ACADEMIC RULES AND REGULATIONS
(REGISTRATION AND EXAMINATIONS)
FOR THE YEAR 2019 MODIFIED IN 2020
NAME OF THE RULE & ITS REINFORCEMENT DATE
This rule shall be named: Academic Rules and Regulations of the Canadian
Sudanese College for the Year 2006 and shall be reinforced from the date of
approval by the Academic Board.
To get admission for the college, it is a must to have a Sudanese secondary
school certificate or the equivalent with a passing grade in English and mathematics.
DURATION OF THE STUDY
The duration of the study is divided into two semesters, 15 weeks each, including the examination period. A student can complete this program in eight semesters (Bachelor Degree) or six semesters (Diploma Program).
The system of the study is based on the credit hours system (Cr. hrs). Depending on the degree program. Students need to complete successfully a total of 145 to graduate. The college can recognize a maximum of 75 credit hours for students who have an academic record from a recognized institution.
- Registration shall start in the venue and time designated by the college.
- The student is considered registered after the completion of registration
procedures at the Registrar’s Office and the Academic Secretary Office.
- Registration begins two weeks before the start date of the semester and
shall last for a week after the start of the semester.
- Checking students’ attendance shall start after the first week of the
SUSPENSION OF ACADEMIC YEAR
The student can cancel his/ her registration by a written request to the
All freezing requests shall be considered by the beginning of the next academic
The freezing request shall be submitted during the first 4 weeks from the
beginning of the academic year.
If a freezing request is passed, the student shall retain his right not to pay
the study fees again but he shall pay the registration fees and the difference
in the study fees if any.
Students who are absent for more than 20% of the lectures of any course, shall
receive first warning from the college board. If the rate of absence exceeds
25% of the lectures, the student shall be warned anew in writing. The student
shall be debarred from attending the exam if the rate of absence exceeds 30% of
Examination Committee and Its Responsibilities:
The Dean, in consultation with the Academic Secretary and the Students Affairs
shall hold a committee with the membership of the Registrar and the faculty to
perform the following responsibilities:
- Inform the teachers about the date the examinations start so that they should
submit their exams for that semester.
- Receive the examination answer sheets after signing the forms and keep them in
the academic office.
- Set the schedule for the invigilation of the exams and prepare candidates’ lists
with their index numbers, examination rooms and answer sheets.
- The examination committee shall assign 2 invigilators for every examination
room. The College may hire bachelor degree invigilators from outside the
- Receive the answer sheets and the list of candidates and submit them to the
teachers in charge of marking the examination immediately after the exam.
- Receive the forms of the examination results from the meant department to write
the scores and submit the forms to the Academic Council.
- Write a detailed report on the progress of the examinations to the academic
- Keep the answer sheets in the Academic Affairs for a period of at least six
months to be ruined after the period mentioned.
Guidelines for Examiners
All examiners shall consider these rules and regulations:
- Examiners shall ensure the confidentiality of the examinations and shall
not reveal the content to any person other than the staff member involved.
- Examiners shall submit their handwritten or printed examination questions
to the Academic Secretary in sufficient time before the date of the exams.
- Exam papers shall cover as much as possible the course content and shall
not in any case include a question outside the course.
- The Optional examination questions shall have equal degree of difficulty
and equal marks. If these questions have different scores, the grades assigned
to each question shall be stated.
- The examiner shall be present in the exam room for at least half an hour
from the beginning of the examination.
- All examination papers shall have the following headings:-
- Canadian Sudanese College.
- Name of the program.
- Academic yearStudent Name.
- Index No.
- Date and duration of the Exam Guides for students/Examiners.
Examination reports written by the Examiners’ Committee
must contain the following information:-
- The general level of performance.
- The suitability questions for candidate.
- The suitability of the grades to the performance level.
- Detailed report on the cases of students with marginal cases.
- Anything else deemed necessary for the curriculum and examination.
Guidelines for Invigilators:
- Invigilators shall observe the candidates carefully and shall not preoccupy themselves with anything that would distract attention from the observation during the exam.
- Invigilators shall receive examination sheets sealed with wax and the lists of students from the Office of Examinations half an hour before the beginning of the exam.
- Invigilators must be present in the exam room half-hour before the start of the examination.
- Invigilators shall ensure that the tools required to perform the exam have been prepared by the academic and students’ affairs.
- Invigilators shall show the exact-time students should begin the exam and shall instruct the students to write the required information on the answer sheet.
- Invigilators shall not discuss the questions with candidates and in case of any inquiry, the examiner shall be called.
- Invigilators shall inform the candidates of the end of the exam fifteen minutes before the end of the examination.
- Invigilators shall order the candidates to stop writing after the end of the time of the exam. They shall collect the answer sheets and ensure writing of the data required by the candidates. They shall also take the name and index number of the student who do not stop writing after the end of the exam.
- Invigilators shall collect all answer sheets and check the number of the attendees. All answer sheets shall be put in an envelope and delivered with the attendance list to the Examination Committee.
- Article 13 of this rule shall be applied to all cases of cheating.
- Invigilators shall write detailed report on the progress of the examination.
DIRECTIVES TO STUDENTS SITTING FOR EXAMINATION
- No student shall be admitted to the examination hall before showing his valid college identity card.
- Students are allowed into exam hall, five minutes before the time set for the start of the examination.
- A student may be allowed to enter the exam hall after the elapse of up to half an hour from the starting time. Late students shall not be given extra time. No student will be admitted after the elapse of half an hour from the starting time of the examination.
- No student will be allowed to leave the examination hall, until elapse half of examination time has passed from the starting time.
- A student may be allowed to leave the exam hall temporarily for urgent reasons and return to resume the exam, provided that he remains under continues surveillance by one of the controllers during the time spent outside the exam hall.
- Each student must sit on the desk which shows his index number unless the authorized officer sees otherwise.
- Students must hand over their mobile phones along with their ID cards to the invigilator before proceeding to sit for examination.
- Students may not be allowed to bring with them inside the exam hall any material or any unauthorized helping means; they must exit the exam hall carrying only the exam paper, he must write his name and index number on the examination paper at the beginning of the examination.
- A student sitting for examination may not be allowed to provide direct or indirect help to another student and, may allow another student to copy from or use their answer book in any other way.
- Student who needs anything, whatever it is, should address his request to the controller. No one is allowed to borrow anything from his colleagues, neither anyone is allowed to leave his desk without the permission of the controller.
- Student must write his name, his index number and any other required information, as prescribed, on the answer book and promptly follow the directives, and may not be allowed to detach any paper from the answer book, or to write on the examination paper.
- If a student is absent from any examination , he may submit an application to be excused, to the secretary of the academic and student affairs coupled with authenticated documents , within one week from the date of missed examination.
- A student, who happens to be on a sick leave during the period of examinations, may not be allowed to sit for any other examinations throughout the duration of the sick leave, and the results of any other examinations taken the leave period shall be canceled, unless a written approval has been secured to sit for examination.
- In the incidence of a student been caught cheating, a report should be written on the circumstance of the incident and submitted to the chief invigilator, who in turn passes to the secretary of academic an students affairs, The student will be allowed to continue with his examination.
- If a student contravenes article (10 -14), then the matter will be referred in writing to the secretary of the academic and student affairs, who shall take the following measures:-
- Refer the case to the student’s cases committee, explaining circumstances, in the presence of a legal officer, whenever possible, before taking a decision.
- The examiner, the controller, the student and any witnesses shall appear individually before the committee to give their testimony on the violations of these regulations.
- The student’s cases committee shall submit a written report, which includes its recommendations, to the chairman of the academic council for approval on behalf of the council, provided that he notifies the council at its first meeting.
- If the chairman of the academic board is convinced that the student has violated any of the Provision of these regulations, he may inflict the following penalties:-
Any student, who has a claim pertaining to the result of his answers, he may submit an application to the secretary of the academic and student affairs. Such an application must be within two weeks from the announcement of the results; provided that:-
- The student is considered failure in this particular subject, and is awarded zero score.
- Suspension the student for one academic year or for a period to be specified by the Students Cases Committee.
- Formal warning is issued to the student. If he repeats the violation then he will finally be dismissed.
- Announce the violation at the college notice board.
- Notify the parents of the student with such violation.
- The student must pay the fees set by the college administration for such an application.
- The secretary of academic and student affairs shall form a committee chaired by a coordinator, the subject lecturer and another lecturer as members to look into the claim.
- The said committee shall inform the secretary of the academic and the student affairs to notify the student with the result of the remarking.
- In case an error in marking the answer book is found, the college may make the suitable remedies.
Marking and Sorting the Answer Sheets
- Exams of all course shall be marked out of 100 (one hundred) degrees, and the
passing grade shall be 60%.
- The examiner shall estimate fractions in the test scores to the nearest
correct (integer) numbers.
- If a result of a course is considered inappropriate the Academic Council may
assign a committee to decide on it according to the scientific methods used.
- Exam results shall be discussed in the examiners meeting and shall be
submitted to the Academic Council after that.
- Examination results shall be submitted, including the total percentages
obtained by students, and signed by the Secretary of Academic Affairs, and
accompanied by the statistical information for final approval by the Academic
- Marginal cases shall be compensated at the Board of Examiners meeting,
provided that the student's performance in the other courses is convincing.
Failure and Repeating of Course:
The student shall repeat a course if : -
- He/ she is absent from the exam without an acceptable excuse, or he/ she has
not filed the documents that support his/her absence from the exam of that
course or if he/ she does not achieve 60% in the exam of that course.
- If a student fails in any course, he/ she shall repeat that course in the
nearest time possible.
- If a student is absent for an acceptable excuse, he/she shall be given an
opportunity to sit for the examination within the earliest available time.
- If a student achieves a cumulative average grade (GPA) less than 2.00 for the
first time at the end of any semester, he/she shall be given a first warning and
shall be placed under academic supervision.
- If the GPA is not improved in the next semester, the student shall be given a
- If the GPA is not improved for the third time, the student shall be dismissed
from the college.
Repeating the Semester:
- The student is to repeat that year if he fails in more than one-third of the
credit hours, or if he gets a cumulative average of less than 1.5 in the courses
prescribed for that year.
- Students are allowed to repeat only twice during their study years in the
- When calculating the grade point average (GPA) in the case of repeating the
year, only the year of repeat shall be considered. The detailed academic
certificate shall state both original and repeat years.
- The student shall be dismissed from the college if he/she:
- Fails in more than two-thirds of the credit hours or if he receives 3
- Has cheated in the exam for the second time.
- Pursuant to the provisions of Article (6).
- All cases of dismissal from college shall get the approval from the Secretary
of Academic Affairs.
- The Academic Council may register the dismissed student again after
considering the submitted request and the causes of dismissal.
Awarding Degrees: Bachelor/ Diploma:
- Students shall spend a period of at least eight semesters in college to be
eligible for a Bachelor Degree.
- A student transferred from another university or upgraded by the college from
a Diploma to a Bachelor Degree program shall study for at least 4 semester to be
eligible for a Bachelor's degree.
- A student transferred from another university by the college from a Diploma
program shall study for at least 4 semester to be eligible for a Diploma's
- To be eligible for a Diploma, students shall study for six semesters at
- The grades achieved by a student in a course shall be registered out of 100
marks as follows: -
- All scores of the student shall be stated in the student's record indicating
the cumulative grade as described in section 5.
- Students who do not complete the requirements of any course are required to
complete that course.
- The overall grade shall be calculated on the basis of the cumulative average
when the student finishes all the courses required.
- Bachelors and diplomas shall be awarded according to the following grades: -
|3.50 - 4.00
|3.00 - 3.49
||SECOND CLASS DIVISION ONE
|2.50 - 2.99
||SECOND CLASS DIVISION TWO
|2.00 - 2.49
- No student shall be transfered to the next level without the approval of
- Instructions issued for candidates shall be posted on the notice board
pursuant to Article 10, 12, and 15 above.
- In case of violation against these rules and regulations, strict procedures
for correction shall be taken pursuant to the following: -
An investigation committee shall be held:
In the case of any violation against these regulations, the Secretary of
Academic Affairs shall hold a committee to investigate the violation. The
investigation shall be held by the Registrar, the Secretary of Academic Affairs
and a third appointed member.
Hoding a Disciplinary Board:
The Committee of shall hold a Disciplinary Board to consider some of the
violations against these rules. The Disciplinary Board shall be held according
to the decision of the Dean involving two members of the faculty and a member
from the Academic Affairs. The head of the Disciplinary Board shall be appointed
from amongst these members. Students may also be represented by a member from
amongst the college students.
a) If the violation committed by the student is a violation of the prevailing
laws in the country, the authorities in charge shall be informed. No
disciplinary procedures shall begin before a decision is made by that authority.
b) The Disciplinary Board shall be called for by the Head of the Council and the
meeting shall be considered valid by the presence of the Head and two of its
c) The student involved in the violation shall be informed about the violation
on the notice board or by actual presence before the Council within 72 hours
(seventy-two hours). The Disciplinary Board may continue the disciplinary
procedures in the absence of the student if the student does not attend the
disciplinary meeting after being notified for a second time within 2 weeks from
the first notice.
d) The student involved in the violation may be seek defense in front of the
Board through a member from the Council, a supervisor, or a fellow student.
Decisions of Disciplinary Board:
a) All punishments shall be reinforced after approval stated in Article 31 of
b) The student involved may file a request to the Academic Council to ask for
cancelling or reducing the punishment.
Violations and sanctions:
A student who commits a violation of the provisions of these regulations or any other relevant rules of college shall be punished by one or two of the following: -
- Verbal warning or in writing.
- Final warning.
- Deprive from all student’s activities for a specified period.
- Debarring from the examinations in one or more courses.
- Cancelation of student's examinations result of one or more courses.
- Deprive from the financial support or incentive awards or from paying tuition fees in installments.
- Suspension from study for a period not exceeding one semester.
- Suspension from study for two semesters or more.
- Compensation for any damage or loss of property.