Students Handbook

ADDIS ABABA SCIENCE AND TECHNOLOGYUNIVERSITY

OFFICE OF THE REGISTRAR

STUDENT HANDBOOK

SEPTEMBER, 2019

ContentsFOREWORD....................................................................................................................................................2MESSAGE FROM THE PRESIDENT..............................................................................................................21. ADDISABABA SCIENCE AND TECHNOLOGY UNIVERSITY (AASTU)............................................................3

1.1 Site....................................................................................................................................................... 31.2 AASTU Vision......................................................................................................................................31.3 AASTUMission................................................................................................................................... 31.4 AASTU Organization.......................................................................................................................... 31.5 The AASTUManagement...................................................................................................................31.6 Colleges and Departments.................................................................................................................4

2. THE UNIVERSITY REGISTRAR OFFICE..........................................................................................................62.1Welcome & Orientation Session........................................................................................................62.2 University Life.................................................................................................................................... 72.3 Academic Calendar.............................................................................................................................72.4 Admission..................................................................................................................................... 72.5 Registration.................................................................................................................................. 9

2.5.1 Regular Registration...............................................................................................................92.5.2 Late Registration....................................................................................................................9

2.6 Identification Card........................................................................................................................92.7 Add and Drop................................................................................................................................92.8 Withdrawing & Clearing.............................................................................................................. 92.9 Readmission................................................................................................................................10

2.9.1 Readmission for Students in Good Academic Standing.......................................................102.9.2 Readmission for Academically Dismissed Students...................................................................10

2.10 Evaluation.......................................................................................................................................112.11 Class Attendance........................................................................................................................ 112.12 Semester Load............................................................................................................................ 112.14 NO GRADE (NG)..........................................................................................................................132.15 Academic Status of Undergraduate Students...........................................................................132.16 Probation.................................................................................................................................... 152.17 Repeating Courses......................................................................................................................152.18 Make-up Examinations.............................................................................................................. 152.19 Re- Examinations........................................................................................................................... 162.20 Returning & Remarking of Exam Papers..................................................................................162.21 Transfer of Students...................................................................................................................172.22. Course Exemption.........................................................................................................................172.23. Graduation Requirements..................................................................................................... 1824. Credentials........................................................................................................................................18

2.24.1 Transcripts............................................................................................................................182.24.2 Degrees.................................................................................................................................... 19

2.25. Tuition and Other Fees................................................................................................................. 192.26. Grading System for Graduate Program....................................................................................... 192.27. Academic Status of Graduate Students..........................................................................................192.28. Repeating Courses at Graduate Program.......................................................................................202.29. Other Details For Graduate Program..............................................................................................20

Addis Ababa Science and Technology Universitywww.aastu.edu.etOffice of the registrar

AASTU, Office of the Registrar +251-118- 880253 16417 email: [email protected] 2

3. OTHER SERVICES...................................................................................................................................... 203.1 Social Services....................................................................................................................................203.2 Counseling Service............................................................................................................................. 21

FOREWORD

This hand book is intended to provide you, studentsof AASTU, with brief and readily availableinformation with emphasis to academic rules of theuniversity that matters most your academic success.These academic rules, regulations and informationare, by and large, extracted from the SenateLegislation which governs the whole academicexercise of the University.

Hence, for your informed decision, successful andhealthy University life, the office of the registrarhighly recommends you to read and comprehendthe essence of this student hand book as soon as youstart university life and classes. The book will beavailable at all University libraries, student councilof the University, gender office and other relevantbodies of the University. You can also access fromthe University web site: www.aastu.edu.et.However, we proudly assure you that the studenthand-book is not the only available source ofinformation. The whole University community, inparticular, the student affairs Directorate, DirectorOffice, the gender office, the Office of the Registrar,the Colleges, Departments and most importantlyyour instructors and advisors are there to serve andnurture you.

So, dear students, please feel free to consult any ofthe bodies for any range of information you need ontime. As members of the University community, weare all one family to support and help each otherwith love and respect for one motto- education forchange. One more important point is that, AASTUis gender sensitive and particularly works hard tocreate conducive and comfortable academicenvironment for female students particularlythrough the gender office. Therefore, we advisefemale students to work closely with the gender

office to let not exist any social and cultural burrierthat limit your potential academic wisdom exercise.

MESSAGE FROM THE

PRESIDENT

Dear students, welcome to Addis Ababa Scienceand Technology University (AASTU). For the newstudents who are joining us this academic year withhigh performance in national and universityentrance exams, congratulations!

Established in 2011, AASTU is one of the twoscience and technology universities in the country.Since its establishment, AASTU has been workingto meet the needs of the country in thetransformation of its economy focussing in thefields of applied sciences, ICT, and engineering.These disciplines will remain the university’s majorstrength.

AASTU strives to make your campus environmentconducive for education, innovation and living.Each one of you will meet students from differentparts of the country which will give you anopportunity to learn each other’s languages andcultures. That will be an important experience towork and live in a multicultural society in yourfuture life.

AASTU has a vision of becoming “aninternationally recognized and respected hub ofscience and technology with strong nationalcommitment and significant continental repute by2025.”

http://www.aastu.edu.et

Addis Ababa Science and Technology University www.aastu.edu.et Office of the registrar

AASTU, Office of the Registrar +251-118- 880253 16417 email: [email protected] Page 3

In the course of making AASTU a real TechnologyUniversity, we are embarking on technologyenhanced teaching and learning includingE-learning and E-library. To access these platformsand for all official communications we have createdinstitutional email for all our students. Theinstitutional email will allow our students to accessfree access educational software and cloud space.

The foundation for an exemplary professionalcompetence and ethics in your later work life willbe built on your hard work and discipline duringyour university life. I therefore would like to adviseyou to avoid practices and behaviours that mayderail you from the noble professional objectivesyou have set to achieve as you decided to joinAASTU; moreover I encourage you to read andabide by the ‘Discipline guideline for students ofhigher learning Institutions’ which is available inour website ().

I wish you all to successfully complete your studies.

Dereje Engida (PhD, CEng MiMechE)

President

1. ADDISABABA SCIENCE AND TECHNOLOGYUNIVERSITY (AASTU)

1.1 Site/LocationAddis Ababa Science and Technology University isestablished in accordance with Article 49(3) ofHigher Education Proclamation No. 650/2009 of theFederal Democratic Republic of Ethiopia and thentransformed to be a new Science and TechnologyUniversity in accordance with the Council ofMinisters regulation No.314/2014;in line with itsmassive program to expand higher education as akey element for technological transformation of thecountry. It is located, about 3.2 kms North ofTurinesh-Bejing Hospital, in wereda one (Kilintosite), Akaki-kality sub-city of the Addis Ababa cityadministration.

1.2 AASTU Vision

“AASTU’s vision is to become internationally

recognized and respected Hub of Science andTechnology with strong national commitment andsignificant continental repute”

1.3 AASTU Mission

AASTU has a mission of becoming a leading forcein higher education in Ethiopia. As a result, beingan agent of change and development, a catalyst forprogress in science and technology, its businessshall focus on addressing the immediate and longerdemand of national economy, innovative researchand education and consequently, it shouldcontribute to the positive image of Ethiopia as asource of innovative scientific and technologicalwisdom to the rest of the world. Specifically, themission of the university is to deliver the threepillars of Higher Education (teaching-learning,research and community service) at the highestpossible, cutting edge standards to the nation.

1.4 AASTU Organization

Governing and advisory bodies of the Universityconsist of:

a) Board;b) President;c) Senate;d) Managing Council;e) University Council;f) University Advisory Council;g) College Council;h) Academic Unit Managing Council;i) Department Assembly;j) Advisory, Standing or Ad-Hoc Committees

1.5 The AASTU Management Offices Office Of The President,

Block 62 3rdFloor Room Office Of Vice President For Academic

Affairs(VPAA)Block 62 2ndFloor Room25




Office Of Vice President ForAdministration(VPAD) ,Block 62 1stFloor Room

Office Of Vice President For Research AndTechnology Transfer(VPRTT)Block 62 2ndFloor Room218

Office Of Vice President For InstitutionalDevelopment And Business (VPIDB),Block 62 4thFloor Room

Office Of The University Registrar,Block 61 Ground Floor Room

Office Of The Director For Student Affairs,Block 61 1stFloor Room104

Office Of The University Library,Block 44 Ground Floor Room Office Of Director For Continuing Education;

Block 61 1st Floor Room108 Office Of Director Of Research Affairs

Block 62 2nd Floor Room217 Office Of Director For University-Industry

LinkageBlock 62 2ndFloor Room 214

Office Of Director For Technology Transfer,Block 61 2ndFloor Room

Office Of Director For ICT,Block 45 Ground Floor Room

Office Of Director For Academic Staff Affairs,Block 54 2ndFloor Room 211

Office of Director for Quality Assurance,Block 61 2ndFloor Room

Office of Director for Gender and HIV AIDS,Block 54 3ndFloor Room

Office of Director for FinanceBlock 62 Ground Floor Room

Office of Director for Human ResourceBlock 55 1stFloor Room 104

Office of Director for ProcurementBlock 62 1st Floor Room

Office of General Services ,Block 61 2ndFloor Room217

Office of Dean for College of Architecture andCivil EngineeringBlock 63 2ndFloor Room203

Office of Dean for College of Electrical andMechanical EngineeringBlock 64 2ndFloor Room202

Office of Dean for College of Biological andChemical EngineeringBlock 73 1st Floor Room110

Office of Dean for College of Applied SciencesBlock71 1stFloor Room102

Office of Dean for College of Natural &SocialSciencesBlock 80 2ndFloor Room 208

Office of Director for Graduate Programs,Block 62 2ndFloor Room 209

Office of Director for Undergraduate Programs,Block 62 2ndFloor Room206

1.6 Colleges and Departmentsi. College of Architecture and Civil Engineeringa. Undergraduate Programs

Architecture Civil Engineering Department Mining Engineering

b. Graduate ProgramsMaster of Sciences (MSc)

MSc in ArchitectureSpecialization Areas:

Interior Design Architecture Design Architecture Science

MSc in Civil EngineeringSpecialization Areas:

Structural Engineering Geotechnical Engineering Construction Technology and

Management Hydraulic Engineering Road and Transport Engineering Water Supply and Sanitary

EngineeringDoctor of Philosophy (PhD)PhD in Civil Engineering




Specialization Areas: Structural Engineering Road and Transport Engineering Construction Technology Management Hydraulic Engineering Geotechnical Engineering Water Supply and Sanitary Engineering

ii. College of Electrical and MechanicalEngineeringa. Undergraduate Programs

Electrical and Computer Engineering Electromechanical Engineering Mechanical Engineering Software Engineering

b. Graduate Programs

Master of Sciences (MSc)

MSc in Electrical EngineeringSpecialization Areas: Communication Engineering Computer Engineering Power Engineering Control and Instrumentation

Engineering MSc in Electromechanical EngineeringSpecialization Areas: Mechatronics Engineering

MSc in Mechanical Engineering Specialization Areas: Mechanical Design Thermal Engineering

MSc in Software Engineering

Doctor of Philosophy (PhD)PhD in Electrical EngineeringSpecialization Areas: Communication Engineering Computer Engineering Power Engineering Control and Instrumentation

EngineeringPhD in Electromechanical Engineering

Specialization Areas:

Mechatronics EngineeringPhD in Mechanical EngineeringSpecialization Areas: Mechanical Design Thermal Engineering

PhD in Software Engineering

iii. College of Biological and ChemicalEngineeringa. Undergraduate Programs

Biotechnology Chemical Engineering Environmental Engineering

b. Graduate ProgramsMaster of Science (MSc) MSc in BiotechnologySpecialization Areas: Agricultural Biotechnology Industrial and Environmental

Biotechnology MSc Chemical Engineering

Specialization Areas: Chemical Process and Product

Design Food Process Engineering Bio-energy Engineering Smart Materials Engineering

MSc in Environmental EngineeringDoctor of Philosophy (PhD)PhD in Biotechnology

Specialization Areas: Agricultural Biotechnology Industrial Biotechnology Environmental Biotechnology

PhD in Chemical EngineeringSpecialization Areas:

Chemical Process and ProductDesign

Food Process Engineering Bio-energy Engineering Smart Materials Engineering

iv. College of Applied Sciences




a. Undergraduate Programs Geology Industrial Chemistry Food Science and Applied Nutrition

b. Graduate ProgramsMaster of Science(MSc)

MSc in Geological ScienceSpecialization Areas:

Structural Geology and Tectonics Petrology Geochemistry Sedimentary Geology Hydrogeology Economic Geology Engineering Geology

MSc in Industrial ChemistryMSc in Food Science andApplied NutritionDoctor of Philosophy (PhD)

PhD in ChemistrySpecialization Areas:

Physical Chemistry Organic Chemistry Inorganic Chemistry Analytical Chemistry

PhD in Geological ScienceSpecialization Areas:

Structural Geology and Tectonics Petrology Geochemistry Sedimentary Geology Hydrogeology Economic Geology Engineering Geology

PhD in Food Science and Applied Nutrition

v.College of Natural and Social Sciencesa. Undergraduate Programs

Mathematics Department Language Physics & Statistics Pre-Engineering Program Social Sciences

b. Graduate Programs Master of Business Administration

inConstruction Management Master of Business Administration

inIndustrial Management

2. THE UNIVERSITY REGISTRAR OFFICE

The University Registrar is dedicated to theprinciples of service, applying academic policiesand procedures of the University. The officeperforms the essential roles of supporting,facilitating and promoting the academic mission ofthe university by connecting students to the faculty,and curriculum from enrollment to graduation andbeyond. The office provides the organizationalstructure and technology to ensure a sound andefficient management of students’ record.

The Registrar office ensures the integrity, accuracy,and security of all academic records of current andformer students; facilitate effective studentregistration and enrollment; builds secure studentdata files and sets policy and procedure for theirresponsible use. The Registrar supervises theprocesses for the transfer of credits, graduation andcertification of degrees, issuance of grade reports,official transcripts, diplomas, and related credentials.Registrar counsels and advises students, faculty, andstaff on academic matters; and interprets andenforces academic policies and regulations of theUniversity.

With this brief overview of the responsibilities ofthe Office, we are glad to inform you that there isone record officer in charge of your Department thatyou have to communicate for all the services andadvise you seek from the Registrar office. Whennecessary, the record officer shall communicatewith the associate registrar and even the registrar toresolve your request as soon as possible.

We are deeply committed to providing personalattention and efficient service to our students. Youhave to feel at ease to contact the Office of theRegistrar by email, by telephone, or in person.

2.1 Welcome & Orientation SessionThe University delivers welcome and orientationsession for freshmen (new coming) students at the




beginning of every academic year. The Orientationfocuses on University life, Academic Programs,academic rules, rights and duties of students,disciplinary issues, gender etc. Hence, students needto attend this orientation session as firsthandinformation about AASTU.

2.2 University LifeFor most of you, University life is your firstexperience to live away from family. As a result,some of you may feel that the University studentlife such as loneliness, peer-group interaction etc ischallenging.Indeed, it is not easy to miss family comfort andcope up to a new and complex university social life.However, sooner or later you will adopt the newenvironment to be independent and self-supportinggrown person, just the same way a one year childmanages to stand by her/his self and start walking.In this regard, AASTU is committed to facilitateand support you through all of its organs not only toadapt University life but also to fully utilize theresources set to create a responsible and capablecitizen.

Helpful Ten Commandments of University life thatyou have to exercise are:

Respect University Rules and Regulations; Be respectful but never fail to insist for your

rights appropriately; Never miss a class: be it lecture, tutorial, or lab

session; Plan to study and exploit all resources to make

your dream true; Never fail to consult and use relevant

information to make intelligent decision; Never to be manipulated for any decision by a

friend or peer group; Plan to entertain and take part in social events

such as co-curricular activities; Believe in that the University personnel are here

to serve you; Never fail to share your problem with

appropriate body of the University as well asyour family;

Never to be frustrated and give up.

2.3 Academic CalendarThe University academic calendar is a timeschedule of the major academic activities of theUniversity that students and the Universitycommunity in general should be aware of.

In its regular program, the University shall havea two-semester calendar a minimum of sixteen anda maximum of eighteen weeks of which two weeksof exam) each , running from September to June. InContinuing Education Program (CEP), there are twosemesters, same with the regular program and aKiremt term of 8- 9 weeks running from July to firstweek of September.

The University academic calendar, among otherthings, shall provide a schedule for admission,readmission and registration; adding anddropping of courses/modules, examinationperiods, beginning and end of semesters,inter-semester breaks, last date for reportinggrade reports to the registrar, instructorevaluation weeks, the regular meetings of theSenate, etc.

2.4 Admission

2.4.1 Undergraduate StudyAdmission to Regular Program

Admissions to undergraduate programs of anyinstitution from preparatory Colleges shall be basedon completion of the preparatory and obtaining thenecessary pass marks in the Ethiopian HigherEducation Entrance Examination (EHEE) or




equivalent academic achievements from foreigncountries as well as the STU entrance examinationto be set by the ministry of science and Technology(MOST) and /or AASTU

Admission to Continuing Education Program

Admissions to all undergraduate continuingeducation programs shall be processed through theacademic units, in consultation with the UniversityRegistrar and CEP, according to policies set forsuch admissions in line with ministry of education.

Relevant information including student handbook,Academic Calendar, Readmission form etc… shallbe posted at the University web site.

Other Admission cases

The University in certain circumstances may admitstudents jointly with other affiliated universities orinstitutes. Such admission may be processed at anytime of the academic calendar as deemedappropriate. Students may also be admitted to morethan one program at the same time. However,criteria for such special admissions to individualprograms shall be developed and recommended byCollege Academic Council (CAC) and endorsed bythe admission and enrollment committee (AEC).

2.4.2 Admission to Graduate Program (GP)

General Provisions on Admission

A candidate who has a high scholasticstanding, whose professional experiencehas been superior and who has receivedgood recommendations shall be givenpriority for admission. Moreover,priorities in admission may be granted togovernment sponsors as per the pressingneed of the government.

The minimum intake of a Masterprogram shall be five students. However,the optimum (minimum and maximum)number of students in the differentgraduate programs shall be determinedby the respective SC/DC taking intoconsideration the number of staff,availability of space and demand fortraining.

The academic unit may, from time totime, include additional admissionrequirements in conformity withUniversity rules and regulations. Thesemay be of general application or maypertain to specific programs of GraduatePrograms.

Admission Requirements for GraduatePrograms

The applicant must have completed theacademic requirements for theBachelor’s Degree in the specific/relatedfield(s) of study with a minimum CGPAof 2.75 for male and 2.50 for female atthe University or any other recognizedinstitution of higher learning asrecommended in the respectivecurriculum.

The applicant must meet satisfactorilythe selection criteria which may includethe entrance examination to beadministered by the academic unitsconcerned. Foreign applicants may, inlieu of sitting for entrance examination,submit results of GRE/TOEFL/IELTS orequivalent, language proficiencyexaminations, for applicants whoseundergraduate medium of instruction isnot English, etc.

An applicant for admission to a Ph.D.program must have a Master’s degree by




thesis from an accredited institution ofhigher learning rated at least “good”.However, in cases where applicant isMaster’s degree without thesis work orrated below “good”, such applicants maybe provisionally admitted to Ph.D.program provided that the applicant shallcomplete preliminary thesis, rated atleast very good, as a requirement to be afull-fledged Ph.D. student. DGC/CACshall decide other equivalentrequirements for admission to Ph.D.programs.

2.5 Registration2.5.1 Course Regular Registration

Normally, students register for courses usingformal procedures, electronic or manual, ofthe registrar office during registration daysspecified in the Academic Calendar of theyear in person for every course to be takenin each regular, evening or kiremt semester.

Students are required to present clearancepaper for semester I registration of everynew academic year.

Students are also required to register ineach semester. A student who fails toregister in a given semester is consideredas a “dropout”.

Students can only claim course graderecords for courses they register officiallythrough registrar office

2.5.2 Late RegistrationThere is usually a one-day registration period afterthe regular registration closes during the regular,evening or Kiremt semester. Late registration issubject to penalty.

2.6 Identification CardA student registering at the University is issued a

non-transferable identification card with a uniqueand permanent registration number. The card,which is a very valuable document and whichrequires careful handling, is a means to accessservices and facilities in the University. Theidentification card is required every time the studentrequests for any University services.

Identification cards are issued to all new studentsfree of charge. Lost ID card shall be replacedsubject to report produced from the Zonal Policeoffice and ID replacement fee. The ID cards mustbe immediately returned to the Registrar Officewhen student discontinues or completes his/herstudies (Dismissal, Withdrawal or graduation).

2.7 Add and DropIn consultation with the academic advisor ordepartment head, students can add and/or dropcourses within the specified add and drop time ineach semester. All add and drop forms must befilled out carefully and submitted to the Registraroffice on time.

Any registered course shall have grades at the endof the semester. Not submitted grade shall count anF grade immediately after the end of the nextsemester registration.

2.8 Withdrawing & ClearingStudents withdrawing from the University mustconsult their academic advisors and explain whythey wish to drop out or withdraw. Studentswithdrawing from the University for an InadequateReason will be denied readmission. Any studentwho wants to withdraw should complete withdrawalform on time. The University denies readmissionrequest if an applicant fails to withdrawofficially on time.

Students should fulfill the proper clearanceprocedure at the end of each academic year orKiremt session or upon graduation or when they




withdraw or drop out.

Every student must collect two copies of theclearance form from the Registrar Office. After,properly completing such form and getting themsigned by the appropriate offices, the student mustsubmit one copy to the registrar office, and keep theother with him/her. No transcript, degree and letterof recommendation will be issued to a person whofailed to appropriately withdraw.

2.9 Readmission Students, who withdraw officially from theUniversity, can request for readmission into theCollege/Department they withdrew from. Theycannot apply to join a differentCollege/Department. Academic dismissals whomeet the minimum cut-off points for readmissionor withdrawals in good academic status shall beeligible for consideration.

Readmission application form can be taken fromthe registrar office or accessed from the websiteof the University. Simply fill out, sign andsubmit to the Registrar office.

Readmission is subject to availability of space,facilities and the necessary budget.

2.9.1 Readmission for Students in GoodAcademic Standing

A student who, for reasons beyond control,discontinues studies may apply for re-admissioninto the same program for any number of timesprovided that the maximum duration of stay in theprogram, counted from the date of first enrolment,has not expired or will not have expired beforecompletion of the program following re-admission.Such readmission shall be to the same semester thatthe student discontinued studies.

Re-admission of students in good standing issubject to availability of facilities and necessarybudgetary allocations.

In those cases where there had been curricularchanges in a program, the academic unit mayrequire the readmitted student to take new coursesthat have replaced those taken and passed prior.However, where there is an equivalent course suchshall be done for the student.

Upon re-admission of a student in goodstanding, the academic unit shall supply a list ofcourses from which the student will be exemptedand of new courses substituting phased out coursesto be taken.

2.9.2 Readmission for AcademicallyDismissed Students

A student may be readmitted after dismissalprovided all of the following are fulfilled:

The dismissal was not due to acts of violationthat resulted in his/her termination with theUniversity.

The student may apply for re-admission at leastafter one semester following withdrawal from theUniversity except for CDEP students who mayapply for readmission at any time. However, astudent may be re-admitted in a semester whenthere are more courses the student is eligible toregister for.

Space is available in the program and thereexists a likelihood that the student will raise theirgrade point to the required level after removing anydeficiencies which should not take more than oneyear.

The maximum duration of stay in the programhas not expired or is not likely to expire before thecompletion of the remaining courses of study.

A dismissed regular student, who is re-admittedand allowed to repeat a course or courses in a givensemester, may be dismissed indefinitely, for notattaining good academic standing upondetermination of status. However, such studentsmay be admitted as new student into the CEP as perthe rules and regulations of CEP program.

A cut-off SANG/SGPA and/or a CANG/CGPAfor readmission of an academically dismissedstudent shall be as follows:




A first year student, dismissed at the end ofthe first semester with a SGPA of not lessthan 1.25 shall be readmitted.

A first year student dismissed at the end ofthe second semester with a CGPA of notless than 1.67 shall be readmitted.

A second year and above student dismissedat any semester with a CGPA of not lessthan 1.75 shall be readmitted.

Any readmitted student repeats courses inwhich the student scored “C-“, “D” or "F"grades with the approval of the student’sacademic advisor/Head of academic unit.

Readmission procedures

Students collect readmission application form fromthe Admissions Office of the Registrar or accessedfrom the website of AASTU at specified timesindicated in the Academic Calendar.

The filled out form is then returned to theAdmission office of the Registrar or mailedelectronically. The Office forwards the applicationsto the appropriate faculty or college. The academiccommission of the College acts on the applicationand decisions are communicated to the Office of theRegistrar.

The Office of the Registrar informs all readmissionapplicants whether they have been accepted orrejected preferably by e-mail or text message.Hence, don’t miss to provide your e-mail addressand cell-phone number when you fill out thereadmission application form.

2.10 Assessments and Evaluation

Student learning shall be assessed on a varietyof ways /continuous assessment in the form of tests,assignments, presentations, etc. to determine thefinal grade earned.

The final grade is obtained based on the sum ofcontinuous assessment and summative assessment(final exam).

The weight of the continuous assessment shouldbe out of 50% comprising at least five assessmentsweighting 5% -15% each in at least three differentmodalities. While the final exam shall be evaluatedout of 50%.

2.11 Class AttendanceA student is required to attend all lecture, laboratoryand practical sessions as well as field work. Insituations where a student, because of reasonsbeyond his/her control, fails to attend some classes,a minimum of 80% attendance is required if he/sheis to earn credit in a given course. A student whohas missed more than 20% attendance will be givena grade of IA (Incomplete Attendance) and will berequired to provide acceptable reasons for his/herfailure to attend classes.

If a student’s incomplete attendance is proven tohave been for valid reasons, his/her registrationfor the course will be cancelled and he/she shallbe permitted to do the course afresh.

If a student’s incomplete attendance was due toreasons that were not valid, the IA grade will bechanged to an “F” grade at the end of the sixthweek of his/her next enrolment in the program.

2.12 Semester Loadi. Regular Program

A semester load is the number of credits’ a studentis supposed to take in a semester.

The normal semester load is 17-19 credit hoursor 28-31 ECTS. However, a curriculum may have20 cr. Hrs. per semester twice except the final year.

In exceptional cases, as per decision by CAC,graduating class students may be allowed to take amaximum of 22 credits or 35 ECTS.




A minimum credit or ECTS hours for full-timeregular students shall be 15 or 25 per semester,respectively.

The maximum load for part time students is 9credit hours or 16 ECTS and the minimum is 10ECTS or 6 Credit Hours.

A student may be especially allowed by theCAC to take up to 22 credit hours or 35 ECTSwhen: the student secures a GPA of 2.5 and above

upon completion of an equivalent coursework corresponding to one academic year;and

the student is at graduation year afterpassing all courses taken up to date.

Graduation failures and readmitted students maytake below the minimum semester load. However,status shall only be determined by at least theminimum load.ii. Continuing Education program

The normal load in evening & weekendprograms shall be 8 to 12 credit hours or 14 to 18ECTS or per semester.

A student may be especially allowed by theCAC to take up to 15 credit hours or 22 ECTS orwhen:

the student secures a GPA of 2.5 andabove upon completion of an equivalentcourse work corresponding to oneacademic year; and

the student is at graduation year afterpassing all courses taken up to date.

The normal load for evening and weekendstudents in a Kiremt semester shall be 12 to 14ECTS or 6 to 8 credit hours.

The normal semester load in the continuingEducation for Kiremt students shall be 20 to 22ECTS or 13 to 15 credit hours.

For the purpose of determining academic statusof Kiremt students, one Kiremt session is countedas a Kiremt Semester, but three Kiremt semestersare counted to one regular academic year.

The Semester Average Number Grade (SANG)or SGPA calculated at the end of each KiremtSemester, in conjunction with Cumulative StudentStatus, shall be used to determine the academicstatus of a student.

2.13 The Grading SystemFinal grades of students both in the undergraduateand postgraduate studies are on letter grade system.There are some courses that use P (pass) and F (fail)grades.

The letter grade for undergraduate program isdefined as shown in the table.

Grade point on specific course is a product of credithours and points of a given letter grade. The totalgrade points are divided by the number of credithours attempted in order to determine the gradepoint average (GPA).




2.14 NO GRADE (NG)In case where a student does not have fullexamination records, the instructor shall record“NG” for No Grade. A student with “NG” grade hasto immediately communicate with the courseinstructor or Department Head as deemednecessary for appropriate procedure to resolve theproblem. All “NG” s will be changed to one oranother of the following within two weeks fromregistration day(s) .

To an “I” (incomplete) by the CAC inconsultation with the instructor concerned for astudent who because of illness or of otherreasons beyond his/her control, fails to completethe course; or

To an “F” by the CAC in consultation with theinstructor concerned for a student who fail tojustify for not taking the final exam. Measuresrelated to incomplete test or an assignment isdetermined by the instructor; or

To a ”W” (withdrawn) by the departmentchair/Instructor for a student who has formallywithdrawn from the program, or

To a “DO” (dropout) by the departmentchair/Instructor for a student who has notformally withdrawn from the program inaccordance with the withdrawal procedures setforth by the University.

“NG” grade not addressed as per the procedureslisted above within two weeks from theregistration of the next semester shall bechanged to “F” grade by the Registrar Office &status determined accordingly.

Neither “W”, “DO” nor shall “I” play any partin the computation of the semester grade pointaverage;

2.15 Academic Status of Undergraduate

StudentsThe following requirements apply to allundergraduate degree students:

student who earned a 2.0 (C)” grade or above inall courses of a semester shall be in goodstanding.

A student cannot register a course for more thanthree times in anyway.

Any consecutive warning leads to AcademicDismissal.

Raw Mark

interval

(100%)

Corresponding

Letter Grade

Correspond

ing fixed

number

Grade

Status

Description

[90,100] A+ 4.0

Excellent[85,90) A 4.0

[80,85) A- 3.75

[75,80) B+ 3.5

Very Good[70,75) B 3.0

[65,70) B- 2.75

Good[60,65) C+ 2.5

[50,60) C 2.0 Satisfactory

[45,50) C- 1.75Unsatisfacto

ry

[40,45) D 1.0 Very Poor

[0,40) F 0 Fail




How GPA is calculated(Example)CourseTitle

CHr Grade Gradepoint

Course1 4 A 16Course2 3 A- 11.25Course3 2 B 6Course4 5 C+ 12.5Course5 3 F 0Course6 4 D 4Total 21 49.75

VLG = value of letter grade:A+ =4, A=4, A- =3.75, B+=3.5, B-=2.75,C+ = 2.5, C=2.0, C- =1.75, D= 1, F=0

Gpt = VLG*CHrSGPA = SGpt/SCHr

= 49.75/21= 2.37CGPA= CGpt/CCHr

A cut-off SANG/SGPA and/or a CANG/CGPA forstatus determination of all students shall be asfollows:

First Year Students

A student who, at the end of the first semester,receives an SGPA/SANG of less than l.50 shallbe dismissed for academic reasons.

A student, who, at the end of the first semester,scores a semester grade point average(SGPA/SANG) of 1.50 up to 1.74 both inclusive,shall be warned.

If a student, who has been put on warningduring the first semester, fails to maintain anSGPA/SANG of 1.75 or a CGPA/CANG of2.00 during the second semester of the firstacademic year, he is subject to dismissal unlessotherwise put on probation at the discretion ofthe academic commission.

A student, who, at the end of the second

semester, receives either an SGPA/SANG ofless than l.75 or a CGPA/CANG of less than2.00 shall be warned.

However, If the student’s SGPA/SANG is lessthan 1.75 and his CGPA/CANG is less than 2.00,the student is subject to dismissal.

If a student fails to achieve a SGPA/SANG of1.00 at any semester, s/he is subject todismissal.

Second year and above students

A student, who fails to achieve eitherSGPA/SANG of at least 1.75 and/or aCGPA/CANG of at least 2.00 at any semester,shall be warned by his dean.

However, a student who fails to achieve aSGPA/SANG of 1.00 at any semester is subjectto dismissal.

A student, who for a second consecutive semesterscores either an SGPA of less than 1.75 or fails tomaintain a CGPA/CANG of 2.00, is subject todismissal unless put on probation. A student whois subject to dismissal cannot claim probation as amatter of right

Academic status determination summary Table

StatusYear I Year II &

aboveSem I Sem IIWarning 1.5≤

SGPA< 1.75

SGPA<1.75or

CGPA <2.0

SGPA <1.75or

CGPA <2.0or

SGPA <1.75&CGPA <2.0

Dismissal SGPA <1.5

Consecutivewarning

orSGPA<1.75

&CGPA<2.0or

SGPA < 1.0

Consecutivewarning

orSGPA < 1.0

Pass Otherwise




2.16 Discretionary ProbationStudents subject to dismissal for academic reasonswill be dismissed unless placed on probation.

Probation is a privilege that may be granted after astudent has exhausted all other privileges such asreadmission. No student subject to dismissal mayexpect probation as a matter of right.

The decision to permit a student to continue his/herstudies on probation must be based on individualconsideration of his/her case and a conclusion that,in view of all the relevant circumstances, there arevalid reasons to believe that the student can raisehimself/herself academically to the required levelsof achievement after one semester on probation.Such valid reasons should be spelled out anddocumented in Academic Commission minutes foreach student placed on probation.

2.17 Repeating Courses A readmitted student repeats a course or several

courses with “C-“, “D” and “F” grade to removeacademic deficiency at the discretion of theAcademic commission.

A student who obtains an “F” grade in a coursemay repeat the course in consultation withhis/her academic advisor until the “F” grade isremoved whenever it is offered.

A student who has been allowed to repeat acourse based on an original “D” or “C-“ gradecannot repeat the course more than twice unlessit is required to remove the student’s academicdeficiency for graduation.

The final grade of any repeated course shall bemaintained regardless of the initial one.Previous grade of repeated courses should beshown as cancelled on the transcript to indicatethat the course has been repeated; and the newgrade shall be included in the computation ofthe SANG/SGPA in the new reporting period.

Students repeating courses must register for thecourse and carry out all academic activities

pertaining to the course. No course is repeated for the purpose of raising

CGPA.

2.18 Make-up ExaminationsA student unable to take a final examination forreasons beyond his/her control, such ashospitalization or accidents, and therefore given an“I” grade for a course by the AC may be allowed totake make-up examination in the course.

Procedure:

Any such student or a person representing thestudent must submit in writing with valid anddocumented reasons for not taking the finalexamination to the head of his/her academicdepartment after the date of administration ofthe exam.

A student allowed to take a makeupexamination will register for and take theexamination with other students when the finalexamination in the course is next administered

Students allowed to take make-up examinationmust apply and register for the examination atleast one month (the dates are as announced bythe office of the Registrar in the academiccalendar) before the final examination in thecourse is scheduled to be administered.

A student who has three or more “ I “ grades ina semester and is allowed to take makeupexamination must, irrespective of his/heracademic status, withdraw from the Universityfor academic reasons and apply to take themakeup examination. No GPA will becalculated and no academic status will bedetermined for such a student until the results ofthe makeup examination are known.

A student who has less than three (one or two)“ I “ grades in a semester and who is allowed to




take a makeup examination may continuehis/her studies in a subsequent semester if thestudent is in good academic standing. For sucha student GPA will be calculated and his/heracademic status will be determined based ongrades obtained and excluding courses in whichthe “I“ grades are reregistered. Such a studentwill also apply for and take makeupexamination in incomplete courses.

For a student who has less than three “ I“ grades but is not in good academic standingshall withdraw from the University and apply totake the makeup examination. The gradesearned through the make-up examination areused to compute the GPA of the student in thesemester in which the make-up examination isgiven.

Any “ I” grade not removed within a year as perprocedures specified above will beautomatically converted into an “ F “ grade.

2.19 Re- Examinations Re-examinations are allowed under the

following conditions:

A student in any year who may not have apossibility of repeating a course(s) due todiscontinuity of an academic program and/or

A graduating student.

The following shall be the conditions underwhich re-examination is entitled:

The courses are those that the student hadtaken during the foregoing semesters of theprogram;

The maximum number of courses shall betwo for a graduating student and a maximumof four for a student with phase out courses.

During the student’s tenure at the University,a student can sit for re-examination twice inthe same course.

Re-examination is administered within2-3weeks after the commencement of thesubsequent semester.

2.20 Returning & Remarking of Exam PapersA student who is aggrieved by the grade obtained ina course shall have the right to petition forremarking their exam paper.

The student has the right to see the results oftheir examination papers.

At the end of each semester, a period forremarking examination papers is specified in theacademic calendar.

When a student need for remarking, he/she willtake a copy of an application form from theoffice of their respective Departments.

A completed copy of the application form andexam paper will be submitted to the head of theDepartment responsible for offering the course.

The Department head, in consultation with theDean, shall take actions for investigation when astudent requests for remarking. For details ofimplementation procedures see the SenateLegislation. The petition shall be formallysubmitted to the head of academic unit withinthe time frame set in the Academic Calendar.

The maximum number of courses that thestudent can apply for remarking shall be onlytwo at any one time. However, if the remarkingresult proved that the complaint of the studentwas correct, the remarking shall not be countedagainst the student in which case the studentmay apply for additional remarking as the casemay be even after the time frame set in theAcademic Calendar.

A grade obtained in remarking shall be finaleven if it is lower than the one previously




obtained.

2.21 Transfer of Students Regular programs Transfer from one program to another is not

allowed. However, transfer between programsmay be allowed under special circumstances upon request made by respective college AC andthe approval of AAVP.

Students seeking transfer from other Scienceand Technology universities should have stayedin their department or program of study of theprevious University for at least one semesterandAt the time of request;(a).Transfer students shall have accomplishedless than 50% of the credit/ECTS required forthe program.

(b) Must be in good academic standing with aminimum CGPA of 3.0.

(c) Successfully accomplished each moduletaken and required for status determination.

Continuing Education Program (CEP)

Transfers from program to program or from oneacademic unit to another within CEP is not allowed.However exchange between students is allowedonly once.

Students in CEP may transfer to regular programsas private students upon approval by the concernedSC/DC and endorsed by AEC provided they meetthe conditions set forth below.

Transfer to the regular study program is toenable CEP students to complete studies quickerand will not change their admissionclassification from CEP to a regular programand does not entail waiver of tuition fee.

Applicants must have accumulated 75% of the

total credits required for graduation. Outstanding students with a minimum

Cumulative Average Grade point of 3.75 and/orstudents who would complete their studieswithin one academic year can apply for transferand selection will be made on a competitivebasis. However, such students may not exceed2% of the total student enrolled in the batch ofthe program of study.

Transfer shall take place within the sameprograms only.

Applicants who meet the requirements statedabove should fill in forms prepared for thispurpose by the Registrar and submit them to theacademic unit.

Applications shall be submitted beforeregistration in the program and the transfershould be completed within two weeks afterbeginning of classes.

Academic unit may accept or reject transferrequests on the basis of availability of place andfacilities on a competitive basis. Such decisionsshall be approved by the relevant SC/DC andforward to the Registrar.

All transferred students shall pay all feesapplicable to CEP. Under exceptional conditions,such students may be allowed to take coursesoffered in evening, Kiremt or regular programsas their situation warrants such an arrangementand when approved by the SC/DC.

Transfer from other Universities to AASTU’sCEP programs shall be allowed and handled asper the provisions for regular programs.

2.22. Course Exemption Students who have attended equivalent level

accredited higher institution and earnedDegree/Diploma may request for course(s)exemption upon submission of official recordsto the Registrar and a copy to concernedDepartment.




The concerned Department carefully examineseach previously attended course in terms of itsdepth, coverage and credit hours beforesuggesting its corresponding course forexemption.

Courses may only be exempted if the studenthas taken the course in the last five years.

A student is expected to attend courses of atleast 60% of the total credit requirement of theDepartment in order to earn a Degree from theUniversity.

The Department submit a list of courses fromwhich the student will be exempted within twomonths from the date of registration oradmission of the student to office of theRegistrar where endorsement of exemption listof courses and official notification to thestudent is made.

2.23. Graduation RequirementsThe following constitute requirements forGraduation:

All the required courses/modules and theminimum credit hours set by the respectiveacademic unit should be satisfied, except tophase in and phase out program.

A Cumulative Grade Point Average (CGPA)/CANG of 2.00 must be obtained;

A cumulative Grade Point Average /CANG/ of2.0 in major area courses;

No "F" grade in any course/module taken forundergraduate program

Students, who fail to graduate due to less CGPAthan the required or due to "F" grade and haveno more chance to upgrade their CGPA or toremove their "F" may be given certificate ofattendance with their transcript stated as"graduate failure".

24. Credentials

2.24.1TranscriptsTranscripts are records of students’ academicperformance. They are the most valuable privateand sensitive documents. Utmost care is taken intheir recording, storing and issuance. The followingis a set of regulation governing issuance oftranscripts. No student records are shown or given to a third

party without the written consent of the student.The University may make discretionaryexceptions to this.

No transcripts will be issued for requests madethrough third parties, that is, representatives,friends or relatives, agencies, etc. Inexceptional cases transcripts are given to thirdparties if the third party meets the followingconditions:

The third party must carry a power of attorney,and

The third party does not demand that thetranscripts be given to him/her.

All students who have dropped out, withdrawnor graduated from the University must presentan official clearance sheet to get transcripts andother services. Third parties of such studentsmust present clearance sheets of students theyrepresent. The official clearance form is anevidence for the students that he/she clears fromany financial and other obligations to theUniversity.

Transcripts given by the Registrar Office are oftwo kinds: student copy and official copy.Official copies carry the Registrar’s seal andsignature and are directly sent to institutions or




organizations upon the request and/or theconsent of the individual. Student copy,Official transcript to local and foreigndestination shall be charged.

Transcripts are processed and issued or sent onregular or express service bases.

Student grade reports shall not be issued for agraduating class students.

2.24.2 DegreesDegrees are issued by the Registrar’s Office.Following graduation or approval to graduate byeach College Academic Commission, a student is,upon presentation of clearance papers, issuedtemporary certificates of completion. Temporarycertificate is later on replaced by the originaldiplomas. The concerned individual has to pay therequired charges for the original degrees. Degreesare given to the individual and not to a third party.Students who fail to collect their Degrees shall besubject to penalty fee. Degrees are issued whencandidates produce clearance of theirresponsibilities.

Replacement Degree is also possible upon officialannouncement of the lost Degree through publicmedia designated for such purpose.

2.25. Tuition and Other Fees All Ethiopian students in the Regular

Undergraduate University program are notcharged for admission application and regularregistration. However, they are charged fortuition and boarding as well as food servicesunder the cost sharing system, either in advanceor after their graduation depending on the policyof the MoE/MoST.

Foreign students joining the regular programsand all students joining the evening program aresubject to tuition fees. Tuition and other feesshall be decided by the University and thedetails will be made available at the Office of

the Registrar or the Office of the Continuing andDistance Education Directorate Director.

2.26. Grading System for Graduate Program2.26.1. Examinations are graded on the followingletter grading system with corresponding points.

Row Mark LetterGrade

Gradepoint

[90,100) A+ 4.00[85,90) A 4.00[80,85) A- 3.75[75,80) B+ 3.50[70,75) B 3.00[65,70) B- 2.75[60,65) C+ 2.50[50,60) C 2.00<50 F 0.00

2.26.2. To complete courses in a program and

graduate, a candidate needs to obtain a minimum

CGPA of 3.00 and a maximum of one “C” or two

C+ grade in all courses for Master and a maximum

of one “C+” for Ph.D. candidate.

2.27. Academic Status of Graduate Students

2.27.1. At the end of each semester, the DGC shallexamine the case of each candidate whohas failed to maintain the minimum CGPArequirement of 3.00. The inquiry shallattempt to determine why the candidatefailed, and whether there is reason tobelieve the candidate will meet therequired academic standards in the future.A candidate may be placed ondiscretionary probation if, as a result of




this inquiry, it is determined that validreasons exist to explain and justify thatacademic failure can be removed and thecandidate can achieve the requiredacademic standards at the time ofgraduation.

2.27.2. When a candidate is placed on probationthe candidate shall be notified by theacademic unit head of their status and whatis expected of him by way of academicperformance in the future, the restrictionsor requirements stipulated by the probationand the consequence of failure to meetthese conditions.

2.27.3. Probations are given if a student's semesterGPA (SGPA) or cumulative GPA (CGPA)fails below 3.00.

2.27.4. A first year graduate student is subject todismissal without first being put onprobation if academic performance fallsbelow 2.50 in the first semester results.

2.27.5. Any first year graduate student whoachieves a first semester GPA (SGPA)between 2.50 and 3.00 shall be placed onwarning and any such student who hadbeen placed on probation shall be subjectto dismissal if the student fails to achieve asemester GPA of 3.00 in the next semester.

2.27.6. If a student who had been placed onwarning for the first time achieves a SGPAof 3.00 or above but still retains a CGPAbelow 3.00, the DGC may place thestudent on probation (final chance) in thefollowing semester if it finds that there isreason to believe that the student willattain CGPA of 3.00 or above in the thirdsemester.

2.27.7. A student who had been on probation shallbe dismissed for good for failing toachieve a CGPA of 3.00 in the nextsemester.

2.27.8. A student who had been on warning shallbe dismissed for failing to achieve a CGPAof 3.00 in the next semester.

2.27.9. No candidate subject to dismissal mayexpect discretionary probation as a matterof right.

2.28. Repeating Courses at Graduate Program

2.28.1. Courses with "C" grades or lower may berepeated when the CGPA of the student isless than 3.00 and if the student has morethan one “C” in Master programs. ForPh.D. student all courses with more thanone “C+” grades or lower shall berepeated.

2.28.2. The CAC/DC, with the recommendation ofthe course instructor and the DGC, mayallow a student with a grade of “C” orlower to take re-exam, instead of repeatingthe course, by assessing the overallperformance or special conditions of thestudent on individual basis.

2.28.3. A student may not repeat or take re-examin a course more than twice unless it isrequired for graduation.

2.28.4. The final grade for repeated courses or acourse in which re-exam has been takenshall be recorded and used for computationof CGPA.

2.28.5. A Master student is allowed to graduatewith a minimum CGPA of 3.00 and onlyone “C” or two C+‘s. Other combinationsof C and C+ are not allowed.

2.29. Other Details for Graduate ProgramFor further details including thesis evaluation andother issues please consult the Senate Legislation.

3. OTHER SERVICES

3.1 Social ServicesThe University facilitated for the provision of




several social services in the University campus tomake your life easy. These include health care,restaurants, cafés, shops such as barber, beautysalon, photocopy and stationery and minisupermarkets. In this regard, the universitymanagement will continue to exert its effort inextending necessary social and financial services inorder to meet your satisfaction.

3.2 Counseling ServiceGender, Guidance and Counseling, and HIVcounseling services are established at office level toprovide you support and counseling service ineducational, social, psychological and Universitylife issues at large. Please do not hesitate to contactthese offices when deemed necessary.


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