- Common guidelines on student discipline
- Guidelines to be introduced to curb the menace of ragging in the Universities or Higher Educational Institutes (HEIs)
- Applicability of the Government Establishments Code
- Rules and indiscipline procedure
- Prohibition of ragging and other forms of violence in educational institutions act, No 20 of 1998
- Assistance to and protection of victims of crime and witnesses act , No 4 of 2015
- By-laws relating to sexual and gender-based violence (SGBV)
- By-laws relating to sexual and gender-based violence (SGBV) (Amendment)
The UCSC expects its student community to be well disciplined. Resources and facilities provided are liable to be withdrawn, if they are found to be misused. Storing of unauthorized material, hacking, email, spamming or software piracy is strictly prohibited in the Labs. Disciplinary action will be taken according to the UCSC regulations on such matters. Where necessary, such instances will be reported to law enforcement agencies. Students violating examination rules will be punished separately. These punishments include cancellation of exam results and suspend from academic work for specified period.
Unethical and Illegal Actions within the University Premises:
- Plagiarism, copyright infringement and cheating
- Aggressive behaviour, dissent and remonstrance
- Not being respectful (discourteous) and disobedient
- Illegal use of property, services and information
- Collecting funds without permission
- Keeping and consuming alcohol, narcotic and tobacco within the university premises
- Harassment / violence
- Mental torture and ragging
- Sexual harassments
- Damaging or destroying the property wilfully or maliciously
Entering visitors without permission into the university, hostels, other restricted places
Ragging and other forms of violence such as insult and cruel acts are totally prohibited according to Prohibition of Ragging and Other Forms of Violence in Educational Institutions Act. No 20 of 1998 which has been approved by the parliament. Any act which causes or is likely to cause physical or psychological injury, fear or mental pain or fear to a student or a member of the staff of an educational institution is called ragging. The law makes ragging, a distinct and punishable offence. (See Appendix B for more information).
If any student breaks the rules in the disciplinary actions or ragging, those will be punished according to the procedures. All punishments and any disciplinary action taken shall be recorded in the students personal file and may be reflected in the testimonial and the student record book. Punishments for ragging within or outside of the university might result in rigorous punishment based on their offense. Last academic year several students were warned for violating university regulations and they were warned in front of their parents.
Some of the most essential rules and regulations relevant to undergraduates are given below. These rules and regulation are in accordance with the University of Colombo School of Computing by-laws effective by 15th January 2015.
Registration for the Optional Courses
If optional courses are offered in a particular year, students should register for such courses. Registration will commence one week prior to the start of the academic year. Optional courses having less than a specified number of students may not be offered, and students who have registered for such courses should opt for other available courses based on their preferences. No changes in courses will be permitted after 2 weeks of the commencement of the semester. Admission cards to sit for semester examinations will be issued using the registration list. Repeat student has to pay the examination fee at the time of reregistration. Most of the registration activities are now done through online application forms.
Rules to be followed in Examination
- Students have to be present at the Examination Hall at least 15 minutes before starting the paper, but can’t enter the hall until Supervisor gives permission.
- Students won’t be admitted to the Examination Hall after the first half-an-hour of the examination. Those who finish answering early, can leave only after the first half-an-hour and before last 15 minutes.
- After entering the hall, students should go to the seat assigned to them and cannot change it without Supervisor permission.
- Students must have their Student Identity Card (SIdC) and Admission Card for each paper. If students fail to bring their SIdC, they have to sign a declaration and produce the SIdC to the Senior Assistant Registrar/Examinations & Registration next day. If a student loses their SIdC, they can obtain a duplicate Identity Card from Senior Assistant Registrar for Examination.
- Admission Cards are signed in front of the Supervisor/Invigilator when a student sits for a paper.
- Students have to bring their own pens, ink or any other approved equipment and stationery.
- Examination stationery (ie. Writing paper, graph paper, etc.)will be supplied and only these papers can be used at the Examination. Answer books supplied to the students can’t be torn or mutilated. All materials supplied, whether used or unused, have to be left behind and cannot be removed from the examination halls.
- Students are prohibited to have any notes, formulae or any other unauthorized material with them during the examination. Books, handbags etc. which students have brought with him/her should be kept at a place shown by the Supervisor/Invigilator.
- Every student has to enter their Index Number on the answer book and on every extra sheet. A student who writes another students index number on their answer sheet, can be considered as having attempted to cheat. The Supervisor/Invigilator has the authority to check the answer scripts of the student. An answer script that bears no Index Number or an Index Number which cannot be identified, might be rejected. Students canâ€™t write their names on the answer book.
- Students are under the authority of the Supervisor and have to carry out their and invigilators instructions throughout the exam.
- Absolute silence has to be maintained in the Examination hall and around it. A student cannot talk or to have any dealings with anyone other than the Supervisor/Invigilator. If a student needs to draw the attention of Supervisor/Invigilator they can raise their hand. A student can be excluded from the examination hall for causing disturbance.
- After starting the exam, students cannot leave Examination hall even temporarily. In case of an emergency, the Supervisor/ Invigilator will grant them permission under constant surveillance.
- Students have to stop writing immediately when Supervisor/Invigilator orders. If this instruction is not followed the Supervisor/Invigilator has the authority to make a statement on the answer book.
- All calculations and rough work will be done only on given paper. Such work should not be done on admission cards, timetables, question papers or on any other paper. Any student who disregards these instructions can be considered as having written notes with the intention of copying.
- Any answer or part of the answer which is not to be considered for the purpose of assessment, will have to be neatly crossed out. If the same question has been attempted in more than one place the answers that are to be disregarded has to be neatly crossed out.
- Every student has to hand over the answer scripts personally to the Supervisor/Invigilator or remain in their seat until it is collected. They cannot hand over their answer scripts to an attendant, a minor employee or another student.
- After handing over the paper, students cannot have it back.
- Students cannot remove answer scripts from the Examination hall.
- Students cannot copy from any material or from the answer scripts of another student. Nor can they help another student or get help from another student.
- Impersonating students at the examination is not allowed.
- The Supervisor/Invigilator can request a student to make a statement in writing due to an incident during the examination, and such statement will have to be signed by the student. Students cannot refuse to make such a statement or to sign it.
- Every student who registers for an examination will be considered to have sat the examination unless:
(a) They are permitted by the Senate for valid reason to withdraw from examination on a ground acceptable to the Senate within the given period
(b) They submits medical certificate prior to the start of the examination or within 7 working days after the exam.
- If a student can’t present themselves for any section of an exam, they will have to notify it to the Director/UCSC immediately. This should be confirmed in writing with support document within 48 hours by registered post.
- A student who withdraws or absent himself/herself from the examination will not be eligible for Honours at the next examination unless the senate decides otherwise.
- Students can’t sit examination, if they have exhausted the number for that examination, unless they are granted special permission to do so by the senate.
Students are strongly advised against committing plagiarism in the submission of assignments and thesis reports. In the case of other written examinations, the possession of unauthorized material is considered as an offence punishable under the University of Colombo rules on conduct of examinations.
Some Examples of past punishments:
- Plagiarized content in an assignment worth less than 20% of course work – zero marks for the assignment
- Plagiarized content in an assignment worth more than 20% of course work – zero marks for entire assignment component
- Keeping unauthorised material during an examination – paper cancelled if content not relevant to the subject matter of the examination
- Keeping unauthorised material during an examination – all papers of that semester examination cancelled if content relevant to the subject matter of the examination
- Keeping unauthorised material using university property (including writing on admission card) – all papers of that semester examination cancelled and cannot sit for any examinations for one further year
Examination Offences and Punishments
- Examination offences can be classified as follows:
- Possession of unauthorized documents or removal of examination stationery.
- Disorderly conduct.
- Obtaining or attempting to obtain improper assistance or cheating or attempting to cheat.
- Aiding and abetting the commission of any of these offences.
- Violation of any of the requirements or conditions stipulated in Part I.
- There shall be an Examination Disciplinary Committee to inquire into and make recommendations (including punishments) regarding examination offences.
- In all cases of examination offences, the Supervisor will take action and forward his report to the Director/UCSC.
- Having a prior knowledge of question paper is an examination offence.
- If students possess unauthorized material at an examination hall, it will be presumed that they have used it until the contrary is proved by them.
- In cases of disorderly conduct the Supervisor will in the first instance warn the student, and if the student persists in disorderly conduct, the Supervisor may exclude the student from the examination hall and issue him/her a letter cancelling their candidature from the examination.
- In all other cases of examination offences, the Supervisor will take over the unauthorized documents and will obtain a statement from the student and write his report on the matter.
- A student who is guilty of an examination offence is liable to following punishments.
(a)Â Removal of their name from the pass list.
(b)Â Cancellation of their candidature from whole or part of the examination
(c)Â Â Suspension from any University examination
(d) Suspension from the University for a period
- Any student found helping to commit an examination offence will receive the same punishment as the offender.
End semester Examinations and Continuous Evaluations
End semester examinations for a particular module, are conducted in the form of a written paper and continuous evaluations (assignments). Continuous evaluations can consist of a combination of reports, presentations, oral examinations and practical examinations. It should also be noted that there can be certain modules which do not have an end semester written examination (i.e. IS 2002 Group Project I, EN 2001 Industrial Practices, EN 3001 Industrial Placement/Industrial Project)
All examinations are conducted and completed within the given semester except for courses such as IS 2002 Group Project I, IS 3013 Group Project II. The duration of the theory examinations, practical and oral examinations are determined by the board of study of internal degree programs. The duration of each examination and the rubric of the examination (i.e. final marks calculations with respect to assignments and final course exam/evaluation) are informed during the respective semester.
Eligibility Requirements to Sit for End Semester Examinations
The main requirement in order to be eligible to sit for the end semester exam is to be enrolled in the course at the beginning of the semester. Since all the courses offered in first and second years are compulsory, students need not specifically enrol for those courses. But since optional courses are offered in third and fourth years, students are advised to specifically register for each optional course that is offered in that particular yearÂ at the beginning of that academic year. In addition a student would not be permitted to take an end of semester examination unless he/she has satisfied all the requirements of the relevant course including but not limited to:
- regular attendance at lectures if attendance at lectures is compulsory (â€œStudents are strictly advised to maintain 80% attendance at the lecturesâ€)
- attendance to laboratory classes
- submission of assignments at the appropriate time
Students who are unable to appear for a theory and/or practical component of an examination due to medical reasons should submit a Medical Certificate issued by the Chief Medical Officer (CMO)/University Medical Officer (UMO) of the University of Colombo or a valid Medical Certificate recommended by the CMO/UMO to the senior assistant registrar at the examinations branch.
Students are advised to strictly adhere to the following guidelines in this regard:
Students are advised to strictly adhere to the following guidelines in this regard:
(a)A student who suffers from an acceptable medical condition (illness, accident, etc.), during the period of an examination of the UCSC, should report to the Chief Medical Officer (CMO)/University Medical Officer (UMO) of the University of Colombo.Â The CMO/UMO will examine the student and issue a medical certificate, if necessary.
(b)The medical certificate issued by the CMO/UMO together with a copy of the letter addressed to the Director/UCSC informing about such medical condition(s), should be forwarded to the Registrar/Examinations of the UCSC along with the attachedÂ (relevant) application form within seven days from the last date of such recommended leave.
(a)In case of a student who resides outside Colombo city limits and who finds it difficult to report to the CMO/ UMO due to seriousness of the illness, should seek treatment from the nearest government medical institution/hospital.
(b)In such instances, he/she should follow the procedure given below with regard to the submission of a medical certificate(s):
(i)All medical certificates other than those issued by the CMO/UMO together with a copy of the letter addressed to the Director/UCSC informing about such medical condition(s), should be forwarded to the CMO/UMO along with the attached (relevant) application form. These should then be submitted to the Deputy Registrar/Examinations of the UCSC with the recommendation/ observation of the CMO/UMO within seven days from the last date of such recommended leave.
(a)Medical certificates submitted after the above deadline and/ or without the recommendation/ observation of the CMO/ UMO will not be accepted.
(b)The following categories of medical certificates will only be accepted by the CMO/ UMO for consideration.
(i) Medical certificates issued by a government hospital/ district medical officer
(c) Medical certificate issued by a private medical practitioner will only be accepted in the case of leave for less than five days;
(d) The CMO/ UMO may request the following documents as further proof of illness
(i) Receipt of payment for the medical certificate from the government hospital;
(ii) Prescriptions of the medicines taken;
(iii) Reports of the blood tests etc.
(If the required documents are not submitted the application may be rejected)
Absence for Assignments and Continuous Evaluations
In continuous evaluations (assignments), if a student is absent, the final grade is computed without the marks of the relevant assignment unless the student provides valid evidence accepted by the UCSC within a prescribed period of time. Students are advised to inform the lecturer if he/she is unable to attend to a continuous evaluation, beforehand if possible.
If a student is planning on going overseas, he/she is required to formally inform the internal undergraduate board of study.
Grade and GPV Requirements for Passing a Course
A student obtaining a grade below C (GPV below 2.00) may re-sit the course examination (if available) for the purpose of improving the grade. In the event of a student obtaining a lower grade while repeating, he/she is entitled to the previous grade. However, in calculating the award of a class in the final degree, maximum contribution from a repeated course is considered to be a C grade. Repeat candidates must register for courses they wish to repeat at the beginning of the academic year or soon after the results are released.
Criteria for completion of a course
A student is considered to have completed a course (Except an Enhancement course):
- If he/she has received a grade of â€œCâ€ or above
- If he/she has completed the assessments of that course successfully
- If he/she has fulfilled the attendance requirement predefined at the beginning of the course.
A student is considered to have completed an Enhancement course if and only if he/she has fulfilled the prescribed requirements of attendance and any other course activities.
Requirements for Graduation/Completion of Degree
A student shall not be entitled to the award of the three year Degree unless he/she has:
- Completed a minimum of 90 credits
- Completed a minimum of 60 Academic Credits in the first two years and at least 22 academic credits in the third year
- Completed the number of Enhancement Credit Value Equivalents
prescribed in respect of each year
- Obtained a minimum GPA of 2.00
- Completed the third year Industrial Placement/Industrial Project
- Completed the relevant requirements within six Academic Years
- Complete the relevant requirements within six academic Years
Requirements for completion of a fourth year degree
A student shall not be entitled to the award of the Honours Degree unless he/she has:
- completed a minimum of 120 credits
- completed a minimum of 30 academic credits in each of the first and the second academic years, a minimum of 22 academic credits in the third academic year and a minimum number of 30 academic credits in the fourth academic year
- completed the number of enhancement credit value equivalents prescribed in respect of each year
- obtained a minimum GPA of 2.50
- completed the third year Industrial Placement/Industrial Project
- obtained a grade not inferior to a C for the fourth year research project
- completed the relevant requirements within six Academic Years
Effective Date of the Degree
The effective date of awarding the degree shall be from the first day of the month following the last date of the final year second semester examination.