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Regulations on Examinations

Every registered student shall be expected to take examinations after completion of paying the semester fees. Unless approved by the Senate, all courses shall be examined at the end of the semester in which they are taken.No student shall be eligible to register for a University Examination unless he or she has:

  • Registered during the semester and paid his/her full fee; 
  • Maintained a minimum of 75% attendance at the lectures;
  • Participated in the coursework requirements.

Faculties and Departments shall determine and administer common, core, and elective courses.


There are three types of Examinations:
1. Regular Examinations: Administered at the end of the semester of which the units are taken
2. Supplementary Examinations: are specially set for a student if a student has FAILED an exam. The exam should be re-sat three/four weeks after the release of examination results
3. Special Examinations: are specially set for a student at the Discretion of the Faculty Dean if a student has missed to take exams due to:

  • Ill health, certified by University doctor;
  • Bereavement within the student’s family;
  • Arriving at examination hall an hour after exams have started

NOTE: Not because of failure to pay fees

Click here to view the new examination format for Certificate, Diploma, Undergraduate and Postgraduate Programs.

The Office of the Registrar shall publish a list of all candidates registered for the University Examinations one week before the examinations. The list of registered candidates shall be made available to all Departments.
Click here to access the list of students eligibble to sit for examination in Nairobi Campus.

The Office of the Registrar through the Examinations office shall issue exam cards to each candidate registered for the University Examinations.

      • Students are expected to only bring a writing pen, Student ID and Examination Card into the exam room.
      • Students should organize where to keep all their belongings before entering the exam room.
      • Students are expected to write only in the Exam Book provided. DO NOT WRITE ON THE EXAMINATION PAPER (writing on the examination paper may be construed as cheating).

All exams will be done between:

      • 9.00am to 4.00pm during the day (Monday to Friday) 
      • 5.30pm and 8.30pm in the evening (Monday to Friday) 
      • 9.00am to 12 noon on Saturdays.

Other exam rules will be provided for during the exam days.MOBILE PHONES
No student should bring to the exam room a mobile phone or any other electronic equipment apart from a calculator where necessary.

      • Any student caught cheating in an exam shall be asked to leave the exam room and talked to outside the exam room. And shall not be allowed to take any other examination during that examination period.
      • The invigilator shall write a report about the cheating, providing the evidence for the same.
      • The exams at which the candidate is caught cheating, together with those taken earlier in the same examination period shall be nullified.
      • The student caught cheating at an exam shall be suspended for one full semester and when the student returns, he or she shall register for a new semester and take all exams. Full fees for the semester shall be paid, as the fees for the semester when one was caught cheating will be nullified.
      • All nullified exams, when later taken by the student, will be given a maximum mark of 52% or a C grade. However, all cancelled exams that should have been taken in the same examination period when the cheating incidence occurred qualify for full grades when taken after the suspension. 
      • To be found with a mobile phone will be deemed as cheating. 


If a student fails to take the exams he or she should supply written proof stating the reasons why the exam was not taken and provide evidence. If it is due to illness, a doctor’s note will be required as proof.Course work marks will be valid for a period of one academic year or two semesters. Failure to take the exam by the end of one academic year or two semesters will result to the student repeating the unit.
Students who get an F grade in an exam will be required to do the following unless stated differently in the Faculty:

      • Register for the Unit afresh
      • Study the course again for the whole semester.
      • Sit for all the course work and the exam.
      • The final mark shall be up to 52% or C grade.

  


A course is passed if its specified learning outcomes have been achieved. The assessment of each course shall generate a single mark between 0 and 100% expressing the extent to which the learning outcomes have been achieved. The pass mark for undergraduate programmes is 40% unless stated otherwise.Classification
A student’s classification is determined by the number of credits earned towards the degree. A student is classified as follows:Certificate and Diploma Programmes
Classification Percentage
Distinction 70 - 100
Credit 55 - 69
Pass 40 – 54
Fail 0 – 39

Pre-University Programme/ Degree program  


Grade Marks   Points
A 76-100   4
A- 72-75  3.7
B+ 68-71  3.3
B  64-67  3.0
B-  60-63  2.7
C+  56-59  2.3
52-55  2.0
C-  51-48  1.7
D+  47-44  1.3
43-40  1.0
F  39-0
 0.0

The above grading system gives rise to the Degree Classification which is tabulated below.

Degree Classification  Mark Boundary
First Class Honours  GPA of 3.70 – 4.00
Second Class Honours  (Upper Division)  GPA of 3.00 – 3.69
Second Class Honours (Lower Division)  GPA of 2.30 – 2.99
Pass GPA of 2.00 – 2.29 Fail GPA below 2.00

The Theology and Social Sciences programmes are graded using the letter grading system which is as follows:

Division Percentage of Final Average   Letter Grade
First Class Honours  70 - 100%  A
Upper Second Class  60 - 69% B
Lower Second Class  50 - 59%  C
Pass 40 - 49% D
Fail  0 - 39  F

 

 Examination results are released after they have been processed at the departmental level, passed and ratified by the Faculty Board, and final approved by the Senate. The exams results consist of both coursework and examinations. Examination results are NOT released at the beginning of a new semester. Students should register and continue with their studies awaiting exam results.

Discontinuation on academic grounds occurs when a student fails to meet the minimum academic grades for the programme of study. Discontinuation on academic grounds follows two academic warnings.
Students who are discontinued on academic grounds will be allowed to apply for re-admission and further be allowed to transfer credits for subjects with a C grade and above. The following conditions will apply:

      • The student will complete a new Application Form hence will be issued with a new student number.
      • The student may apply for credit transfer for units with a C grade and above within the first two weeks of the semester.
      • The student pays 20% of the unit cost for credits transferred. 
In instances where a candidate objects to the marks awarded he or she should follow the procedure to appeal.

APPEALS AGAINST CONTINUOUS ASSESSMENT MARKS
1. If a candidate is not satisfied with the grades on the continuous assessment, he or she, in the first instance, may discuss the matter with the lecturer concerned2. If the candidate is dissatisfied with the explanation of the lecturer concerned, he or she may appeal in writing to the head of the concerned department who may either make a decision in consultation with the lecturer concerned, or refer the matter to the Departmental Committee.
3. If the candidate is not satisfied with the decision of the Head of the department or that of the Departmental committee, the candidate may appeal in writing to the Dean of his or her faculty.
4. Upon the receipt of the appeal, the Dean of the Faculty shall have a meeting with the DVC Academics, the Head of the concerned department, and the lecturer concerned. This meeting shall make a decision on the matter, and the decision of this meeting shall be final and binding on the candidate, the department the Faculty, and the University at large and no further appeal shall be tenable against this decision.APPEALS AGAINST UNIVERSITY EXAMINATIONS
1. Candidates wishing to appeal against the University Examination Results as declared by the Senate may do so in writing addressing their appeal to the Senate through the DVC Academics. Appeals should be made within two weeks after official release of exam results.
2. Candidates appealing against their examination results shall be required to pay such fee as determined by the Senate. This fee shall not be refundable.

The college aims at preparing students to know how to use information which is not theirs by acknowledging its sources.DEFINITION OF PLAGIARISM
Plagiarism is the inclusion of someone else’s intellectual property, words, ideas, or data as one’s work. When a student submits work for credit that includes the words, ideas, or data of others, the source must be acknowledged by the use of complete, accurate, and specific references, such as footnotes, or in text citations.Rules of citation may vary slightly among disciplines. By placing one’s name on work submitted for credit, the student certifies the originality of all work not otherwise identified by appropriate acknowledgements. On written assignments, if verbatim statements are included, the statements must be enclosed by quotation marks or set off from regular text as intended extracts.In academic work, plagiarism is the cardinal sin and must be avoided at all times! Plagiarism can be avoided by the careful application of normal academic standards to all assignments. A student will avoid being charged with plagiarism if there is an acknowledgement of indebtedness.Indebtedness must be acknowledged whenever:

      • One quotes another person’s actual words or replicates all or part of another’s product. (Direct copying of text from a book, article, fellow student’s essay etc. without proper acknowledgement is plagiarism)
      • One uses another person’s ideas, opinions, work data, or theories, even if they are completely paraphrased in one’s own word; (claiming individual ideas derived from a book, article etc. as one’s own, and incorporating them into one’s work without acknowledging the source of these ideas of plagiarism. Overly depending on the work of one or more individuals without proper acknowledgement of the source, by constructing an essay, project etc., by extracting large sections of text from another source and merely linking these together with a few of one’s own sentences, is also unacceptable).
      • One borrows facts, statistics, or other illustrative materials such as: maps, charts, diagrams, and photographs – unless the information is common knowledge

Unauthorized plagiarism
Collaboration with others on papers or projects can inadvertently lead to a charge of plagiarism. In addition, it is plagiarism to submit as your own any academic exercise prepared totally or in part by another. Plagiarism also includes submitting work in which portions were substantially produced by someone acting as a tutor or editor. The university expects all students to strive for standards of academic excellence and that they adhere to the University guidelines on plagiarism and cheating. Plagiarism can occur both non-intentionally or intentionallyNon –Intentional plagiarism
Non-intentional plagiarism occurs when a student is not following rigorously standard academic practice and fails to cite all sources of information. It is a form of academic practice and fails to cite all sources of information. It is a form of academic laziness and should be avoided. In cases of non-intentional plagiarism the following action will be taken:

      • 10% of total course mark will be deducted from any assignment where non-intentional plagiarism occurs. That is 3 marks out of 30 for BD, BBA, BAC, BBIT and other Courses (except languages where it will be 5 marks out of 50).
      • The deduction and the reason will be stated on the returned assignment.
      • The incident and action taken will be reported in writing to the Head of Department and to the office of the DVC Academics.
      • If a student is found to plagiarize consistently in various disciplines, the case may be taken to the Board of Examiners for further action and to the Senate for final decision.

Intentional Plagiarism
Intentional plagiarism occurs when a student uses material with the deliberate intention to pass it off as his or her own, and with no attempt to acknowledge the source of the information.In cases of intentional plagiarism the following action will be taken:

      • The suspected case of intentional plagiarism will be referred to the Departmental Committee. 
      • The plagiarized sections in the assignment should be clearly indicated and cross referenced against the source.
      • The student should then be summoned to appear before the Departmental Committee to explain his or her action.
      • If it is agreed by the Departmental Committee that it is a case of intentional plagiarism, the assignment in question shall be given a null mark.
      • The case and the action taken shall then be reported in writing to the office of the DVC academics.
      • A student, who is found to have plagiarized intentionally on more than one occasion during the course of the degree, will receive a zero grading (0/Fail) for the subject(s) concerned and will be barred from sitting for the examination in the course(s).
      • The Board of Examiners will be notified by the Office of the registrar of the action taken.

APPEALS PROCEDURE REGARDING PALGIARISM
If a student is not satisfied with the action taken following a case of suspected plagiarism, an appeal may be made as follows:Appeal for Non-Intentional Plagiarism

      • The student must discuss the matter with the lecturer within one week of the assignment being returned to him or her.
      • If the student is still not satisfied an appeal should be made to the Head of Department in writing, within another one week. The assignment must be given to the Head of Department with the letter of appeal. The Head of Department may then discuss the case with the lecturer and the aggrieved student. If no agreement is reached, the student may appeal to the Departmental Committee through the Head of Department.
      • If not satisfied with the decision of the Departmental Committee, the student may appeal in writing to the Dean of the Faculty, and finally to the office of the DVC academic, whose decision will be final.

Appeal for Intentional Plagiarism

      • An appeal must be made in writing to the Office of the Dean of the relevant faculty within one week of the decision of the Departmental Committee. The assignment together with the letter of appeal must be given to the Office of the Dean of the faculty.
      • If the case is upheld, the Office of the Dean of the faculty will notify the Board of Examiners.

At the completion of the University course, and after satisfying the Board of Examiners, and the Senate, a student will be invited to a graduation ceremony as organized by the University at which the degree will be conferred. Each Faculty will submit the lists of those who are eligible for graduation to the DVC’s office so that they can be invited to graduate. Those who are invited to a graduation ceremony, but fail to attend shall graduate at the same ceremony in absentia, and not in the following year. At graduation the University shall provide both the certificate and transcript to each graduating student.CHARGES FOR EXTRA TRANSCRIPTS AND/ LOSS OF CERTIFICATES
The office of the Registrar will prepare transcripts for each graduating student for graduation day.

    • Students needing extra copies of transcripts may obtain them on payment of the required charges.
    • The university is not responsible for mailing transcripts to colleges or universities where a student is applying for further studies.
    • Mailing transcripts to other institutions is solely the responsibility of the students.
    • In case of loss of certificate, the university will prepare a replacement after a police abstract is produced by the student concerned. The certificate will bear the inscription “Replacement Certificate”.
    • If the loser of the certificate graduated when St Paul’s University was “St. Paul’s United Theological College” he or she will receive a copy of the lost certificate in the name of St Paul’s University but bear a statement that the certificate was issued when the institution was St. Paul’s United Theological College.

Click here to download the new exam regulations.

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