Continuous Education

1.   BACKGROUND

The Ethiopian Government develope and utilize a remarkable education policy which geared to use education as an effective instrument for the socioeconomic development of the country. To realize this policy, the government has been established new universities in different corners of the country along with expansion of the already existing ones. Addis Ababa Science and Technology University, which is one of the two science and technology universities, is not an exception in this regard. It is well known that one of the major objectives of public universities is providing continuing education opportunity for those who don’t get chance to enroll in the regular program. It is also expected to provide short-term trainings for employees of government and non-government enterprises and entrepreneurs as per their need. In addition, it is used as means of motivation for academic and administrative staffs of the university by providing additional means of income and scholarship for knowledge, skill and career development. However, in the absence of working guideline it remains a challenging task to handle such educational scheme. Consequently, this guideline is prepared based on practical experiences of other universities.

2.   THE PURPOSES OF THE GUIDELINE

Generally, the main objective of this guideline is to facilitate and optimize the activities of the Continuing Education Program Directorate Office and its specific objectives are:

  • To organize and systematically arrange the rules and regulations of the CEP.
  • To standardize the teaching learning process of the CEP.
  • To regularize the tuition fee and other fees related to the CEP.
  • To regulate the par-time payments and benefits of the teaching and supporting staffs involved in the program.
  • To specify the roles and responsibilities of the executives and staff members of the Continuing Education Program Directorate.

3.   ADMINISTRATIVE RESPONSIBILITIES OF THE CEPD

It is the responsibility of the Continuing Education Program Directorate (CEPD) to identify the educational needs of the society and make provisions to meet these needs by proposing new programs leading to undergraduate and postgraduate degrees and diplomas. It is also the mandate of CEPD to organize certificate programs, short term trainings, and related activities in consultation and full cooperation with the appropriate offices.

With respect to the implementation of programs identified under the provisions of the senate legislation, the Directorate of Continuing Education Program shall provide all administrative services specified therein.

With respect to programs not specified in the senate legislation, complete administrative responsibility shall fall on the Directorate of Continuing Education Program.

  1. OPERATIONAL STRUCTURE OF THE CEP DIRECTORATE

 

5.      JOB DESCRIPTIONS OF THE VARIOUS EXECUTIVES OF THE CEPD

The various executives and staff members of CEPD have the following, accountability, appointment, terms of services, duties and responsibility and remuneration in the structure.

5.1.CEPD DIRECTOR

5.1.1.      ACCOUNTABILITY

The director of the Directorate of Continuing Education program shall be accountable to the Academic Vice President.

5.1.2.      APPOINTMENT

The director of the CEP Directorate shall be appointed by the university president from among the full time academic staffs with a minimum of a lecturer rank.

5.1.3.      DUTIES AND RESPONSIBILITIES

The director shall have the following duties and responsibilities:

  • He/she Prepare short, medium, and long term plans of the Directorate;
  • Prepare working guidelines and manual to facilitate proper conduct of the continuing education programs and monitor their implementation;
  • He/she oversees the Directorate’s daily activities and operation, hires and develops staff;
  • Ensures that the Directorate meets required regulations and educational standards;
  • Ensures whether the existing programs of CEP are justifiable in the light of the country’s and the region’s policies and needs;
  • Investigate the demand for CEP and propose new programs, and implement upon approval by the university Management Council;
  • Seek appropriate ways and mechanisms to enable the CEP to become self supporting by charging customers appropriate tuition and service fees;
  • Explore the feasibility of expanding CEP to different satellite centers in consultation with the various colleges of the university as well as with governmental and nongovernmental organizations;
  • Facilitate and coordinate the need assessment of CEP in main campus as well as satellite centers;
  • Assure that the incomes and expenses of CEP are handled according to the financial regulations of the university;
  • Prepare academic calendar of CEPD;
  • Compile and submit quarterly and annual academic, administrative, and financial reports to the office of the AASTU President and Academic Vice president;
  • Collect suggestion or complaints from customers specifically students and take corrective measures;
  • Review and prepare the necessary formats for contractual agreements with clients (organizations and/or individual students particularly who offered scholarship) in consultation with legal office;
  • Set selection criteria, recruit, interview and hire part-timer applicants for CEP academic positions;
  • Carry out other CEP related assignments given by the AASTU President and Academic Vice President.

5.1.4.      REMUNERATION

The CEPD director will be entitled to a monthly tax deductible responsibility allowance of 350 ETB. She/he will also be paid 6 (six) Credits less than the higher credit hours signed by an extension teacher.  S/he is also entitled to obtain all privileges stated on the Senate legislation like course load exemption and credits given to extracurricular activities by departments.

5.2.ASSISTANCE DIRECTOR

5.2.1.      ACCOUNTABILITY

The assistance director is accountable to the director of CEPD.

5.2.2.      APPOINTMENT

The assistance director shall be hired and become a full-time worker of the CEPD.

5.2.3.      DUTIES AND RESPONSIBILITIES

  • Assists the director in the overall activities of the  of the CEPD;
  • Conduct general administrative and financial services in the office of CEPD;
  • Develop mechanisms for efficient utilization of existing human, material and financial resources;
  • Create a link with business, development and administrative wing of the university especially pertaining financial as well as administrative matters;
  • Plan and execute schemes and programs that promote academic excellence and welfare of CEP students;
  • Ensures that courses offered in the CEP are in accordance with academic standards set for the regular full time program;
  • Assure that the incomes and expenses of CEP are handled according to the financial regulations of the university together with finance, Income generating and expansion departments;
  • Facilitate payments related to per diem, and transportation, for instructors and supporting staffs, that are directly involved in the continuing education programs after receiving a written approval of successful accomplishment of task from concerned bodies;
  • Summarize financial flows of the Directorate and produce reports indicating the cash-ins and outs (analyze the cost effectiveness of each departments) to the director of CEP at the end of each semester/term;
  • Organize and facilitate the promotion works of the CEPD;
  • Prepare and submit quarter and annual administrative and financial reports to the Directorate director;
  • Set selection criteria, recruit, interview and hire temporary employment applicants for CDE program administrative positions;
  • Prepare and request annual budgets for the Directorate;
  • Organize and lead the office activities including the immediate follow up of the office worker and Monitor the efficiency of human resources of CEPD;
  • Prepare and submit quarterly and annual academic reports on the activities of CEP to the Directorate director;
  • Make sure that the necessary administrative staffs are assigned to carry out CED related activities in consultation with Human resources;
  • Administer the property of the CEPD;
  • Plan, coordinate, and direct a broad range of services that allow the Directorate to operate efficiently;
  • Plan, guide and monitor the administrative matters of the CEP;
  • Check and assure that all contractual agreements are appropriately filled as per the prior agreement and signed by all concerned bodies before submitted to CEPD director;
  • Closely follow the operation of teaching-learning processes in the main campus and satellite centers.
  • Review working guidelines and manuals to facilitate proper conduct of all academic related matters and proper service delivery of the administrative aspects of the CDEP and monitor their implementation by communication with the concerned bodies;
  • Prepare and submit quarterly and annual reports of all administrative activities of CEP to the director;
  • Assure records of CEP students and issue statistical information as required;
  • Ensure submission of grades on time and facilitate the registration of students according to the academic calendar of the Directorate;
  • communicate with the CEP staff on matters affecting academic or administrative aspects of the Directorate;
  • Provide office orientation for new employees.
  • Supervise administrative employees.
  • Oversee centralized operations that meet the needs of multiple departments, such as information and data processing, mail, and transportation services.
  • Carry out other CEP related assignments given by the CEPD director.

5.2.4.      REMUNERATION

The assistance director will be entitled to a monthly tax deductible salary of ………………….

5.3.SATELLITE PROGRAM COORDINATORS

5.3.1.       ACCOUNTABILITY

The Satellite program coordinators are accountable to the Assistance Director.

5.3.2.      APPOINTMENT

The Satellite program coordinators will be assigned by the CEP director in consultation with AVP on the basis of contract or full time and he/she shall be a minimum of diploma holder.

5.3.3.      DUTIES AND RESPONSIBILITIES

  • Prepare class and exam schedules of the center on time in consultation with concerned bodies in the satellite centers;
  • Help and facilitate student registration and tuition fee payment in the satellite center;
  • Work as a liaison officer, forward student request regarding readmission, registration, course repetition, Course exemption and others to CEPD;
  • Disseminate the required information to students on time;
  • Administer the property of the CEP in the satellite centers;
  • Report on its activities to the CEP Assistant Director;
  • Prepare and submit course offering by specifying lecture hrs, lab. hrs and tutorial hrs to A/director for cost analysis;
  • Provide advice to students with respect to course progression and other ‘academic’ queries;
  • Supervise program activities on weekends;
  • Responsible for responding to customer inquiries and making sure that any problems they are experiencing are resolved.
  • Carry out other CEP related assignments given by the CEPD/assistance director.
  • SECRETARY
    • ACCOUNTABILITY

The secretary is accountable to the CEP Assistance Director.

  • DUTIES AND RESPONSIBILITIES
  • Setup accommodation and arrange entertainments for CEPD visitors;
  • Maintain CEPD’S calendar;
  • Create, modify and Maintain hard and soft copies of documents;
  • Maintain office files, open and distribute the office mail, take minutes during meetings and coordinate the repairs of office equipment;
  • Maintain the confidential records and files of decisions taken, policies and office procedures;
  • Prepare payment of par-time staff, invigilators, honorarium, and other payable CEP related activities.
  • Assist the visitors, answer telephones and answer all the queries and direct them to the concerned office holder or staffs;
  • Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing;
  • Sign for and receive and distribute airborne packages or letters;
  • Coordinate and maintain records for staff office space, phones, and office keys;
  • Prepare agenda on the basis of the issues that need to be discussed and inform the respective members about the meeting and take confirmations about the same. The secretary needs to prepare the memos for informing the required members as well;
  • Prepare minutes of the meeting –
  • Carry out other CEP related assignments given by the CEPD Director/Assistant Director.

5.5.ASSOCIATE REGISTRAR

5.5.1.      ACCOUNTABILITY

The Associate Registrar is accountable to the assistance director.

5.5.2.       DUTIES AND RESPONSIBILITIES

  • Develop academic programs, monitor students’ educational progress, and manage student academic counseling and other student services;
  • Assess feasible programs in the college and report to the immediate associate deans;
  • Create program leadership including development, maintenance and review of the course in consultation with the immediate associate deans for academic affairs;
  • Monitor program development from initial idea to narrative drafting;
  • Assure that classes and exam schedules are prepared on time and implemented as per the academic calendar of the university;
  • Assure records of CEP students and issue statistical information as required;
  • Prepare class and exam schedules a head of time and notify all concerned offices and students;
  • Develop and regularly update all CPE programs fact sheets;
  • Advise the record and documentation workers of any issues or concerns regarding students, the material or administration;
  • Identify and plan training needs of the record and documentation workers and summit to the human resource development unit follow its implementation.
  • Administer record keeping;
  • Production of an end of semester report which should contain the following and should be in hard copy to the CEP Administrator:
    • Spreadsheet containing full student list and performance, mark list on each aspect of assessment including Attendance, Assignment, Quiz, final exam and a final grade obtained;
    • Some key data from the spreadsheet like Mean marks and standard deviations for each assignment as well as the final percentage;
    • A short report with information regarding staff used, including session markers, locations and modes. Any problems encountered, student response or teaching materials that will be useful for the next time the unit runs;
    • Provide comments on instructors’ performance/evaluation.
  • Contribute to school strategic planning in relation to the development of the CEP in consultation with the Directorate assistance director;
  • Conduct other duties related to CEP as assigned by the assistance director.

5.6.RECORD AND DOCUMENTATION OFFICER

5.6.1.      ACCOUNTABILITY

The record and Documentation workers are accountable to the associate registrar.

5.6.2.       DUTIES AND RESPONSIBILITIES

The record and documentation officers will perform the following duties:

  • Register students, record grades, prepare students’ grade report and transcript, and evaluate academic records;
  • Run the CEP students record by creating paper and electronic files, filing and retrieving information in accordance with the University enrollment and examination record management procedures;
  • Manage the location and storage of records under the direction of the office of the university registrar directorate;
  • Ensure that access to records is controlled at all times in accordance with the University enrollment and examination policy and procedures;
  • Take part in work of a manual movement of records between storage areas;
  • Maintain management of information by updating spreadsheets, web pages, and database records;
  • Provide some clerical and secretarial support to the record and documentation unit for effective running of the section;
  • Analyze enrollment and demographic statistics;
  • Manage the process of recruiting, evaluating, and admitting students and work closely with financial aid directors, who oversee scholarship, fellowship, and loan programs;
  • Present CEP catalogs, schedules, and other information on Addis Ababa Science and Technology University website;
  • Responsible for responding to customer inquiries and making sure that any problems they are experiencing are resolved
  • Determine who in the university is best suited to answer a customer’s questions.
  • Conduct other duties related to CEP as assigned by CEP Director/assistance director.

5.7.ADMISSION OFFICER

5.7.1.       ACCOUNTABILITY

The Admission Officer is accountable to the Associate Registrar.

5.7.2.      DUTIES AND RESPONSIBILITIES

  • Prepares Academic Calendar of the CEP.
  • Based on course offering notify tuition fee per semester ahead of time and coordinates the whole process of fee collection;
  • Ensure that appropriate and accurate advice is provided to students in relation to Program and unit selection;
  • Ensure that all students of CEP have made payments during registration per semester in line with the regulations of the office of the CEP directorate by collecting copy of registration slip and receipt from students;
  • Prepare enrolment statistics of the CEP students and submit the report to the respective offices.
  • Prepare working guidelines and manuals to facilitate proper service delivery of the administrative and academic aspects of the CEP and monitor their implementation;
  • Assess and present the demand for CEP and/or new programs in main campus and in different satellite centers.
  • Prepare class and exam schedules a head of time and notify all concerned offices and students;
  • Facilitate screening new CEP entrants, registration and advisory services in the respective course of study;
  • Work with students to resolve issues and problems not addressed at the unit level to ensure that they are retained and achieve their academic/personal enrichment goals.
  • Serve on university-wide, district-wide, or ad hoc committees as directed to address systematic CEP academic issues.
  • In collaboration with the  record and documentation unit, arrange and conduct orientation for new entrants;
  • Direct and coordinate the provision of student services;
  • Conduct other duties related to CEP as assigned by CEP Director/assistance director.

5.8.STUDENT SUPPORT SERVICE

5.8.1.      ACCOUNTABILITY

The Student Support Service officer is accountable to the CEP Assistance Director.

5.8.2.      DUTIES AND RESPONSIBILITIES

The student Support Service officer will perform the following duties:

  • Apply principles of accounting to analyze financial information and prepare timely financial reports
  • Prepare the CEP directorate office profit and loss statements and cost accounting reports by utilizing appropriate accounting control procedures;
  • Compile and analyze the CEP financial information;
  • Maintain and coordinate the implementation of accounting and accounting control procedures;
  • Analyze and review the CEP budgets and expenditures;
  • Prepare and review budget, revenue, expense, and other accounting documents;
  • Monitor and review accounting and related system reports for accuracy and completeness;
  • Resolve accounting discrepancies;
  • Develop and maintain financial databases, computer software systems and manual filing systems;
  • Coordinates and administers program activities and student support to enrolled and prospective students, such as course registration, graduation processing, petitioning, withdrawals, program documentation, computer accounts, information sessions, receptions, and student orientation;
  • Assists in the identification of target groups in consultation with academic departments/programs for student recruitment on and off campus; makes visits to appropriate groups (community colleges; schools, workplaces, etc.); implements internal systems and materials for delivery of student support services;
  • Collaborate with colleges and relevant university offices to ensure a coordinated approach to student recruitment and retention activities;
  • Serves as liaison to enrolled prospective student and internal constituencies in facilitating program objectives;
  • Initiates, develops and sustains strong positive relations with associate deans and department heads to ensure achievement of the mission and goals of the Directorate;
  • Facilitate payments of instructors and supporting staffs that are involved in the continuing education programs based on prior agreement.
  • Based on course offering notify tuition fee per semester ahead of time and coordinates the whole process of fee collection.
  • Assists with review of the university student support initiatives to ensure student, college and administration needs are met;
  • Prepare the necessary formats for contractual agreements with clients (organizations and/or individual students) and assure that they are signed by concerned bodies;
  • Ensure that agreements are established with administration and remuneration set prior to teaching;
  • Maintains student records on database, creates and provides reports; provides contact point for enrolled and prospective student information;
  • Attends and participates in staff meetings, professional development seminars and other student support related meetings;
  • Conduct other duties related to CEP as assigned by CEP Director/assistance director.

5.9.MESSENGER/OFFICE GIRL/BOY

5.9.1.       ACCOUNTABILITY

The messenger is accountable to the CEP Secretary.

5.9.2.       DUTIES AND RESPONSIBILITIES

  • Collect mail from the post office, sorting and distributing throughout the departments
  • Deliver or receive message and/or letters
  • Post notice on the notice board
  • Pick up and carry messages, documents, packages, and other items between offices or departments within an establishment or to other business concerns.
  • Perform other duties related to CEP as assigned by CEP Director/assistance director.

5.10.              COLLEGE ASSOCIATE DEANS

5.10.1.  ACCOUNTABILITY

The College Associate Deans are accountable to the School Deans/CDEPD.

5.10.2.  APPOINTMENT

The College Associate Deans shall be assigned by the Academic V/President from among the full-time teaching staff with a minimum of a lecturer rank.

5.10.3.  College Associate Deans shall have the following duties and responsibilities:

  • Prepare annual plan (action plan) of CEP of the respective college.
  • Plan, guide and monitor the academic matters of the CEP;
  • Plan and execute schemes and programs that promote academic excellence and welfare of CEP students;
  • Ensures that courses offered in the CEP are in accordance with academic standards set for the regular full time program;
  • Prepare and submit quarterly and annual academic reports on the activities of CEP to the Directorate director;
  • Visit classrooms, observe teaching methods and Instructional Medias, review instructional objectives, and examine learning materials.
  • Evaluate the performance of instructors in their duties through different mechanisms and ensure the assignment of effective and efficient instructors by performance rating.
  • Counsel students on personal, educational, or vocational matters;
  • Assure that classes and exam schedules are prepared on time and implemented as per the academic calendar of the university;
  • Closely follow the operation of teaching-learning processes in the main campus, satellite and tutorial centers.
  • Ensure the preparation of CEP course catalogue in all programs and monitor their implementation;
  • Assure records of CEP students and issue statistical information as required;
  • Collect and obtain all course materials like course curriculum or catalogue and course outlines for each course of study
  • Represent the CEP in the Colleges’ Academic Commission, respective departments and other standing committees of the College;
  • Develop and handle all necessary portfolio of his/her program including instructors profile (CV, academic credentials and other supporting documents);
  • Monitor the overall performance of continuing education program in the college including rejection of instructors found incapable, irresponsible, inattentive and those whom performance rating is low and whom students have complained on;
  • Report to CEP director about instructors assignment from outside (market or industry) to bring the desired quality education;
  • When the number of applicants are more than required the Associate Deans has the right to select those best candidates based on their performance, elegance, and feedback from recommendation;
  • Fill appropriately and Sign agreement with elected instructors as well as lab technicians and respective deans, then present to CEPD;
  • Make necessary advertisements and call students to launch any new course of study;
  • Assign appropriate instructors for each course delivered by the college including service courses;
  • Keep records of classes conducted by each instructor by selecting class representatives and ensure that missed classes are properly compensated and produce timely report to the directors for action;
  • Facilitate screening new continuing education program entrants, registration and advisory services in the respective course of study;
  • Prepare class and exam schedules a head of time and notify all concerned offices and students;
  • Making sure that class offerings, laboratories, tutorials and workshops are appropriately conducted according to the schedule;
  • Supervise class activities, Oversee the handling of examinations as scheduled and report to the CEP office for action about the absence of invigilators and any exam irregularities;
  • Develop quarterly and annual program implementation reports and submit it to the directors;
  • In collaboration with the head of record and documentation unit, arrange and conduct orientation for new entrants;
  • Prepare and submit course offering to CEP office ahead of time for cost analysis by specifying lecture hrs, lab. Hrs, tutorial hrs and others;
  • Serve as academic advisor;
  • Carry out other CEP related assignments given by the CEP Director/assistance director.

5.10.4.  REMUNERATION

Each College Associate Dean will be entitled to a monthly tax deductible responsibility allowance of ………………..ETB. She/he is also entitled to obtain all privileges stated on the Senate legislation like course load exemption and credits given to extracurricular activities by departments.

6.      RULES AND REGULATIONS IN CEP

6.1. PRINCIPLES OF EDUCATIONAL POLICY AND ACADEMIC CALENDAR

Principles of Educational Policy and Academic Calendar for continuing education programs shall be done in accordance with the stipulations of Article 70 and 71 of the senate legislation.

6.2. ADMISSION TO CEP

The admission to CEP program shall be done in accordance with the provisions of Article 74 of the university senate legislation. The following students will be legible to admission:

  • Students who complete preparatory program with above the pass mark of the year;
  • Diploma graduates from accredited higher education institutions such as 10+3 complete with COC result;
  • Graduates who have a BA/BSC degree and above from higher institutes may apply for admission to the continuing education programs;
  • All students are required to get above the pass mark for the entrance examination to get admission.
  • In case where colleges/departments have their own special requirements, applicants should fulfill those requirements;
  • Admission applications shall be submitted by applicants to the office of CEPD. Applications shall be processed and placements shall be finalized by the college CEP Coordinators/ Associate Deans and associate Registrar of CEP.

7.      ACADEMIC ADVISOR /GUIDANCE AND COUNSELING

Academic advisor services in CEP shall be done in accordance with the provision of Article 77 of the senate legislation.

8.      CLASS SIZE TO BEGIN A NEW PROGRAM

A minimum number of 45 students shall be used to commence a new class in the continuing education program. However, based on the issues of cost effectiveness of the programs the class size shall be subjected to change.

9.      SEMESTER LOAD OF CEP STUDENTS

  1. The normal load in evening and weekend programs shall be 14 to 18 ECTS or 8-12 credit hours per semester.
  1. A student may be allowed to take a load of up to 22 ECTS or 15 credit hours when the student is at graduation year after passing all courses taken up to date.
  1. The normal load for evening and weekend students in the 3rd (Kiremt) semester shall be 12 to 14 ECTS or 6 to 8 credit hours.
  1. The Semester Average Number Grade (SANG) or SGPA calculated at the end of each Semester, in conjunction with Cumulative Student Status, shall be used to determine the academic status of a student.

10.  BLOCK COURSE OFFERING

Unless there is forcing element block course offering particularly for evening and weekend programs will not be encouraged.

11.  STUDENTS EVALUATION OR ASSESSMENT METHODS

CEP students’ assessment methods shall be in accordance with the continuous assessment method that includes certain percent of quizzes, individual and group assignments, projects, final examination, and attendance. The exam evaluation shall be transparently observed to students.

12.  EXAMINATIONS, GRADING SYSTEM AND COMPLAINTS

Examination processes, grading system and complaints handling in CEP shall be done in accordance with the provisions of Article 86 to 92 of the legislation. In addition, the following rules are developed particularly pertaining to the continuing education:

  1. Questions will be formulated by the instructor of the course to assess the students in view of the preset objectives of the course.
  2. The examination should contain different types of questions, (close and open-ended) and shall be a continuous assessment method to evaluate learners fairly.
  3. The examination may take 2 to 3 hours depending upon the credit value/ nature of the courses.
  4. There shall be a minimum of two assignments (total of 20%), individual and group assignments (total of 20%), attendance 10% and final examination (50%) for each courses and it must be declared in advance. The final examination is worked out independently in a controlled environment.
  5. Results of assignments shall not be converted into a hundred percent for a student who did not take the final exam.
  6. For non-graduating students allowed to take make-up exams, the exam will be administered at the time of examination when the course is available for other students at other term(s).
  7. However, for graduating students allowed to take make-up/ supplementary exams, the exam will be given within a short time in such a way that grade will be available for graduation on basis of 100ETB payment per course.

13.  FINANCIAL MANAGEMENT

Any budget related matters, tuition fees, registration fees, penalty and expenditures are carried out in accordance with existing financial rules and regulations of the university up on the decision of the management. The Directorate of continuing education will notify cost analysis of each program to the university community per term/semester.

13.1.     PAYMENTS RELATED TO CEP

13.1.1.        TEACHING PAYMENT FOR INSTRUCTORS

The rate of payment to instructors in CEP shall be as per contact hours and Academic rank of the instructors. Therefore they will be paid:

  1. 00ETB per contact hour if their academic rank is assistant professor and above.
  2. 00ETB per contact hour if their academic rank is Lecturer.
  • 00ETB per contact hour if their academic rank is Graduate Assistant to Assistant Lecturer.
  1. One Laboratory hr as well as one tutorial hr equivalent to 2/3 of the lecture hour. Therefore the main instructor would be paid an additional amount of money equal to the amount of money paid for lecture to his rank multiplied by 2/3 multiplied by the number of laboratory or tutorial contact hrs.
  2. Therefore s/he will earn the following tax deductible total amount of money in two different terms/installments within one semester; (Amount of money paid for his academic rank X No of lecture hrs X No of Groups for lecture)/week X 16 weeks) +(2/3 of Amount of money paid for his academic rank X No of lab hrs X No of Groups for lab)/week X 16 weeks) +(2/3 of Amount of money paid for his academic rank X No of tutorial hrs X No of Groups for tutorial)/week X 16 weeks)
  3. S/he will be paid the first installment within two months of class begin after reception of reports about her/his performance and approval by CEP Director and the last installment after submission of final grades and approved by CEP Director and Finance head.

13.1.2.  TEACHING PAYMENT TO TECHNICAL ASSISTANTS

  1. Payment for research assistant or technical assistant shall be 45ETB per one Laboratory hour for a group of students up to 40 members.
  2. S/he will earn the following tax deductible total amount of money in two different terms/installments within one semester; (Amount of money paid for his academic rank X No of lab hrs X No of Groups for lab)/week X 16 weeks).
  • S/he will be paid the first installment within two months of class begin after reception of reports about her/his performance and approved by CEP Director and the last installment after submission of final grades and approved by CEP Director and Finance head.

13.1.3.  CLASS SIZES PER SECTION

i)        Lecture for undergraduate program———————–up to 80 students, if > 80 treated as two class

ii)      Lab/Field sessions———————————————up to 40 students, if > 40 treated as two class

iii)    Tutorial————————————————————up to 60 students, if > 60 treated as two class

13.1.4.     PAYMENTS FOR MAKE UP EXAM ADMINISTRATION

Make up examination is totally discouraged but if Academic Commission of the college permits upon presentation of evidences, the student who request make up examination will cover all the costs related to make up examination.

 

 

  • PAYMENT FOR PART TIME WORKS DURING REGISTRATION AND EXAMINATION PERIOD
  1. Driver, security and janitor for part time work ———————————-birr 8 per hour.
  2. Registrar office works during registration for part time work—————–birr 12 per hour.
  • Cashier and accountant for part time work ————————————–birr 15 per hour.
  1. Managing bodies (Coordination and supervision) for part time work——–birr 30 per hour.
  2. Advisors for part time work ——————————————————-birr 30 per hour.
  3. Invigilators (instructors) for part time work————————————–birr 45 per hour.

13.2.     FEE COLLECTION FROM STUDENTS

  1. Application fee —————————————————-birr 25
  2. Registration fee —————————————————-birr 35
  • Tuition fee for general (social Science) courses—————birr 65 per credit hour.
  1. Tuition fee for Engineering and science courses ————–birr 85 per credit hour.
  2. Laboratory fee (3 lab session or one credit hour)————–birr 331
  3. Fee for 3 workshop hours —————————————–birr 331.
  • Fee for tutor per hour———————————————–birr 64.

13.3. RE-FUNDING OF TUITION FEES

  1. i) Students who pay the whole semester’s fee but withdraw within the first, second, third and fourth weeks after registration are entitled to 80%, 60%, 40% & 20% reimbursement of the fee, respectively.
  2. ii) A student who withdraws after the fourth week of her/his registration is not entitled to any reimbursement of fee she/he has paid.

iii)        A student who drops the course on his/her interest/ personal cases is entitled to only 65% reimbursement of fee she/he has paid for the course.

  1. iv) A student who paid for the course for unknown reasons without the approval of CEPD is entitled to 75% reimbursement of fee she/he has paid.

13.4. DIFFERENT PENALTIES RELATED TO CEP

13.4.1. MISSED CLASSES

Instructors who miss classes are obliged to compensate the classes; otherwise the payment will be conducted by counting only the number of classes he/she taught. The students are expected to immediately report to the respected office after the 1st week of absenteeism of the instructors if not notified to students.

13.4.2. ABSENTEEISM FROM EXAM INVIGILATION

Absenteeism from exam invigilation in CEP might lead to penalty of 100.00 ETB per hour. Therefore a three hours exam will cause a penalty of 300.00 ETB with 50% of the penalty being paid to the substituted invigilator and 25% for administration and 25% for Government.

13.4.3. LATE SUBMISSION OF GRADES

Late submission of grades will lead to penalty of 100.00 ETB per the number of days delayed than the last date of grade submission. More over an instructor who cause a delay of more than two days and one who has repeated records of two delays shall not be engaged in CEP instructional assignments for the next seasons.

13.4.4. LATE REGISTRATION

Late registration other than the regular program of Addis Ababa Science and Technology University academic calendar will lead to a penalty of 25.00 ETB.

Note:  

These rates change whenever situations force.  The University tries its best to get maximum customer satisfaction by providing quality education with reasonable cost considering the capacity of the society.