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STUDENT HAND BOOK
OCTOBER, 2001 E.C.
1. The University
1.1 A Brief History of AXUM University
Axum University is one of the newly established 13 public universities in Ethiopia since 1999 E.C.
with five faculties
Faculty of Natural Science and Mathematics (FNSM)
Department of Mathematics
Department of Biology
Department of Chemistry
Department of Physics
Department of Health and Physical Education
Faculty of Social Science and Languages (FSSL)
Department of English
Department of History
Department of Ethiopian Languages
Department of Geography and E.Studies
Faculty of Business and Economics (FBE)
Department of Economics
Department of Accounting
Department of Banking & Finance
Department of Marketing Management
Faculty of Agriculture and Rural Development (FARD)
Faculty of Technology (FT)
Beginning 2000E.C. the Faculty of Agriculture and Rural Development opened four departments
(Department of Plant Science and Protection, Department of Soil & Water Mgt Engineering,
Department of Range Mgt, Animal Science & Marketing, Department of Rural Cooperatives &
Marketing) and the Faculty of Technology opened one department (department of Computer
Science and Information Technology)
At present the university includes:
Faculty of Natural Science and Mathematics (FNSM)- Department of Mathematics,
Department of Biology, Department of Chemistry, Department of Physics, Department of
Statistics, Department of HPE
Faculty of Social Science and Languages (FSSL)-
Department of English, Department of History,
Department of Ethiopian Languages, Department of Geography and E.Studies, Department
of Tourism and Hotel Management.
Faculty of Business and Economics (FBE)-
Department of Economics, Department of Accounting,
Department of Banking & Finance, Department of Marketing Management, Department of
Business Management, Department of Procurement and Supply Management
Faculty of Agriculture and Rural Development (FARD)- Department of Plant Science ,
Department of Water Resource & Irrigation Mgt, Department of Animal Production
& Technology, Department of Rural Cooperatives & Marketing
Faculty of Technology (FT) -Department of Computer Science and Information Technology,
Department of Mechanical Engineering and Department of Civil Engineering
1.2 Mission and Objectives of Axum University
Axum University aspires to be one of the leading higher institutions of teaching and learning in
Ethiopia and to continually improve the relevance and quality of education, research and
consultancy services to meet the development needs of the society.
Specifically, the university’s missions are to:
Provide high-quality undergraduate as well as post-graduate programs in various fields that
benefit the country, its citizens, and the world at large;
Engage in relevant research that can support the development endeavors of the country,
and artistic and scholarly activities that advance learning through the extension of the
frontiers of knowledge and creative endeavor;
Cooperate with governmental and non-governmental institutions to transfer knowledge in
science, technology, mining, commerce, health care, development, etc.;
Offer continuing and lifelong education programs for the personal enrichment, professional
upgrading, and career advancement and the fulfillment of the needs of adults to grow
further in knowledge thereby motivating, improving the quality and stabilizing the human
resource needs of the region and the country at large; and
Make the expertise of the university available to its local communities in ways that are
consistent with its teaching and research functions and contribute to the social, intellectual,
technological, and economic development of the country, the region, and the world.
General Objectives: The University shall have the following general objectives:
To cultivate, expand and transmit knowledge;
To provide education that fully develops the personality and strengthens the respect for the
dignity of the human beings, on the basis of mutual respect, trust, mutual understanding
and tolerance, free from ethnic, nationality, gender, religious or other prejudices;
To inculcate in the student the dignity of work and dedication for the well-being of society;
To produce competent professional imbued with a sense of social purpose with a view to
enhancing the socioeconomic development of the Ethiopian people;
To conduct research and studies in various fields that will help in solving society’s problems
and to disseminate fruitful results thereof;
To provide professional service at regional and national levels with a view to accelerating
social and economic developments; and
To provide training and consultancy by receiving service fees.
Specific Objectives: The University shall have the following specific objectives:
To provide skilled human resources at Degree level in Undergraduate and Postgraduate
education in various fields of studies.
To carry out research activities and consultancy services in various fields.
To introduce and share useful scientific and technological research outcomes with
beneficiaries in accordance with the working procedures outlined by the University and
other concerned bodies.
To provide long and short term in-service training and distance education to professionals
working in Governmental, Non-Governmental Organizations and the Private Sector.
2. Academic Rules and Regulations
2.1. Academic Calendar
Axum University operates on a semester basis of sixteen weeks each, between September and end
of June for the regular and evening programs. An academic calendar, which is the outline and
schedule for different academic activities, is prepared at the beginning of each academic year. This
academic calendar is posted to the students (regular, extension, summer etc) so that they can
perform and request different academic matters according to the specified schedule.
2.2. Admission and Placement
i) Admission at Year I level into Regular Undergraduate Program:
Admission to Year I level regular programs is granted by the Ministry of Education and processed by
the Office of the Registrar of Axum University.
Placement and Enrollment
This is carried out for Undergraduate students on the regular programs after they have been
admitted by the University, but before they are registered for the first semester.
a) Orientation is given by Faculties/Departments, Registrar (Admissions Officer), & Dean of
Students.
b) The Registrar Office distributes departmental choice form containing a list of departments
at the end of orientation.
c) Student fills out form listing his / her preference of departments on the form and submits to
Faculty the same day or in the next day at most.
d) Faculty Admission & Placement Committee decides student allocations to department
based on student demand, individual student ability and talent distribution. Faculties need
to employ the same criteria set by the MoE (and/or by the University as appropriate).
Criteria:
i) National Entrance exam result and preparatory school averages of courses; these
include core & other subjects associated with a particular field/stream and the weights
given to these usually determined by the MoE;
ii) Positive discrimination to females, disabled students and students from disadvantaged
regions and nationalities.
e) Each Faculty publishes lists of students by department and copies these to the Main
Registrar office within the prescribed period (a day)
f) Advisors are assigned to batch of students by departments.
g) Incorrect Placement
If a student is incorrectly placed in a Faculty/College different from his/her high
school area of study, then he/she applies to the Ministry of Education or to the
institution assigned. If his/her application is accepted by Ministry of Education then
he/she will be given a letter which places him/her to the desired Faculty. Upon
presenting the letter, the student will be admitted to the new Faculty/College.
Only students that are assigned from the Ministry of Education are allowed to be
admitted to the regular undergraduate program at Year 1 level.
h) Appeals:
In certain cases students unhappy with their allotted department can request reallocation
to another department; if
Two students agree to swap departments. This has become unacceptable as money got
involved in the process. Demanding a lot of money in exchange has become commonplace.
Thus, faculties/departments openly announce for students to compete and fill in places of
students who failed to report after assignment by the MoE and faculties.
One student presents suitable evidence that the allotted department is unsuitable.
ii) Admission with Transfer Cases
Transfer Cases within AXU
i. Students may apply for transfer from Department to Department or from Faculty to
Faculty (Of course this is impossible since it affects the no of graduates in a band)
within Axum University before the last date of add and drop for the semester they are
applying to.
ii. Students within Axum University requesting a transfer from one Department /Faculty to
another Department /Faculty must obtain a written consent from both
Departments/Faculties and present it to the University Registrar.
Process:
1. Student applies for transfer from one department to another – in the same or different faculty;
2. Student begins process by enquiring about transfer to new department. If new department is
willing, student then consults with current department.
3. Either department can enquire about the student’s ability and character; they have the right to
refuse or permit the transfer. If both departments are willing, student fills out Transfer form
from the Registrar office; OR
4. Student begins process by enquiring the registry (Admission office) about transfer to new
department.
5. Admission Officer issues transfer forms, if student is eligible for transfer based on the rules &
regulations of the university (provided that other conditions, such as space, are not limiting). The
preconditions include:
Transfer applications not considered after the time of add and drop for the semester one is
applying to.
NO ‘F’ GRADES IN HIS/HER RECORDS
Student should not have taken more than a semester’s Cr. hrs. to be eligible for transfer
Transfer is allowed to proceed with the process:
c). Student fills out transfer form in 4 copies and seeks the consent of both departments;
d) If both the departments are willing, a form is countersigned by: current Dept. Head, current Dean
of faculty, new Dept.Head, new Faculty Dean and registrar (Admission Officer).
e). Upon Successful completion, student clears from the current department and hands a copy
each of the completed clearance form to the current Department and registry (Admission
Officer). Reason for withdrawal on the clearance form is stated “Transfer to another
Department/faculty”.
Student Registers into the requested semester, entered on list of admitted / transferred
students and issued an ID card, whose number indicating his/her transfer status;
2.3. Registration and Identification Cards
A. Registration
After admission or placement (for regular undergraduate degree students) student collects Cost
sharing (Only for regular undergraduate degree Students) forms from his/her department and
Admission Application forms from the Registrar office and fills out the forms. The Application forms
require:–
i. Student’s bio-data and signature¸
ii. 1 passport photos (full name should be written at the back of each photo),
iii. Copies each of 10th grade National Examination Certificate, Preparatory School
Transcript and University Entrance Examination Certificate (EHEECE)
iv. On successful completion – student receives registration form (slip) to fill in
v. Student registers for 1st semester
vi. Registration (for a new semester) is processed as follows
This assumes the student is already admitted or readmitted to a program.
For each program, Department publishes list of courses for students to register on.
Department submits or posts in writing the names and signatures of instructors assigned as
advisors for each batch of students
Student collects registration forms from departments and fills out 3 copies based on
published list (this may not be the final list for a student with add & drop; some courses may
be added or dropped at the ‘add & drop’ stage);
Registration form is signed by student, then departmental advisor, and then submitted to
the Registrar office (Admission office).
Record Officers check each student for proper clearance at end of previous
semester/academic year; passing previous semester academically (status from student’s
grade report or previous semester’s master sheet): if not dismissal and proper clearance,
student can register;
If successfully completed, the Record officer puts an official stamp:
o reading “Registered” and date of registration on the forms, and
o reading “Renewed” & date of renewal on student’s ID for senior students (date of
registration on the ID of new entrants);
Note:
New admissions and readmissions are required to fill out class admission slips for each course
registered and get them signed by the advisor and stamped by registry. Student then gives each of
these to respective instructors when classes begin.
B. Identity Card
A student registered at the university is issued a non-transferable identification card with a unique &
permanent Identity Number. The card, which is a very valuable document requiring careful handling,
is the passport to services and facilities of the University. The Id. Number, which should appear on
every student documents, is required every time the student requests from university services, even
after graduation.
Identification cards are given to every new student and these cards must be
i. renewed each regular, evening or in-service session
ii. returned to the university registrar when the student withdraw or graduates
2.4. Courses Loads
A. Semester Load
Regular Undergraduate Students
i. The minimum credit hours to be taken by a regular student shall be 15; the maximum
shall be 19.
ii. Under special circumstances, all regular students in one class year and Department may
take up to 22 credit hours with the request of the Department and approval of the
relevant Academic Commission.
iii. Under special circumstances a non- graduating regular student may take up to 21
credit hours. For a non- graduating student to be able to carry maximum of 21 credit
hours, he/she must:
a. Be above first year and has CGPA of at least 2.50
b. Get approval from relevant Academic Commission.
iv. Under special circumstances a graduating regular student during the last semester of
graduation may take up to 23 credit hours. For a graduating regular student to be able
to carry a maximum of 23 credit hours, he/she must have a minimum CGPA of 2.25
and get approval from relevant Academic Commission (AC).
v. The normal load in the Distance and Continuing Education Programs shall be 9 to 12
credit hours per semester. A student may, however, be allowed to take extra load, up to
13 credit hours, provided that he/she is taking at least one course with 4 credit hours and
this must be approved by the Departmental Council (DC).
vi. Distance and Continuing Education students after two semesters with good academic
achievements (CGPA 3.50 and above) may apply to take additional courses with the
regular students, through their Department, to the Academic Commission. Such
students may be allowed to take more courses provided that they fulfill the following
requirements:
a. If they can prove that they are not employed or if they can submit a letter of
authorization from their employers.
b. If they maintain a CGPA of:
3.50 – 3.74 --------Additional one course
3.75 – 4.00 -------- Additional two courses
viii. The normal load for a fulltime graduate student is 9 to 15 credit hours or 6 cr.hrs of thesis
research work per semester. A part-time student is one who carries below the normal
required load and this status is allowed for a specific semester.
B. Adding and Dropping Courses
Because of the precise and defined nature of the courses offered by the University, students are not
allowed to add or drop courses except under exceptional circumstances to be recommended and
approved by the Department Head.
Students may add courses with the approval of both their academic advisor and the course
instructor, and may drop courses with their advisor’s approval and notification to the course
instructor using an appropriate drop/add form during the prescribed period in the academic
calendar.
A student consults his/her academic advisor on how to go about. If the academic
advisor agrees a student requests for special admission to deviate from the normal
course list by filling the add and drop form.
Student collects forms on add and drop from the registry (admission office) & fills out 4
copies, signs and gets them signed by his/her advisor;
Completed forms along with the normal registration slip are submitted to the registrar office
( admission office);
the record officer checks the forms for completeness puts a stamp on the copies and dates
them and gives back the registration slip and 3 of the Add & Drop copies to the student
Student gives one copy each to his/her advisor/department and the course instructor and
retains the other;
C. Class Attendance
A student is expected to attend all theoretical and practical classes for which he/she has registered.
A recorded absence of 20% (for theoretical Class) or 10% (for practical and laboratory Classes) or
more may constitute sufficient grounds to ban the student from sitting for the final examination in
that course. This permitted absence rate is not a right and is given so that students may deal with
unexpected problems and emergencies as they arise (such as death in the family or sickness).
Nevertheless, these cases must be supported by valid documents. Any student who has not
attended classes for three consecutive weeks will have to withdraw from the program;
2.5. Withdrawing and Clearing
Students who intend to withdraw from the University must first discuss the matter thoroughly with
their academic advisors. In principle, the University doesn’t encourage withdrawal unless the
student’s problem is very serious one, and students who withdrew for inadequate reasons may be
denied readmission. Application to withdraw must be presented to the respective Department
through the academic advisor. Reasons for withdrawal must be supported by reliable documents.
The application and necessary documents are then forwarded to the Department Head for a final
decision. If permission to withdraw is granted by the Department Head, the student must begin the
clearance process as soon as possible.
Clearance
Upon completion of each academic year (for vacation), graduation and proper withdrawal,
upon transferring from one department to another within the same faculty or between two
faculties and for ID replacement students must undergo proper clearance procedures. The
purpose is to ensure that a student has returned all university property and due payments
before discontinuing his/her study and leaves the campus. If such procedures are not strictly
followed, a student may later be denied use of all University services. No transcripts, degrees,
diplomas, readmission applications, letters of recommendations or other services will be
issued to students who have not submitted an appropriately completed and signed clearance
form to the Registrar.
Process:
Different clearance forms are available for different programs and purposes.
Process:
Student collects 3 copies of the relevant clearance form from the Registrar.
student completes the first part of the forms and gets them signed in the order indicated in
the form by the appropriate offices/units of the university;
after successful completion of the signatures, student hands over the completed clearance
forms to the Record Office;
Clearance is completed when the Registrar’s office stamp is placed on the official
Clearance Form.
The Record Officer keeps 1 of these forms and gives student the remaining two copies;
Student submits one copy of the completed forms to his/her Department and keeps the last one
(if the transfer is interdepartmental each department should get one copy).
Clearance should be completed within two weeks of initiation;
If any student has gone with out clearing at the end of an academic year, then he/she will be
allowed to clear when returns to the campus before registration in to first semester of the next
academic year but with penalty of 20 birr.
2.6. Examination and Grading
A. Examination
There are at least two examinations in each course: mid semester and final, depending on the
nature of the course for which the student has registered (May not be applicable for Practical
oriented courses), over and above term papers, quizzes and tests. However, mid semester
examinations may be exempted with prior knowledge of the concerned Department Head and
the consent of students taking the course.
The instructor of the course is the primary authority with respect to a student’s proficiency and
final grade in that course. A student shall not receive a passing mark without taking
examination(s).
Each student must present his/her identification card to the invigilator before each examination.
A student without an ID card cannot be permitted to sit for an examination.
Books, exercise books, papers, calculating machines, etc. shall not be taken to examination halls
unless permitted by the instructor of the course.
Smoking is not allowed in examination halls.
Cheating in an examination is absolutely forbidden.
o If a student is found cheating in an examination for the first time, he/she will be given an
“F” in that course and then dismissed for a period of one semester.
o If the cheating is accompanied by disorderly conduct, the Academic Commission could
decide on the outright dismissal for good of the student involved.
o If the same student is found cheating for the second time, he/she will be dismissed for
good from the University.
o The decisions along with the name(s) of the student(s) will be posted by the Registrar’s
Office on the notice board for information to the University community.
o For implementing the rules put in No.1 through No.4 above, the invigilator with
supporting documents about the cheating should report to the Office of the Registrar
through the Scheduling Officer (s).
The case of students who do not sit for a mid semester examination but continues classes shall
be resolved by the instructor of the course in consultation with the Department Head. The
student must present evidence for his/her absence from examination. However, an instructor
cannot convert any examination result (i.e. mid-semester, tests, assignments, etc.) to a 100% for
a student who did not take the final examination.
All students should be given their corrected examination papers.
At the beginning of each examination schedule for a certain course, students are required to
write down their names in the attendance sheet provided;
B. Grading System
Academic achievement in any of the courses shall be graded on the letter grading system. The
following letter grades will be given based on the performance of the student:
Grade Description Grade point
A Excellent 4
B Good 3
C Satisfactory 2
D Unsatisfactory 1
F Failed 0
NG No grade
DO Drop out
W Withdrew
I Incomplete
The sum of grade points earned is divided by the number of credit hours taken to determine the
grade point average (GPA).
o Both numerical and letter grades shall be depicted in their transcripts.
o For status determination and other purposes, the weighed average of the numerical
grades shall be used.
In cases where the student does not have full examination records, the student shall get an “NG”
grade. “NG” will be changed to F by the registrar if a grade change is not submitted with the
time limit in the academic calendar.
All required noncredit works shall be recorded with grade of “P” for satisfactory and “F” for
unsatisfactory, but neither of which shall be included in the computation of the GPA.
Make-Up Examination(s)
Axum University does not encourage makeup examinations, unless a student fails to take any
examination due to reasons beyond his/her control. In that case, he/she can apply to the Office
of the Registrar.
Make-up examinations are permitted only to students with a minimum of 80 % attendance in
each particular subject.
Make-up examinations shall not be given for the sole purpose of improving or raising the grade
point averages.
Distance and Continuing Education students allowed to sit for make-up examinations shall pay
examination fees for each course.
If it is discovered by the concerned body that a student submits wrong evidence (something that
contradicts the truth) to sit for make up examination, he/she will be given an “F” in the course(s)
and shall be dismissed from the University for two consecutive semesters.
Process:
The Student collects three copies of the Makeup Exam Request Form from the Admission
Office;
The student fills and submits the forms to the Admission Office along with a receipt of
application fee and relevant supporting documents (For example, medical certificate).
Preconditions for make up examination:
Student should present valid reasons for not taking final examinations. For health reasons,
student should produce:
o A medical certificate from Axum St.Marry Hospital or any other Hospital for being
hospitalized or under medication requiring rest for over a week or so; or
o The student should be referred to by the Campus health center to the Hospital. A
medical certificate issued for visiting the University Health center or a hospital during
the exam date is not acceptable;
For first semester courses make up final examinations are given only during the first three
weeks of the second semester of the same academic year. For second semester courses, make
up final examinations are given only during the first three weeks of the first semester of the
subsequent academic year.
A student must register for the semester during which he/she sits for the make up examination.
Depending upon the results of the examinations, the registration can be cancelled or retained as
soon as the status of the student is known.
Repeating Courses
Repeating a course or courses due to academic deficiency is not the right of a student but a
privilege granted by the Academic Commissions of respective Faculties.
A student who scores an “F” grade may repeat a course or courses in consultation with his/her
advisor, but he/she will not be allowed to repeat it more than once.
If a student is allowed to take a replacement course by the Academic Commission, the grade
obtained will be final. In this case, previous “F” or “D” grades will not be computed.
A student may apply to an Academic Commission of the respective Faculty, through his/her
Department, to repeat a course in which he/she obtained a “D” grade. However, no such course
may be repeated more than once unless it is a required course for graduation. In such a case, the
student may be given a second chance to repeat the course.
If a student repeating a course scores “C” or lower for the repeated course, that grade will be
his/her final grade. However, if he/she scores “B” or “A” for the repeated course, it will be down
graded to C. The previous grade of “F” or “D” should be shown as cancelled or on asterisks on
the transcript to indicate that the course has been repeated, the new grade shall be included in
the computation of the CGPA in the new reporting period.
Students repeating courses in which they scored “F” and/or “D” grades must register for the
course and carry out all academic activities pertaining to the course.
In graduate programs, only courses with grades “C+” or lower may be repeated. No course may
be repeated more than once. Repeated courses shall have grades not exceeding “B”.
C. Complaints on Course Grading
Initial Request for Explanation of Grade
A student who is not satisfied with the results of an examination affecting him/her may request a
review or an explanation from his/her instructor directly. The instructor is obliged and expected to
show and explain to the student, his/her performance in the examination (s) and test (s).
Appeal against grade received
If no satisfactory resolution is reached with the instructor, or if the instructor is unavailable, and the
student wishes to appeal,
the student collects and fills out a grade complaint form in 2 copies and appeals within 7
(seven) days after the late registration of every semester to the Assistant Registrar for
Admission;
The Department Head examines the student’s appeal in order to determine if the student
has established a case of capricious, arbitrary or prejudiced academic evaluation.
The student or the instructor may appeal to the Department Head’s decision (with respect
to findings and/or remedies) to the Dean of the Faculty in which the course is offered. The
Dean will attempt to resolve the matter by informal means within a reasonable period. If no
resolution can be reached, the Dean will notify the student, the instructor, and the
Department Head and present the case to the Academic Commission of the Faculty. The
decision of the Academic Commission will be final.
If it emerges that a complaint for review is frivolous or ill motivated
a) The Assistant Registrar for Admission(Admission Officer) shall give to the student
i) a written warning for the first time;
ii) a last written warning to be posted for information to the University community, if such a case
is repeated for a 2nd time.
b) The student shall be dismissed for a semester from the University if such a case has occurred for
the third time.
The letters written by the Assistant Registrar (for warning, last warning, or for dismissal)
should be copied to the respective Faculty and Department, Main Registrar, and Dean of
Student Affairs and VPAR if it is a suspension for a semester or so;
NB Grade Change and Grade complain processes must be completed
within two weeks after the last date for grade submission (as stated
in the Academic calendar)
D .Academic Achievements required of Students
Probation
At the end of each semester, the respective Academic Commissions shall examine the case of each
student to determine status. The academic status of all students shall be determined at the end of
every academic semester.
The function of discretionary probation, which can only be granted by the respective Academic
Commission (but not a right of a student), is to allow students who fall below the required academic
standards to continue their studies. The decision to permit a student to continue his/her studies on
discretionary probation is based on individual consideration of his/her case and a conclusion that, in
view of all the relevant circumstances, there prevails a reason to believe that the student can raise
himself/herself academically to the required level of achievement.
At the end of the semester, each Department, pursuant to procedures fixed by its Academic
Commission, will examine the case of each student who is subject to dismissal due to academic
deficiency. The inquiry will attempt to determine why the student failed and whether there is reason
to believe that he/she will meet the required academic standards within the remaining study period
of the student. As a result of this inquiry, students may be placed on probation if it is determined by
the respective Academic Commission that:
a. Valid reason exists to explain and excuse their low academic performance;
b. Those causes for their academic deficiencies can be removed;
Year End Interval Minimum SGPA and /or CGPA Warning
of for credit for dismissal
seme Hrs
ster
I I 15-19 SGPA CGAP -
<1.50 _ 1.50-1.74
<1.75 and <2.00 SGPA
II 30-38 <1.75
<1.75 Or <2.00 If warned or CGPA
last semester
<2.00
<1.75 and < 2.00 --------------
II Any > 45 <1.75 Or < 2.00 If warned last SGPA<1.75
and smester
or CGPA
abo
ve <2.00
- < 2.00 If
warned and
then probated
c. The students can attain the required academic standard during the same semester in which they
have been put on probation.
3. Academic Standing of Students
3.1. Academic Standing of Students Taking a Semester Load of 15 Credit Hours or More
3.1.1. Year I Students
3.1.1.1. A student who, at the end of the first semester, scores semester grade point average
(SGPA) of 1.50 up to 1.74 both inclusive shall be warned;
3.1.1.2. A student, who at the end of the first semester, scores a SGPA of less than 1.50 shall be
dismissed for academic reasons.
3.1.1.3.A student who, at the end of the second semester, scores a SGPA of less than 1.75 and
CGPA of less than 2.00 shall be dismissed. SGPA in b/n 1.50 and 1.75 but CGPA greater than 2.25
shall be warned.
3.1.1.4. A student who, at the end of the second semester, scores a CGPA of 1.75 up to 1.99 shall be
warned.
3.1.2. Second Year and above students
3.1.2.1. A student who fails to achieve either SGPA of at least 1.75 or a CGPA of at least 2.00
at any semester shall be warned.
3.1.2.2. A student who fails to achieve SGPA of 1.75 and CGPA of 2.00 shall be dismissed for
academic reasons.
3.1.2.3. A student who scores SGPA of less than 1.00 at any semester shall be dismissed unless put
on probation at the discretion of the concerned Academic Commission.
3.1.2.4. Any student, who has been warned for one semester and placed on probation for another
consecutive semester and could not improve his/her CGPA up to 2.00 shall be dismissed.
3.1.3. The following rules also apply to all students
3.1.3.1. A student cannot be put on warning for two consecutive Semesters, unless otherwise put on
probation or continued warning at the discretion of the Academic Commission.
3.1.3.2. A student who is subject to dismissal cannot claim probation as a matter of right.
3.1.3.3. The above rules apply to regular degree and readmitted students.
4. Readmission
Subject to the availability of facilities and the necessary budgetary allocation, an Academic
Commission may recommend that a student who is dismissed for academic reasons or withdrew for
valid reasons, be readmitted within a maximum of two years of grace period. The respective
Academic Commissions may relax this period for those who discontinued due to forced measures.
4.1. General Readmission Requirements
4.1.1. Readmission Procedures
Readmission procedures are the same as admission procedures but include several additional steps,
to cite:
1. Students collect readmission application forms from the office of the Registrar at specified times
in the Academic Calendar.
2. The completed forms (2 copies) are then returned to the office of the Registrar.
3. The office of the Registrar forwards the application forms to the appropriate Department.
4. The Department Council decides on the application, the decision made shall get an approval from
the Academic Commission, and the final decision of the Academic Commission is communicated to
the Office of the Registrar.
5. The Registrar’s office shall notify the students of their being accepted or rejected.
6. All readmitted students must produce a kebele letter to say they were unemployed or a clearance
letter from their employer if they were employed during the period of their absence from the
University.
7. Students who discontinued their studies on health grounds must produce medical certificates
from an appropriate medical institution, which certifies that they have fully recovered from their
illness.
4.1.2. General Readmission Regulations
1. The existing academic regulations of the University shall be applicable for the determination of
the academic status of the readmitted students.
2. Students who dismissed or withdrew from the regular program can get readmission to the
Continuing Education Program and vice versa.
3. A student, who withdrew from the University for Valid Reasons while in good academic standing,
shall get priority for readmission.
4. Readmission application is processed by the office of the Registrar, granted by the respective
Departments and approved by the Academic Commission.
5. Readmission regulations of Axum University shall apply to all regular and Continuing Education
students.
4.2. Readmission of Students in Good Academic Standing
4.2.1.Students who, for reasons beyond their control, discontinue their studies while in good
academic standing, will be allowed to apply for readmission every semester and with documented
and acceptable justification for their withdrawal and with a proof that they have, as much as
possible, withdrawn as per existing regulations.
4.2.2. Subject to availability of facilities and the necessary budgetary allocation, an Academic
Commission may recommend the readmission of such students.
4.2.3. When there are changes in readmission requirements, the status of the student has to be
determined accordingly at the time of his/her application for readmission.
4.2.4. All such readmission cases shall be processed in accordance with the procedures laid down in
Article 3.1.1. above.
4.3. Readmission regulations for dismissals
4.3.1.A student, who is dismissed for academic reasons and who is readmitted, shall repeat the
academic year and the semester from which he/she has been dismissed and shall pay his/her full
expenses for the repeated semester.
4.3.2.A cut off semester grade point average (SGPA) and/or a cumulative grade point average
(CGPA) for readmission of an academically dismissed student shall be as follows:
4.3.2.1. Readmission of Students Taking a Semester Load of 15 Credit Hours or More
1. A Year I student, dismissed at the end of the first semester with a SGPA of not less than 1.00 can
apply for readmission. The student may be allowed to repeat courses in which he/she scored a “D”
or an “F” grade without the approval of the Academic Commission.
2. A Year I student dismissed at the end of the second semester with a CGPA of not less than 1.50
can apply for readmission. The student may repeat courses in which he/she scored a “D” or an “F”
grade without the approval of the Academic Commission.
3. A second year student dismissed at the end of any semester as well as a third year student
dismissed at the end of the first semester with a CGPA of not less than 1.75 may be readmitted. The
student may repeat course(s) in which he/she scored an “F” grade without the approval of the
Academic Commission. However, such a student may repeat a course with a “D” grade only with the
approval of the concerned Academic Commission.
4.In a four year study program, a third year student, dismissed at the end of the second semester as
well as a fourth year student dismissed at the end of the first semester of the final academic year
with a CGPA of not less than 1.85, may be readmitted. The student may repeat a course with an “F”
grade without the consent of the Academic Commission. However, such a student may repeat
course(s) with “D” grade only with the approval of the concerned Academic Commission.
5.In a five year study program, a third year student, dismissed at the end of the second semester as
well as a fourth year student dismissed at the end of the first semester with a CGPA of not less than
1.80, may be readmitted. The student may repeat a course with an “F” grade without the consent of
the Academic Commission. However, such a student may repeat course(s) with “D” grade only with
the approval of the concerned Academic Commission.
6.In a five year study program, a fourth year student, dismissed at the end of the second semester as
well as a fifth year student dismissed at the end of the first semester of the final academic year with
a CGPA of not less than 1.92, may be readmitted. The student may repeat a course with an “F”
grade without the consent of the Academic Commission. However, such a student may repeat
course(s) with “D” grade only with the approval of the concerned Academic Commission.
7. Readmitted students will repeat only those courses with grades below “C”. The SGPA is calculated
with those exempted courses in that particular semester, but status of the previous semester
(before readmission) should be noted in the transcript later on, i.e. the transcript should show the
semester status both before readmission and after readmission.
4.3.2.2. Readmission of Students Taking a Semester Load of 12 Credit Hours or Less (Evening and
Summer Students)
1.A first year student, dismissed at the end of the first semester with a SGPA of not less than 0.67
can apply for readmission. The student may be allowed to repeat Courses in which he/she scored a
“D” or an “F” without the approval of the Academic Commission.
2.A first year student, dismissed at the end of the second semester with CGPA of not less than 1.0
can apply for readmission. The student may be allowed to repeat courses in which he/she scored a
“D” or an “F” without the approval of the Academic Commission.
3. A second year student,
Year Semester Interval (Cr. Hrs) SGPA CGPA
dismissed at the end of the
I I 15-18 1.00 - first semester with CGPA of
not less than 1.30 can apply
II 30-36 - 1.50
for readmission. The student
I 45-54 - 1.75 may be allowed to repeat
II Courses in which he/she
II 60-72 - 1.75 scored a “D” or an “F”
III I 75-90 - 1.75 without the approval of the
Academic Commission.
II 90-108 - 1.85 (1.80*)
4. A second year student,
IV I 105-120 - 1.85 (1.80*) dismissed at the end of the
second semester with CGPA
II 121-144 - 1.92*
of not less than 1.50 can
V I >144 - 1.92* apply for readmission. He/
she may be allowed to
II -
repeat courses in which
he/she scored a “D” or an “F” without the approval of the Academic Commission.
5.A third year student and a fourth year student dismissed at the end of any semester as well as a
fifth year student dismissed at the end of the first semester with CGPA of not less than 1.75 can
apply for readmission. The student may be allowed to repeat courses in which he/she scored an “F”
grade without the approval of the Academic Commission. However, such a student may repeat a
course (s) with a “D” grade only with the approval of the concerned Academic Commission.
6.A fifth year student dismissed at the end of the second semester as well as a sixth year student
dismissed at the end of any semester with a CGPA of at least 1.85 can apply for readmission. The
student may repeat a course (s) in which he/she scored an “F” grade without the approval of the
Academic Commission. However, such a student may repeat a course(s) with a “D” grade only with
the approval of the concerned Academic Commission.
7. A student above his/her sixth year dismissed at the end of any semester with CGPA of not less
than 1.92 may apply for readmission. He/she may repeat a course with an “F” grade without the
approval of the Academic Commission (AC), but a ”D” grade with the approval of the concerned AC.
NB. Every academically dismissed student who fulfils the criteria and every withdrawn student
should fill a readmission (application) form in the time frame specified by the Academic Calendar
and should raise their CGPA to 2.00 after readmitted in to the program.
* (in the table above) applies for five year study programs
5. Fees
5.1. Readmission fee…………..10 birr
5.2. ID card issuance and Replacement fee
Issuance------------------------------------
i. Evening students--------------------Birr 15.00
ii. Regular students--------------------Free
Replacement (Both regular & evening) ----------Birr 20.00
