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POSTGRADUATE
POLICIES, RULES AND GUIDELINES
2019
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ADMISSION REQUIREMENTS
1.0 Admissions Requirements
The University shall admit for study for degrees, diplomas, certificates or other awards of the
University, such applicants shall have been accepted by the Senate as being academically
qualified, and who accept the University’s Christian mission and philosophy as provided under
Sections 4 to 7 of the university Charter, without regard or preference to gender, ethnic origin,
race or physical disability being imposed as a condition for admission.
Applicants must fulfill the spiritual requirements that apply to the admission of all Daystar
University students.
A student is admitted into a programme when he or she meets entry requirements into that
programme and level. Admission into a programme is done before the beginning of each
semester. Admissions to Daystar University shall be conducted under the guidance and approval
of the senate. Other conditions for admission are given here below.
1.1 General Entry Requirements for Masters Programmes
The applicants to this program must satisfy any of the following minimum admission
requirements
i) Be a holder of a Bachelor’s degree in the relevant field of study or area of discipline.
ii) The degrees attained must have been awarded from accredited institutions of higher
learning, with a cumulative Grade Point Average (GPA) of at least 2.50 on a 4.0 scale, or
a degree awarded with a First Class honors or an Upper Second Class Honours or lower
second class honors with experience of not less than 3 years in relevant field after
graduation.
iii) Evidence of devotion to Christ.
iv) Language requirement: The student must exhibit sufficient mastery of the English
language as demonstrated by a score of 500 or higher on the Test of English as a Foreign
Language (TOEFL), or an equivalent score on the British English language examination
(International English Language Test), or an examination set by Daystar University.
Students from Anglophone countries will be exempted from the test although the
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University may request any student to sit for a diagnostic English examination if the
academic staff believes that the student’s mastery of English is insufficient.
2.0 Entry Requirements for PhD Programmes
The applicants to this program must satisfy any of the following minimum admission
requirements:
i. Be a holder of an academic Master’s Degree in a relevant area from a recognized
institution/University.
ii. Possess both academic Bachelors and Masters degrees.
iii. The applicant should attach official transcripts and certificate for Bachelor and Master’s
Degree.
iv. Attach copies of KCSE certificate with a minimum grade of C+ or C Plain with Diploma
from a recognized Institution.
v. Holders of any other relevant master’s degree in other fields not provided will ensure that
clearance has been done or addressed by the concerned department to avoid deficiencies
in the area concerned.
vi. For students whose medium of instruction is not English, and who have not earned an
earlier degree at a college or university at which the teaching language is English, a score
of 250 out of 300 (computer assisted)/ 500 out of 677 (manual) on the Test of English as
a Foreign Language (TOEFL) is required.
2.1 Other Admission Requirements
i. Three letters of recommendation attesting to the applicant’s academic preparedness and
ability to successfully undertake doctoral studies. At least two of those letters must be
from the applicant’s previous graduate instructors.
ii. Appear in person for an oral interview in order to determine their suitability for
admission to a rigorous doctoral program.
iii. Evidence of devotion to Christ and good standing with their churches as stipulated in
Daystar University’s Charter Section 5(1).
3.0 Duration & Course assessment
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3.1 Masters programme :
A Master’s Degree is expected to take a minimum of two (2) academic years (or 4 semesters).
The maximum period allowed is three (3) academic years or (or 6 semesters) after which a
student shall be discontinued from the University.
3.2 PhD programme :
A Doctor of Philosophy degree is expected to take a minimum of three (3) academic years (or 6
semesters). The maximum period allowed is six (6) academic years or (or 12 semesters) after
which a student shall be discontinued from the University
4.0 The Academic Year
(a) The University Academic Year consists of two semesters. The first semester begins in
August and ends in December. The second semester begins in January ends in May.
However during the June/July semester break the University offers a Block semester
which is optional for students wishing to study during the period.
(b) Year of Study of a student is the academic level attained by the student in a programme.
The level is measured in terms of the cumulative number of credit hours successfully
completed. The year of study is thus determined by the sum of credit hours obtained
irrespective of the calendar duration of stay at the University. One academic year is
equivalent to 32 credit hours.
4.1 Failure to complete a programme
Any student who takes an academic break beyond the required period of study may be forced to
apply for readmission afresh or seek approval from the University Senate for Extension of the
study period.
An enrolled student who cannot complete a programme within the stipulated time due to
circumstances beyond his/her control must inform the University Registrar in writing and if it is
discontinuation he/she can clear from the University.
4.2 Change of Academic Majors
i. Students who wish to change a major area of study must meet the minimum entry
requirements for the new major as specified in the University Catalogue.
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ii. Applications for change of major must be submitted to the University Registrar, with a
copy to the Head of Department in which the student is registered.
iii. The student must have completed a minimum of 16 credit hours. Applications must be
signed by the Head of Department for the major the student is transfering to, and must be
accompanied by a receipt for a nonrefundable fee of Kshs 500.
Approval of change of major will be communicated to the applicant by the University
Registrar in writing with copies to the two heads of the concerned departments. Likewise,
adding a second major will be charged at Ksh 500.
4.3 Deferral of Initial Admission:
Applicants who wish to change the entry date specified in their letters of acceptance must
request for permission to do so from through the office of the University Registrar on or
before the designated deadline for reporting.
The Applicant is only allowed to differ for a maximum of one academic year, failure to
which he/she will be required to make a fresh application.
5.0 Summary
The Department of Admissions and Records is prepared, at all times, to answer queries and
explain current regulations.
This Admission policy is expected to promote professionalism, accuracy and integrity, as
well as to enhance efficiency and uphold professional ethics in the University.
This document should be read hand-in-hand with other relevant existing university policy
documents.
6.0 REGISTRATION
Registration involves selection of courses online, obtaining an invoice and submitting to finance
for confirmation and payment of fees, kindly note that this is done within the 1
st
two weeks of
the semester.
All students are expected to register in person for their next semester courses at a period of time
designated/communicated by the university.
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Postgraduates take a maximum of 15 credit hours in Jan & Aug semesters and 9 credit hours in
May semester.
6.1 Registration – course load – Postgraduate programs
The normal course load for full-time postgraduate students is between 12 (MA) and 15 (MBA)
credit hours per semester.
No student is permitted to enroll for more than 15 credit hours (exclusive of thesis) of course
work in any semester.
A student whose CUM GPA falls below 3.00 will be required to enroll for fewer credits than
normal until his/her CUM GPA rises to the minimum of 3.00.
6.2 Add, Drop & Withdrawal of unit
Student may add or drop a unit from their schedule without any financial penalty during the first
two weeks after the start of the semester ( this is the last day of the second week after reporting)
If a student must for some personal emergency withdraw from a course after the deadline for
routine changes has expired, he/she may do so only after two thirds of the course has passed.
And it will be noted with a letter ‘W’ in the portal. If the two thirds has passed the student will
not be allowed to withdraw. ( please note that the fees will still be charged.
6.3 Class Attendance
Class attendance is mandatory in Daystar University. There are no “excused” absences for any
reason including sickness or student activities.
Any student who misses more than 25% of the scheduled classes (including the first week of
each semester) will receive a grade E (failure due to poor attendance) for the course. Please note
that informing the lecturer, or anyone else, of your intended absence does not exempt you from
this rule. The 25% is to allow for sickness, emergencies, or student activities that could not have
been planned for.
It is the responsibility of the student to ensure that they sign the attendance register each time.
Your signature will be the only evidence of your attendance.
Signing the attendance record on behalf of another person is an offence and will result in
disciplinary action. This is the case even if it is the lecturer who has asked you to sign for a day
that the class didn’t meet
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Attend the class that you select in the online registration. Pay special attention to the class
sections: A, B, C.. X, Y, Z…, T, U, V
If you attend a wrong class the lecturer will not be able to enter your grade in the system so
you will miss your grade.
minimum of 75% attendance is needed.
Withdrawal is allowed before two thirds of the semester is over. However one still pays in
full if the request is made after the second week of semester.
6.4 Probation and Discontinuation – Postgraduate programs
All postgraduate students must maintain a minimum CUM GPA of 3.00 throughout the student
program.
A Student must have achieved a final minimum GPA of 3.00 in order for him/her to begin
thesis/dissertation.
He/she must have achieved a final cumulative GPA of 3.00 to graduate.
Probation -A student is placed on academic probation at the end of any semester in which
his/her CUM GPA falls below 3.00.
Dean’s List: Postgraduates require GPA from 3.75 with minimum 12 hours.
1.0 Transfer and Exemption Policy
1.1 Exemptions and Transfers
Daystar University recognizes training that students have acquired prior to entering the
University and therefore exemptions may be offered for specific courses upon application.
Students are advised to apply for credit transfer or exemption in writing through the University
Registrar upon admission.
1.2 Documentation for Credit Transfer and Exemption
It is the applicant’s responsibility to provide sufficient evidence to assist the assessor in making
a judgment. Applications for credit transfer must be accompanied by full original documentary
evidence which includes:
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1. Relevant course syllabus (syllabi) to show the content covered.
2. Certified transcript showing the units completed and official academic certificates.
3. Application/exemption fees where applicable
The University Registrar shall review the application and any supporting documentation that has
been submitted, and shall consult with the HoD of the concerned department. The University
Registrar shall then inform the applicant in writing of the decision.
1.3. Definitions
1.3.1 Credit transfer: Denotes the recognition and assumption by an institution of grades
attained by a student in studies in a unit or units undertaken in other institutions and the use
thereof in the aggregation of the final grade. Daystar University grants credit transfers up to a
maximum 49% of the core course or units for similar programmes at the same level.
1.3.2 Exemption: Means the exemption of a student from undertaking studies in a unit or units
offered by an institution, the content of the unit or units having been covered in studies in
another institution, although the grades attained in the latter institution shall not be used in the
aggregation of the student’s final grade.
1.3.3 Exemption of credits in Daystar is when a student is exempted from a course and the
credit hours for the exempted course will be counted toward the total hours for graduation. The
exempted course will be counted as having fulfilled the relevant course requirement toward the
degree. The requirements for exemption are specified within the relevant departments and for
specific programs. Any grade assigned will not contribute to the grade point average (GPA).
2.0 Postgraduate programs
2.1 Transfer and Exemption from other Institutions
Daystar will accept credits of B or better or its equivalent for relevant Masters and Doctoral level
courses from recognized accredited universities recognized by Commission for University
Education (CUE), up to a maximum of 49% of the total core courses at the same level. No credit
for thesis or dissertation may be transferred or exempted.
3.0 Assessment of Applications for Credit Transfer and Exemption
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The course credit granted will vary in each case and will depend on the type and level of courses
previously studied, and when study commenced or was completed.
The credits granted to students must be in line with the existing qualification frameworks, credit
transfers and exemptions shall only be accepted from accredited institutions and programmes.
Daystar University grants credit transfers and exemptions up to a maximum 49% of the core
course or units for similar programmes at the same level. The requirements for credit transfer and
exemption are specified within the relevant departments and for specific programs.
Credits shall only be awarded to courses of equivalent levels. Applications for course credit will
adopt the following criteria and process: Diploma to Diploma; Degree to Degree; Masters to
Masters (case of transfer students who have completed course work or still on-going from
previous institutions and met the Daystar entry requirement); and Doctorate to Doctorate (case of
transfer students who have completed course work from previous institutions, however Daystar
will satisfy entry requirement and confirm relevance of units taken).
4.0 Appealing Decisions
If an applicant is not satisfied with the outcome of their application for credit transfer or
exemption, the student may appeal using the following process:
a. The student shall submit a written appeal to the University Registrar whose decision of the
matter shall be final.
b.Appeal applications shall attract a fee as determined by the University Management from
time to time.
2.0 EXAMINATIONS GUIDE AND REGULATIONS
2. GENERAL REGULATIONS
2.1 Only candidates who are officially enrolled for courses at Daystar University and have
attained the attendance requirement of at least 75% are eligible to sit for the
appropriate examinations for their courses.
2.2 It is an offence to do examinations before clearing all the fees. All cleared candidates
must produce an examination card to be allowed to do the examinations.
2.3 Candidates who absent themselves from the examination at the appointed time will be
deemed absent from the examination and will be graded X.
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2.4 On entering the examination room the candidates becomes subject to the authority of
the Invigilator.
2.5 Silence must be observed for the duration of the examination.
2.6 Candidates who cause disturbance during the examination period will be required to
leave the examination rooms (Action: Lecturer/Invigilator).
2.7 Candidates should not use unauthorized books, manuscripts or other extraneous aids,
or communicate with any person other than the invigilator, or attempt to complete
their scripts by any other unfair means.
2.8 Candidates must only use the official stationery provided and unused stationery must
be returned to the Examination Office.
2.9 All answers must be in English unless instructed in the question paper particularly
where foreign languages are concerned.
2.10 Candidates may not remove from the examination room any examination aids
provided by the University.
2.11 Candidates should not open the examination paper before the invigilator instructs
them.
2.12 A candidate must not present any other person’s work as his own work or present a
piece of unauthorized group work as the work of a single candidate.
2.13 Where the supervisor or Invigilator considers a candidate is in breach of regulations,
he or she shall inform the DVC Academic through the HOD.
2.14 If an examination paper has leaked, the paper shall be cancelled and replaced with
another paper of the same standard.
2.15 Cheating and other examination irregularities shall lead to disqualification of a
candidate in the whole examination and candidate will get a grade F in the course.
2.16 Candidates should be seated in the examination room 15 minutes before the start of the
examination.
2.17 Candidates shall not be admitted into the examination room 30 minutes after the
examination has begun without valid reason acceptable to the Senate. Such candidates
will miss the examination paper in question.
2.18 Candidates should bring with them all necessary instruments required by the course
Instructor for the examination.
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2.19 Candidates may use their own calculators provided that they are not specifically
forbidden in the question paper.
2.20 Personal belongings such as briefcases, handbags, and pencil-cases must not be carried
into the examination room. All mobile telephones must be switched off (Action:
Invigilator).
2.21 Writing paper for the examination shall be provided. No extra paper from candidates
will be acceptable.
2.22 Instructions on how to use the answer booklets will appear on the booklets’ cover:
2.22.1 Write your student number, course code, semester and date on the booklet
2.22.2 Write on both sides of the paper
2.22.3 Begin each question on a fresh page
2.22.4 All rough work must be done in the answer booklet and then crossed through
2.22.5 If supplementary pages are used, they must be fastened all together at the end of the
booklet and inside the cover. If additional paper is required it will be provided by the
invigilator and it must be stapled to the booklet.
2.22.6 Enter in the space provided, the number of the questions attempted (with sub-sections
where necessary).
2.22.7 Write the number of the question only in the margin.
2.22.8 It is a serious offence to remove answer books, used or unused, from the examination
room by a candidate.
2.23 Candidates should not leave their seats during the administration of the examination,
when assistance is required, raising of a hand should attract the Invigilator’s attention.
2.24 Candidates must make sure that he/she has signed, on the student examination list,
before and after taking the examination to indicate that a) he/she was present and b)
submitted the examination paper to the invigilator.
3. EXAMINATION TIMETABLE
3.1 The Senior Assistant Registrar (Examinations) will prepare the draft examination
timetable at least two months before the commencement of the examinations for each
semester. The timetable will also serve as a guide in booking and preparing the
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examination rooms. It is the responsibility if each candidate to check the relevant
notice boards and E-mails regularly for information regarding the timetable.
3.2 The draft and final timetable will be displayed on notice boards and E-Mailed to
students and copies given to the Deans of Faculties, HODs and department
Examinations Officers who should ensure lecturers in their department have a copy.
3.3 Students and lecturers will have one week to report conflicts to the Examination
office.
3.4 The Examination office will produce the final timetable two weeks before the
examinations begin.
3.5 Under no circumstances will changes be made on the Time-table after the final
timetable has been prepared.
3.6 Any other timetable clashes will be dealt with on individual basis within one week of
the production of the final timetable.
3.7 The list of candidates with clashes will be prepared and submitted to the Deans of
Faculties, Heads of Departments and the concerned lecturer one week before the
commencement of the examinations.
4. GRADES IN DAYSTAR UNIVERSITY SHALL COMPRISE ANY OF THE
FOLLOWING
4.1 The grade achieved for each course based on all of the assessment items, papers, final
examination, and any other requirements as stated in the course outline. This is calculated
in the UMS from the raw marks on the assessment items as entered by the lecturer, and it
is done following the rules as stated in the Catalogue.
Non-calculated grades, which will be shown as follows:
AU – Audit : The student attends class but did not sit for the final examination
and may not have done any of the assessment items
I – Incomplete: when the lack of a grade is not the fault of the student.
E – Failure due to attendance (did not attend 75% of the classes).
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R – Practicum grade not yet in
T – Thesis still in progress
W – Withdrew -
WP – Withdrew passing
WF – Withdrew failing
X – Student attended class throughout but failed to sit for the final examinations
for unknown reasons
Z – There is no record of student’s attendance in the registered class.
Grades marked E will change to an F grade six weeks after the release of the results if no
action is taken by the student or no explanation is forthcoming.
Grades X will be changed to an F after one academic year.
Grade Z will remain on the transcript.
Grade R remains until the grade for the practicum is submitted and approved by Senate.
Grade T remains on the transcript and the student must register for the thesis course each
semester until he/she completes the thesis.
5. THESIS AND PRACTICUM
5.1. Thesis and dissertation will be examined in accordance with the Thesis and
Dissertation Policy of the University.
6. SPECIAL EXAMINATIONS
6.1 Reasons for sitting examinations
6.2 Special examinations will be done by students who fail to sit for the semester
examinations for any of the following reasons:
Bereavement of a member of the nuclear family; grandparent, parent, child, brother or
sister or legal guardian.
Sickness – proof mandatory by copy of a doctor’s written letter and prescription.
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Travelling outside the country for students who are working provided the information
reaches the Registrar’s office in writing (and with proof) at least two weeks before the
commencement of the examination.
Registered fee defaulters who have met the requirements as stated in section 9.3 below. -
6.2.1 The following reasons will not be admissible for special examinations:
a) Misreading the timetable
b) Lateness due to transport
c) Such candidates will be expected to retake the course.
6.3 Timing
a) Special examinations will be done together with the subsequent semester
examinations within one academic year, provided that the courses are offered.
Thereafter, the student will be required to repeat the course irrespective of the
reason for not having done the examination at the right time.
b) For courses that have been deleted the department can be allowed to set a
special examination.
6.4 Regulations for special examinations: For candidates to be allowed to sit for special
examinations, he or she will be expected to:
a. Clear all the fees for the preceding semester for which the special examination is
being sought.
b. Have done the continuous assessment tests (CATS) and assignments for the
course and has class attendance of at least 75%, i.e. would be able to pass the
course if they obtain a satisfactory grade on the special exam.
c. Pay a special examination fee as will be set by the Management Board from time
to time.
d. Fill a special examination request form and submit to the University Registrar for
approval.
e. The student will then take the form and have it processed by the relevant
examination officers, HODs, and the Finance Manager. Both the examination
officer’s and the HOD’s signatures certify that the student has met all of the other
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requirements for the course and has a possibility of passing the course if he/she
takes the examination. The signature by the Finance Manager indicates that all
fees have been paid.
f. The student will present a copy of a letter from the University Registrar to the
invigilator/lecturer authorizing him or her to sit for the examination.
6.5 Challenged grades (see Catalogue).
7. APPEALS BY STUDENTS AGAINST EXAMINATION RESULTS
7.1 If a candidate disputes his/her examination results, he/she may appeal in writing within
two weeks of the release of the results to the University Registrar who will forward the
same to the relevant department and copy the dean of the school
7.2 The following regulations shall prevail:
7.3 The HOD and members of the department shall review the case and recommend the most
appropriate action to take.
7.4 When a remark is granted for the candidate, the candidate will accept the final grade after
remark whether higher or lower than the original mark.
7.5 Once the grade is approved by the Senate, the University Registrar will make the
outcome of the appeal known to the candidate in writing.
7.6 Only the paper(s) in the dispute will be remarked.
7.7 Candidates shall pay a non-refundable fee as set by the Management Board
8. BREACH OF EXAMINATION REGULATIONS/CHEATING
8.1 Candidates who breach the examination regulations will be referred to the Disciplinary
Committee for disciplinary action. This may lead to disciplinary action as listed in the
following table:
OFFENCE
PENALTY
1
Stealing Examination papers
Grade F for the course, one year
suspension, counseling by
Daystar counselor or Daystar
approved Counselor required. A
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second offense results in
discontinuation
2.
Academic dishonesty (cheating or attempting to cheat),
including, but not limited, to the following:
a. Copying from others during an examination
including CATs or the final examination.
b. Presenting papers or material other than your
own to fulfill class requirements
c. Giving your paper to someone else to submit
as their own or allowing someone to copy your
work whether in an exam or other assignment
d. Using mobile phones or other unapproved
technology during the exam
e. Bringing unauthorized books or notes into the
exam room in any form
CAT: Grade ‘F’ for the course
and withdraw from the course.
Counseling by Daystar
Counselor or Daystar approved
Counselor
Final Exam: Grade ‘F’, and a
suspension for one year,
Counseling by Daystar
Counselor or Daystar approved
Counselor
A second offence results in
discontinuation
3.
Academic dishonesty (plagiarism): Presenting material
copied from published literature (books, papers,
newspapers, the internet, etc) without acknowledging the
source of information
First offence: warning letter.
Second offence: Grade ‘F’ for
the Thesis and start the thesis
process over on a new topic.
4.
Attempting to attend classes or sitting for exams after
being suspended from Daystar University
Refer to student Discipline
Committee
5.
Assisting others or covering for others in their attempts
to commit academic offences e.g impersonating another
Grade F for the course and a one
year suspension for both. A
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student in a classroom or an exam room.
second offence results in
discontinuation
6.
Class attendance
a. Signing the attendance record for another
student
b. Signing the attendance record for a class that
one did not attend.
7.
Bribing or attempting to bribe, threating, or blackmailing
teachers for exams, good marks, or changes in marks
8.
Attempting to sit for an exam without an exam card and
student identification card or another authenticated form
of identification
9.
Attending classes or sitting for exams without having
officially registered and paid for it is a non-academic
offence
8.2 Candidates are advised to observe the following in order to avoid actions that may lead
to disqualification:
a) A candidate should not leave a sheet of paper he/she has written on in such a position that
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another candidate can read it. Attempting to give or obtain assistance may lead to
disqualification.
b) Candidates are not allowed to communicate with each other during the examination.
8.3 Unethical practices or unprofessional conduct of academic and administration staff will
not be allowed. Examples of such practices include:
a) Leakage of the examination.
b) Attempting to coach or coaching in the examination
9.0 Time Limit for Post-Graduate Degree
All Postgraduate programme studies e.g. Master of Arts, MSC, MBA etc. degree MUST be
completed within five (5) years from the time of admission into the program.
Extensions of time may be granted by the University Senate for good reason, but this is done
upon application by the affected student through the University Registrar.
However note that NO extensions can be granted beyond seven (7) years from the beginning of
course work for the postgraduate degree.
10.0 Graduation requirements
For a student to graduate they will be required to satisfy the requirements specified in the
department for his/her degree program or major.
11.1 Conclusion
This policy should be read hand in hand with other relevant existing university policies and
documents. The University shall from time and again revise and review this policy to keep up
with changes in the university rules and regulations spelt out by the Commission for University
Education (CUE).
“Until the day dawn, and the daystar arise in your hearts (2 Peter 1:19 – KJV).”
For enquries contact: registrar@daystar.ac.ke or visit www.daystar.ac.ke