University of Gondar

Postgraduate Comprehensive Guideline

March, 2017

Gondar, Ethiopia

Table of Contents

Preface1
Acronyms7

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 1. Introduction..8
1.1 General Background..8
1.2 Rationale8
1.3 Objectives..9
1.3.1. General Objective9
1.3.2. Specific Objectives..9

2. Postgraduate Studies Policy10

2.1. Major Policy Principles...10

2.1.1 Postgraduate Philosophy of University of Gondar .10

2.1.2. Basic Standards in the Conduct of Postgraduate Studies ..10

2.2. Major Postgraduate Issues 10

2.3. Scope of the Policy11

2.4. Policy Implementation Strategies11

3. Postgraduate Studies Guideline12

3.1. General provisions of the Postgraduate program.12

3.2. The Department Graduate Committee..13

3.3. Admission to the postgraduate program...14

3.3.1. General admission provision..14

3.3.2. Admission Types.14

1. Introduction
1.1 General Background

The University of Gondar was established in 1954 as the then Public Health College and
Training Center in the historic and medieval city of Gondar by the Ministry of Health,

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 World Health Organization (WHO), UNCEF and USAID, primarily to serve the
community around who suffered from plague. In its current status, as a university, it was
established in 2004 with a legal mandate by the Council of Ministers Regulation Charter
No. 112/2004.

The university currently has nine academic units namely the College of Medicine and
Health Sciences, College of Business and Economics, College of Social Sciences and
Humanities, College of Natural and Computational Sciences, College of Veterinary
Medicine, School of Law, College of Agriculture and Rural Transformation, Institute of
Technology and Faculty of Education.

In order to hasten the overall development of the country, the university is aggressively
expanding postgraduate program besides to undergraduate programs, conducting
research, technology transfer, and rendering community services which are given in
regular, extension and summer program divisions. Currently, almost all of the
postgraduate programs comprise of masters studies and medical specialty trainings, but
also activities are underway to expand PhD program.

In order to run the postgraduate programs efficiently, the University of Gondar produced
this Postgraduate Guideline. The document is expected to be a very useful handbook in
familiarizing rules and regulations pertinent to postgraduate studies at University of
Gondar. All the rules and regulations stated in this document are in accordance with the
Senate Legislation of University of Gondar and the proclamation of higher education
institutions. Therefore, users are expected to exercise and implement all the rules stated in
this handbook.

1.2. Rationale

To address the issues of postgraduate studies with better emphasis in terms of quantity
and quality, a detailed postgraduate guideline is imperative for the purpose of making the
program:

Systematic, coherent and internally consistent;

Transparent, effective and leading to the attainment of the mission of the
university;
Provide a conducive environment for postgraduate studies
Inspire problem solving research undertakings and establish the culture of
publication;
Attractive to collaborate institutions, and stakeholders.
1.3 Objectives
The Postgraduate Guideline Document seeks to achieve the following general and
specific objectives.
1.3.1 General Objective
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 The main objective of this Postgraduate Guideline Document is to
facilitate and promote the ongoing efforts to scale up and strengthen
postgraduate studies and to provide modalities for co-ordination in line
with the growth and transformation plan of Ethiopia.
1.3.2. Specific Objective
To make sure that the postgraduate studies at all academic units are
run uniformly,
To strengthen postgraduate programs both in quantity and quality,
To provide quality education that enables to solve societal
problems,
To ensure effective and efficient utilization of the universitys
resources
2. Fundamental principles of postgraduate studies
2.1 Major Principles
2.1.1 Postgraduate philosophy of university of Gondar

The philosophy and objectives of UOGs postgraduate studies areas enunciated in its
enabling decree. Thus, the university has responsibility to produce highly competent
and qualified human resources to accelerate the development of the country. In this
perspective, the role of expanding and strengthening its valued responsibilities, the
university has to adhere to certain fundamental principles and directions which might
be termed postgraduate studies philosophy. These includes:

Postgraduate training to all of its academic staff members in campus

programs, in country programs or abroad;
Strengthening the capacities of in- campus postgraduate programs;
Ensuring the relevance of its postgraduate programs and audit their
contribution to the society /the country.
2.1.2 Basic Standards in the Conduct of Postgraduate Studies
The university works hard to maintain high standards in its postgraduate
studies. The maintenance of quality of education will be given highest priority.
This can be achieved by providing all necessary inputs for the programs and
close supervision of the process of postgraduate trainings. These tasks shall be
accomplished by implementing structures set at different levels. Besides
commitment of leadership to implement the guidelines: honesty, transparency,
impartiality and strong sense of serving the country are basic ingredients of
this guideline document.
2.2 Major Postgraduate Issues
The following points are deemed essential for efficient and effective conduct of
postgraduate studies:
1. Different concerned bodies of the university shall perform their roles and
responsibilities with high degree of efficiency

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 2. In order to start a postgraduate program the required human and material
resources should be fulfilled by the respective department.
3. All academic staff members are eligible to apply for postgraduate studies in their
or related area provided that they render the minimum service to the university.
4. All academic staff members sponsored by the university shall serve same for a
period not less than the study leave period.
5. Duplication of equivalent postgraduate degrees by university sponsorship is
normally prohibited
6. In cases of involvement of collaborating institution(s) to run a given postgraduate
program, the interests of the university shall not jeopardize materially or
otherwise.
7. All postgraduate students are obliged to carry at least 3 lecture equivalent hours in
the host university.
8. Enrollment in more than one postgraduate program at a time at university of
Gondar is not allowed
2.3 Scope of the guideline
This guideline applies to all postgraduate programs of the university and be adapted
to fit inter- program variability based on the nature of the discipline.
All academic staff members and academic units are expected to abide by this
guideline. In all of their postgraduate endeavors, this document shall not apply on
matters not covered by this document.
2.4 Implementation Strategies: the implementing body of the guideline include
1. The higher body of the university i.e. the senate, the president, academic vice
president, and research and community service vice president shall be the general
directives on the postgraduate program of the university,
2. The director for postgraduate office shall coordinate postgraduate programs of all
academic units,
3. The postgraduate coordinator office of each college, faculty, school, institution
shall coordinate programs in their respective academic units,
4. The director for education quality assurance and audit shall assure the relevance
and minimum requirements of the development of curricula,
5. The deans of the academic units shall coordinate, support and supervise the
conduct of the postgraduate studies of their units,
6. The department graduate committee shall undertake routine day-to-day activities
of the postgraduate program of each department as described in this document,
7. This document shall be posted in the university web page to be accessed by the
academic staff and other clients/ Stakeholders,
8. The academic units may organize short trainings on this document for all
academic staff members to raise awareness.
3. General Provisions for Postgraduate Studies
The provisions of the Postgraduate Guideline and the Senate Legislation pertaining to
postgraduate studies are described in detail in this section of the document.

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 1. Each academic unit may offer programs of study and research leading to the
Master of Arts (M.A), the Master of Education (M.Ed), the Master of
Science(M.Sc.), Master of Law (LL.M), MPH, MENG, Medical Specialty
Programs, and similar other postgraduate degrees. The academic unit may also, as
conditions permit, offer such programs of study and research leading to PhD
degrees and postgraduate diplomas,
2. The academic unit shall function through Department Graduate Committees
(DGC),
3. All university- wide policies, rules and regulation shall mutatis mutandis apply to
the program,
4. Academic unit may run joint postgraduate programs in collaboration with other
universities until it develops the necessary capacity to run programs on its own
and/or complement each other for better competency of the graduates. In such
programs in agreement with the collaborating institution,
5. A minimum academic rank of staff offering courses in the postgraduate program
should be assistant and associate professor for master and doctorate degrees
respectively. In addition, academic staff member with a PhD can also offer
courses for PhD program. Exceptional cases to the above provision could be
handled in accordance with the order as per the specific table shown below.

Order of priority for For PhD programs For Masters program

course and advising Qualification and Qualification and
academic rank academic rank
1st Professor professor
nd
2 Associate Professor Associate professor with
with PhD PhD
3rd Associate professor Associate professor

4th Assistant professor Assistant professor with

with PhD PhD
5th Assistant professor

6th PhD candidate (who has

defended proposal)
7th Lecturer with at least one
publication and two years
teaching service as a
lecturer with area of
relevance
8th Lecturer with 5 year service

TABLE 1- DESCRIPTION OF PRIORITY FOR SELECTION

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 3.2. The Department Graduate Committee
There shall be established Department Graduate Committee (DGC,) here after
referred to as the DGC
3.2.1 Composition and Term of the Committee
A. The DGC shall be composed of the department head as chairperson and at least
three staff members but not exceeding seven with the rank of Assistant Professor
or above to be elected by the department council(DC).
B. the term of service of elected members of the committee shall be three years.
C. A member shall be eligible for re- election
3.2.2 Duties and Responsibility of the Committee

The DGC s shall:

A. Supervise all activities of the postgraduate programs in the department
B. Approve status of the students , and review and endorse grades:
C. Prepare periodic reports on its activities and submit the same to the academic
unit;
D. Recommend and /or approve a research advisor for each graduate student
E. Recommend members of examining Board for thesis, dissertation and other
qualifying examinations for approval by the DC;
F. Review and approve thesis research proposals submitted by graduate students
under the supervision of their academic advisor :
G. Oversee settings of entrance examinations and screen candidates and approve
for admission
H. Screen and assign graduate students eligible for teaching assistantship;
I. Attend to all academic problems that concern the academic unit at graduate
studies level ,
J. Suggest revision and amendment of policies, rules and regulation governing
graduate studies in the academic unit,
K. Approve graduate program course offerings and thesis research proposals of
graduate students,
L. Endorse proposals of the DC concerning new graduate programs for
subsequent approval by the senate and periodically assess and evaluate
existing ones,
M. Accomplish all other duties assigned by the DC and the University
N. Consider any matter entrusted to it by the senate of the academic unit head.
3.3 Admission to the Postgraduate program
3.3.1 A candidate who has a high scholastic standing, whose professional
experience has been superior and who has received a strong
recommendation shall be granted to government sponsors as per the
pressing needs of the government.

The minimum intake of a master program (in regular) shall be five

students. However, the optimum (minimum and maximum) number
of students in the different postgraduate programs shall be

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 determined by the respective DC taking into consideration the
number of staff, availability of space and demand for training as
bound by the senate legislation. Final confirmation shall be rendered
by the postgraduate coordinator of the respective college, faculty,
institute, and school.

3.3.2. Admission Types

In its effort to meet the voracious domestic demand of highly

qualified academic professionals in higher learning institutions in the
country and to improve the range of opportunities for international
study applicants the University of Gondar offers post graduate degree
programs in multiple disciplines. A list of post graduate degree
programs offered at the UOG is available at the universitys Office of
postgraduate Studies or on the UOG website www. uog. edu.et.

Postgraduate admission at University of Gondar is granted to

applicants who appear to have the highest potential for postgraduate
study and who, with the benefit of a postgraduate education, are the
most likely to contribute substantially to their academic or
professional field at the University of Gondar or in any other
domestic higher education institutions through teaching, research and
professional practices.

The following are the types of postgraduate admission at the University of Gondar:

1. Admission for a masters degree

2. Admission for a PhD degree
3. Admission for a Specialty and subspecialty Certificate in Clinical Medicine
3.3.3 Admission Requirements
3.3.3.1 Requirements for Masters Degree
The general requirements for enrollment in a Masters Degree program at the
University of Gondar are as follows:
A Bachelor Degree (or equivalent) in a field of study relevant to the selected
program from a public University or any other accredited institution of higher
learning.
A cumulative Grade Point Average (CGPA) of at least 2.00
Entrance examination (i.e., score at least 50%). However, a score above 50%
does not automatically guarantee enrollment which could be based on the
intake capacity of the respective department. Foreign applicants may be
exempted from the University of Gondar postgraduate entrance examination
upon submission of GRE results or equivalent examinations.

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 Letter of sponsorship: The applicant must provide evidence of financial
support to pursue his or her postgraduate studies at UOG. Applicants without
sponsorship should pay the appropriate postgraduate fee to UOG. Masters
sponsorship for a candidate with a second degree through government is
strictly prohibited. However, if the candidate is supported by the sponsoring
institution, she/he would be eligible for such enrollment.
Letter of recommendation: The applicant must provide two letters of
recommendation from her/his previous institution/supervisors who are
familiar with her/his academic performance.
Age of the candidate: A government sponsored masters candidates should not
be above 40 years old.
Evidence of English Language proficiency: foreign applicants from countries
in which the medium of institution is not English are required to submit
official evidence of English language proficiency.
Specific Requirements: The above admission requirements apply to all
masters degree programs at the University of Gondar. Furthermore,
individual programs may for pedagogic reasons or special requirements of the
field of study set appropriate restrictions such as appropriate work experience
requirements, after obtaining the bachelor degree, etc. Please check the
admission and application details provided by the department for additional
requirements
Documents & Transcript Requirements: All applicants are required to bring
their original bachelor degree certificate or official testimonial for graduation.
In addition, applicants must arrange the dispatch of their official transcripts in
hard copies by post to the universitys registrar before the deadlines. Official
transcripts must be in envelopes sealed by the issuer office in order to be
considered official. Without these original documents one cannot enroll as a
student. Academic records should be issued in their original languages
accompanied by English translations ( usually prepared by ones university or
governmental agency unless the institution issues original documents in
English) Documents should be submitted in person or through the university
official online web site www.uog.edu.et or sent to:
Office of the registrar
University of Gondar
P.O.Box 196
Gondar, Ethiopia
3.3.3.2 Admission Requirements for a PhD Degree

Studies leading to the PhD degree are designed to give the candidate thorough and
comprehensive knowledge of his or her professional field as well as training in research
methods. The criteria for granting the degree shall be the candidates comprehension of the

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 subject matter and demonstrated abilities to perform independent research. In addition, the
candidate must have the ability to express himself/herself clearly in both oral and written
forms of the medium of instruction.

The following are requirements for admission to the PhD Program:

1. Masters degree or equivalent in a field of study relevant to the selected program from a
university or any other accredited institution of higher learning;
2. A Cumulative Grade Point Average (CGPA) of at least 3.00 or equivalent to it;
3. Letter of sponsorship: The applicant must provide evidence of financial support to pursue
his or her postgraduate studies;
4. Brief curriculum vitae: Applicants should submit an overview of education, work
experience, publication, and other professional activities;
5. Letters of recommendation: Two letters of recommendation are required, and it is
recommended that at least one of the recommendations come from previous
supervisors/professors who are familiar with the applicants academic performance. The
letters of recommendation must be submitted in envelopes sealed by the issuing
supervision /professors in order to be considered official or a scanned document with
signature;
6. Age of the candidate: A government sponsored PhD candidates should not be above 50
years old;
7. Letter of intent /synopsis : A letter of intent or synopsis of research proposal (about 5
pages ) is required that includes a problem definition, research questions; the proposed
methodology linked to the research questions and up- to-date literature references;
8. Publication: The applicant shall provide at least one example of scholarly research or
professional writing in printed format. However, the applicant should describe fully any
published or unpublished research, thesis , contributions to the professional or scholarly
literature and other professional or academic experience relevant to an assessment of his
or her capacity to pursue PhD study successfully;
9. Screening Criteria: The respective Department graduate committee screens the candidates
credentials and checks if the concept note/synopsis fits its PhD program;
10. Duplication of Doctoral Degree: PhD applicants who already hold a doctoral level degree
through government sponsorship are not permitted to get admission to a lesser degree or PhD
with a government sponsor.
3.3.3.3 Admission Requirement for Medical and veterinarian Specialty Program
A medical doctor with M.D and veterinarians with D.V.M or equivalent must spend a
minimum of 2 years in medical practice provided that the following requirements are
fulfilled:
1. Academic requirements: The candidate must have successfully completed his/her
M.D and D.V.M training. The M.D and D.V.M or equivalent degrees holders from
other countries must have completed an accredited or equivalent internship.
2. Service requirement: The M.D and D.V.M or equivalent must spend a minimum
of 2 years in medical practice in order to have satisfactory additional experience

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 in the practice of medicine. Distinction candidates who commit to be
academicians for the university or other Universities will be offered special
admission as per the recommendations they present directly after completing their
internship.
3. Recommendations: The candidate must be supported by two confidential letters of
recommendation.
4. Entrance examination (theoretical, practical and interview): The candidate must
satisfy the interviewers who are composed of three staff members of the
respective clinical departments/units. The candidate must pass the entrance
examination prepared for candidate selection scoring above 70%.
5. Enrollment and Registration: An M.D and D.V.M may be accepted as a candidate
for the specialty certificate in clinical medicine in accordance with the
postgraduate program. Every M.D and D.V.M under training in the clinical
departments must register once a year at the beginning of each academic year in
order to keep his/her program active.

3.3.3.4.. Provisional Admission

Student admitted to a program a field of specialization other than the intended area
specialization will be required to take the undergraduate courses which will be
determined by the DGC.

1. A Student given provisional admission has to be regular graduate student. The

performance of the student in the prescribed undergraduate course will not be
considered for SGPA calculation but will appear on the transcript.
2. The duration of the Students stay in the University as a provisionally admitted
student has to be determined by the Academic Unit Council concerned, but shall
not exceed one academic year.
3. A provisionally admitted student who has for the satisfaction of the DGC, register
for and take graduate level courses as qualified. Such a student must obtain a
grade of at least C in the undergraduate courses taken as prescribed in sub- article
3 of this Article.
3.4 Enrollment and Registration at Postgraduate Program
Application for admission into the graduate program is normally processed before
the beginning of each semester. Every student of the postgraduate program must
register at the beginning of each semester in order to keep enrollment active. A
student who fails to maintain continuous registration without officially
withdrawing from the graduate program will be dismissed. However, if the
student provides convincing evidences that he failed to do so with a force majeure
to the satisfaction of DGC, the DGC may reconsider his/her reinstatement. The
minimum intake of masters program in the regular division shall be 5 students the
minimum intake of masters program in continuing program shall be at least 10.

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 Intake capacity for a PhD program depends on the nature and capacity of the
program of the respective department.

3.5. Credit Requirement and Course Load at the Graduate Program

A. A total of 12 to15 credit hours per semester shall normally be regarded as
typical full load for a full time masters candidate for programs requiring thesis
work.
B. A total of 9 to 12 credit hours per semester shall normally be regarded as full
load for full time PhD candidate.
C. A total of 6 credit hours shall be allotted to masters thesis and 12 credit hours
for PhD dissertation.
D. A total of 6 to 9 credit hours per semester shall be regarded as a full load for
extension masters program.
e. A total of 9 to 12 credit hour per summer shall be regarded as a full load for
summer masters program.
F. The total credit requirements for candidates, however, shall be determined by
the DGC.

3.6 Transfer of postgraduate Students between Institutions

A qualified student may apply for transfer if applicants have successfully
completed at least one year of study in a similar program of another public
institution shall be considered by the respective Department graduate committee
based on the equivalency of course content and credit hours. An applicant for a
transfer who is left with thesis /project/ dissertation work will not be accepted in
any of the programs.

3.7. Inter-program Transfer of Postgraduates Students within the University

A. A graduate student registered in one graduate program may be allowed to
transfer to another program provided that the following requirements are fulfilled.
B. The candidate must have very good reason(s) for requesting the transfer.
C. The candidate must present a letter in support of the desired transfer from a
sponsor where applicable.
D. The candidate must have completed not more than one fourth of the originally
joined program (50% of the course work).
E. The candidate must satisfy the academic requirements of admission in to the
program to which transfer is sought.
F. Dismissed students should not be allowed to transfer.
G. The approval of both DGC must be obtained.
H. Transfer of credits shall be determined by the academic units receiving the
candidate.
3.8. Program Division and Duration
3.8.1. Program Divisions
The postgraduate programs at the University of Gondar have the following
divisions:

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 1. Regular program
2. Extension/weekend program
3. Summer program
4. Special program

All Master programs should be with course work and thesis or course-work/ project depending
on the nature of the program. PhD programs should have course work and research or research
alone depending on the nature of the program.

3.8.2 Program Duration

The Duration of postgraduate programs shall be as follows:

Program Minimum Maximum

Masters 2 Years 3 Years

Masters Extension 3 Years 4 Years

Masters Summer 4 Summers 6 Summers

PhD Full time 3 Years 5 Years

PhD part-time 4 Years 6 Years

Specialty Certificate 3 Years 4Years

Extension of the duration stated in the table above may be allowed if the requested extension is
caused by unavoidable circumstances and if it is recommended by the Department Graduate
Committee and approved by the Academic Unit Council of the respective School /Faculty/
College/Institute.

5. Course Offerings

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Semester course list and syllabus for all program divisions shall be given to the candidates on
time.

For Masters Program, assignment of instructor for course delivery will be in accordance with
relevant field of specialization and academic rank as per table 1.

6. Course Delivery Methods

In both Masters and PhD programs, curricula should be modularized and active learning methods
should be employed.

7. Assessment and Evaluation

Assessment and evaluation methods shall also based on the nature of the course and both
continuous (including term papers; chapter/book reviews; Lab activities; field work; seminars
/presentations and project work, etc) and summative assessment shall be employed.

8. Grading System of Postgraduate Program

1. Examinations are graded in the following letter grading system with
corresponding points.

Raw mark Letter Grade Grade Point

95-100 A+ 4.00
80-94 A 4.00
70-79 B+ 3.50
65-69 B 3.00
58-64 C+ 2.50
50-57 C 2.00
40-49 D 1.00
<40 F 0.00

2. To complete courses in a postgraduate program and graduate, a candidate

needs to obtain a minimum CGPA of 3.00 and a maximum of one C
grade in all courses for master and no C grade for PhD candidate.
3. Thesis shall be rated as provided under this document (Article11.60).
4. The post Graduate Research and Community Service Standing Committee
may revise the grading system upon approval of the same by the Senate.
5. The status and academic achievements of students enrolled in graduate
programs shall be governed by the provisions under this document.
9. Academic Status of Graduate Students
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 1. Probation is discretion to allow candidates who failed to score below the
required standards of the university to continue their studies. But, since the
purpose of probation is to facilitate the academic rehabilitation of such
students, the decision is made based on the validity of the reasons and
considering other relevant circumstances which are convincing that the
student can academically raise himself to the required level of academic
achievement.
2. At the end of each semester, the DGC shall examine the case of each
candidate who has failed to maintain the minimum CGPA requirement of
3.00. The inquiry shall attempt to determine why the candidate fail, and
whether there is reason to believe the candidate failed, and whether there
is reason to believe the candidate will meet the required academic
standards in the future. A candidate may be placed on discretionary
probation if, as a result of this inquiry, it is determined that valid reasons
exist to explain and justify that academic standards at the time of
graduation.
3. To the extent that inquiry into the cases of probation indicates, the DGC
may attach certain conditions to the granting of probation, which must
then be met if the candidate is to remain enrolled. These conditions may
be restrictions designed to remove in whole or in part the cause of
academic failure.
4. When a candidate is placed on probation the candidate shall be notified by
the head of their status and what is expected of them by way of academic
performance in the future, the restrictions or requirements stipulated by
the probation and the consequence of failure to meet these conditions.
5. Probations are given if a students semester GPA (SGPA) or cumulative
GPA (CGPA) falls below 3.00.
6. A first year graduate student is subject to dismissal without first being put
on probation if academic performance falls below 2.50 in the first
semester result.
7. Any first year graduate student who achieves a first semester GPA
(SGPA) between 2.50 and 3.00 shall be placed on probation by the DGC
and any such student who had been placed on probation by the DGC and
any such student who had been placed on probation shall be subject to
dismissal if the student fails to achieve a semester GPA of 3.00 in the next
semester.
8. If a student in sub article 8.7 above who had been placed on probation for
the first time in literature-based thesis programs, achieves a SGPA of 3.00
or above but still retains a CGPA below 3.00,the DGC may place the
student on final probation in the following semester if it finds that the
student will attain CGPA of 3.00 or above but the CGPA still falls below

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 3.00, the DGC may place the student on final probation in the following
semester if it finds that there is reason to believe that the student will attain
CGPA of 3.00 or above in the third semester.
9. For research-based thesis programs, if a student who had been placed on
probation for the first time achieves during the next semester, a SGPA of
3.00 or above but the CGPA still falls below 3.00, the DGC may
recommend such a student to repeat course.
10. A student who had been placed twice on probation shall be dismissed for
failing to achieve a CGPA of 3.00 in the next semester.
11. Consecutive probations are given a maximum of two times.
12. No candidate subject to dismissal may expect discretionary probation as a
matter of right.
13. After probation if a student is dismissed, no credit transfer can be claimed.

10. Repeating Courses at Postgraduate Program

1. Courses with C grades or lower may be repeated when the CGPA of the
student is less than 3.00 and if the student has more than one C in
Master Programs provided that his CGPA qualifies him to continue. For
PhD student all courses with C grades or lower shall be repeated once
up on the approval of the DGC.
2. The DGC, with the recommendation of the course instructor may allow a
student with a grade of C or lower to take re-exam, instead of repeating
the course, by assessing the overall performance or special conditions of
the student on individual basis.
3. Masters student may not repeat or take re-exam in a course more than
twice unless it is required for graduation.
4. The final grade for repeated courses or a course in which re-exam has
been taken shall be recorded and used for computing of CGPA.
5. A master student is allowed to graduate with a minimum CGPA of 3.00
and only one C. However, students having two C+ shall be allowed
to graduate as long as the CGPA is not below 3.00.

11. Withdrawal from and Readmission to the Graduate Program

11.1. Withdrawal
a. A student who wishes to withdraw from the Graduate Program
must consult and explain any reasons to their academic advisor.
Any student who withdraws from Graduate Program must be
informed that the student must have reasonable grounds for
withdrawal to be granted readmission.
b. Unless there are compelling reasons, official withdrawal forms
shall be completed within 30 days of discontinuation of classes. A

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 candidate who fails to comply with this requirement shall not be
eligible for readmission.

11.2. Readmission
A. A candidate in good academic standing who discontinues studies
with good reason may apply for readmission through the academic
unit into the discontinued semester.
B. A candidate suspended for disciplinary reason qualifies for
automatic registration as soon as the student has served the term.
C. A candidate may be readmitted only when the withdrawal is
effective owing to any of the reasons specified hereunder.
I. If the candidate cannot follow-up the program for medical
reasons in which case the health status shall be ascertained
by a medical doctor.
II. If the University is unable to carry out the relevant program
and advises the candidate accordingly.
III. If the candidate is unable to continue due to force majeure
other than those outlined in (a) and (b) above.
IV. A candidate who wishes to withdraw for reasons mentioned
under 2.3 of this Article shall petition the concerned DGC
stating the justification for, and the duration of absence
sought.
D. A candidate who has been dismissed for academic reasons may
apply for readmission on the following grounds:
I. If the student, at the end of the first semester, had obtained
a SGPA of not less than 2.00; and
II. If the student, at the end of second or third semester, had
obtained a CGPA of not less than 2.5 or 2.75, respectively.

E. No student who has been dismissed on academic grounds shall

be readmitted more than once.

F. A candidate who withdraws from the GP without the approval of

the concerned DGC shall not be eligible for readmission.

G. When withdrawal is effected with the approval of the concerned

DGC, a copy of the official withdrawal from submitted to the
admission officer shall be accompanied by the minutes of the DGC
meeting in which permission for withdrawal is granted.

L. Withdrawal made with the approval of the concerned DGC shall

not imply automatic readmission whenever it is sought. The length
of absence and the number of places available shall be taken into
consideration.
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 11. The Graduate Thesis/Dissertation/Project

11.1 General Requirements

A. A thesis shall constitute an individuals effort in academic

pursuits to identify and analyze problems by applying sound
methodology.

B. A thesis/dissertation/project shall constitute a partial fulfillment

of the requirement for the Masters or PhD Degree, except in a
program where it is not required.

11.2 Selection and Approval of Thesis/Project/Dissertation

Topic

A. The topic for thesis/project/dissertation work shall be selected

in consultation with, and prior approval of, the thesis advisor. The
selection of thesis/project/dissertation topic shall be on the basis of
the broad needs of the country and/or the priority areas of research
topics as determined by the concerned academic unit.

B. The topic of the thesis/project/dissertation of each candidate

shall be approved by the DGC as early as possible as and not later
than the time of the candidates enrollment into the second half of
the program.

11.3 Format of Thesis/Project/Dissertation

The PGRCSC shall issue detailed guidelines on

thesis/project/dissertation preparation, format, deadlines, etc

11.4 Submission of Thesis /Project/Dissertation

A. No candidate may be permitted to submit a

thesis/project/dissertation in less than one academic year from the
date of initial registration except with a special permission of the
DGC.

B. A candidate may submit the thesis at any time during or after the
last semester of course work and no later than the end of the forth
semester after the initial registration with the exception of
candidates allowed for extended residency.

11.5 Procedures for Examination and Submission of

Thesis/project/dissertation

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 Thesis/project/dissertation presentation period should be three
times per academic year (from half of September to half of
October; from half of February to a Half of January; from half of
May to half of June).

A. When a candidate, after conferring with the advisor, gives

notice of readiness to submit thesis, the DGC shall appoint an
examining Board and select an external examiner.

B. The external examiner should be decided in good time and

obtain a copy of the thesis of the candidate at least four weeks and
four months for postgraduate and PhD respectively before the date
set for the defense.

C. The Board shall have a minimum of three and a maximum of

five members consisting of at least one other member of the
university.

D. An external member of the Examining Board shall play a major

role in determining the fate of the thesis/project/dissertation
defense.

E. Internal members of the examining Boards shall normally be

drawn from the advisory committee where this is already
established.

F. All members of the examining Boards shall comment on all

aspects of the thesis/project/dissertation.

G. If there is any complaint on the decisions based on rational

grounds, the examiners board, in consultation with the external
examiner, will make final decision.

H. In case of resubmission and defense, the thesis will be approved

upon the satisfaction of at least the internal examiner and shall be
communicated to the external examiner.

11.6 Thesis/project/dissertation Evaluation

Based on the results of the open defense and assessment of the

thesis/project/dissertation by each member of the Board of
Examiners, the thesis/project/dissertation defended shall be
evaluated as follows:

11.6.1 Accepted

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 The Thesis/project/dissertation shall be:

1. Accepted with no change,

2. Accepted with minor changes to be made to the satisfaction of
the advisor, or
3. Accepted with major modification to be made to the
satisfaction of the examiner and the rest of the Board of
Examiners. Under certain circumstances, the external examiner
may delegate the Board of Examiners.

If a thesis/project/dissertation requires substantial changes, which are to be made to the

satisfaction of members of the examining boards report shall include a brief outline of the nature
of the changes required and indicate the time by which the changes are to be completed.

11.6.2 Rejected

A thesis/project/dissertation shall be rejected if:

1. The work does not meet the required standards, or

2. The work is plagiarized as judged by the Examining Board, or
3. The work has been already used to confer a degree from this or another
university. However, this shall not preclude the candidate from submitting
such work provided enough extra work has candidate from submitting such
work provided enough extra work has been done to expand the scope and
depth of the subject.
4. The fate of a candidate whose work has been rejected will be decided by a
joint meeting of the DGC, AUC, and Board of Examiners of the Department
concerned.

For modalities not mentioned in this sub-article, separate guidelines shall be issued by the
Postgraduate, Research and Community Services Committee, providing safe exit points
through awarding Postgraduate Certificate or Postgraduate Diploma to masters candidates
whose thesis has been rejected or MPhil or its equivalent to PhD candidate whose thesis has
been rejected.

The DGC and AUC shall jointly convene to decide on the dismissal or suspension of a
candidate whose thesis/project/dissertation has been rejected due to plagiarism or may
impose other disciplinary measures.

11.7 Thesis/project/dissertation Rating and Grading Scales

11.7.1 Thesis/project/dissertation Rating

The format of thesis/project/dissertation rating should be as stated below.

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 Name of the Candidate

Title

Thesis Components Point

Abstract.(5%)

Introduction(5%)

Literature Review (5%)

Justification(5%)

Objectives ..
(5%)

Materials and Methods(15%)

Result and Discussion(30%)

Conclusion, and recommendation(10%)

Defense Examination

Manner of Presentation.
(5%)

Confidence in the subject matter

(5%)

Ability of answering questions

(10%)

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11.7.2 Grading Scales

11.7.2.1. The Grading scales of each rank shall be as follows

Evaluation Result:

Points (%) Grade Rank

85 A Excellent
75 X<85 B+ Very Good
60X<75 B Good
50X<60 C Satisfactory
<50 F Fail
*Evaluation weight (*) = 0.60 x External examiners + 0.40 X Internal examiners

11.7.2.2. A Thesis that is defended and accepted may be rated Excellent Very Good,
Good or Satisfactory which shall appear on the transcript but will not be used for
calculation of the CGPA of the student.

11.7.3. A rejected thesis shall be rated Fail.

11.7.3. Final Thesis/Project/Dissertation

The candidate should correct the thesis/project/dissertation in accordance with the decision of the
Board of Examiners and submit it to the Chairperson of the DGC. The DGC should deliberate on
the thesis and submit its recommendations to the AUC. Then the academic unit will accept five
copies of the typed final thesis both in electronic and hard copy from the candidate and it will be
verified by the DGC.

11.8 Advisor ship

11.8.1. Advisor Selection

The DGC normally recommends thesis/project/dissertation advisor(s). The

Thesis/project/dissertation advisor(s) shall be:

1. A full-time academic unit member with the academic rank of Assistant Professor and
above for Masters Program and PhD holder or Professor for PhD program (if a question
of priority arises table 1 will apply) , or
2. A Person(s) outside of the university in the required area of specialization with a PhD
degree or MD with specialty who will be able to submit a letter of commitment in
advising the student and who will be in the country at least for a year or more . In such
cases, it will be mandatory to have a co-advisor(s) from the university. If special

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 circumstances arise, external advisor from abroad will be invited by the cumulative
decision of the DGC.
3. The advisor (s) shall assist the student in planning the research work, monitor in
regularly, advises the student on how to publish, critically evaluate the draft and final
manuscripts.
4. The number of students that an instructor can advise shall be determined by the DGC
taking into consideration the workload of the instructor, the number of students in the
academic unit, and other prevailing conditions.
5. All procedures used for the masters program will apply to the PhD program.
6. Any Conflict between the student and the advisor shall be resolved by DGC.

11.9. External and Internal Examiner

11.9.1. Purpose

The external examiner shall ensure that degrees awarded in similar subjects at the University
are comparable in standard with those awarded by other universities though their content
does, of course, very; and secondly ,that the assessment system is fair.

The main function of the external examiner shall be to serve a member of the Board of
Examiners a determining role in examining and deciding the fate of the
Thesis/project/dissertation. The external examiner shall also comment and give advice on
content, balance and structure.

11.9.2.2 Selection and Appointment

1. Normally, one external examiner is required for each student/Thesis/project/dissertation

except for PhD and Master Thesis in situations where the nature of the thesis work requires
more than one external examiner,

2. The DGC selects external examiner and recommends to the AUC if necessary,

4. The program seeking the appointment for an external examiner should submit to the DGC
the biographical data including academic achievement, publication, and experience as
external examiner of the nominee,

5. In approving the nomination of an external examiner, the DGC shall ascertain the
following:
[[

A. Only persons of seniority and experience who are able to command authority are
appointed and in all cases must have an academic rank of at least Assistant Professor (or
equivalent) for Masters and Associate Professor (or equivalent) for PhD. Exception shall
be approved by DGC.
B. An external examiner in general must be external to the university.

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 C. The same external examiner may not be appointed for more than three consecutive years.
An external examiners may be re-invited only after a lapse of two years; and
D. Former staff members can be invited to become external examiners two years after
leaving the university unless the termination of service was due to discipline problem.
E. One external examiner should not be assigned per program for more than four thesis at
any one time
F. External examiners from outside the higher education system, for example from industry,
research institutions, etc. may be selected when necessary.

11.9.2.4 Participation in Assessment Procedures

1. The views of an external examiner shall be particularly decisive in the case of

disagreement of the evaluation/ rating of a particular unit of assessment.

2. The signature of the members of examiners should exist.

3. External examiners shall be encouraged to comment on the assessment process and the
schemes for marking.

11.9.2.5. Discussion of Course Structure

Academic Units shall use the opportunities created by the visits of external examiners to
discuss the structure and content of the course and of the graduate program and the
assessment procedures. Any comments or suggestions made by the external examiners shall
be discussed by the academic unit and decisions shall be made whether or not to accept the
comments.

11.9.2.6 Reports

1. External examiners may make written confidential reports to the academic unit head at the
end of their visits. They are free to make any comments they wish, including observation on
teaching and course structure and content.

2. The head shall instruct the DGC to take action with respect to the comments. The head has
the responsibility to see it that the recommendations are considered and the proper measures
are taken.

11.9. Graduation and Award of Credentials

A candidate who fulfils the requirements laid down in this guideline and whose research,
study and examination results are judgment to be of sufficient merit shall be recommended to
the Senate by the School/institution/ faculty /college dean on behalf of the AUC, through the
Office of the University Registrar, for graduation and award of appropriate credentials by the
university.

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12. Tuition Fee and Payment for Instructors

12.1. Tuition Fee

A revised summary of tuition fee is given in the table below. Any candidate coming from other
than public universities should pay a tuition fee.

Tuition Fees

Table 3. Tuition Fees

S.NO Description Tuition fee

1 Registration fee for Ethiopian student s for admission 100 Birr
2 Registration fee for Ethiopian student s per semester 50 Birr
3 Registration fee for international students for admission 100 USD
4 Registration fee for international students for per semester 50 USD
5 Lecture based courses per credit hour for masters 500 Birr
6 Lecture accompanied by laboratory work per credit hour for 700 Birr
masters
7 Lecture based courses per credit hour for PhD 700 Birr
8 Lecture accompanied by laboratory work per credit hour for 1000 Birr
PhD
9 For masters thesis administrative payment 6000Birr
10 For PhD thesis administrative payment 12000 Birr
Research expenses will be covered by the candidates

12.2. Payment for Instructors

One lecture equivalent hour shall be considered as 1.5 lecture hours. The payments in the
continuing education programs shall be effected as per the table below.

Regarding to regular program payment should be in accordance with the Minster of Education
regulation. A principal and co-advisor for master student shall be given 1.5 and 1 lecture
equivalent hour per semester respectively.

A principal advisor for a PhD and Masters candidates shall be given 1.5 and 1.0 lecture
equivalent hours per semester, respectively.

One section for lecture in regular masters program consistent a minimum of 5 and a maximum of
25 students. One section for lecture in continuing education masters program consists a
minimum of 10 and maximum of 25 students Merging two or more section for the same course
but multiplying the credit hours for the course by the number of sections is not seriously allowed.

Advisory in PhD program shall be governed by PhD incentive packages.

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Table 4: Payment Category Type

Rank Payment per Cr.Hr.

Lecturer 120 birr

Assistant professor 150 birr

Associate Professor 200 birr

Professor 230 birr

13. Conflict of Interest

1. If there appears a conflict during the process of the thesis work, the respective department and
the DGC have the responsibility to resolve the problem by taking an appropriate measure.

2. The department head and the DGC can consult the dean of the given school institution
faculty /college if the need arises.

14. Graduation and Award of Credentials to Graduate Students

A candidate who fulfils the requirement laid down in this document shall be recommended by
the head of the academic unit on behalf of DGC to the University Senate through the Office of
the registrar for the award of the appropriate credential.

15. Reference

1. Harmonized Senate Legislation of University of Gondar, 2012

2. Harmonized Academic Policy of Ministry of Education, 2012

3. Assefa Admissie: Advanced research methodology(lecture note)

4. Makonnen Asefa : PhD program hand book. A.A 2009

5. Senate Legislation of the University of Gondar

6. University of Gondar Quarterly Magazine Vol.01, June 2010

7. Post graduate policy and Guideline University of Gondar, January 2013

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16. Appendix

16.1. Student Supervisor Agreement Form

I_______________________ fully accepted and agreed to undertake the responsibility of

advisory/ship work of the advisee _________________ based on the guideline of this handbook.

___________________________ ____________

Signature of Main Advisor Date

___________________________ _______________

Signature of Co-advisor Date

___________________________ ________________

Signature of Dept Head Date

16.2 Presentation of Thesis / Dissertation

1. Introduction

The thesis is not only judged of content. It is also judged on form. Your research thesis writing
must look professional. It should be written in words are often better than long ones. It should be
well structured. With section headings clearly indicated.

2. Formatting

2.1 Paper

Printed copies of your thesis should be on good quality bond A4 paper (i.e., 21cm by 29.7 cm).
Other size should be adopted only by specific agreement with your supervisor/advisor and if
demanded by technical requirements of presentation of particular material

2.2 Margins

To allow for binding the margin at the binding edge of any page must be not less than 40 mm;
other margins must be not less than 15 mm

2.3 Font size

Font type and size which ensures readability must be used for the main text (for example 12
point Time New Roman).

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2.4 Line Spacing

The main text should be printed in or 1.5 spacing. Single spacing may be used for quotations,
footnotes and references. Pages could single or double side.

2.5 Page Numbers

Page numbering must consist of one single sequence of Arabic numerals (i.e.1,2,3,)
throughout the thesis starting with the title page except the title page.

The pagination sequence will include not only the text of the thesis but also the preliminary
pages, diagrams, tables ,figures, illustrations, appendices, references, etc. roman numeral must
not be used for page numbering.

2.6 Illustrations and Diagrams

All illustrations and diagrams should be scanned and incorporated into the electronic version of
the document be for printing. If this is not possible illustration and diagrams should be produced
on paper of similar size and quality to the main text

3 Required Page
The following items must be included as preliminary pages of the thesis in the order given:
3.1 Title Page
A. The full title of the thesis
B. A statement as follows: A thesis/ dissertation submitted to the University of Gondar
for the Degree of Master of Art/ Science (Doctor Philosophy in the ---------/school
college of.
C. The year of presentation
D. The candidates name
E. The name of the candidates school/department
3.2 List of contents
A. A list of contents, giving all relevant subdivisions of the thesis and a page number for
each item
B. The final word count, including footnotes and endnotes, must be inserted at the bottom of
the contents page
C. Other lists: List of tables fingers, diagrams, photographs, abbreviations etc.
3.3 Abstract
A. A short abstract of the contents of the thesis/ dissertation must be interested in to the
thesis/ dissertation. The abstract must not be more than one side of A4.
B. The abstract should include the following information:
Name of the University
The candidates full name
The degree title
Thesis/ Dissertation title
Date

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 Use single space typing
3.4 Declaration
A declaration stating:
EITHER: that no portion of the work referred to in the thesis /dissertation has been
submitted in support of an application for another degree or qualification of this or any
other university or other institute of learning
OR: what portion of the work referred to in the thesis has been submitted in support of an
application for another degree or qualification of this or any other university or other
institute of learning

3.5 Other Pages (not compulsory)

The preliminary pages may also include the following:

A. Dedication, acknowledgement: These should appear after the compulsory pages listed in
a to e above,
B. It is helpful, particularly to the external examiners, if a brief statement is including giving
the candidates degree(s) and research experience, even if the latter consists only the
work done for the thesis. This may be untitled or it may be head preface or the Author
or similar
5. Depositing the thesis /Dissertation
After a candidate has been approved form of the thesis and the other in electronic from a
PDF file to the library.
16.3. Thesis/ Dissertation Progress Assessment /Evaluation Form
This form is the means by which progress of Master/PHD studies is periodically assessed
by the student and supervisory team, department, research committee, school of graduate
studies according to agreed schedule and reported via the department head to all
involved listed earlier. It is the means by which any problems or issues may be identified
and appropriate action determined. The Department and the Dean of Postgraduate Studies
use this form to monitory students progress and ensure that supervision is effective.
Master/PHD reports are due according to agreed and set schedules.
In general, it will be first at the end of month one of year one see if things are in order at
the initial period according to plan.
The progress assessment form has three parts:
a. Progress Report- to be completed by the Student
b. Comments- to be completed by the Supervisory/ advisory Team
c. Recommendations and Signatures- All Parties

Part I
Students Name.
Students ID Number..
Master/PhD date of first enrolment..
Department

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 Names of Supervisory/ advisory team
Senior Supervisor..
Co-Supervisor.
Co-Supervisor ..

This form must be completed and returned to the senior supervisor/ advisor,
department head, master coordinating committee
If you are unable to complete your progress report form by the due date, please report
to the above body explaining your rationales briefly.
Students Report on Progress:
Briefly outline your progress or achievement over the lastmonths (maximum 2
pages):
Re-state the objectives of your research proposal.
List your progress towards achieving these objectives.
Indicate clearly what chapters or sections of your thesis have been written in
draft or final form.
Have any your objectives changed significantly? If so, please explain
Have significant problems arisen? If so, Please explain.

Please answer the following

1. I rate the overall quality of my work as:

Very Good Satisfactory
Good below my expectations

2. I assess my overall rate progress as:

Very Good Satisfactory
Good below my expectations

In the last 6 months have you:

- Given a departmental seminar? Yes No
- Attended any conferences? Yes No
- Presented any Papers? Yes No
- Had any papers accepted for Publication? Yes No
- Any other academic activity Yes No
If yes, please give details:____________________________________
3. Submitted work to the supervisory team? Yes No
Received written feedback? Yes No
4. Are there any outstanding resource issues (eg. Equipment, funding, etc) concerns your
research? Yes No

If yes, Please explain __________________________________________________

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 1. Ethical clearances
(Obtained) (Pending) (Not required)

If obtained, Please specify approval data and number(s):
6. Are there any intellectual property issues which have not been resolved?
Yes No

If yes, please explain:____________________________________________________________

______________________________________________________________________________
____________________________________________________________________________

8. How often and by what means do you make contact with your supervisory team?

(e.g. email, face-to-face)?

9. Is there any way that your contact with your supervisory team can be improved?

Yes No

If yes , Please comment:__________________________________________________________

______________________________________________________________________________

10. Is there any way that your supervisory team can improve its support of your studies?

11. Give a timeline describing the work you expect to achieve in the next 6 month

(Maximum pages):

12. Please give an expected completion date

13. What is your thesis submission deadline?

Student: Now please give this form to your senior supervisor/ advisor

Part II: Supervisory teams comments

14, Overall quality of work of the candidate

Very Good Satisfactory

Good below my expectations

If (d) or (e) what measures have been taken?

15, Overall rate of progress of the candidate

Very Good Satisfactory

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 Good below my expectations

If (d) or (e) what measures have been taken?

16. Comment on the progress and achievement since the last report:

17. How often and by what means is your contact with the candidate maintained (e.g email,
face-to-face)?

18. Is the supervisory team satisfied with the frequency and means of your contact?

Yes No

If No, please comment:

19. Are there any intellectual property issues which have not been resolved?

Yes No

If No, Please comment:

20. Are there any issues of which the head of department or the Dean of postgraduate studies
should be aware of?

Yes No

If No, Please comment:

Part III. Recommendations and signatures

1. To be completed by Senior Supervisor

I recommend that the candidates enrolment be:
Continued
Continued subject to specific conditions as outlined below
Terminated
Specified conditions of continued enrolment:

I have discussed our comments with the candidate: Yes No

Give details of the supervisory committee meeting with the student:

All members of Supervisory Team to sign below:

__________________________________ _____________

Signature of Senior Supervisor/ advisor Date

___________________________________ ________________

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 Signature Senior Supervisor /advisor Date

To Senior Supervisor/ advisor: comments from the Supervisor/ advisor should be returned to the
student.

2. To be completed by the Student

I have discussed this progress report with my supervisor/ advisor:
Yes No
If, after reading your supervisors comments, you feel that there are any additional
comments you wish to making, please place them below:
Once you and your supervisor have completed all the required sections of this form,
Please sign below and hand the form in to the Postgraduate Coordinator.

______________________________
_____________
Signature of Director/Dean Postgraduate Studies Date
If you have concerns regarding your progress or supervision which cannot be resolved in
discussion with your supervisor, or which you do not wish to raise on this form, you
should approach:

The Dean /Director of Postgraduate Studies

3. To be completed by the Director of Postgraduate Studies Committee (or delegate)

Please comment on the students progress and proposed thesis submission date as
appropriate. If any concerns have been raised by the student or supervisor, please indicate
what action has been taken and what further action you recommend.
Comments:
I recommend that the candidates enrolment (and scholarship, if applicable) be:
Continued
Continued subject to specified conditions as outlined below
Terminated

___________________________________________ ___________
Signature of Director/ Dean of postgraduate Studies Date

4. To be completed by Dean/Director or Postgraduate Studies

Acting on behalf of the Academic Board, I have resolved that this progress report:
Approved
Declined

___________________________________ ________________
Signature of Dean / Director of PG Studies Date

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