Office of the Registrar

Academic Regulations

The academic regulations of Southshore University College. Browse by theme and read the key provisions of each rule.

All Academic Regulations

Click a theme to reveal its regulations, then click any item to read its summary and key provisions.

Core principles of honesty in scholarship and the responsibilities of students and staff.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for academic integrity at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the academic conduct & integrity function;
(b) Define the standards, procedures and accountabilities that govern academic integrity across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to academic integrity;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of academic integrity;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to academic integrity within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of academic integrity.
Functional scope — It governs the academic conduct & integrity function in so far as it concerns academic integrity, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect academic integrity at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing academic integrity-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for academic integrity.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where academic integrity is carried out in the name of the institution, and to all online platforms, systems and channels used for academic integrity; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with academic integrity at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Academic Integrity of Southshore university College, including its schedules, annexes and any approved amendments.
"Academic Integrity" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely academic integrity as carried out by, within, or on behalf of Southshore university College.
"Academic Integrity Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, academic integrity; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of academic integrity are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Academic Integrity Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Academic Integrity Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to academic integrity that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Definition of plagiarism, similarity-check requirements and the prescribed referencing styles.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for plagiarism and referencing at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the academic conduct & integrity function;
(b) Define the standards, procedures and accountabilities that govern plagiarism and referencing across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to plagiarism and referencing;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of plagiarism and referencing;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to plagiarism and referencing within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of plagiarism and referencing.
Functional scope — It governs the academic conduct & integrity function in so far as it concerns plagiarism and referencing, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect plagiarism and referencing at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing plagiarism and referencing-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for plagiarism and referencing.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where plagiarism and referencing is carried out in the name of the institution, and to all online platforms, systems and channels used for plagiarism and referencing; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with plagiarism and referencing at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Plagiarism and Referencing of Southshore university College, including its schedules, annexes and any approved amendments.
"Plagiarism and Referencing" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely plagiarism and referencing as carried out by, within, or on behalf of Southshore university College.
"Plagiarism and Referencing Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, plagiarism and referencing; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of plagiarism and referencing are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Plagiarism and Referencing Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Plagiarism and Referencing Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to plagiarism and referencing that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Conditions under which generative AI tools may be used in coursework, assignments and research.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for use of generative ai in academic work at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the academic conduct & integrity function;
(b) Define the standards, procedures and accountabilities that govern use of generative ai in academic work across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to use of generative ai in academic work;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of use of generative ai in academic work;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to use of generative ai in academic work within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of use of generative ai in academic work.
Functional scope — It governs the academic conduct & integrity function in so far as it concerns use of generative ai in academic work, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect use of generative ai in academic work at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing use of generative ai in academic work-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for use of generative ai in academic work.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where use of generative ai in academic work is carried out in the name of the institution, and to all online platforms, systems and channels used for use of generative ai in academic work; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with use of generative ai in academic work at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Use of Generative AI in Academic Work of Southshore university College, including its schedules, annexes and any approved amendments.
"Use of Generative AI in Academic Work" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely use of generative ai in academic work as carried out by, within, or on behalf of Southshore university College.
"Use of Generative AI in Academic Work Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, use of generative ai in academic work; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of use of generative ai in academic work are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Use of Generative AI in Academic Work Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Use of Generative AI in Academic Work Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to use of generative ai in academic work that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Minimum entry requirements for undergraduate, postgraduate and professional programmes, including credit, grade and English language thresholds.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for admission requirements at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the admissions & registration function;
(b) Define the standards, procedures and accountabilities that govern admission requirements across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to admission requirements;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of admission requirements;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to admission requirements within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of admission requirements.
Functional scope — It governs the admissions & registration function in so far as it concerns admission requirements, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect admission requirements at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing admission requirements-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for admission requirements.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where admission requirements is carried out in the name of the institution, and to all online platforms, systems and channels used for admission requirements; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with admission requirements at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Admission Requirements of Southshore university College, including its schedules, annexes and any approved amendments.
"Admission Requirements" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely admission requirements as carried out by, within, or on behalf of Southshore university College.
"Admission Requirements Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, admission requirements; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of admission requirements are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Admission Requirements Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Admission Requirements Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to admission requirements that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Conditions under which a student may transfer between programmes within the University College.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for change of programme at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the admissions & registration function;
(b) Define the standards, procedures and accountabilities that govern change of programme across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to change of programme;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of change of programme;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to change of programme within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of change of programme.
Functional scope — It governs the admissions & registration function in so far as it concerns change of programme, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect change of programme at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing change of programme-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for change of programme.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where change of programme is carried out in the name of the institution, and to all online platforms, systems and channels used for change of programme; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with change of programme at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Change of Programme of Southshore university College, including its schedules, annexes and any approved amendments.
"Change of Programme" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely change of programme as carried out by, within, or on behalf of Southshore university College.
"Change of Programme Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, change of programme; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of change of programme are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Change of Programme Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Change of Programme Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to change of programme that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Procedures, deadlines and credit limits for registering courses each semester, including late registration penalties.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for course registration at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the admissions & registration function;
(b) Define the standards, procedures and accountabilities that govern course registration across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to course registration;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of course registration;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to course registration within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of course registration.
Functional scope — It governs the admissions & registration function in so far as it concerns course registration, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect course registration at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing course registration-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for course registration.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where course registration is carried out in the name of the institution, and to all online platforms, systems and channels used for course registration; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with course registration at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Course Registration of Southshore university College, including its schedules, annexes and any approved amendments.
"Course Registration" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely course registration as carried out by, within, or on behalf of Southshore university College.
"Course Registration Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, course registration; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of course registration are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Course Registration Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Course Registration Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to course registration that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Formal admission of students into the University College through the matriculation oath and registration on the matricula.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for matriculation at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the admissions & registration function;
(b) Define the standards, procedures and accountabilities that govern matriculation across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to matriculation;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of matriculation;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to matriculation within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of matriculation.
Functional scope — It governs the admissions & registration function in so far as it concerns matriculation, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect matriculation at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing matriculation-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for matriculation.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where matriculation is carried out in the name of the institution, and to all online platforms, systems and channels used for matriculation; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with matriculation at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Matriculation of Southshore university College, including its schedules, annexes and any approved amendments.
"Matriculation" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely matriculation as carried out by, within, or on behalf of Southshore university College.
"Matriculation Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, matriculation; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of matriculation are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Matriculation Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Matriculation Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to matriculation that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Weighting and composition of continuous assessment components and their relationship to end-of-semester examinations.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for continuous assessment at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the assessment & examinations function;
(b) Define the standards, procedures and accountabilities that govern continuous assessment across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to continuous assessment;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of continuous assessment;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to continuous assessment within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of continuous assessment.
Functional scope — It governs the assessment & examinations function in so far as it concerns continuous assessment, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect continuous assessment at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing continuous assessment-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for continuous assessment.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where continuous assessment is carried out in the name of the institution, and to all online platforms, systems and channels used for continuous assessment; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with continuous assessment at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Continuous Assessment of Southshore university College, including its schedules, annexes and any approved amendments.
"Continuous Assessment" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely continuous assessment as carried out by, within, or on behalf of Southshore university College.
"Continuous Assessment Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, continuous assessment; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of continuous assessment are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Continuous Assessment Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Continuous Assessment Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to continuous assessment that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Conduct of end-of-semester examinations, eligibility, identification, invigilation and reporting.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for end-of-semester examinations at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the assessment & examinations function;
(b) Define the standards, procedures and accountabilities that govern end-of-semester examinations across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to end-of-semester examinations;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of end-of-semester examinations;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to end-of-semester examinations within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of end-of-semester examinations.
Functional scope — It governs the assessment & examinations function in so far as it concerns end-of-semester examinations, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect end-of-semester examinations at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing end-of-semester examinations-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for end-of-semester examinations.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where end-of-semester examinations is carried out in the name of the institution, and to all online platforms, systems and channels used for end-of-semester examinations; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with end-of-semester examinations at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the End-of-Semester Examinations of Southshore university College, including its schedules, annexes and any approved amendments.
"End-of-Semester Examinations" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely end-of-semester examinations as carried out by, within, or on behalf of Southshore university College.
"End-of-Semester Examinations Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, end-of-semester examinations; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of end-of-semester examinations are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a End-of-Semester Examinations Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a End-of-Semester Examinations Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to end-of-semester examinations that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Categories of examination misconduct, investigation procedure and sanctions.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for examination malpractice at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the assessment & examinations function;
(b) Define the standards, procedures and accountabilities that govern examination malpractice across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to examination malpractice;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of examination malpractice;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to examination malpractice within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of examination malpractice.
Functional scope — It governs the assessment & examinations function in so far as it concerns examination malpractice, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect examination malpractice at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing examination malpractice-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for examination malpractice.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where examination malpractice is carried out in the name of the institution, and to all online platforms, systems and channels used for examination malpractice; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with examination malpractice at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Examination Malpractice of Southshore university College, including its schedules, annexes and any approved amendments.
"Examination Malpractice" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely examination malpractice as carried out by, within, or on behalf of Southshore university College.
"Examination Malpractice Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, examination malpractice; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of examination malpractice are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Examination Malpractice Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Examination Malpractice Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to examination malpractice that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Letter grades, grade points, weighted averages and classification of the final award.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for grading system and cgpa at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the assessment & examinations function;
(b) Define the standards, procedures and accountabilities that govern grading system and cgpa across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to grading system and cgpa;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of grading system and cgpa;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to grading system and cgpa within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of grading system and cgpa.
Functional scope — It governs the assessment & examinations function in so far as it concerns grading system and cgpa, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect grading system and cgpa at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing grading system and cgpa-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for grading system and cgpa.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where grading system and cgpa is carried out in the name of the institution, and to all online platforms, systems and channels used for grading system and cgpa; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with grading system and cgpa at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Grading System and CGPA of Southshore university College, including its schedules, annexes and any approved amendments.
"Grading System and CGPA" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely grading system and cgpa as carried out by, within, or on behalf of Southshore university College.
"Grading System and CGPA Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, grading system and cgpa; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of grading system and cgpa are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Grading System and CGPA Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Grading System and CGPA Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to grading system and cgpa that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Rules for re-sitting failed courses and the cap on resit grades.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for resits and supplementary assessment at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the assessment & examinations function;
(b) Define the standards, procedures and accountabilities that govern resits and supplementary assessment across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to resits and supplementary assessment;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of resits and supplementary assessment;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to resits and supplementary assessment within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of resits and supplementary assessment.
Functional scope — It governs the assessment & examinations function in so far as it concerns resits and supplementary assessment, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect resits and supplementary assessment at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing resits and supplementary assessment-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for resits and supplementary assessment.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where resits and supplementary assessment is carried out in the name of the institution, and to all online platforms, systems and channels used for resits and supplementary assessment; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with resits and supplementary assessment at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Resits and Supplementary Assessment of Southshore university College, including its schedules, annexes and any approved amendments.
"Resits and Supplementary Assessment" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely resits and supplementary assessment as carried out by, within, or on behalf of Southshore university College.
"Resits and Supplementary Assessment Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, resits and supplementary assessment; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of resits and supplementary assessment are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Resits and Supplementary Assessment Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Resits and Supplementary Assessment Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to resits and supplementary assessment that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Right of appeal against decisions of Boards of Examiners and the Examinations Misconduct Committee.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for appeals against examination decisions at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the grievances & appeals function;
(b) Define the standards, procedures and accountabilities that govern appeals against examination decisions across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to appeals against examination decisions;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of appeals against examination decisions;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to appeals against examination decisions within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of appeals against examination decisions.
Functional scope — It governs the grievances & appeals function in so far as it concerns appeals against examination decisions, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect appeals against examination decisions at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing appeals against examination decisions-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for appeals against examination decisions.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where appeals against examination decisions is carried out in the name of the institution, and to all online platforms, systems and channels used for appeals against examination decisions; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with appeals against examination decisions at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Appeals Against Examination Decisions of Southshore university College, including its schedules, annexes and any approved amendments.
"Appeals Against Examination Decisions" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely appeals against examination decisions as carried out by, within, or on behalf of Southshore university College.
"Appeals Against Examination Decisions Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, appeals against examination decisions; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of appeals against examination decisions are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Appeals Against Examination Decisions Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Appeals Against Examination Decisions Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to appeals against examination decisions that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Procedure and timelines for requesting a remark of an examination script.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for remarking of scripts at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the grievances & appeals function;
(b) Define the standards, procedures and accountabilities that govern remarking of scripts across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to remarking of scripts;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of remarking of scripts;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to remarking of scripts within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of remarking of scripts.
Functional scope — It governs the grievances & appeals function in so far as it concerns remarking of scripts, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect remarking of scripts at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing remarking of scripts-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for remarking of scripts.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where remarking of scripts is carried out in the name of the institution, and to all online platforms, systems and channels used for remarking of scripts; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with remarking of scripts at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Remarking of Scripts of Southshore university College, including its schedules, annexes and any approved amendments.
"Remarking of Scripts" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely remarking of scripts as carried out by, within, or on behalf of Southshore university College.
"Remarking of Scripts Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, remarking of scripts; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of remarking of scripts are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Remarking of Scripts Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Remarking of Scripts Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to remarking of scripts that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Channels for raising concerns about teaching, supervision and academic services.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for student academic grievances at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the grievances & appeals function;
(b) Define the standards, procedures and accountabilities that govern student academic grievances across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to student academic grievances;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of student academic grievances;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to student academic grievances within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of student academic grievances.
Functional scope — It governs the grievances & appeals function in so far as it concerns student academic grievances, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect student academic grievances at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing student academic grievances-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for student academic grievances.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where student academic grievances is carried out in the name of the institution, and to all online platforms, systems and channels used for student academic grievances; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with student academic grievances at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Student Academic Grievances of Southshore university College, including its schedules, annexes and any approved amendments.
"Student Academic Grievances" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely student academic grievances as carried out by, within, or on behalf of Southshore university College.
"Student Academic Grievances Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, student academic grievances; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of student academic grievances are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Student Academic Grievances Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Student Academic Grievances Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to student academic grievances that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Roles and responsibilities of supervisors and candidates in taught and research postgraduate programmes.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for postgraduate supervision at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the postgraduate regulations function;
(b) Define the standards, procedures and accountabilities that govern postgraduate supervision across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to postgraduate supervision;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of postgraduate supervision;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to postgraduate supervision within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of postgraduate supervision.
Functional scope — It governs the postgraduate regulations function in so far as it concerns postgraduate supervision, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect postgraduate supervision at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing postgraduate supervision-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for postgraduate supervision.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where postgraduate supervision is carried out in the name of the institution, and to all online platforms, systems and channels used for postgraduate supervision; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with postgraduate supervision at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Postgraduate Supervision of Southshore university College, including its schedules, annexes and any approved amendments.
"Postgraduate Supervision" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely postgraduate supervision as carried out by, within, or on behalf of Southshore university College.
"Postgraduate Supervision Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, postgraduate supervision; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of postgraduate supervision are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Postgraduate Supervision Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Postgraduate Supervision Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to postgraduate supervision that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Prescribed format, word limits and submission procedure for theses and dissertations.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for thesis submission and format at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the postgraduate regulations function;
(b) Define the standards, procedures and accountabilities that govern thesis submission and format across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to thesis submission and format;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of thesis submission and format;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to thesis submission and format within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of thesis submission and format.
Functional scope — It governs the postgraduate regulations function in so far as it concerns thesis submission and format, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect thesis submission and format at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing thesis submission and format-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for thesis submission and format.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where thesis submission and format is carried out in the name of the institution, and to all online platforms, systems and channels used for thesis submission and format; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with thesis submission and format at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Thesis Submission and Format of Southshore university College, including its schedules, annexes and any approved amendments.
"Thesis Submission and Format" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely thesis submission and format as carried out by, within, or on behalf of Southshore university College.
"Thesis Submission and Format Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, thesis submission and format; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of thesis submission and format are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Thesis Submission and Format Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Thesis Submission and Format Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to thesis submission and format that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Composition of the viva panel, conduct of the examination and possible outcomes.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for viva voce examination at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the postgraduate regulations function;
(b) Define the standards, procedures and accountabilities that govern viva voce examination across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to viva voce examination;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of viva voce examination;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to viva voce examination within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of viva voce examination.
Functional scope — It governs the postgraduate regulations function in so far as it concerns viva voce examination, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect viva voce examination at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing viva voce examination-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for viva voce examination.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where viva voce examination is carried out in the name of the institution, and to all online platforms, systems and channels used for viva voce examination; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with viva voce examination at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Viva Voce Examination of Southshore university College, including its schedules, annexes and any approved amendments.
"Viva Voce Examination" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely viva voce examination as carried out by, within, or on behalf of Southshore university College.
"Viva Voce Examination Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, viva voce examination; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of viva voce examination are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Viva Voce Examination Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Viva Voce Examination Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to viva voce examination that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Minimum CGPA required to progress from one level to the next and treatment of trailed courses.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for academic progression at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the progression & award function;
(b) Define the standards, procedures and accountabilities that govern academic progression across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to academic progression;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of academic progression;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to academic progression within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of academic progression.
Functional scope — It governs the progression & award function in so far as it concerns academic progression, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect academic progression at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing academic progression-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for academic progression.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where academic progression is carried out in the name of the institution, and to all online platforms, systems and channels used for academic progression; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with academic progression at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Academic Progression of Southshore university College, including its schedules, annexes and any approved amendments.
"Academic Progression" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely academic progression as carried out by, within, or on behalf of Southshore university College.
"Academic Progression Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, academic progression; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of academic progression are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Academic Progression Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Academic Progression Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to academic progression that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Conditions under which a student may defer studies or be granted leave of absence.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for deferment and leave of absence at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the progression & award function;
(b) Define the standards, procedures and accountabilities that govern deferment and leave of absence across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to deferment and leave of absence;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of deferment and leave of absence;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to deferment and leave of absence within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of deferment and leave of absence.
Functional scope — It governs the progression & award function in so far as it concerns deferment and leave of absence, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect deferment and leave of absence at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing deferment and leave of absence-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for deferment and leave of absence.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where deferment and leave of absence is carried out in the name of the institution, and to all online platforms, systems and channels used for deferment and leave of absence; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with deferment and leave of absence at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Deferment and Leave of Absence of Southshore university College, including its schedules, annexes and any approved amendments.
"Deferment and Leave of Absence" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely deferment and leave of absence as carried out by, within, or on behalf of Southshore university College.
"Deferment and Leave of Absence Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, deferment and leave of absence; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of deferment and leave of absence are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Deferment and Leave of Absence Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Deferment and Leave of Absence Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to deferment and leave of absence that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Credit, residency and CGPA requirements for the award of a degree, diploma or certificate.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for graduation requirements at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the progression & award function;
(b) Define the standards, procedures and accountabilities that govern graduation requirements across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to graduation requirements;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of graduation requirements;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to graduation requirements within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of graduation requirements.
Functional scope — It governs the progression & award function in so far as it concerns graduation requirements, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect graduation requirements at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing graduation requirements-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for graduation requirements.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where graduation requirements is carried out in the name of the institution, and to all online platforms, systems and channels used for graduation requirements; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with graduation requirements at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Graduation Requirements of Southshore university College, including its schedules, annexes and any approved amendments.
"Graduation Requirements" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely graduation requirements as carried out by, within, or on behalf of Southshore university College.
"Graduation Requirements Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, graduation requirements; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of graduation requirements are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Graduation Requirements Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Graduation Requirements Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to graduation requirements that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
Conditions for placing a student on academic probation and grounds for academic withdrawal.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for probation and withdrawal at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the progression & award function;
(b) Define the standards, procedures and accountabilities that govern probation and withdrawal across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to probation and withdrawal;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of probation and withdrawal;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to probation and withdrawal within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of probation and withdrawal.
Functional scope — It governs the progression & award function in so far as it concerns probation and withdrawal, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect probation and withdrawal at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing probation and withdrawal-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for probation and withdrawal.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where probation and withdrawal is carried out in the name of the institution, and to all online platforms, systems and channels used for probation and withdrawal; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with probation and withdrawal at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Probation and Withdrawal of Southshore university College, including its schedules, annexes and any approved amendments.
"Probation and Withdrawal" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely probation and withdrawal as carried out by, within, or on behalf of Southshore university College.
"Probation and Withdrawal Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, probation and withdrawal; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of probation and withdrawal are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Probation and Withdrawal Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Probation and Withdrawal Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to probation and withdrawal that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Academic Regulations

All Academic Regulations

Academic Conduct & Integrity

Admissions & Registration

Assessment & Examinations

Grievances & Appeals

Postgraduate Regulations

Progression & Award