasonable care to ensure safety of their personal
property. Whilst reasonable security shall be provided, the University is not liable
for losses of or damage to students’ personal property whilst on University premises.

6. MOTOR VEHICLES

A student shall not keep a motor vehicle on University premises without prior written
permission from the Vice Chancellor. Permission can be granted or rejected at the
discretion of the VC. Where the permission is granted, the University shall not be
responsible for the security of the vehicle. Permission will not be granted without proof of
a log book, valid insurance cover, a current driving license and a valid road license.
Refer to Appendix III for further details.
7. SOUND AND MUSICAL INSTRUMENTS
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 Use of Radio, Television Sets, Videos, Musical Instruments and Percussion Instruments are
restricted and at no time shall the sound be so loud as to cause disturbance to others.

7.1 Video/disco entertainment shows are restricted to Friday and Saturday evenings
only, provided they are approved by the Vice Chancellor.

7.2 Educational shows are accepted throughout the week but shall not go beyond
midnight.

8. NOISE AND NUISANCE

8.1. It shall be an offence against the University to create an unreasonable noise or

engage in acts of hooliganism and harassment to the disturbance or annoyance of
users of University premises, staff members and those in the surrounding
community.

9. HAWKING

9.1. All students who want to do business on campus as individuals or groups must get
the permission from the Vice Chancellor.

9.2 The University may allow students to sell items in designated areas only.

9.3 Hawking shall exclude items that are a danger to safety, health, and morality of
the public.

10. PROCESSIONS, DEMONSTRATIONS AND CEREMONIES

10.1 It shall be an offence for any student to organize or participate in any demonstration,
precession, ceremony, picketing or any other meeting for which permission has not
been granted by the University administration or government authority.

10.2 In addition to any other permits which may be required by the law, permission to
hold meetings in the University precincts shall be given by the Vice Chancellor and
copied to the Head of University Security Services.
11. CRIMINAL AND OTHER OFFENCES

11.1 All crimes and other offences under the law of Kenya including the ones listed
below shall be dealt with in accordance with the laws of the land and the provisions
of these rules and regulations:

a) Being drunk and disorderly

b) Drug abuse/possession of illegal brew
c) Drug trafficking
d) Fighting/Affray
e) Possession of dangerous weapons e.g. daggers, arrows, guns etc.
f) Assault causing bodily harm
g) Arson, attempts to commit arson or attempts to destroy or injuries to property
h) Theft and other related offences e.g. robbery and extortion
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 i) Picketing, rioting, obstructions to perform duty
j) Organizing unlawful demonstrations/processions/incitement
k) Rape or attempted rape
l) Kidnapping/abduction, detentions. Sexual harassment, indecent assaults,
defilement
m) Impersonation and false pretenses
n) Forgery, fraud, counterfeiting
o) Illegal/unlicensed trade e.g. hawking
p) Trespass
q) Aiding suicide and attempted suicide
r) Concealing birth, killing of unborn and abortion
s) Subversion/Treason
t) Perjury (False Testimony)
u) Murder, manslaughter
v) Corruption

12. MISCELLANEOUS PROVISIONS

12.1 A student shall not use or have in their possession personal effects like knives,
whips, metal bars, or any other articles which might endanger other members of the
University community.

12.2 A student shall not use profane or abusive language.

12.3 A student shall not threaten, hold hostage, extort, strike or physically harm any
other person.

12.4 It shall be an offence for a student to interfere with transportation in University

vehicles or cause traffic obstruction in or outside the campus or breach any other
transport rules and regulations provided in the Appendix (III). Only authorized
students shall be allowed to access a particular University vehicle.

12.5 Students shall be expected to maintain a high standard of hygiene in their halls of
residence, dinning and University campus in general. It shall also be an offence to
litter or throw waste items outside the dustbins provided.

12.6 Students shall be expected to use provided paths and entrances/exits only.

12.7 University facilities like lecture halls, lecture theatres and common rooms may not
be used by students without authority from the University.

12.8 Students shall not be permitted to enter restricted areas on campus such as
telephone switchboards, examination office, water treatment works and other such
areas as notified from time to time.

12.9 Offensive or disorderly conduct which causes interference, annoyance or alarm, or

recklessly creates a risk of harm.

12.9.1 Behaviours or activities which endanger the safety of oneself or others.

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 12.9.2 Violation of any of the restrictions, conditions or terms of a sanction
resulting from prior disciplinary action

12.9.3 Failure to provide identification upon demand or to comply with other

directions of University staff members or staff or contractual affiliates of the
University or other public officials acting in the performance of their duties.

12.9.4 Misuse of the University documents including, but not limited to forging,
transferring, altering or otherwise misusing a student ID card, registration
number, official letterhead or other University identifications, or committing
any other acts of forgery.

12.9.5 Forms of protest and political agitation that disrupt the normal activities of
the University and interferes with the rights of other students.
13. CORRESPONDENCE

13.1 Correspondence to the press or any other media by an individual or official of the
students’ organization shall bear their individual names and signatures.

13.2 It shall be an offence to publish, write and or distribute anonymous literature of

malicious nature, including placards.

13.3 Display of advertising notice within the University premises shall be subject to
approval by the Vice Chancellor.

13.4 Invitation to personalities who are not members of the University to visit the
University shall require prior authorization by the Vice Chancellor.

14. ACADEMIC RESPONSIBILITY

14.1 All students are expected to comply with the Senate provisions as provided for in
the Student Rules and Regulations governing academic matters.

14.2 It is an offence to interfere with or block scheduled academic activities.

14.3 Students shall be expected to comply with all other regulations by Faculties and any
other such units of the University.
15. HEALTH SERVICES

Refer to rules and regulations from Health Services Department (Appendix IV).

16. LEAVE OF ABSENCE

16.1 The University shall grant leave of absence from theUniversity on the following
grounds only:

(a) Sickness
(b) Maternity/confinement
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 (c) Compassionate
(d) Any other reasonable grounds.

16.2 In all cases of absence from classes on account of illness and maternity, a medical
certificate to that effect shall be submitted by the Incharge Health Services to the
Dean of relevant Faculty. Where a student has been treated by a private Medical
Practitioner, the medical certificate shall be submitted to the University Incharge
Health Services for approval.

16.3 Leave application forms available from the Coordinator, Student Welfare Services
office, must be signed by the applicant before leave begins. The University shall not
entertain any claim where a student leaves without prior official permission.

17. DISCIPLINARY ACTION

17.1 The following provisions shall apply to all disciplinary actions taken against
students in respect of the disciplinary offences specified herein, whether such
offences are committed within or outside the University precincts.

17.2 Disciplinary Authority

17.2.1 For purposes of these regulations, the Vice Chancellor, acting on behalf of
the Council, is the disciplinary authority of the University and may in that
capacity:

(a) Vary or add to the list of disciplinary offences specified herein.

(b) Suspend any students suspected of committing any offence under
these rules and regulations from the University, pending disciplinary
measures.
(c) Take any other measure necessary for the proper operation of
disciplinary procedure and maintaining order.
17.3 Officer in Charge

17.3.1 The responsibility of maintaining discipline at the University is vested in the Vice
Chancellor who may from time to time propose investigation and enforcement.

17.3.2 Administration and Academic staff of the University have authority to ensure that
rules and regulations are adhered to by all students as provided for by the relevant
sections of the University Rules and Regulations.

17.3.3 Students on field/industrial attachment and teaching practice shall be subject to the
supervision of the officers under whom they are placed by the University.

17.3.4 Students going out for official trips must be accompanied by University staff who
shall ensure that they adhere to the University Rules and Regulations.

17.4 Enforcement of Rules and Regulation

17.4.1 In the event of a breach of the rules and regulations and depending on the nature of
the offence, the officers referred to above shall adopt the following procedures:
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 (a) Warn or caution the student either verbally or in writing.
(b) Report the student to the Registrar, Academic and Students Affairs in writing,
enclosing all documentary evidence if any.
(c) Take any other action that may be deemed appropriate.
(d) Invite the student to make a statement on their behalf in response to the charge.
17.5 Disciplinary Procedure

17.5.1 All disciplinary cases shall be reported to the Registrar, Academic and Students
Affairs.

17.5.2 The Registrar, Academic and Students Affairs shall consider all the cases and
prepare all the charges and forward them to Deputy Vice-Chancellor incharge
Academic, Research and Students Affairs who will convene a Disciplinary
Committee Meeting.

17.5.3 There shall be a Student Disciplinary Committee of the Senate constituted as per the
Statute, Third Schedule, (11) of Tom Mboya University to serve for a period of
three years.

17.5.4 The Chairman of the Students Disciplinary Committee shall normally call a meeting
of the disciplinary committee to be held within one month of the report being
received by him/her.

17.5.5 Notice of Meeting

The Secretary (Registrar, Academic and Student Affairs) shall notify the students
and the complainants of the date and time of the meeting and inform the student and
the complainant of the right to be present and call a witness or witnesses. The notice
shall be served within fifteen days of the meeting except under special
circumstances (Refer to 17.2.1). The secretariat shall notify the students served with
a letter either by hand delivery or registered mail.

17.5.6 Membership and Quorum

The students disciplinary committee shall be a standing committee of Academic

Board.

Membership

a) Deputy Vice-Chancellor (ARSA) - Chairman

b) Three Senate Representatives
c) Two student representatives nominated by the students’ organization
d) Registrar Academic - Secretary
e) Registrar Administration
f) Dean of Students

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 g) Dean of Faculty or Warden reporting a case
h) Students’ Counselor

Terms Of Reference And Procedures

a) To receive and consider matters of disciplinary nature affecting students on behalf

of Senate, and to report to senate on the appropriate action to be taken, provided
that the disciplined student may appeal to the Vice-chancellor.

b) To investigate issues surrounding misconduct by students which may have adverse

effect on the students and to recommend to senate appropriate corrective measures.

c) To recommend to senate serious disciplinary cases that may require suspension or

expulsion.

d) To formulate and review, from time to time, the regulations governing the conduct
and discipline of University students.

17.5.8 Powers of the Student Disciplinary Committee:

Subject to the ratification of the Academic Board, the committee shall have the
power to take any one or a combination of the following measures.

a) Acquit the student

b) Give a written disciplinary warning to the student
c) Place the student on Disciplinary probation
Probation-Level I

A serious form of reprimanding the student that is fitting for the type of violation as
designated for a certain period of time.

Probation-Level II

The student remains enrolled in the University under circumstances defined by the
Disciplinary Committee. The student may not represent the University in an official
capacity or hold office in any student organization. Example of representing the
University in an official capacity include participation in Sports and Games,
recognized student organizations including SOTMU among others. This probation
level indicates to the student that further violation of University regulations will
result in more stringent disciplinary action, including but not limited to expulsion or
suspension.

d) Refer the student for counseling

e) Restitution Fines require the student to make good any loss or damage to the
student or property commensurate with the nature and gravity of the offence
committed.

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 f) Require the student or the organization to make payment to the University
or another specified person(s) or group(s) for damage incurred as a result of
violation of any provision of the student code of conduct. The University in
addition to any other disciplinary measure may demand restitution fines.
Restitution fines may include an administrative fee for processing.
g) Suspend the student from the University for a stated period of time.
h) Suspend group recognition

This disciplinary sanction consists of the withdrawal for such a period as

the committee may deem fit of all or part of the official recognition of a
group or an organization.

i) Exclude the student from the Halls of residence for such a period as the
committee may deem fit.

j) Exclude the student from the attendance of lectures or other sources of

instruction and use of library and other facilities for such a period as the
committee may deem fit.
k) Expel the student.
l) Revocation of group recognition

This disciplinary measure is a permanent cancellation of the official University

recognition and privileges of a group and results in complete suspension of the
group.

m) Any other measures deemed necessary.

17.5.9 Communication for disciplinary action

17.5.9.1 The committee’s decision shall be communicated to the student by

the Registrar, Academic and Student Affairs within fourteen (14)
days from the date of the conclusion of the proceedings.

17.5.10 Appeal

The student shall appeal to the Vice Chancellor against the decision
of the Students Disciplinary Committee and the University Council
against the decision of the Academic Board.

17.6 Notice of Appeal

17.6.1 Notice of appeal in these cases shall be given in writing within

fourteen (14) days of the communication or the committee’s
decision to the Vice Chancellor.

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16
APPENDIX I: COMMON RULES AND REGULATIONS GOVERNING
EXAMINATIONS

OFFICE OF THE REGISTRAR - ACADEMIC & STUDENT AFFAIRS

COMMON RULES AND REGULATIONS GOVERNING EXAMINATIONS

1.0 Preamble
In order to maintain academic integrity, fairness, and uniformity across all undergraduate
programmes, it is imperative to establish a comprehensive set of rules and regulations
governing the conduct of examinations. These guidelines are intended to ensure that
assessments are carried out in a transparent and consistent manner, uphold the standards of
the institution, and protect the interests of all students. This document sets forth the
Common Rules and Regulations for Undergraduate Examinations, applicable to all
departments and faculties offering undergraduate courses. It provides a standardized
framework for the administration, conduct, and evaluation of examinations, and outlines
the rights and responsibilities of students, invigilators, and academic staff. The regulations
herein are binding and are to be adhered to by all stakeholders involved in the examination
process. These rules may be reviewed and amended periodically to reflect evolving
academic and administrative needs.

1.1 Act and Statutes

Subject to the Act and the Statutes, all matters concerning University Examinations shall be
supervised by the Deputy Vice-Chancellor Academic, Research and student Affairs under
the general direction of Senate.

1.2 Overall Authority

Senate shall have the overall authority in all matters concerning and affecting examinations,
including the setting, moderating, conducting, marking, processing and declaration of
results. Senate decision in all these matters shall be final.

1.3 Definitions
For the purpose of these Regulations:
1.3.1 A semester is a period of study of normally 15 (sixteen) weeks or any period as may
be determined by Senate.
1.3.2 A trimester is a period of study of normally 13 (thirteen) weeks or any period
as may be determined by Senate.

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1.3.3 A Quarter is a period of study of normally 9 (nine) weeks or any period as
may be determined by Senate.

1.3.4 Academic year means a period of teaching and examination organised in a full year
in two semesters, or three trimesters or four quarters;

1.3.5 An Instructional hour (IH) is one (1) hour of lecture or two (2) hours of tutorials
or three (3) hours of practical or Five (5) hours in farm or similar practice.

1.3.6 A unit is that part of a subject described by a coherent syllabus and taught
over a period of 42 Instructional hours.
1.3.7 A course is that part of a subject described by a coherent syllabus and taught
normally over a period of a semester, a trimester or a quarter. It is designated as one
or more units.
Industrial Attachment and Teaching Practice shall be considered as courses

1.3.8 A course credit (often credit hour or just credit) is a unit that gives weight to the
value, level or time requirements of an academic course. A credit is equivalent to 14
instructional hours.

1.3.9 A student is a person who is duly registered at TMU to undertake a course/

programme leading to certification.

1.3.10 A Bonafide student is a student currently enrolled with the University and its
entities, including students who are on approved leave of absence and/or who are on
suspension.

1.3.11 A student load is the number of courses registered by a student in a semester or

trimester or quarter. Student loads outside the 7 per semester must be approved by
Senate.
1.3.12 University Examinations are all those examinations, assessments or evaluations that
are considered in determining whether or not a student shall proceed to the
following year of study or qualifies to graduate.

1.3.13 Regular University Examination is a scheduled examination held at the end of each
semester or as determined by Senate.

1.3.14 A Resit is a course whose Regular Examination has been taken and failed.

1.3.15 Resit Examination is an examination for resits:

1.3.15.1 A candidate who has up to three (3) resits cumulatively may

proceed to the next year of study and take the Resit Examinations
in the affected Courses when next offered.
1.3.15.2 A candidate who has four (4) or more resits cumulatively shall not proceed
to the subsequent year of study until the candidate takes resit
examinations, while out of the University, and reduce resits to three or
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 less. A candidate shall not carry over a resit for more than one academic
year.
1.3.15.3 The charges for resit examinations be Kshs. 1000 per resit, the
normal Course examination fee.
1.3.15.4 After the normal minimum four-year study period, a resit may be carried
over for a maximum of four years, beyond which a student shall be de-
registered.
1.3.16 Supplementary Examination is an examination of a failed course resulting from the
immediate final year Regular Examination.

1.3.16.1 A Supplementary Examination must be taken within six (6) months

after sitting a Regular Examination.
1.3.16.2 A candidate who accumulates in excess of three (3) failed courses
shall not be legible for a supplementary examination.
1.3.16.4 The charges for supplementary examinations shall be Kshs. 1000 per
course.
1.3.17 Continuous Assessment is any form of evaluation made during the course of
the semester such as tests, graded practicals, projects and other assignments.

1.3.18 A Core Course is a mandatory Course described within a programme of study.

1.3.19 A required Course is a mandatory Course for a programme of study

described elsewhere.

1.3.20 Pre-requisite Course is a Course which must be completed before one can register
in a subsequent one.

1.3.21 Elective Course is an optional Course described within a programme of study.

1.3.19 Prescribed Courses include core, required, prerequisite or elective Course as

specified in the programme of study.

1.3.20 A Common Course is a fundamental Course of a given discipline taken by

students outside that discipline.

1.4 Exemptions

1.4.1 Senate may grant a School /Faculty/Institute exemption from any of the
requirements of these rules and regulations.

1.4.2 Senate, on the recommendation of the School /Faculty /Institute/ Boards may grant
any student(s) exemption from any of the requirements of these rules and
regulations.

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2.0 GENERAL RULES

2.1 A candidate must attend 3/4 of lectures before being allowed to sit for examinations.

2.2 School/Faculty/Institute Examination Regulations shall be presented through their

respective Boards and Deans Committee for approval by Senate.

2.3 Unless approved by Senate, all Courses shall be examined within the semester
in which they are taken.

2.4 A candidate shall be required to register for Regular Examinations at least four
weeks to the start of semester examinations.

2.5 A candidate may not be allowed to sit for Regular Examinations, if he/she
fails to register for courses within the first three weeks of the semester.

2.6 To be eligible to sit for Regular Examinations, a candidate should normally have
taken all the Continuous Assessments in the respective courses.

2.7 The final mark for any one Course shall normally be made up of marks obtained
from Continuous Assessments and the Regular Examinations.
2.8 Unless Senate decides otherwise, Continuous Assessments shall normally
constitute
30% of the final marks while end of Regular examinations shall constitute 70%.
2.9 Faculties/School/Institute/Departments shall be required to indicate Core, Required,
Pre-requisite and Elective Courses for Senate approval.

2.10 Faculties/Schools/Institutes shall be required to spell out the distribution of

Continuous Assessment (CAT) marks for approval by Senate.
3.0 GRADING SYSTEM AND OTHER REQUIREMENTS

3.1 Grading system

3.1.1 The performance of candidates in University Examinations shall normally be

determined by grades based on both Continuous Assessments and Regular
Examinations.

3.1.2 Unless otherwise approved by Senate, each Course shall be graded out of a
maximum of 100 marks.

3.1.3 The final mark for each Course shall be rounded up to the nearest whole number.

3.1.4. Unless otherwise approved by Senate, the pass mark for all Courses shall be 40%.

3.1.5 A candidate shall be allowed to resit a failed Course twice after which he/she shall
be required to retake the course by paying and registering for the failed Course.

3.1.6 Marks obtained at the Resit examination shall replace the marks obtained at the
Regular Examination. The new marks and Continuous Assessment marks shall
make up the score in the course unless otherwise approved by Senate.

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 3.1.7 A maximum of 8 years of study is allowed for a Bachelor’s degree. A candidate
who fails to qualify for the award of the degree after the allowed 8 years shall
normally be de-registered.

3.1.8 A candidate must pass all prescribed Courses before he/she graduates.

3.1.9 Unless otherwise specified by Senate, the Examination grading system shall be as
follows:

PERCENTAGE MARKS REMARKS

GRADES
X≥70 A Excellent
60≥X<70 B Good
50≥X<60 C Average
40≥X<50 D Pass
X<40 E Fail

3.2 Transfers

3.2.1 A candidate who has been recommended to proceed to the subsequent year of study
may be allowed by Senate to transfer to the programme of study of his/her choice
provided he/she meets the entry requirements of that programme of study.

3.2.2 A candidate who has failed more than 60% of the course may be allowed by Senate
to transfer to a programme of study of his/her choice provided he/she meets the
entry requirements of that programme of study.

3.2.3 A candidate who is approved in 3.2.1 and 3.2.2 above may be given credit transfer(s)
for the passed Courses in the new programme of study of his/her choice.

3.2.4 A candidate who has been admitted into a programme may be allowed by the senate
within the first two weeks of the first semester to transfer to a programme of study
of his/her choice, provided he/she meets the entry requirement of that programme of
study.

4.0 EXAMINATIONS RESULTS

4.1 Unless Senate decides otherwise, examination results shall be considered first by
departmental/Programme Boards of Examiners and then by the
School/Faculty/Institute Boards of Examiners at the end of each semester. The
Departmental/Programme Boards of Examiners shall normally consider the results
after they have been moderated by External Examiners.

4.2 Chairpersons/Coordinators of Departments/Programmes shall forward results to

relevant School/Faculty/Institute Boards of Examiners after Departmental/
Programme Board of Examiners’ meetings.

4.3 All Examination Results are confidential until the School/Faculty/Institute Boards of
Examiners consider them, and are not official until approved by Senate.

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 4.4 Deans/Directors after a meeting of the School/Faculty/Institute Board of Examiners
shall release provisional Examination results to candidates indicating pass and fail.
The results will be posted on student portal within three months after the end
semester two examinations.

4.5 After a meeting of School/Faculty/Institute Board of Examiners, the Dean/Director

shall forward the provisional results to Deans’ Committee for recommendation to
Senate for final decision and approval.

4.6 Official results shall be released to the candidates by the Deputy Vice-Chancellor,
Academic, Research and student Affairs soon after approval by Senate.

4.7 The onus of obtaining the examination results is the responsibility of the candidate.

5.0 TRANSCRIPTS AND CERTIFICATE

5.1 The results for candidates shall be presented in transcript form indicating letter
grading in accordance with the grading system and classification approved by
Senate.

5.2 Deans/Directors of Schools/Faculty/Institute shall release provisional transcripts

after the results are approved by their respective School/Institute Boards of
Examiners.
5.3 Official transcripts shall be issued by the Academic Registrar at the end of the
programme as approved by Senate.

5.4 Replacement of Lost Transcripts: The replacement of lost academic transcripts

shall attract a fee of Five Hundred Shillings (KShs. 500) per copy, per academic
year of study. This fee is subject to review and adjustment by the Senate from time
to time.

5.5 The replacement of lost certificates shall attract a non-refundable fee of Five
Hundred Thousand (Ksh. 5,000). An application for a duplicate certificate must be
submitted to the Office of the Deputy Vice-Chancellor - Academics, Research and
Student Affairs. The application should clearly state the reason for the request and
must reference the degree awarded and the year of award.

The application must be:

Signed by the student, and accompanied by the following documents:

✓ A copy and original of the National Identity Card (ID)

✓ A Police Abstract reporting the loss
✓ Proof of payment of Ksh. 5,000

Upon receipt of a complete application, the duplicate certificate will be processed

and issued within two (2) weeks. The replacement certificate will be clearly
marked “DUPLICATE” .
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6.0 CLASSIFICATION OF DEGREES

6.1 Level one Courses must all be passed by the candidate but shall be excluded from
the computation of the final average.

6.2 The conditional best 14 Courses per year shall be determined as follows. All core
Courses, followed by required Courses and finally the personal best electives. All
core and required Courses shall be used if they exceed 14 Courses.

6.3. For the higher levels, the conditional best 14 Courses per year shall be used in
computing the final average unless otherwise approved by Senate.

6.4 The final average mark shall be obtained from the conditional best 14 Courses taken
at year two (2) to the final year as follows

Final Average mark = where i is the index of conditional best 14 courses,

Xi is the score of the ith course and w_i is the corresponding credit factor
(CF).
6.5. Subject to exemptions by Senate, degrees shall be classified into First Class Honours,
Second Class Honours (Upper Division), Second Class Honours (Lower Division)
and Pass.

The Degree shall be graded as follows.

Degree classification Percentage marks

First Class Honours X≥70
Second Class Honours (Upper Division) 60≤X<70
Second Class Honours (Lower Division) 50≤X<60
Pass 40≤X<50

Marks for degree classification shall not be rounded off to the nearest whole
number.

7.0 GRADUATION

7.1 A candidate shall qualify for the award of a degree only after taking a minimum of
56 Courses (including all core and required Courses) and passing all of them.

7.2 Penalty for Late Return of Graduation Attire: A late return penalty of Kshs.
500 per day (excluding holidays) will be charged for each day the graduation attire
is returned past the due date. The total penalty will not exceed the full replacement
cost of the graduation gown.

7.3 Penalty for Loss or Damage of Graduation Attire: In the event of loss or
damage, a penalty equivalent to the full replacement cost of the graduation gown
will be charged.

8.0 REGULATIONS FOR CONDUCT OF EXAMINATIONS

23
8.1 Continuous Assessment

8.1.1 CAT marks should be availed to the students prior to sitting their final examinations.

8.1.2 Departments/Schools/ Faculties/Institutes/ shall maintain a record of marks of

Continuous Assessments, assignments, and question papers.

8.1.3 The records shall be made available to the External Examiners.

8.1.4 There shall be a minimum of two Continuous Assessments per course per semester.

8.1.5 Continuous Assessments should be spread evenly throughout the semester and the
last one at least two weeks before the beginning of the Semester Examinations.

8.1.6 The results of the Continuous Assessments should be submitted to the Head of
Department/Director of School/Dean of Faculty /Institute before the beginning of
the Semester Examinations.

8.2 Examination/Timetable Co-coordinators

8.2.1 There shall be Departmental/Programme Examination Co-ordinators appointed by

Deputy Vice-Chancellor Academic Research and Student Affairs on
recommendation of Chairpersons of Departments/Directors of Schools/ Deans of
Faculties/ Institutes.

8.2.2 There shall be School/Faculty/Institute/Centre Examination/Timetable Co-ordinator

appointed by the Dean/Director. The School/Faculty/Centre/Institute
Examination/Time-table Co-coordinator shall work under the direction of the
Dean/Director on all matters related to the University Examinations within the
School/Faculty/Institute.

8.3 Examination Time-tables

8.3.1 Each School/Faculty/Institute shall set up a Timetabling Committee, comprised of

Departmental/Programme Examination/Time-table Co-ordinators. The Timetabling
Committee shall prepare a draft examination timetable.

8.3.2 There shall be a University Timetabling committee drawing its membership from
School/Faculties/Institute Timetabling committees. The committee shall be chaired
by the Deputy Vice-Chancellor Academic, Research and Student Affairs.
8.3.3 The harmonized Academic Examinations Time-table shall be presented to the
Senate for approval before the beginning of examinations.

8.4 Registration for Examinations

8.4.1 All candidates for examinations shall be required to register for each paper they
intend to sit for and pay the required fees and the University dues, at least four
weeks before the beginning of the Regular Examinations.

24
 No candidate shall be allowed to sit for a paper for which she/he has
not completed payment of fees.

8.4.2 A candidate shall not be allowed to sit for a paper for which he/she has not
registered.

8.4.3 The Deputy Vice-Chancellor Academic, Research and Student Affairs shall prepare
a list of candidates registered for examinations at least two weeks before the
beginning of the examinations. The lists should be made available to the
chairpersons of Department/Director of Schools/Deans of Faculties/Institutes
accordingly.

N/B: Each candidate shall print an examination card from his/her portal.

8.4.4 Chief Invigilators must ensure that they have registration lists for candidates
registered for each paper in the room in which the examination is being taken.

8.5 Invigilation and Conduct of Examination

8.5.1 Instructions to candidates and Invigilators shall be published annually by the

Deputy Vice-Chancellor, Academic, Research and Student Affairs, setting out
details of procedures to be followed in the conduct of Examinations. (See
Appendix I)

8.5.2 Invigilators who are normally academic members of staff shall be appointed and
briefed by the Chairperson of Department/Programme Co-ordinator who is the
Chief Internal Examiner.

8.5.3 Names of all invigilators for various examination papers and Examination Time-
tables shall be sent to the Deputy Vice-Chancellor, Academic, Research and
Student Affairs one month before the start of the Examinations.

8.5.4 At least two invigilators shall be allocated to each examination room. At least one
must be in the Examination room at all times.

8.5.5 The Deputy Vice-Chancellor, Academic, Research and Student Affairs, shall
appoint one of the Chief Invigilators to co-ordinate invigilation in each
examination room where several examinations are taking place.

8.5.6 Invigilators, under the direction of the Chief Invigilator, shall be responsible for
the Security and laying out of the examination papers and for such other duties
specified in the instructions to invigilators.

8.5.7 The Deputy Vice-Chancellor, Academic, Research and Student Affairs shall
ensure the uniformity in colour and appropriate stamping of examination
answer booklets.

7. 5.8 The Chief invigilator shall collect all examination papers and related materials
from the Deputy Vice-Chancellor, Academic, Research and Student Affairs, at
least, half an hour before the start of all respective examinations.

25
 8. 5.9 The Chief invigilator shall ensure that all examinations start and end on time.

8.5.10 The Chief Invigilator shall ensure that all the unused examination booklets and
other examination materials are returned to the Registrar, Academic and Student
Affairs normally not later than 24 hours after the examination.

8.6 Irregularities in University Examinations

The following constitute examination irregularities:

8.6.1. Passing or receiving verbal, written or electronic communication to or from other
candidates or any other source during the examination.
8.6.2. Unauthorized possession of used or unused examination answer booklets outside of
the examination room.
8.6.3. Possessing any unauthorized written material relevant to the examination in the
examination room.
8.6.4. Copying from other candidates’ booklets or from other sources (e.g. body parts or
clothing)
8.6.5. Possession of any notes recorded on paper, parts of the body or clothing.
8.6.6. Possession and/or use of a mobile phone whether in silent mode or switched off, i-
pads, electronic note book or any unauthorized electronic gadget(s) or source
(including programmable calculators) inside the examination room.
8.6.7. Plagiarism, i.e., falsely accessing another person’s work and appending one’s name
and signature claiming it to be one’s own. This includes but not limited to
copying other candidate(s) written, published or unpublished material.
8.6.8. Disrupting the administration of examinations.
8.6.9. Destroying or refusal to hand over/hiding evidence pertaining to an examination
irregularity.
8.6.10. Failure to write one’s registration number or deliberately writing the wrong
registration number on the answer booklet.
8.6.11. Presenting oneself for an examination in a unit in which one is not registered for.
8.6.12. Claiming for marks in a unit one knows he/she did not register for and/or sit for
the examination.
8.6.13. Writing on the examination question paper will be considered as an attempt to
cheat in an examination.
8.6.14. Reading from other candidate’s answer scripts or question paper.
8.6.15. Permitting any other candidate to read or copy from one’s examination scripts.
8.6.16. Impersonation of other candidates or being impersonated during examination.
8.6.17. Deliberate failure or refusal to hand in the examination script at the end of the
examination.
8.6.18. Assaulting and/or disobeying the invigilator during the examinations.
8.6.19. Involvement in and/or influencing tampering with examination data.
26
 8.6.20. Forgery of examination entry documents e.g the examination card, identity card
and fee statement.

8.7. Procedure for Dealing with Irregularities

8.7.1. Prior to the beginning of each examination, Invigilators shall draw to the
attention of candidates the seriousness of irregularities in examination letter.
8.7.2. When an Invigilator suspects a candidate to have committed an irregularity in an
examination, the Invigilator, after consulting and confirming with other
Invigilators, shall inform the candidate that a report will be made to the Deputy
Vice-Chancellor, Academic, Research and Student Affairs.
8.7.3. The Invigilator shall, whenever possible, confiscate the material that is being used
for irregularity, but the candidate shall be permitted to finish the paper.

8.7.4. At the end of the examination the candidate shall be asked to make a written
statement to be submitted to the Deputy Vice-Chancellor, Academic, Research
and Student Affairs by the Chief Invigilator. In the event that a student refuses to
write a statement, this shall be considered as contempt of Senate.

8.7.5. The Invigilator and the Chairperson of Department/Programme Co-ordinator

shall make a full report of the incident to the Deputy Vice-Chancellor,
Academic, Research and Student Affairs through the Dean/Director of
School/Institute immediately after the examination.

8.7.6. The Invigilator’s report and the candidate’s statement shall be considered by the
investigating committee appointed by the Deputy Vice-Chancellor, Academic,
Research and Student Affairs.

8.7.7. The Investigating Committee shall normally be composed of the following or

their representative:

i. Deputy Vice-Chancellor (Academic, Research and Student Affairs) as

Chairperson.
ii. Registrar (Academic and Student Affairs) as Secretary
iii. Dean of Students
iv. Two Senate Representatives
v. Two student organization representatives (Chairman and Secretary General)
vi. Dean of the relevant School/Faculty
vii. Chairman of the relevant Department
viii. Chief Legal Officer
ix. Students Counsellor
x. Any other person co-opted by the Committee in Attendance
8.7.8. The Investigating Committee should meet within two weeks after end of
examinations of the reported case and shall make a report to the Special meeting
of Senate convened to consider the results of the examination.

8.7.9. If the evidence establishes that a candidate committed an irregularity, such a

candidate shall be liable to any one or a combination of the following penalties:

27
S/No. Irregularity Penalty

a) Passing or receiving verbal, written or electronic Suspension for

communication to or from other candidates or any 2-3 years.
other source during the examination.
b) Unauthorized possession of used or unused Suspension for
examination answers booklets outside of the 2-3 years.
examination room.
c) Possessing any unauthorized written material Suspension for
relevant to the examination in the examination room. 2-3 years.

d) Copying from other candidates’ booklets or from Suspension for

other sources (e.g. body parts or clothing) 2-3 years.

e) Possession of any notes recorded on paper, parts of Suspension for

the body or clothing. 2-3 years.
f) Possession and/or use of a mobile phone whether in Suspension for
silent mode or switched off, i-pads, electronic note 2-3 years.
book or any unauthorized electronic device(s) or
source (including programmable calculators) inside
the examination room.
g) Failure/Refusal to return examination answer Suspension for
booklets with written answers after the 2-3 years.
examination.
h) Plagiarism, i.e., falsely accessing another person’s Suspension for
work and appending one’s name and signature 1-2 years.
claiming it to be one’s own. This includes but not
limited to copying other candidate(s) written,
published or unpublished material.
i) Disrupting the administration of examinations. Suspension for
1 year.
j) Destroying or refusal to hand over/hiding evidence Suspension for
pertaining to examination irregularity. 2-3 years.
k) Failure to write one’s registration number or Suspension for
deliberately writing the wrong registration number 1 year.
on the answer booklet.
l) Presenting oneself for an examination in a unit in Suspension for
which one is not registered for. 1year.

m) Claiming for marks in a unit one knows he/she did Suspension for
not register for and/or sit for the examination. 3 years.

n) Writing on the examination question paper A written

warning

28
 0) Reading from other candidate’s answers scripts or Suspension for
question paper. 1 year.

p) Permitting any other candidate to read or copy for Suspension for

one’s examination scripts. 2-3 years.
q) Impersonation of other candidates or being Expulsion
impersonated during examination.
r) Deliberate failure or refusal to hand in the Suspension for
examination script at the end of the examination. 2-3 years.
s) Assaulting and/or refusal to hand in the Suspension for
examination script at the end of the examination. 2-3 years.
t) Involvement in and/or influencing tampering with Suspension for
examination data. 2-3 years.
u) Forgery of examination entry documents. Suspension
for 1
year
v) Using another student’s documents to sit for an Suspension for
examination. 1 year.

8.7.10. A repeat offender of an examination irregularity will be expelled from the

University without further notice.

8.8. Appeal on penalties arising from examination irregularities

8.8.1. Any student who is suspended or expelled due to involvement in an examination

irregularity may appeal in writing to the Vice Chancellor against the decision and
such appeals shall attract a fee of Ksh. 2,000.
8.8.2. The student shall appeal within 14 days after the date of the letter.
8.8.3. Upon receiving the appeal, the Vice-Chancellor shall appoint an Ad-hoc Student
Disciplinary Review Committee to listen to the grounds for appeal and determine
the case.
8.8.4. The Student shall be given a hearing on the appeal.

8.9. Leakage of Examination

8.9.1 Definition

Any act which results in a candidate or a person having unauthorized access to, or
knowledge of examination questions or of any materials related to the examinations,
before the scheduled date and time of the examination shall amount to leakage of
examinations.

29
 8.9.2. Procedure to be followed where leakage of examination is suspected

8.9.2.1. Any person suspecting leakage shall immediately report to the Deputy
Vice-Chancellor, Academic, Research and Student Affairs.

8.9.2.2 An Investigating Committee shall be set up by Senate to investigate

circumstances surrounding the suspected leakage of examinations.
The committee shall be constituted as in Clause 8.13.7 above,
provided that the committee co-opts any other member deemed to be
useful to the investigations.

8.9.2.3 The Deputy Vice-Chancellor, Academic, Research and Student Affairs may,
by powers conferred by Senate appoint such a committee to carry out an
investigation provided it is ratified by Senate As soon as possible.

8.9.2.4 The Investigating Committee shall make a report of their findings

to Senate within two (2) weeks.

8.9.2.5 Where leakage has been established, Senate shall cancel/withdraw the
examination and order a fresh examination to be set and administered.

8.9.2.6 Senate shall take appropriate disciplinary action against those found to
be responsible for the leakage.

INSTRUCTIONS TO CANDIDATES AND INVIGILATORS

Candidates will be admitted into the examination room ten minutes before the examination starts.
Questions and papers will be placed upside down on the desks before they enter the examination
room. Candidates must not turn over the question papers.

1. Candidates are not allowed to write on examination question papers.

2. Candidates should acquaint themselves with the instructions on the front page of the
answer books.

3. Candidates should ensure that they write their registration numbers, course titles and
the course code on the answer books including the continuation sheets.

4. No candidate will be permitted to enter the examination room after the lapse of thirty
minutes from the commencement of the examination. If a candidate is excluded from the
examination room under this Regulation, he/she should in his/her own interest report to
Academic Registrar’s office.

5. However, if a candidate arrives before the first half hour has passed, the invigilator may
use his/her discretion in extending the time limit for the candidate provided no candidate
has already left the room.

6. No candidate will be permitted to leave the examination room until thirty minutes have
expired from the start of the examination. In addition, candidates will not be allowed to

30
 leave the examination room during the last ten minutes except in cases of emergency in
order to avoid disturbing other candidates who are completing their papers.

7. Candidates without University Identification and Examination Cards will not be allowed to
sit for the examinations. Each candidate is therefore required to carry with him/her into the
examination room, his/her University Identification and Examination Card for each paper
he/she is taking.

8. Except when prevented by illness or other sufficient cause, a candidate who fails to present
himself/herself for examination will be deemed to have failed in that part of the
examination. If, for any reason a candidate is unable to attend an examination he/she
should report the circumstances to the Academic Registrar’s Office at the earliest possible
moment. Misreading of the examination timetable will not be regarded as ‘sufficient cause’
for missing an examination.

9. To assist the Invigilators in taking the roll for those present and absent from examination,
the University Identification and Examination Cards should be conspicuously placed on
the desks.

10. No books, bags, notes, rough papers and any other paraphernalia should be taken by
candidates into the examination rooms. Candidates are not allowed to bring their own log
tables and calculators in the examination rooms unless there is an express provision
otherwise in the case of a particular paper. Any unauthorized materials should be handed
over to the Chief Invigilator before examinations start.

11. Invigilators shall have power to confiscate any unauthorized material on aid brought into
the examination room, and expel from the examination room any candidate who creates a
disturbance in the examination room.

12. Eating, Drinking and Smoking is not allowed in the examination room.
14. At the end of the examination, and on the instruction from the Chief Invigilator, candidates
must stop writing and assemble their scripts. The scripts should be handed over at
designated points.

15. Candidates must not enter the examination rooms with mobile phones

16. All students are advised to dress decently during examinations

********

31
APPENDIX II: RULES AND REGULATIONS GOVERNING
ACCOMMODATION SERVICES

1. HALLS OF RESIDENCE

Tom Mboya University has few halls of residences on Campus which cater for both
female and male students. The accommodation services staff is responsible for keeping
the ablution block, verandahs, and corridors tidy and students are therefore expected to
keep their rooms clean and tidy. Writing and pasting pictures on walls is an offence,
carries the penalty of repainting the room. Candidates posting campaign posters on the
walls within the hostels will take full responsibility.

2. ROOM ALLOCATION
Only students that have paid tuition fee will on application qualify for accommodation in
the halls of residence. When a student is accommodated in a Hall of Residence they shall
be assigned to a particular room where they shall remain for the whole of that semester
and will therefore not be allowed to move to any other room except with special
permission from the House Keeper. Failure to abide by this may result in a student
becoming a non-resident. The University through the House Keeper shall be responsible
for room allocation.

3. FURNITURE AND FITTINGS

The Accommodation and Cafeteria Services provide basic furniture namely: beds,
mattresses, pillows, chairs, tables, reading lamps, keys, waste paper baskets and curtains.
Students are therefore accountable for any breakages and / or loss of these items.
Inventory of the same shall be maintained at their time of check in and check out. No
additional furniture is permitted in the rooms. Any movement of furniture must be
authorized by the in charge of the particular hostel. In event of breakage/loss they will be
surcharged twice the cost of the item.

4. KEYS

Rooms in halls of residence are not equipped with cooking facilities.

Students are not allowed to tamper with electrical fittings. Student are therefore not
allowed to use their rooms for cooking. Students may not throw or drop objects through
the windows. They must not interfere with electrical wiring or other electrical objects in
other rooms and corridors. Students shall be responsible for the conduct of the visitors
coming to their rooms.

5. SECURITY OF STUDENTS

The accommodation services have no facilities for storage of students’ possession. Our
rooms are not equipped to support high-power electronic devices such as computers and
their peripherals, large music systems, televisions, DVD/CD players, and similar
equipment. Additionally, students are strictly prohibited from conducting any form of
business within their rooms.
The University will not be held responsible for the loss/damage of the above items.
Students are therefore expected to take appropriate measures to ensure that their
belongings are safe and sound. Money should be deposited at the nearby post bank.
Students are advised to remove all their personal effects when going on vacation. (The
University shall not be responsible for any loss /damage).

32
6. PERSONAL BEHAVIOR

a) Respect and adhere to the Administrative and Academic rules, procedures and
structure established by the Tom Mboya University Act for the control,
governance and operations of the University.
b) Respect the rights and privileges of the members of the University community
and the general public at all times
c) Refrain from any conduct that might bring the University or any section or
programme therefore into disrepute or public odium.
d) Carry themselves in all public places with such humility and dignity as benefits
their status as mature and responsible citizens.
e) Rights and privileges of other roommates kept. Failure to which will lead to
removal from the hostels.

7. BUSINESS

The University does not permit students conducting businesses in the halls of residence.
Students’ rooms are meant for reading and sleeping purposes only. Sale of bread, writing
CDs, printing/photocopying enterprises etc., will not be allowed. Any student found to be
using rooms for purposes other than what they are meant for will face disciplinary action.
Failure to adhere to the above will lead to them being non-residents.

8. NOISE

Our rooms are not sound proof, and so it is expected that courtesy and common sense
will prevail when using musical instruments at all times. Students are encouraged to
report noise problems to their housekeeper, Janitors and/or hall attendants for quick
action to be taken.

9. NEMA rules shall apply. All students are encouraged to use earphones when they want
to listen to loud music. Any student who contravenes the above rules shall have the
equipment confiscated and expelled from the hostel.

10. HARASSMENT

Parties will not be held in student rooms. Violation shall lead to suspension.

11. NON RESIDENT

Non Residents are not allowed in the residential rooms after 10.00 pm. If this happens,
then the legal occupant of the room will be made a non-resident. They are to abide by the
rules and regulations of hostels.

12. ABSENCE FROM HALLS OF RESIDENCE

a) A student who intends to be absent from the halls of residence for more than three
days shall notify the housekeeper and Coordinator, Students Welfare Services.

b) Students are also required to report to the housekeeper if they note the absence of
their roommate/friends for more than three consecutive days. However, in case a
student is aware that a friend/neighbour has left the campus under suspicious

33
 circumstances they should report the matter to the Coordinator, Students Welfare
Services. Hostels Officer and Housekeeper promptly.

13. IN-DOOR

Every student will be expected to buy and use toilet paper. Do not use newspaper or
any other material that will cause blockage of the sewage system. Sanitary towels,
condoms, etc. should be disposed of appropriately in the provided facilities.

14. BULBS/FLUORESCENT TUBES

Every room has been provided with lighting system. Student will be expected to
replace the bulbs/tubes when they blow off. Students are further warned against
tampering with electrical fittings.

15. WATER

Residents will be expected to use water with utmost care. No taps should be left
running (do not tamper with the storage tanks and water fittings).

16. LITTER

Every resident student shall be issued with a key which they must return to the
housekeeper, together with other inventories at the end of every semester. Any loss of the
above should be reported immediately to the Housekeeper. Replacement will only be
done after payment of lost item(s). Contact the officer in-charge to confirm the charges
for lost keys and shall not be less than 300/=.

(i) PLEASE NOTE: Any student who goes on holiday shall be charged for the room
for the number of days they have been holding the key. In addition they will be
made non-resident.

(ii) ANTI-JANITORS: WILL BE ALLOWED PROVIDED THE IN-CHARGE

HAS A COPY FOR EMERGENCY.

SAFETY OF ROOMS

Waste paper baskets in the residential rooms and dustbins in the corridors should be
used to dispose litter. Students shall be held responsible for loss/damage of dustbins/
waste paper basket provided in those halls.

17. SICKNESS

Students are advised to visit the University clinic when sick. Cases of sickness should
be reported to the Janitors at night, Housekeepers during the day.

18. VISITORS

Students are only allowed to have visitors from 10.00 am to 10.00 pm. Minors may
not be allowed in the halls of residence at night. Cohabiting is illegal and any student
found to be keeping visitors after stipulated hours will be disciplined. Students are
encouraged to report any strangers to the Janitor or Housekeeper on duty to establish
origin or destination of the stranger. The person who is keeping the visitor becomes a
non-resident.

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19. PENALTIES

Flouting the above rules and regulations can result in any one or more of the
following penalties:

a) Removal from the hostel without any refund.

b) Expectant students must report to the antenatal clinic at 3 months (and

counselor) and allowed to stay in the hostels for 6 months.

c) A student meeting the full cost of either repair/replacing whichever item is

damaged or lost.

d) A student being forwarded to theUniversity Disciplinary Committee for

further action.

e) Any student who has been removed from any hostel should not be allowed in
the other hostel.

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APPENDIX III: TRANSPORT DEPARTMENT

RULES AND REGULATIONS GOVERNING STUDENT CONDUCT

1.0 TRANSPORT REQUESTS

1.1 Vehicle usage by students must be officially requested through the VC’s office by the
relevant Head of Department.

1.2 Once the request is approved by the VC, the User Department fills a Transport
Requisition Form through the ERP.

1.3 On receipt of the filled Requisition Form from the User Department, the Transport
Officer allocates the vehicle and a driver depending on availability.

1.4 Once the allocation is done, the Transport Officer forwards the Form to Human
Resource for final approval.

2.0 SAFETY AND USE OF VEHICLES

2.1 All students are expected to exercise due care and responsibility when using
University vehicles. Any damage caused will result in the responsible individuals or
group being surcharged accordingly.

2.2 Students must not expose University vehicles to unnecessary risk or hazardous
conditions.

2.3 Any form of provocation directed at drivers or members of the public while using
University vehicles is strictly prohibited.

3.0 ACCESS TO THE TRANSPORT YARD

3.1 Students are not permitted to enter the Transport Yard without prior authorization.

3.2 Students must not interfere with the use of transport services by other students or
University staff.

4.0 USE OF DRUGS AND ALCOHOL

4.1 It is a serious criminal offense for any student to possess or consume alcohol, drugs,
or other prohibited substances in a University vehicle.

4.2 Using University vehicles for any criminal activity is strictly prohibited and
constitutes a serious offense.

4.3 Students are encouraged to consult the Transport Manager for clarification on any
transport-related matters that are unclear to them.

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APPENDIX IV: STUDENT HEALTH CARE

All students who have paid medical fees are entitled to free outpatient care in our clinic
including consultation, investigations within our laboratory and medicines prescribed by staff
of the University.

Excluded in this are dental problems and spectacles. Also excluded is pregnancy which is
treated like all other illnesses.

Nutritional supplementation in pregnancy is excluded. In-patient care in our sick bay is free.

In-patient care at any other hospital will be met by the parents/guardians.

Investigation done outside theUniversity laboratory also will be met by parents. That
includes X-rays and other specialized investigations not offered by theUniversity health unit.

SICKNESS DURING EXAMINATIONS

All students should have a medical file in our clinic and should report to the clinic for any
illness. Referral to specialist and hospital will be from the clinic. In emergencies students can
be admitted to any hospital of their choice and a report made to the University Health
Services/Coordinator, Students Welfare Services within one week of such admission. That
only applies during the semester.

When this procedure is followed the permission for special exams/CATS will be
automatically sanctioned by the Incharge, Health Services.

In cases where the students have been treated elsewhere without University authority, then
the student must bring medical reports from the attending doctor for scrutiny by the
University Incharge, Health services, who will authorize special exam/cats on medical
grounds, when he is convinced of the authenticity of the report.

Students who want to postpone examinations on medical grounds will have to produce valid
medical reasons for such postponement. Letters from doctors outside the University without
history of pervious illness in the University will not be accepted.

Letters from psychiatrists must be supported by observation from within the University clinic
as in students’ medical records.

SICK LEAVE

Students who want to go home to be treated at home must apply for sick leave from the
Coordinator, Students Welfare Services.

The Incharge, Health Services will sanction such leave on proof of sufficient evidence of
illness to warrant treatment outside the University health service.

Students who want to be away from University for other purposes should discuss their
problems with the Coordinator, Students Welfare Services and their faculties for leave of

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absence. Medical reasons for leave must be proved medically. Psychiatric problems must be
similarly approved.

Leave for pregnant students going for delivery and post-delivery should be treated as above.

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