Policies and Guidelines – Student Hand Book

 Your new life at US University of Technology, Science and Arts starts here…

Amongst the sights and sounds of one of the world’s most exciting cities, you are embarking on your journey to become what you would like to be. Use this Handbook to navigate your way through your time at US University of Technology, Science and Arts, from your first day to your leaving day, and beyond, helping you to get the most out of your enjoyable experience.

How to use this Handbook

This Handbook has been designed to help you settle into life at US University of Technology, Science and Arts with greater ease, as well as to show you the impressive range of support services available to US University of Technology, Science and Arts’ students and provide a comprehensive guide to any questions you may have about student life. The booklet informs you about these support services and also offers practical advice and information on a wide range of subjects.

This Handbook is just a starting point for a lot of the information contained in it, and has been designed for use in conjunction with other resources such as US University of Technology, Science and Arts’ website. This handy booklet will help guide you through your first days at US University of Technology, Science and Arts. Make sure you read it carefully so you are prepared with the correct documents to make the enrolment process hassle-free.

During your first few weeks you will find yourself referring to the Handbook frequently as you orientate yourself at US University of Technology, Science and Arts, but it will also be of use in the longer term as it provides information and advice on a comprehensive array of topics.

1. WELCOME MESSAGE FROM THE CHIEF EXECUTIVE

[TBW]

1.  ACADEMIC ISSUES

2.1 Enrolment

When you arrive at US University of Technology, Science and Arts, you will be welcomed to the campus during our Enrolment Day-it is visual for now. Enrolment is the administrative process you will attend when you first arrive at the Institution, and it will involve registering for classes, settling any outstanding fees, and collecting books (if applicable) and timetables. It is also an opportunity for you to meet academic and administrative staff, and much more. Please note that US University of Technology, Science and Arts only accepts students who are post secondary graduate (or equivalent) prior to the course commencement date.

2.2 Registration with the Awarding Body

In common Programs, US University of Technology, Science and Arts is the awarding body authorized by BPPE. But, if there will be any third party awarding or licensing body, make sure that you are registered with Awarding Body(ies) as per their Rules & Regulations before or at the time of taking admission in US University of Technology, Science and Arts.

2.3. Know your Subjects

It is very important that you know well about the subjects you will study. Please make sure you know the following details beforehand:

• Subject-name

• Number of core and optional subjects (if any)

• Name of the lecturer teaching a particular subject

2.4 Class Time-table

Class time-table will help you avoid any clash between your lectures and other commitments. It is strongly recommended that you do not get involved with other commitments when your course or term time is going on. Students should use the calendar on the LMS for class time table, events, exams, assignments and any other updates.

2.5 Know your Lecturers

The most important thing is that you must know who your lecturers are. They are the people who will be helping you throughout your academic life in US University of Technology, Science and Arts It is recommended that right from the beginning of your course you must know who your lectures are. You must know the following things:

• Name of the Lecturer

• The Subject taken by the Lecturer

• Day and Time of the Lecturer’s Class

2.6 Know about your Class Rooms, Library etc.

All classes, meetings, assessment and all other activities are carrying out online via the University platform.

3. ADMINISTRATIVE ISSUES

3.1 Who is Who?

3.2 Paying your Fees

3.3 Institution Letters

As a student, you may require all or one of the following letters issued by the Institution:

• Enrollment letter

• A Tax Exemptions letter

• Other relevant letters

Depending on the type of letter, you must allow 5 – 10 working days to process the letters. Please note that you must fill in the relevant form or send an email in order to obtain the letter.

3.4 Student ID card

Students may ask for ID card – with extra fees.  The ID card proves your status as a student of US University of Technology, Science and Arts.

4. ACADEMIC SUPPORT

4.1 Induction Pack

Induction Pack has been designed to provide all the necessary information to the students. All information relating to academic and administrative matter is provided in the Induction Pack. This helps you understand the following things:

• Course Details

• Relevant details relating to academic matters

• Administration process outline

• Guide to apply for letters and other facilities 

4.2 Lectures

In US University of Technology, Science and Arts one of the most important methods of course delivery is lecture where a lecturer addresses students online where camera on is a encouraged. Your lecturer will make you well acquainted with all the topics of a particular subject and you are highly encouraged to participate in the discussion to clarify any issue that you do not well comprehend.

4.3 Lecture Handouts

The lecture handout is designed to give suggestive approach as to the study of a particular topic. The lecturers of US University of Technology, Science and Arts are required to distribute handouts to students to make the taught topic easy to understand. However, you should make sure that you consult all the recommended books on top of the lecture handouts.

4.4 List & Guide of Essential & Additional Reading

There are lots of books in the market for each of the subjects and it is not possible for new students to actually understand what to read or not to read. Most importantly the students can not decide which book to read to meet the standard of the level they are studying. In such a case students need guideline from the academics. US University of Technology, Science and Arts’ lecturers provide a list of academic textbooks that are recommended as essential reading. They also recommend another list of books as additional reading – some may be found in the USSAT electronic library.

You are strongly advised to read and focus on the essential reading list. The additional readings have been recommended to help you learn more and get support to your essential understanding of the topic.

4.5 Teaching Assistant

The Teaching Assistant is responsible for preparing and delivering a programme of study for each module. S/he is a model of excellence for the students.

The Teaching Assistant will guide you through the subject s/he has been entrusted with. You will be ensured by the Teaching Assistant that you are going through the whole curriculum properly. If you have any problems or concerns regarding your studies, you can consult him/her without any hesitation.

4.6 Academic Counselor

As a student you will be allocated with a Academic Counselor by the Institution. Your Academic Counselor will assist you to retain an interest in your personal and academic development throughout your academic career. You can consult her/him for any of your academic matters.

Your Academic Counsellor is responsible for offering guidance in your academic work, monitoring progress and initiating the provision of additional support where this may be required.  S/he is always prepared to fulfil a more generally supportive role and to discuss any matters affecting your academic work.  In cases where personal difficulties are affecting your academic work, the Academic Counsellor may consider initiating appropriate consultation with you and/or the Course Co-ordinator and Academic Head, you may book an appointment through https://ussat.edu.eu/booking-form/.

4.7 Course Co-ordinator

There is a Course Co-ordinator for each course administered by the US University of Technology, Science and Arts The Course Co-ordinator deals with overall management of the academic affairs of the relevant discipline and acts as a course leader. S/he is responsible for ensuring that lesson plans and practical activities are relevant and appropriate. S/he conducts teaching observations on request by the Academic Head or as part of the Institution’s observation policy; gives feedback and leads on where the quality of teaching needs to improve; and suggests development activities etc. You can consult your Course Co-coordinator for any of your academic matters.

4.8 Academic Head

The Academic Head leads the Institution in the development and implementation of its academic quality assurance and enhancement strategies and procedures. S/he is responsible for ensuring that the academic sessions of the Institution run smoothly. S/he is also responsible for advising and contributing to the development of the Institution’s programmes. You can consult the Academic for any of your academic matters especially if you have any serious problems in making progress; however you need to book an appointment with him/her through your Course Coordinator.

4.9 Mock Examinations

US University of Technology, Science and Arts is always sincere about the quality assurance and this is the reason why all lecturers are encouraged to provide students with Mock Examinations. The students will have the opportunity to appear at all provided mock examinations before they actually appear at the final examinations.

4.10 Academic Feedback

US University of Technology, Science and Arts is very much keen to prepare the students for the final examinations. To prepare the students properly the lecturers provide feedbacks, written and oral. The feedbacks actually provide details of strengths, weaknesses of the students and also provide ways to improve the weaknesses.

The feedback also provides guideline to continuously develop their skills and analytical ability in dealing with problems as posed by the questions. The purpose of feedback is not to show the students what their difficulties are, but to show what they need to do to develop in case of any difficulties. 

4.11 English Language Support

US University of Technology, Science and Arts facilitates its registered students with English Language Support course(s) in addition to the main courses. If you have any weakness in English or if you are advised by your Academic Counselor, you can participate in English Language Support program. Furthermore, you will get sufficient English Language books and other resources in the Library to enrich your skills in English.

4.14 US University of Technology, Science and Arts Libraries

US University of Technology, Science and Arts library is located online https://library.ussat.edu.eu/.

The library is in fact resourceful as it contains numerous leading textbooks, journals, prospectuses of different universities and so on.

4.16 Study Room

US University of Technology, Science and Arts has a common study room at the USSAT platform and zoom. The room is specially designed for individual and group study.

4.17 Photocopying & Printing Facilities

US University of Technology, Science and Arts provides recorded lectures’ videos on the students’ accounts, where these videos are subject to copyright. Also, students are provided with handouts on their accounts, which are downloadable free.

4.18 Examinations & Assessments

Examinations are arranged by using Questions bank with random selection, and proctored by external TAs from other departments via webcam.

5. ACADEMIC OBLIGATIONS

5.1 Attending Lectures

According to US University of Technology, Science and Arts Attendance Policy, students must attend a minimum of 60% of their whole course of study. The US University of Technology, Science and Arts’ platform “Moodle” is recording automatically the student attendance and add it to the Grade book.

For more information about student attendance, please refer to our ‘Procedures for Recording and Monitoring Students’ Attendance’.

5.2 Absence of Teacher

It is important to know that if a lecture is suspended due to a lecturer’s absence as a result of   any emergency circumstance e.g. accident, illness etc, cover-up lectures will be provided for you and you will be notified about it duly.

5.3 Punctuality

The Institution believes that being late for classes is not only detrimental to the academic process of the late comer, but also disruptive for the entire class. A student can be marked as absent if s/he arrives for class more than 20 minutes after the start or leaves the class more than 20 minutes before the end.

5.4 Going Ahead with your Lectures

Students are strongly advised to maintain consistency with the class lectures. You must follow the lectures in the class and be prepared for the lessons, when you attend each class. This in actual fact helps you follow your next lectures. Do not keep your home-work pending until the last minute. This is very dangerous for any student. Please try and avoid all attitudes that in the end jeopardize your academic life.

Going ahead with your lectures means following step-by-step, the process set out below:

1st Step:          Listen to your Lectures carefully, and take full lecture notes

2nd Step:         Read your notes when you go home

3rd Step:         Identify any point you do not understand

4th Step:          Take an active part in the next lecture or seminar

5th Step:          Correct your misunderstandings in that seminar or class

6th Step:          Prepare additional notes for your better understanding and exams.

5.5 Submitting Coursework/Assignment

You must submit all the coursework/assignments in due time. One of the main purposes of assignments is to assess your understanding of a subject area. They also serve other intellectual purposes:

• To organize your thinking.

• To bring a wide range of material to bear on a given problem or issue.

• To respond critically and with your own ideas to the issue.

• To select and use information to support an argument.

• To present this argument in a clearly structured and literate way.

Please note that failure to submit your assignments in due time may result in an unsatisfactory progress in the final assessment.

All assignments should be submitted on the university platform “Moodle”

5.7 Academic Progress

You are required to make overall significant progress in order to achieve your goal; enhance your career prospect and comply with the regulations of the immigration department. You are permitted to proceed with your approved course of study only if you maintain satisfactory progress as evidenced by attendance at classes, satisfactory performance in examinations and the proper completion of such other work/task as may be allotted to you. Please note that if your progress is unsatisfactory, you will be given extra care and support and other relevant remedial measures to help you make progress. At the same time, you will be warned about the consequences you might face due to your unsatisfactory progress. If you persistently make unsatisfactory progress even after pursuing our remedial measures under a given a period of time, you may eventually be excluded from the Institution and your details will be reported to the immigration department

Further information relating to your Academic Progress can be found in US University of Technology, Science and Arts Policy and Procedures on Monitoring and Reporting Students’ Academic Progress. You are strongly encouraged to contact your Academic Counsellor who will be able to assist you should you have any queries regarding Academic Progress. If in the early and mid-term monitoring your progress is unsatisfactory, you will be given 1^st warning letter, if you fail in the Final Examination of the Awarding Bodies in the 1^st attempt, you will be given 2^nd warning letter, if you fail in the Final Examination of the Awarding Bodies in the 2^nd attempt, you will be given final warning letter, and if you fail in the Final Examination of the Awarding Bodies in the 3^rd attempt, you will be terminated from the Institution and Immigration departments will be notified immediately.

5.8 Re-Sits & Retakes

You are expected to finish your intended course on time in accordance with the advised Institution course start and end dates. Each student is also expected to pass their examinations/assignments/dissertation as per the University schedule. If you are unable to complete the course and pass the examinations you will have to pay an additional fee to the university in order to re-sit or re-take examinations in accordance with their specific guidelines. Students’ at US University of Technology, Science and Arts will only be allowed to re-sit examinations or repeat any part of their course up to two times per individual examination or module based on approved request.

5.9 Mitigating Circumstances

It is obvious that there are some circumstances that genuinely prohibit some students from performing well in their studies. Please find the circumstances below that will be considered in mitigation:

• Severe illness,

• Sudden accidents,

• Parental illness or accidents,

• Illness or accidents of family member,

If you are faced with any of the above situations, you must immediately inform the program coordinator or your academic counselor, by writing. However, there is no automatic guarantee that consideration will be given. Each case will be dealt with individually and on merit.

6. ADMINISTRATIVE SUPPORT

6.1 Keeping Your Records Updated and Change of Address Notification

Updating your data is highly recommended, especially your photo and address. Your transcript will contain your photo and will be send to your address by mail. So, updating your data ensure receiving your final documents. Also, you should confirm your financial account data, and update any change for financial transactions securing.  

6.2 Sickness Affecting Study Performance

US University of Technology, Science and Arts understands that no human has control over illnesses. It is natural that students may suffer illness and therefore, students’ performances and attendance at lectures may severely be affected. The student who suffers illness must submit relevant documents in support of his or her illness.

The Academic Committee of the Institution will decide about extra classes or extension of time to submit coursework or assignment, if any. The academic committee will communicate its decisions after due assessment of your case.   

7. CONDUCT

You are expected to conduct yourself responsibly on the Institution premises. Misconduct may result in you being suspended from the Institution. In such cases no refund of fees will be given and any outstanding tuition fees will be payable.

7.1 Disciplinary Procedures

When you enroll on a program of learning at the Institution you sign and commit to a Code of Conduct. If your behavior, attendance record or academic standards are persistently below the standards required of the Code and are not resolved by informal discussion and negotiation, then disciplinary proceedings may be started against you.

The disciplinary procedure is a formal process which applies to all learners enrolled at the Institution. There are two types of activity in which disciplinary action may be required:

7.1.1 General Misconduct

This covers student’s behavior such as refusal to institution instructions, breach of health and safety regulations, being under the influence of drink or drugs, bullying and harassment of others, or misuse of Institution platform or any other action or incident considered to be of a similar nature to the above examples.

7.1.2 Academic Misconduct

This covers students’ behavior in relation to their program of learning such as copying, plagiarism, collusion, cheating etc or any other action or incident considered to be of a similar nature to the above examples.

In addition, each has three levels of seriousness: Level 1 Minor; Level 2 Serious and Level 3 Major. 

Reasons for immediate suspension – some examples are below:

• Assault, fighting or other acts of violence, vandalism, bullying and harassment, theft, being in possession of illegal drugs, behaving in a way that brings the Institution into disrepute.

• Computer hacking, cheating in exams, extensive and/or persistent plagiarism or use of model answers, buying, selling or stealing of work.

For more information, please refer to the ‘Students’ Disciplinary Procedures’ of US University of Technology, Science and Arts.

7.2 Complaints Procedure

US University of Technology, Science and Arts endeavours to create a positive learning environment for students, one in which each student has the opportunity to achieve their personal best. Part of the maintenance of that positive environment is a fair and open complaints procedure made available to all students.

There are 2 ways for submitting your complaint:

7.2.1 Informal Complaint

This is a less formal procedure where a complainant may raise his or her concern about the way the services were provided. The complainant simply may see the Complaint Officer and orally inform the matter which will be dealt with immediate basis. However, if the matter is serious and the complainant is utterly dissatisfied, the compliant officer will rather accept the complaint as a formal one.

7.2.2 Formal Complaint

If a student or a visitor wants to bring a serious complaint about any matter in relation to the way the services are provided, the complainant may bring a formal complaint. It requires the complainant to take a complaint form from the reception. The complainant may also additionally write his or her allegations in addition to filling the complaint form.

8. SECURITY

8.1 Identification Card

You will be issued with an ID Card which is valid for one academic year. You must produce it when requested by a member of the Institution staff. The card is also required for using some of the University services and facilities.

8.2 Valuables

As personal possessions are your own responsibility during your time at US University of Technology, Science and Arts, you are advised to ensure the security of those possessions. US University of Technology, Science and Arts also advise you to consider personal possession insurance that would also cover educational visits and work experience.

9. Students’ welfare

9.1 General Counseling

US University of Technology, Science and Arts provides counseling services to those students who fall back in their studies. This is assistance to those students who have ability to follow the course but for some reasons they have failed to perform well. US University of Technology, Science and Arts faculty members usually hold meeting with the students and try to understand as to why the students have failed to maintain required level of progress. Once reason has been detected the counselors then provide advice and necessary supports, or give indication to academic personnel his required assistance, if it is purely an academic matter.

9.2 Financial Advice

US University of Technology, Science and Arts understands that you may experience financial difficulties and may not be responsible for such difficulties. In such cases US University of Technology, Science and Arts provides advice to you as how to manage your resources in terms of money to tackle the situation.

9.3 US University of Technology, Science and Arts Student Union

The US University of Technology, Science and Arts Student Union helps bridge the gap between the students and the lecturers and administrative personnel of US University of Technology, Science and Arts It represents interests of the students and raises issues in relation to student welfare to the US University of Technology, Science and Arts Management. Members of the Student Union are elected by the students and the elected members usually serve the students for a term of two years. The Student Union has representatives from all the faculties of the Institution.

9.4 Social & Cultural Programmes

US University of Technology, Science and Arts is a leader in organizing social and cultural events in the campus. The purpose of such event is to allow you to learn and enjoy the beauty of different cultures. Students from different countries take part in such social and cultural events. In those programmes they present their cultural activities, thoughts, ideas & beliefs. However, you are advised not to advance any political or disputed doctrine in the name of presenting the cultural and social programme.

9.5 Career Advice

Whilst studying at US University of Technology, Science and Arts it is important to start thinking about your future career. Career advice and guidance provided by the Institution is available to all the students. For more information on career advice, please contact the Student Support Service.

10. OTHER IMPORTANT ISSUES

10.1 Equal Opportunity

US University of Technology, Science and Arts aims to promote equal opportunity for all, and to ensure that no one is discriminated because of gender, race, ethnic origin, disability, nationality, colour, religion, political/religious beliefs, age, sexual orientation, marital status, or family responsibilities.

10.2 Data Protection

Next to its people, US University of Technology, Science and Arts regards information as it’s most important asset. Because of this, the Institution recognises the importance of protecting its information assets and, in particular, the information relating to its staff, students and other individuals in whatever form that information is held. All data, whether held electronically or manually, are kept securely and not disclosed unlawfully.

10.3 Disability Strategy

US University of Technology, Science and Arts is keen to consider all the potential students irrespective of their abilities in terms of physical and mental health.  For disabled students who cannot follow the course due to their disability, US University of Technology, Science and Arts will take the necessary steps to consider their application for admission.

Please refer to the ‘Disability Strategy’ of the Institution for more information.

10.4 Disclaimer

This Handbook does not replace US University of Technology, Science and Arts’ regulations. All students will be required, as a condition of enrolment, to abide by and submit to the procedures of US University of Technology, Science and Arts which are amended from time to time.

Every effort has been made to ensure the accuracy of the information contained within this Handbook, but it is subject to alteration without notice. US University of Technology, Science and Arts will use all reasonable endeavors to deliver programmes in accordance with the descriptions set out in this Handbook. However, US University of Technology, Science and Arts reserves the right to make variations to the contents or methods of delivery of programmes, to discontinue programmes and to merge or combine programmes, if such action is reasonably considered to be necessary by US University of Technology, Science and Arts. If US University of Technology, Science and Arts discontinues any program it will use its reasonable endeavors to provide a suitable alternative programme.

11. FAQ

1. Where do I go first to register my course?

2. You must go to the Admissions Office to register yourself in the desired course. The admission staff will help you in registering you in the course.

1. Where do I go to receive the Institution letters?

2. You must go to the Program coordinator to fill in the required forms. The staff in the Reception will advise and help you in filling the forms. You just have to tell them what you actually want.

1. Where do I go to receive my ID Card?

2. You must apply by filling the ID Card Form which will be available on the platform. You will need to allow time for your card to be processed. ID Card will be send to you either by email/mail.

1. Where do I go to discuss my financial difficulties?

2. You must meet the Financial Officer to discuss your difficulties.

1. Where do I go to discuss my weakness in studies?

2. Go to the https://ussat.edu.eu/booking-form/ in order to book an appointment with your Academic Counselor.

1. Can I work part-time?

2. Depends on the program you are registering with.

1. How do I know about the details of my course?

2. You will be given a full induction at the beginning of your course. You will be provided with an intensive induction pack where all the necessary information will be included. The induction pack will contain the following information:

• Full title of your course

• The course duration

• The certificate awarding body-if other than USSAT

• The advance date of your examination

• The modules you will be taught

• Who your course Co-ordinator is

• Who your lecturers are

• When to apply for the examination entry.

Please read the induction pack carefully and try to grasp the most important information in order to make a smooth start to your study. If you have any queries you must meet one of our student service officers.

12. COMMENTS & COMPLIMENTS

US University of Technology, Science and Arts aims to provide high quality education and services to everyone who studies at, works and visits the Institution. Your views are important to US University of Technology, Science and Arts and we need you to tell us when a service is failing or something is not right. US University of Technology, Science and Arts would like to hear from you about services that you like and/or if you have an idea for any improvement or change to a service.

13. USEFUL CONTACTS

Student Affairs Office: [email protected]

Financial Office: [email protected]

Forms: https://ussat.edu.eu/forms/

14. ANNEX

Annex A

US University of Technology, Science and Arts Students’ Regulation (General)

Introduction:

US University of Technology, Science and Arts is keen to maintain the excellence in academic performances and quality education. This can be achieved only by disciplining the staff and the students of the Institution. In view of this US University of Technology, Science and Arts is happy to make regulations for the students, which must be observed by all the students, while they are studying courses with us.

Regulation 1:    The students must attend at least 60% lectures in an academic year.

Regulation 2:    The students must submit required Coursework or Assignments, or appear at the written examination without adopting any unfair means.

Regulation 3:    The students must maintain at all the time good appearance and behavior with the fellow students and to all the members of US University of Technology, Science and Arts staff.

Regulation 4:    The students must not behave intimidatingly under any circumstances.

Regulation 5:    The student has a duty to provide accurate details relating to personal and

previous academic issues.

Regulation 6:    The students must not be involved in any act, business, or job, or must not enter in to a contract in contravention with the laws.

Regulation 7:    The students must not be involved in any form of behavior that amount to Bribery or attempts to bribe.

Regulation 8:    The student must not remove without permission any materials, or deliberately cause loss and damage in any form or manner to any from the Institution library or IT lab.

Regulation 9:    The Students must not solicit any thought or philosophy or campaign to enhance racial hatred, or increase sense of discrimination based on race, religion, and colour.

Regulation 10:  The students must follow the heath and safety rules and procedures during the stay in US University of Technology, Science and Arts campus.

Regulation 11:  The students must not use any US University of Technology, Science and Arts property, or US University of Technology, Science and Arts office equipment without prior permission.

Regulation 12: The students must not act in such a manner that in effect badly affects course or academic integrity.

Regulation 13:  The students must NOT act unlawfully or against the interests of the Institution.

Regulation 14:  The students must avoid plagiarism and any proof of it may result in removal from the course.

Regulation 15:  The student’s university account will be suspended due to financial payment frailer, or due to ethical issues and misconduct.

Any deliberate and serious breach of any of the regulations will be gross misconduct on the part of the students.

Annex B

Disciplinary Procedures

Introduction:

The basic purpose of the disciplinary procedure is to keep our students in line with the academic standards so that students can experience the excellence of academic and professional studies. 

Disciplinary Procedure Step-By-Step:

Stage: 1  Initial Proceeding

Step: 1                Write a letter explaining the gross breach of duty or misconduct.

Step: 2    Request an explanation from the accused student about the breach or misconduct.

Step: 3    Make a meticulous assessment of her /his previous academic performances and conducts.

Stage: 2  Hold an investigation

Step: 1    Talk to the department’s personnel i.e. where the misconduct or breach took place.

Step: 2    Talk to witnesses, if there are any.

Step: 3    Collect and collate the evidence regarding the misconduct from both parties

Stage: 3 Assessments

Step: 1    Assess the alleged breaches or misconducts.

Step: 2    Assess the answer made by the accused student.

Step: 3    Assess the investigation findings.

Step: 4    Make a comparative study of alleged breach or misconduct, alleged student’s explanation and investigation findings.

Step: 5    Assess the prima facie of the allegation.

Stage: 4  Post Assessment Activities

Step: 1    Confirm in writing to the student the date of the hearing, time, place, and the person who will conduct hearing.

Step: 2    Inform the student of the papers or documents that she or he is required to bring.

Stage: 5  Final Hearing

Step: 1    Listen to the accused student and take full notes of what she or he says. 

Step: 2    Take a good look and assess meticulously the reasons and explanations about the alleged breach or misconduct.

Step: 3    Report the result or findings of your investigations.

Step: 4    Report the final decision of the hearing i.e. whether she or he is in breach of duty or liable for gross misconduct.

Step: 5    confirm the decision of the final hearing in writing to the student.

Explanatory Note:

• The Disciplinary Committee will be in charge of all the disciplinary issues of US University of Technology, Science and Arts

• The Chairperson of the disciplinary committee will be able to delegate his power to any one of the two members or other to decide on behalf of the Committee Chair.

• In case of any disciplinary issue the DC will form a sub-committee to make investigation on the matter and to make decisions about the student in question.

• An appeal can be made against the decisions of the sub-committee and the appeal must be made to full disciplinary committee.

• The full disciplinary committee will then make final decisions by following full disciplinary hearing procedure, and will make final decisions.

• There will be no further appeal against the decisions of the full disciplinary committee i.e. the decision of the full disciplinary committee will full and final.

Annex C

Student Appeal against Disciplinary Decisions

Appeal Procedure against Disciplinary Committee Decisions:

Rule: 1,            An aggrieved student has the right to make an appeal against the decisions of the disciplinary committee.

Rule: 2,            The aggrieved student must make an appeal in writing and it must be addressed to the Chairperson.

Rule: 3,            The aggrieved student must give details of the grounds, provide evidence, if any, relating to the grounds for appeal with the application.

Rule: 4,            The disciplinary committee must provide particular date, time, venue to hold hearing of the appeal, and must send a letter to the effect as soon as possible. 

Rule: 5,            On that date the full disciplinary committee must be present and must listen to the aggrieved student. The Committee must also make a closer examination of the evidence, if any, that may be presented by the aggrieved student.

Rule: 6,            The Disciplinary Committee must listen to the witness, if any, of the aggrieved student and take full note of what the witness says.

Rule: 7,            The Committee must then make meticulous assessment of the following issues for better decisions:

• Grounds raised by the aggrieved student;

• Evidence presented by the aggrieved student,

• Witness statements of the aggrieved student;

• Any other documents or evidence relating to his or her claim;

Rule: 8,            The Committee must listen to the legal representative or other type of representative and take notes of all the statements.

Rule: 9,            The Committee must assess the issues relating to the client as presented by the representative.

Rule: 10,          The Committee will then make a comparative study and assessment of all types of submissions, documents, evidence, and take its final decisions.    

Rule: 11,          The Committee will read out its final decisions to the aggrieved student in his/ her presence or in the presence of his/ her representative.

Rule: 12,          The Committee will send a copy of its decisions in writing and it must be signed and sealed.

Rule: 13,          After the decisions of the Committee there will be no further appeal.    

Explanatory Notes:

• The US University of Technology, Science and Arts will have a two-tier disciplinary committee, and they will be as follows:

• Disciplinary Committee

• Disciplinary Appeal Committee

• The disciplinary appeal committee will be apex in the hierarchy and will hear the appeal only.

• The disciplinary committee will conduct the first hearing after the necessary assessment.

• The disciplinary committee will be accountable to disciplinary committee.

• The disciplinary committee may be constituted of a minimum of one member.

• If the committee is constituted of more than one member, one of the members will be chairperson of the subcommittee.

• The chairperson must be senior member in the hierarchy of the US University of Technology, Science and Arts

Annex D

Complaints Procedure

Policy Overview

US University of Technology, Science and Arts is keen to minimize all kinds of non-conformities and to encounter those non-conformities through an established system of receiving and dealing with complaints.  Appropriate systems of receiving and dealing with the complaints provide the gateway to learn the views of those who experienced the institution’s services. This gives US University of Technology, Science and Arts an opportunity to rectify the non-conformities and thus brighten the image of the institution when correctional actions to remedy the non-conformities are taken.

Who can complain?

The following people may bring complaints:

• those who are not satisfied with any services received from US University of Technology, Science and Arts;

• students (or those acting on student’s behalf)

• visitors

• service users

• staff members

Reasons for Complaints

Complainants may bring complaints for any of the reasons set out below:

• That the advice provided was not appropriate or wrong;

• That the personnel did not provide appropriate guidance;

• That the matter has been dealt with negligently;

• That the institution did not update the complainant properly and in time, thus complainant failed to take appropriate action and suffered loss and damage;

• That the complainant received substandard services;

• That the complainant had been misled about the matter;

• That the institution did not deal with complainant’s problem expeditiously and thus had caused him/her problems of a substantial nature;

• That the institution has charged in excess of the fee scheme;

• That the institution had never provided the complainant with the services for which s/he had already paid;

You may also add any other reasons that suit you most in your complaint. Please give details of the reasons as much as possible. State your reasons clearly and without any apparent ambiguity.

Purpose of the Complaints Procedure

The purpose of the Complaints Procedure is to establish an effective monitoring system in the organization. US University of Technology, Science and Arts can identify any on-going irregularities or ineffectiveness of systems, when there is a complaint about the matter from an interested party. The complaints procedures are also used as indicators of standards of customer service that have been successfully established and tested.

When a complainant approaches US University of Technology, Science and Arts with a genuine complaint, it is believed that the complainant has given US University of Technology, Science and Arts a chance to rectify the errors or ineffectiveness or unfairness in the system.  It also helps US University of Technology, Science and Arts to take appropriate policy decisions after careful consideration and investigation of the complaint.  The most important purpose of the complaints procedure is to ensure that no student leaves the organisation with bad experience, dissatisfactions or grievance.

Informal Complaints Procedure

Introduction

This is a less formal procedure where a complainant may raise his or her concern about the way a particular service was provided.  The complainant may meet with the complaints officer and discuss the matter that will be then immediately dealt with.  However, if the matter is serious and complicated and the complainant is still dissatisfied, the complaints officer may accept the complaint as a formal one.

Report to the Complaints Officer

If a student, visitor, or other interested party is dissatisfied because of the way she or he was dealt with, the dissatisfied person may complain about the matter. The Complaints Officer will record the complaint in writing and will immediately look into the matter.

Investigation

The Complaints Officer will then immediately investigate the matter.  If necessary, the Complaints Officer will contact the department from which the complaint emanated.  If the complaint is able to be immediately resolved, the Complaints Officer will take a decision as to the resolution of the complaint and inform the relevant parties.   However, if it is not possible to investigate the matter on the same day, the Complaints Officer will provide a possible time frame to deal with the complaint, explaining to the complainant why it was not possible to give a decision immediately.  If, upon investigation, the Complaints Officer feels that the situation is serious enough to warrant a formal complaint, the complainant will be advised of this, and encouraged to pursue this.

Decision

If the Complaints Officer is able to resolve the complaint and provide a decision, this will be done so orally, but should be followed by a written confirmation of the decision to the relevant parties.  A copy of the written decision must be given to the senior management of the academic or the administrative head.  If the Complaints Officer is unable to satisfactorily resolve the complaint, the advice of the Senior Management Team may be sought, or the complaint may be escalated to the status of a Formal Complaint. 

Formal Complaints Procedure

If a complainant wishes to bring a serious complaint about any matter in relation to the way services are provided, or the way thy have been dealt with, or if an informal complaint has not been deal with satisfactorily, the complainant may bring a formal complaint.

A complaint form should be completed, with documentary evidence attached as appropriate, and this should be submitted to the Complaint’s Officer for consideration.  At this stage, the documentary evidence submitted need not be the original copies.

Letter of acknowledgement

When the Complaints Officer receives a formal complaint, a letter of acknowledgement will be sent. The letter must set out the next steps to be taken and indicate a time frame of the investigation. The maximum time for an investigation will be four weeks.

Investigation

After receiving the formal complaint, the Complaints Officer must contact the department or the member of the staff against whom the complaint has been brought.   Details of the complaint will be provided for their prompt response.   The Complaints Officer will consider the evidence brought by both parties, and may interview witnesses if appropriate in order to accumulate further evidence. 

Report of Findings

The Complaints Officer will report their findings in writing to the academic or administrative head and will inform both parties in writing of his/her decision in the matter, along with recommendations as to steps to be taken in order that the matter may be fully resolved.  The written decision must indicate the following:

• Background of complaint

• Summary of investigation

• Summary of evidence or documents and witness statements

• Summary of findings

• Decision

• Reasons for such decisions

• Conclusion

The letter must clearly explain the steps already taken in relation to the complaint such as suspension or reprimand.

Appeal of Decision

If the complainant is not satisfied with the decision given by the Complaints Officer, s/he may submit an appeal.  The appeal will be heard by the academic or administrative head.

Appeals should be submitted in writing to the academic or administrative head within 14 days of the Complaints Officer’s original decision.  Additional evidence which the complainant wishes to submit should be attached.  The head will consider all evidence available, both new evidence and that from the Complaints Officer’s investigation, and shall provide the staff member or department against whom the complaint has been lodged the opportunity to respond to the accusations in writing. 

The head will then complete a report, in line with the guidance above, and make a decision as to the outcome of the appeal.  S/he may decide to support to the original decision of the Complaints Officer, or may make alternative recommendations as to the resolution of the complaint.  The decision of the academic or administrative head will be final and no further right of appeal will be offered. 

Annex E

Policy and Procedures for the handling of Deposits, Fee payments and Refunds

Introduction

It is important that students pay their fees and any required deposits at the right time to avoid any problems with starting the studies. Students are encouraged to read the following carefully and of course, get in touch with the Institution if there is anything they need to clarify.

Deposits

1. Upon receiving the enrollment application with the required documents, the Institution will send a Confirmation of Acceptance.
2. All successful applicants to the US University of Technology, Science and Arts programs are required to pay a 20% of the tuition fees as a deposit (enrollment fees + program tuition fees) to accept their place, refund policy applied.
3. Upon receiving the deposit, the enrollment process starts.
4. Students can pay the deposit by online or bank transfer.
5. The tuition fees should not be paid to anyone else but the Institution. Students are reminded not to deposit tuition fees with third parties or send money to the Institution by post. 

Payments method

Students may pay their tuition fees in a single payment at the time of enrolment or by installments.

1. Single Payment: Single payment should usually be made before the course start date. Students paying tuition fees in a single payment may receive a discount.
2. Payment by Instalments: All fees must be settled prior to the commencement of the course. If the installments option is chosen, the fees must be paid as per the agreed installments in the signed enrollment agreement. No supplementary charge will be added to the tuition fees.

The following conditions will apply to those paying by installments as agreed on in the signed enrollment agreement:

• Students are committed to continue payments until the full balance of the course fee is paid in full.
• Installment(s) must be paid by the first day till the fifth day of the month maximum. 
• On the fifth day of the month, the university policy dictates a late payment of  1.5% of the installment (min. $10) will be added, and a suspension of the student’s account until the beginning of the term’s final exams. If the required payment(s) are not made by this point, the account will be subject to closure.
•  If the student chooses to make the payment during the term, the student account will be promptly reactivated subject to the full late payments plus the reactivation charge of $100. All assignments and activities will be accessible, grading policy will be applied, in accordance with established procedures.
• The applicant is entitled to defer one installment for one month only without adding an extra late payment charge without any changes to the payment plan, and a financial mitigation request should be submitted and approved.
• The costs for optional services (if any), such as expedited shipment of materials, experiential portfolio assessment, or other special services, such as dissertation binding, are clearly disclosed to prospective students as not subject to refund after the five (5)-calendar-day student-right-to-cancel request.

CANCELLATIONS

1. The student has five (5) calendar days after signing the enrollment agreement and prior to the start date of the program to cancel enrollment and receive a full refund.
2. The university policy dictates a cancellation for the suspended accounts if not full late payments and reactivation action taken before the first day of the final exams.
3. Upon cancellation, a student whose costs of education are paid in full, but who is not eligible for a refund, is entitled to receive all materials, including kits and equipment.

Refunds

The Institution assumes that all prospective students will have thought long about taking up a program and therefore applying for admission.

However, the Institution understands that there are many reasons for wishing to withdraw from the program, both before and after the program has commenced. Consequently, the Institution policy on refund of fees upon withdrawal in the event of cancellation, for whatever reason, the following will apply:

1. Cancellations must be made in writing using the forms for cancellation and will only be considered to have been made on the date on which the university received it.
2. Any money due, a student must be refunded within 30 days of a cancellation request approval, regardless of whether materials have been returned.
3. Time-Based Term Refund Policy, a time-based term lasts no more than 16 weeks. A time-based term refund policy may be applied to any program, or degree. USSAT must refund 100 percent of the tuition for any program never started based on the cancellation policy mentioned above. The time-based refund schedule is clearly disclosed on the enrollment agreement.
4. The student requesting cancellation more than five calendar days after signing an enrollment agreement, but prior to beginning the program, is entitled to a refund of the payment minus:

• An application/transfer credit evaluation fee $75;
• A one-time registration fee per program of no more than 20 percent of the tuition and not to exceed more than $200; and
• Library service fees, if provided by a third-party service.
• Any other third party service’s fees.

1. Refund of the paid tuition will be calculated according to the following table: