Friday, February 26, 2021

Directives for directing the teaching and learning efforts in education and training institutions during the Covide-19 epidemic No 31-2013

 

A Directive prepared to direct the teaching and learning efforts in educational and training institutions during the CVD-19 epidemic.

Directive No. 31 -2013

A Directive prepared to direct the teaching and learning efforts in educational and training institutions during the CVD-19 epidemic.

 

Due to the need to reopen the closed educational and training facilities with the necessary care until a reliable CVD-19 vaccine or treatment is available;

 

Given the House of Peoples' Representatives of the Federal Democratic Republic of Ethiopia (FDRE) has issued a directive to ensure the opening of the institutions in accordance with the guidelines set by the Ministry of Health;

 

Given the need for a uniform guideline for all education and training institutions and relevant stakeholders to be aware of the changes that will occur when the institutions are reopened and to make the necessary adjustments;

 

The Ministry of Science and Higher Education has issued this directive in accordance with  Proclamations No. 1152/2019 and 954/2016.

 

Part One

General Provisions

1.  Short Title

This guideline may be referred to as "Directives for directing the teaching and learning efforts in education and training institutions during the Covide-19 epidemic" No 31./ 2013 ".

 

2.  Definitions

Unless otherwise indicated, the terms of this directive shall be understood as described here, with prejudice to all applicable education and training laws:

1)      "Education and training institution" is a public or private or NGO educational and training institution;

 

2)      In addition to what is stated in Articles 28 and 34 of the Higher Education Proclamation No.

1152/2019, "Education and Training Institution Community" includes students as well as anyone in the campus who is somehow connected with the institution;

3)        "Community Member of Education and Training Institutions" means teachers, students, administrative staff or people who work on construction and various projects on campus, provide regular food services from outside, provide in-campus store shops, supermarkets, restaurants and similar services;

4)        "Student" means a person who is enrolled in formal and informal education and training programs in educational and training institutions or is undergoing short training;

5)        “Graduating Candidate” means a student who has met all the requirements for graduation and is expected to leave the institution after graduation;

6)        "Ethics" means any behavior that may have a positive or negative effect on any member of the institution, community or anyone outside the

institution;

7)        "Disciplinary Offense" means committing or cooperating or negligently acting in accordance with this Directive or other applicable laws.

8)        "Discipline Guide" means a disciplinary guideline issued by the Ministry of Science and Higher Education in accordance with Article 86 SubArticle 5 of the Higher Education Proclamation 1152/2019.

9)        “Minor Disciplinary Offenses” are disciplinary offenses that provide counseling, oral or written notice to the responsible body in accordance with this Directive without having to report it to the Disciplinary Committee;

10)    “Simple Disciplinary Offenses” are disciplinary offenses that range from written warnings to severe written warnings and social services as needed;

11)    “Intermediate Discipline Offenses” are disciplinary offenses punishable by one-year to two-year suspension from school;

12)    “Major Disciplinary Offenses” are disciplinary offenses punishable by two to three-year suspension from school;

13)    “Serious Disciplinary Offenses” are disciplinary offenses that are punishable by complete dismissal from the programs of the Education and Training Institution;

14)    "Cowid-19 epidemic" is a contagious disease so labeled by the World Health Organization;

A "mask" is a factory or home-made mouth and nose cover used to effectively prevent the spread of COVID19.

16)  "Physical Distance" means maintaining the distance between two or more people to reduce or

stop the spread of the COVID-19 epidemic;

 

17)  "Meeting" means the gathering of four or more persons in one place. However, it does not include the gatherings to conduct the teaching and learning process in educational and training institutions; it does not prohibit talking, training, discussion, and awareness raising activities for educational purposes;

18)  “Isolation Center” means a place where dormitory students who are exposed, suspected or diagnosed with Covid-19 disease may stay on campus;

19)  "Symptoms of COVID-19" are symptoms such as fever, headache, cough, inability to distinguish odors, sore throats, etc. caused by exposure to the Corona Virus;

20)  "Covid-19 Positive" means a person who has been diagnosed with the corona virus;

21)  "Simple COVID-19 Patient" means a COVID-19 patient who does not show any symptoms of pneumonia or other severe COVID-19 symptoms;

22)  "Antimicrobial solution" means an alcohol or chlorine compound used to clean items that are

thought to be in contact with corona virus;

 

23)  "Self-Isolation" means to isolate oneself, if one is or suspects to be exposed to COVID-19, by stopping physical contact with others in order to prevent the spread of the virus;

24)  "Head or Deputy Head of an Institution" means an individual who manages an educational or training institution in a leading or deputy position;

 

25)  "Offense" means a violation of the provisions of this Directive;

26)  "Category of Offense" means to classify offenses as minor, simple, medium, high or very high, taking into account the severity of the harm in accordance with the provisions of this Directive, its subsequent negative impact, frequency and the level of punishment to be determined;

27)  The masculine gender used also includes the feminine gender.

 

3. Scope of application 

This guideline applies to education and training institutions throughout the country

Part Two

Prohibited Activities and Obligations

 

4. Prohibited Activities

1)         It is prohibited to provide face-to-face education and training without permission from the relevant body and without complying with the general precautionary measures. 

 

2)         It is prohibited for any member of the Education and Training Institution community who is infected with the corona virus or suspects of being infected, to enter the Education and Training Institution, knowingly or unintentionally, to associate with the Institutional Community or to communicate with other members of the Education and Training Institution in a manner where the virus can be transmitted to other people. 

3)         It is forbidden for any member of the Education and Training Institution community and anyone who comes to the institution to shake hands for any reason or to make any physical or bodily contact with anyone. 

4)         No one shall be allowed to remove the mask from his or her nose and mouth, with the exception of sleeping and eating hours, until the decision is made to stop wearing masks by the relevant authority and is made public.

 

5)         Service recipients should not be less than one meter away from the next person and must use masks while receiving services. If sitting at a table, no more than three persons should sit at the table. 

 

6)         It is forbidden to use worn out, torn, or unhygienic and improperly applied masks.

 

7)         It is prohibited to supply to anyone leftover food from student cafeteria or other campus food services.

8)         Any student or trainee who plans to travel outside of the local vicinity must report his travel plans to the institution and upon return must self-quarantine himself prior to socially mingling with the community. 

9)      It is prohibited to tear, erase, damage or cover any posted Covid-19 announcement or material on any notice board.

 

10)  It is prohibited for any member of the Education and Training Institution community to cause fear or intimidation on institutional premises under false premises that he/she is infected by CVD-19 without certification by a medical professional.

 

11)  Any member of the Education and Training Institution community is prohibited from disseminating disturbing information and/or comments related to CVD-19 on the Internet or on any other social media that may cause psychological, social or economic hardship or harm to the institution, individual or group.

12)  It is prohibited for any member of the Education and Training Institution community to disseminate unnecessary and/or unsubstantiated COVID-19 related information and/or comments on the Internet or on social media.

13)  It is forbidden for anyone to enter an educational and training facility without submitting to required temperature check at the entrance.

14)  Regarding student recreation and sports:

a. Indoor and outdoor recreation, recreational equipment, games or sports that require physical closeness or contact are prohibited.

b. Students are not allowed to play group sports except individual activities that don’t require any physical contact with others.

c.   Entertainment and/or social gatherings (during the day or evening) are prohibited.

d.  Indoor entertainment in campus lounges and

recreation areas is prohibited.

 

15)  It is prohibited for any member of the Education and Training Institution community to individually or collectively plan, carry out, coordinate or collaborate in activities that disrupt the peaceful teaching and learning process of the institution.

 

16)  It is prohibited for any member of the education and training community to personally or collectively engage in activities that are politically, religiously or ethnically motivated, causing or encouraging conflicts, misunderstandings, and/or suspicions.

5. Obligations

1)         All educational and training institutions are obligated to prepare, promote and implement a manual in accordance with this directive that stipulates the general conditions for the provision of education and training to protect members from the spread of COVID-19 epidemic.

2)         Every education and training institution is required to create a task force at all levels to organize and coordinated efforts and communicate in a user-friendly manner in order to curtail the spread of CVD-19 epidemic.

3)         Offices, classrooms, libraries, laboratories, and student dormitories shall be cleaned and ventilated at least on a daily basis.

4)         Every education and training institution is required to ensure that sufficient water, touch-free hand washes, laundry, and toilets are provided prior to the commencement of the teaching and learning process.

5)         All educational and training institutions are responsible for setting up a basic clinic that has adequate medical staff and can provide basic treatment and medication.

6)         Education and training institutions that provide dormitory and food services must set up Quarantine and Isolation Center and Service Centers on every campus before accepting students. To this end, they need to work in collaboration with health offices and other relevant institutions.

7)         Every educational and training institution is advised to widen opportunities for the students / trainees, teachers, employees and administrative staff to get masks with affordable price. 

 

8)         All education and training institutions have the duty to provide clear and adequate information and post notices in strategically important locations through written and video displays to inform their students / trainees, teachers and administrative staff in order to prevent COVID-19.

9)         Education and Training Institutions have the duty to ensure that there are adequate, knowledgeable and efficient janitorial service providers and to monitor them properly.

10)     Due to the special characteristics of Covid-19, Education and Training Institutions are required to prepare adequate personal protective equipment (masks, gloves, garbage cans, etc.) and cleaning materials (soap, antimicrobial chemicals, appropriate technology, etc.) and ensure that they are made readily available and safely stored. 

11)     Institutions are responsible for the development of adequate drainage and solid waste disposal systems and infrastructure.

12)     Areas where there is much human activity, commonly used utensils, tables, desks, door handles, and furniture must be sanitized daily with standard sanitizers or fluids with 70% alcohol content.

13)     Classrooms, dormitories, laboratories and workshops, libraries, cafeterias, etc. should be ventilated and cleaned.

14)     It is mandatory to ensure that waste containers, once emptied, are cleaned with antimicrobial chemicals before they are returned to the rooms.

15)     It is mandatory to provide hand-washing facilities with sufficient water, soaps and sanitizers near entrances to campuses, offices, libraries, cafeterias, and areas of high human traffic with constant supervision. 

16)     It is the duty of the Education and Training Institution to monitor and ensure that everyone entering the premises is wearing a mask appropriately.

17)     All Education and Training Institutions are required to monitor and ensure that every person entering the premises is wearing a clean and untorn mask at all times. 

18)     As everyone in the calassroom wears mask, the distance between the wall and front row in the classroom should be at least two meters, and at least one meter between students.

19)     Library, laboratory and other tables should be set at least one meter apart and students using these facilities should wear proper masks. 

20)     Ensuring and monitoring the proper distance of students while queuing, washing hands and eating in dining halls is strictly required.

21)     In order to maintain a healthy physical distance, required actions include extension of dining time, arranging for additional reading rooms, shortening of face-to-face teaching and learning time (limiting it to 40 minutes), ensuring that all libraries, laboratories, and food service facilities are fully operational during service hours. 

22)It is mandatory to prohibit all sports and games that can cause close physical proximity and contact.

23)  Alternative entrances and exits should be provided to prevent congestion at entrances and exits.

24)  In regard to identification and treatment of COVID-19 suspects: all Educational and Training Institutions: 

a.    All Education and Training Institutions shall collect health data using temperature sensors at all entrances and inform and follow-up with the coordinating task force and the center.

b.   All Education and Training Institutions shall set up quarantine and isolation centers to place and follow-up individuals suspected of being infected. It is mandatory to set up a fully equipped and functional clinic in conjunction with relevant local health institutions.

c.    All Education and Training Institutions shall setup a system that would immediately separate, address and follow-up on individuals on campus who may exhibit respiratory problems.

d.   All Education and Training Institutions shall establish a fast and regular communication system with relevant health authorities and the CVD-19 prevention and control bodies and ensure that it is always in a ready mode.

e.    Any member of the education and training community if suspected of or is diagnosed to have the corona virus, is required to remain under the care of health professionals and comply with the instructions and requirements of the health authorities. 

f.     Teachers, staff or administrators who may have contact with a COVID-19 suspect or patient are required to self-isolate at home and to place suspected or diagnosed students in an on-campus isolation center and properly follow-up in collaboration with relevant health facilities and trained health professionals.

g.   Any diagnosed COVID-19 patient should be treated and monitored only at off campus health facilities.

Any member of the Education and Training Institute community who suspects he/she may have contracted the virus or suspects someone on campus may have the virus has the obligation to report the case to any task force member organized for this purpose. Similarly, the Education and Training Institute is required to  report the case to the Ministry of Health, the Ethiopian Institute of Public Health, the nearest health facility or health professionals, in a timely manner.

 

h.   In accordance with this Directive, all service recipients and providers who come to the Education and Training Institutions are required to use hygienic materials to prevent the spread of the virus, and while waiting for service to stand or sit at least two feet from the next individual. 

 

i.     Every Education and Training Institution has the obligation to monitor and ensure service recipients stand apart by marking one-meter distances on surfaces. 

 

25)  When any Education and Training Institution provides transportation services, do not exceed the legal capacity for loading people; do not provide services to people who do not use masks properly; cleaning the vehicle at least twice a day with antimicrobial chemicals or technology, opening windows and providing adequate ventilation is required. It is also mandatory to take other precautionary measures as directed.

26)  Construction project workers on the premises shall provide water, soap, mask, sanitizer or alcohol, thermometer and anti-bacterial cleaners to maintain the necessary hygiene at the construction sites. They have the duty to respect, enforce, and take key precautionary measures to prevent exposure, ensure readiness, and respond to exposure as needed.

 

27)  Any person operating campus food services, shops, photocopy services and stationeries shall ensure that all employees and clients stand at least two meters apart from each other and that all wear masks and take the necessary measures to prevent the disease. No more than three persons may sit at any table with other precautionary measures taken to prevent the spread of the disease. 

28)  Any Education and Training Institution shall have the responsibility and obligation to facilitate and supervise its services to the extent possible in order to ensure that the teaching and learning process is not disrupted and that unnecessary pressure is not placed on the students.

29)Facilities including dormitories, laboratories, workshops, libraries, cafeteria, clinics, isolation centers, etc. shall first be renovated and ready for service prior to announcing readiness to enroll students. 

30)  All Educational and Training Institutions are required to thoroughly clean service centers, dormitories, laboratories, workshops, and other common facilities with anti-bacterial disinfectors prior to students and staff enter the premises. 

31)  Student Admissions

a.       All Education and Training Institutions must obtain permission from the Ministry of Science and Higher Education or its delegated body by completing the pre-preparation process prior to enrolling students.

b.      All Education and Training Institutions can only call for admission after taking careful review of its size and readiness of its infrastructure. When certified to open, it may call in its students in three rounds. It is forbidden to call all students at the same time, unless otherwise permitted by the Ministry of Science and Higher Education.

32) Providing complete information

a.       All Education and Training Institutions should use a variety of information modalities to ensure that students and staff have clear, adequate and timely information on campus protection against COVID19.

b.      Depending on the prevailing situation, a written version of COVID-19 prevention and protection information should be posted on the institution’s website and sufficient COVID-19 related information should be posted regularly in each dormitory.

c.       As students are invited to their campuses, Institutions have the obligation to inform students on what they should be aware of and the precautionary measures they are required to take during their travel. Such information should be provided on campus in all media, especially on the institution's website.

 

33) Campus entrance inspection:

a.       Any entrance inspector should wear hand gloves and proper masks. 

b.      When students enter the campus, they must open their own luggage themselves and show it to the inspector in detail.

c.       When it is necessary for the inspector to personally inspect persons, the examiner must wear separate gloves for each person. 

d.      Students will be required to present their student ID and will be permitted to enter the campus in accordance with the certified name list jointly provided by the Registrar and Institution’s Academic Unit.  

e.       Students are required to present and show their student IDs to inspectors, but it is forbidden for students to hand over their IDs to inspectors for health reasons. 

f.        In the event of a disciplinary complaint or other matters requiring student IDs arise, it is sufficient to record student’s name and ID no. 

g.      At entrance points, student and staff body temperature shall be taken. If the result show possible symptoms, the individual shall be quarantined or taken to isolation centers. 

h.      At           entrances         of         Education        and      Training

Institutions, clearance certificates students and staff may possess will be investigated for authenticity. 

i.        Anyone who enters an Education and Training premises and does not possess clearance certificate will be quarantined or placed in isolation centers.

34) Registration readiness

a.       The Registrar, in concert with the academic unit, shall prepare an official list of students by classroom, ID number, completion status, gender, and similar information and make it available online to students, student services, campus security and other stakeholders.

b.       The list of students who are unable to enroll in the institution for any reason and who are unable to continue their education should be forwarded to student services, campus safety and security. The affected students should also be informed of their status.

c.       When sending invitations, only students who can register should be invited. Cases of those who have registration questions should first be reviewed by the appropriate body and decisions made prior to being invited. Students with pending status must be informed before they make travel arrangements. 

d.       Electronic registration slip should be made available on the institution's website or online so that students can electronically enroll before they arrive on campus.

e.       General registration procedures should reduce or eliminate paper or manual operations. 

35)Registration process

a.       Student registration must be done online.

b.      For Institutions lacking the technology infrastructure and students who find it difficult to register online, generally available online communication options (e-mail, telegram, Facebook, WhatsApp, etc.) should be used verifying names in accordance with the official student list.

c.       When enrolling, students must make sure that their names are on the official list of enrollees and complete their registration form prior to traveling to campus.

36)  Student identification cards

a.       ID card renewal and exchange services will be provided to registered students only.

b.      Institutions with digital ID processing capabilities must renew student IDs using the verified student list, without requiring personal appearance. 

c.       Institutions that issue ID cards should distribute renewed IDs or issue new ones in the classroom to avoid long lines and reduce physical contact. 

d.      Students with lost IDs will only be given one chance by the head of the department to renew their IDs following confirmation that the student can legitimately enroll. Upon subsequent requests, the regular identification renewal process shall be followed.

 

37)  Educational and Training Institutions are obliged to organize a task force that provides Mental Health and Psycho-social Support to students, teachers, support staff and administrators; and using various media outlets to student families. 

 

Part Three

Learning, Teaching and Evaluation 6.  Learning and teaching (course allocation, preparation of teaching materials and provision of education and training)

1) Before inviting students to campus, all Education and Training Institutions, having made adequate preparations to mitigate the covid-19 pandemic and for the teaching and learning programs, shall:

a.       Design for no more than 40 minutes at a time for student teacher interactions.

b.       Teachers should inform students about the type of education/training they are teaching and the classroom designation.

c.       Each instructor / trainer should prepare a detailed course outline for the course he / she is teaching, including assessment types and schedules, and make them available to students online.

2)      Educational and training delivery method should be designed to minimize physical interactions between teachers and students as well as between students: 

a.       Course delivery will be provided on a face-toface basis, with teacher support and distant technology options, and where students get to read individually. Of these three options, depending on the nature of the course, the education department shall determine the option to be employed. The dean is responsible for monitoring the performance and success of the course.

b.       Unless the specific nature of the course makes it difficult, technology-supported and student independent learning options must take priority, avoiding the face-to-face option. 

c.       Each teacher should prepare instructional modules, references and textbooks in soft copy for the assigned course and make them accessible to students.

d.       The teacher is responsible for identifying students who do not have access to soft copy materials and making them available in hard copy with due care.

e.       On workdays, every teacher is required to

work eight hours a day.

3)      Classroom and use of teaching materials

a.       In scheduling classrooms, there must be at least a one-hour gap between classes to allow for cleaning and ventilation between sessions.

b.       Classroom seating layout

i.         There should be a distance of at least two meters between the wall and the front row for teacher movement

ii.      Given that all students and the teacher wear mask, each student should sit at least one meter away from the next student.

iii. Regular classrooms may hold up to 30 students. However, in large size classrooms, where physical distance and adequate ventilation can be maintained, a maximum of 50 students may be accommodated.

c.    Classroom doors and windows should always be open during class sessions. The teacher should ensure that there is adequate ventilation in the room and that all students are wearing masks during class session.

d.   Before entering the classroom, teachers and students are required to wash their hands thoroughly with soap and water and cover their mouth and nose with masks during class time. 

e.    Class activity that encourages physical closeness or contact is prohibited.

f.     It is forbidden to touch any portable teaching device (LCD, pointer, duster, compute, etc.) without first cleaning it with antibacterial or other technology.

g.   It is forbidden to clean or touch any teaching equipment (Smart Board, LCD, etc.) in the classroom except for authorized persons.

h.   Opening and closing of classrooms should only be done by assigned staff. When impossible to locate assigned staff, it may be opened and shut using gloves and applying chemical cleaners.

 

4)       Laboratories and Workshops

a.    All Education and Training Institutions are required to set their laboratories and workshops to allow for safe physical distancing between students. The room and equipment must be cleansed using antimicrobial chemicals or technology. 

b.   Mobile labs and workshops should be set up as additional labs and workshops as needed.

c.    Lab and workshops should take advantage of “simulation” technology to minimize contact with shared equipment and materials.

d.   It is forbidden to travel from one institution to another in search of better laboratory or workshop facility to minimize spread of corona virus. 

e.    There should be time gap for cleaning and ventilation between laboratory or workshop sessions. 

 

f.     Unless conditions prohibit, all laboratories and

workshops must have adequate ventilation.

5) Library

a.       Anyone entering the library should first thoroughly wash their hands with soap and water and wear a mouth and nose mask at all times while in the library.

b.      All Education and Training Institutions must avoid close sitting arrangements and allow for back-to-back sitting arrangement. Visible signs should direct users where to sit and where not to sit. 

c.       Libraries should be fully cleansed at least two times each day, especially tables, handles, circulation desk table, exit and enterance door handle and handrile should be cleansed at least three times per day with antimicrobials.

d.      The open spaces in the library should be widened and there should always be adequate ventilation.

e.       Additional supervised study facilities should be made available to offload regular libraries in order to reduce congestion.

f.        To reduce congestion around the circulation desks, soft copies of books should be made available to students and arrangements should be made for students to checkout library books for longer periods of time. 

7. Evaluation system, feedback and grading

1)            Continuous evaluation and feedback should be done over e-mail or using other technologies to minimize manual paper handling.

2)            Technology options should be developed by Institutions and be made available to users to better employ and manage the assessment program. 

3)            Required graduation research study should be reviewed and determined by the Senate in order to reduce the time requirement and avoid data collection related health risks. 

4) Since the current situation has distorted the timing and delivery of education and training, a special or new student assessment and grading system should be developed and approved by the Senate.

 

Part Four

Student Services

8. Student Services

1) Student Cafeteria

a.       For student queuing, two-meter marks should be placed on the ground to keep students at safe distances. 

b.      To reduce congestion in cafeteria queues, cafeterias should operate at full capacity.

c.       Cafeterias should be cleansed and ventilated at least twice a day. The dining room table should be cleansed with sanitizer or 70% alcohol detergent.

 

d.      Recommended cafeteria service hours

I.            Breakfast - 6:30 - 8:30am

II.         Lunch - 11:30 - 1:30pm, and

III.      Dinner - 4:30 - 7:00pm

 

e.       Cafeteria tickers and etiquette attendants should wear one pair of gloves and face mask for meal session.

f.        To minimize hand contact, students should clearly display their dining card to cafe tickers and attendants, but not hand it over. This can be done by printing new student ID number for each day. 

g.      Student cafeteria sitting should be designed to maintain physical distance and where students can sit back-to-back with each other.

h.      For each meal, one meal tray, water /teacup, spoon/fork should be provided per student. It is prohibited to wash and reuse utensils at same meal.

i.        Caterers, waiters and cafeteria janitorial workers are required to wear gloves, mouth and nose masks and hair masks throughout service hours. Supervisors must be assigned to monitor compliance. 

j.     Food suppliers are required to take precautionary measures to mitigate the COVID-19 epidemic.

k.   Cafeterias must prepare and store sufficient supply of food without the risk of spoilage.

l.     Taking food out of the cafeteria is prohibited.

m. After each meal session, food preparation equipment should be thoroughly cleansed with antimicrobial chemicals or technology.

2)      Student Clinic

a.    A fully functioning student clinic should be established with sufficient health professionals, medicines and medical equipment.

b.   All Institutions should ensure that their health clinics comply with all Ministry of Health issued precautionary measures against COVD19.

c.    Complete records on Covid-19 treated students must be provided to appropriate authorities with proper analysis of the data. 

d.   All student clinics will carefully monitor and immediately notify appropriate authorities if CV-19 symptoms are detected or one is diagnosed with the Corona virus. 

e.    The student clinics will maintain the required physical distances between patients while under their care at the clinic.  

3)      Dorm assignment and residence

a.    Dorm assignment should be finalized before students are invited and the students should be informed of their assignment online.

b.   Dorm room key handover must be accomplished without hand or physical contact.

c.    Precautions to be taken in the dormitory

I.            It is prohibited to place tables in the dorm.

II.         Students should clean their shoes outside the dormitory building prior to entering the building.

III.       Student must clean and ventilate the dorm room daily.

IV.      For each dorm room, at most, one-third of the regular room capacity may be assigned. 

V.         Under any circumstances, it is strictly prohibited to assign more students than 50% of the regular room capacity.

d.   It is strictly prohibited for students to enter a dorm room other than their own at any time

e.    No student may be transferred from his or her originally assigned dorm room to another. However, in case of illness or need for special support, transfers may be requested by the Director of Student Services and approved by the appropriate Vice President.

f.     Every student should thoroughly clean the toilet and shower he/she used.

g.    The corridors of residential buildings and their perimeter should be attended to by assigned staff. 

h.    DSTV or television rooms in dormitories should be well ventilated, regularly cleaned, with chairs arranged to accommodate proper physical distances and must be consistently monitored.

i.     It is prohibited for students to move from one

building block to another.

 

4) Hand washing, leftover food and garbage disposal

a.       All Education and Training Institutions are to provide hands-free hand washing facilities in all their campuses, entrance gates, classrooms, entrances to dormitory buildings, library entrances, clinic entrances, laboratory and workshop entrances, cafeteria entrances, student recreation areas, administration buildings, colleges, and faculty centers. Such hygiene facilities should be provided at schools, institutes and classroom buildings, research centers, and other areas where there is a high level of community activity. Such locations should be constantly monitored and controlled. 

b.      Handwashing areas should be equipped with adequate drainage to prevent further contamination.

c.       Dry waste should be collected and disposed of in an organized manner on a regular basis. Waste baskets should be placed in all classrooms, dormitories, libraries, laboratories, and other places where there is large gatherings or activities.

d.      Dry and sewage discharge from student clinics and dormitories should be removed with due care to mitigate the spread of Covid-19.

e.       Leftover food from cafeterias and other campus outlets must be carefully disposed of without access to anyone else.

5) Laundry facilities and fluid disposal

a.       Adequate laundry facilities should be made available at all campuses to accommodate required student physical distance.

b.      Laundry areas should be kept clean and discharged fluids disposed of in a manner that does not pollute the environment and create unwanted contact opportunities.

c.       Adequate clotheslines should be set up and staff should be assigned to monitor and prevent unnecessary contact.

d.      It is prohibited for students to dry their laundry outside of the provided clotheslines (for example on the grass, fences, dormitory windows, etc.).

e.       Every student should thoroughly clean the shared laundry area with soap and water.

f.        Student should properly remove the materials they used to wash their clothes and shoes.

 

Part Five

Precautions to be Taken in the Care, Treatment and Death of CVD-19 Suspects and Patients 9. Care and treatment of CVD-19 suspects and patients

1)      Education and Training Institutions are obligated to set up a task force to monitor the CVD-19 suspects, with detailed set of functions and responsibilities.

2)      In the case of CVD-19 suspects and patients, their care and treatment shall be carried out in accordance with the directives issued by the Ministry of Health.

3)      The detailed tasks and responsibilities of the Taskforce shall be determined by the

Institution.

10.  Quarantine, Isolation and Treatment

1)      All educational and training institutions are obligated to set up isolation centers on campus for students who are suspected of having COVID-19 or have various symptoms of the disease. Individuals suspected of contracting the virus should cooperate with the relevant health facilities and professionals in accordance with the directives issued by the Ministry of Health.

2) Any member of the Education and Training community who may have contracted the

Covid-19 virus should be assisted in outpatient clinics in collaboration with relevant health facilities upon verification.

11.  If death occurs as a result of covad-19 In the event of death due to CVD-19 at Education and Training Institutions, the handling, transport and burial of bodies shall be carried out in accordance with the directives issued by the Ministry of Health. The process should be guided by the participation of health professionals.

 

Part Six

The Role of Stakeholders

12.  The role of stakeholders in the implementation of this Directive shall be in accordance with the functions and responsibilities specified in the applicable laws.

1) The role of the Ministry of Science and Higher Education (MoSHE) shall be to:

a.       Fill potential gaps created by managing boards and the top management of

Institutions.

b.      Develop legal frameworks for continuation of education and training during COVID-19 epidemic, and design various strategies and monitor their implementation and performance.

c.       Provide coordination of members of the Board of Directors, regional TVET leaders, leaders of higher education and training institutions, and local administrators and leaders.

d.      Establish support and monitoring Taskforce to create a conducive environment for the resumption of education and training. Collaborate with relevant regional TVET leaders and provide organized feedback.

e.       Encourage partners and stakeholders to provide technical support to other institutions, including personal protective and sanitary materials, the teaching of technology so as to safely mitigate the epidemic.

f.        Work with relevant government bodies to help complete the education and training work disrupted due to Covid-19 epidemic (second semester 2020).  

g.      Issue instructions and guidelines for the creation and implementation of peaceful teaching and learning, research and community service during the COVID-19 epidemic, and to carefully monitor the performance.

h.      Evaluate and monitor the effectiveness of the teaching-learning process in a peaceful manner.

i.        Certify readiness of Institutions to continue the education and training process; assist, monitor, and support those who are unprepared.

2)        The Boards of Directors of Education and Training Institutions are expected lead with renewed focus and zeal and carry out the following activities with special initiatives:

a.    The Board of Directors of all institutions will identify the leadership gap of institutions and consult with the Minister or the regional TVET leadership as soon as possible.

b.   The Board of Directors of all institutions shall evaluate the readiness of institutions to reopen; develop its own master plan to guide the teaching and learning activities during and the post-COVID-19 epidemic; and the Boards shall monitor the implementation of its master plan.

c.    The Boards shall chart the way for the continuation of the teaching and learning process during and the post-COVID-19. The Boards shall enable their institutions to gain support by developing resource mobilization strategies from various sources.

d.   Boards will ensure that Institutions develop a manual and plan in accordance with this manual to enable them to continue the teaching and learning process during and the post-COVID-19 epidemic. The Boards shall also provide support and monitor for the implementation processes;

e.    Boards shall work collaboratively with stakeholders and find prompt solutions to address serious challenges encountered during the COVID-19 epidemic.

f.     Boards shall evaluate and closely monitor the institutional environment in which the teaching learning process can proceed peacefully.

g.   Boards shall take timely actions against leaders who fail to discharge their responsibilities and submit reports to the Ministry of Science and Higher Education.

3) The role of the heads of Education and Training Institutions

a.       Institution heads shall organize, monitor, and support the Taskforce to coordinate and lead activities related to the continuation of education and training during and the post-COVID-19 period. The Taskforce shall prepare detailed functions and responsible to team members and shall create favorable working conditions.

b.      Heads of institutions are responsible for the implementation of institutional obligations set out in this Directive. They do so in conjunction with existing institutional structure and practices. 

c.       Top institutional heads shall monitor the comprehensive review of the performance of courses / modules prior to the cessation of education and training due to the COVID-19 epidemic (spring 2020) and then ensure that a comprehensive plan is developed in terms of the nature of the courses / modules as well as time constraints and resources. The Heads of institutions will ensure that plans are developed and shall review and monitor implementations of programs that are approved by the Senate.

d.      The heads of institutions shall make every effort to communicate and make known the institutional plan to mitigate the COVID-19 epidemic and create common understanding on campus and among community members and relevant stakeholders. 

e.       Ensure that adequate preparations are made at all levels by developing a revised academic calendar and securing Senate approval to complete the education and training programs that were discontinued during the 2019/2020 academic year. 

f.        Ensure that the required manpower (teachers, trainers, laboratory technician, etc.) and other resources are sufficiently available to complete the education and training program that was discontinued during the 2019/2020 academic year.

g.      All Education and Training Institutions shall provide tutors or tutorials, TTLM, with Description Power Points in soft and hard copies for the benefit of maintaining the Core Competencies of the course without compromising the quality of education and training. 

h.      Heads of Institutions shall ensure that teachers and trainers compile coursework, tutorials, exercises, references and textbooks in soft and hard copies (audio and video) and organize and make these accessible to students.

i.        Students, trainees will complete their education and training in a special program that will be implemented in a shorter period of time relative to the regular program. Institutions shall implement a special system of counseling and counseling services as well as stronger academic counseling services to students and trainees;

j.        By strengthening the communication system from the education unit to top management of the institution, a strong monitoring and support system shall be set up as soon as possible.

k.      A Taskforce should be established to follow-up on and resolve possible grievances students and trainees may have regarding the teaching and learning process.

l.        Upon the return of students and trainees, top management shall execute the plan to expedite the preparation and implementation of programs that facilitate graduation, certification and other related activities;

m.    For students, trainees whose programs require professional/practical evaluation, special arrangements shall be made for them during the crash program, that in consultation with relevant authorities, a special and detailed plan shall be prepared and implemented to assist them to meet graduation requirements. 

n.      A Taskforce shall be set up to coordinate with the administration and develop a detailed plan to address issues related to corona virus and peaceful teaching and learning.

o.      Management shall display in appropriate locations on campus using banners, posters, screens, etc. information for the public regarding precautionary measures to be taken against the virus.

p.      The management of each institution shall inform students and the Education and Training Institution community ahead of sending invitations, that failure to comply with the precautionary measures outlined in the Directive shall have serious consequences. Such information shall be made broadly avail through the Ministry of Science and Higher Education, the media and through institutional communication schemes

q.      While the epidemic is ongoing, students/trainees are mandated to taking precautionary measures by continuing to clean their hands with water and soap, sanitizer, wear masks, and avoid physical contact while on campus.  

r.        Management will devise a strategy to find a special way to complete the education and training activities that were suspended in spring 2020 due to the COVID-19 epidemic.

s.       Proper procurement procedures shall be put in place to conduct a proper and fair bidding and selection process and sign required agreements to allow timely purchase of all the necessary materials including food stuff, laboratory chemicals, laboratory equipment, workshop materials, teaching materials, sanitizers, masks, hand gloves, hand-free washing facilities, etc.  

t.        Management shall ensure that systems, technology and other infrastructure are facilitated in an institutional manner.

u.      Management shall regularly review implementation activities and take immediate and corrective actions, as necessary.

v.      Isolation facilities used for quarantine purposes should be thoroughly cleaned with chemicals in preparation for other uses.  

w.    As students/trainees are invited back to the institutions, management shall work in collaboration with the Ministry of Transport and branch offices at all levels to facilitate safe transportation services to protect students from being exposed to the epidemic during their journey.

x.      If symptoms of the virus are detected at the institutional level, or there is suspicion of it, management shall ensure that there is an on-site isolation and specialized treatment center, and that they will work closely with student clinics, and zonal/woreda health centers.

y.      Management will reduce risk of contamination, among other things, by extending dining hours such that students/trainees can sit at sufficient distances in dining halls.

z.       If the virus dangerously spreads at the institutional/campus level, the management shall consult relevant authorities and stakeholders, and take appropriate actions.

aa.   The management shall assess and monitor the learning and teaching process and shall create the conditions for peaceful execution;

bb.  Management shall encourage that students and trainees receive regular health check-ups and necessary follow-ups.

cc.   Management shall ensure that teachers and campus staff who provide educational services to students to have the necessary health check-ups and follow-ups. dd. The top management of all institutions shall take appropriate action against underperforming leaders, teachers, trainers, students, trainees and/or administrative staff.

4) The role of teachers/trainers

a.       In this Directive, teachers/trainers are responsible for the duties assigned to them. They are expected to serve as models by supporting, promoting, enforcing, and showing respect to the guidelines.

b.       Teachers/trainers shall organize modules, workshops and laboratories needed to continue the discontinued education and training and to complete the special programs in a shorter period of time. They shall also arrange for and conduct technology-based learning. 

c.       Teachers/trainers shall work in partnership with stakeholders to advise students, promote peaceful learning, avoid conflict-ridden attitudes and practices, refrain from participating in, and prevent others from engaging in conflicts.

d.       Teachers/trainers play significant toles in dissuading students from engaging in ethnic and religious-based conflicts arising from misunderstandings, suspicions. They must refrain from personally engaging and/or fostering community sentiments that promote discord, suspicion and/or conflict. They are expected to personally refrain from such activities and prevent students/trainees from engaging in activities and attitudes that are detrimental to the education and training processes and the system.

e.       Teachers/trainers should not engage in writings that may cause negative psychological stress or social harm by instigating or inciting commotion in the institution, in the community or in campus groups in ways that are inappropriate or intimidating. Teachers/trainers who promote false sentiments in relation to Covid-19 will be counseled. 

f.        F. When summoned for collaboration in campaigns against Covid-19 or in implementing the Directive, teachers/trainers are expected to play their part by appearing on campus in person as well as by conducting the education and training activities in accordance with the guidelines. 

g.       Teachers/trainers shall ensure that students/trainees comply with directives issued by the Ministry of Health and MoSHE to control the spread of Covid-19 epidemic. 

h.      By adjusting to the “New Normal”, teachers and trainers will commit the necessary time for students/trainees to complete their academic requirements within the allotted time. 

i.        Teachers/trainers will finalize student/trainee results/grades within the required time, and for those who need external evaluation done, teachers/trainers will prepare the student list and share with the appropriate external body in a timely manner. 

j.        Teachers/trainers shall identify students/trainees who need special support in their education and training and collaborate with relevant bodies to provide them with the necessary support and ensure that the students/trainees meet their educational requirements.

Part Seven

Category of Misconducts, Types of Measures to be

Taken against Higher Education Institutions’

Community

13. The following are responsible for violating the provisions of this Directive.

a.    Institution

b.   Institutional leader

c.    Academic Staff and Technical Assistants

d.   Administrative staff

e.    Students

f.     Other individuals, institutions or associations that provide services on the campuses.

14. Minor faults

The following actions are considered as minor offenses or violations of this directive:

1)             Offenses that call for reprimand,

a.    failure to return dining utensils to their proper place

b.   failure to wait in line at service facilities unless otherwise permitted;

c.    getting drank and entered the compound for first time,

d.   moving out and failing to return back chairs and desks and other materials from classrooms, halls and other service rooms for first time,

e.    Committing other similar misconducts;

2)             Offenses that call for verbal warning The University may take anyone of the following verbal warning against any individual in the campus who is found to be responsible for violations of disciplinary regulation of this directive. The Verbal warnings shall be recorded and signed by the individual for his misconduct.

3)      repetition of the above-mentioned offenses and

similar offenses

4)      Hand washing in an unauthorized place,

5)      Failure to wash hands properly in the designated hand wash areas when entering service areas,

6)      Washing clothes in dormitories, in the corridors, hallway, shower rooms, and other unauthorized places,

7)      Entering the premises of higher learning institute without getting body temperature measured,

8)      Drawing any text, picture or sign on the walls of classrooms, libraries, dormitories and other service rooms, as well as on chairs and tables.

9)      Misuse of water and electricity; leaving water tap and electric lights on;

10)  Conflicting with roommates and classmates;

11)  Posting inappropriate text and/or pictures in the dormitories, refusing to show ID and/or Meal card in accordance with procedures

established by the institution;

12)  Treading or cutting trees and flowers;

13)  Getting a mattress out of bed,

14)  Dispose of washed clothes outside the designated place;

15)  Creating noise pollutions or making screams in the living yard and/or around classrooms, libraries, and laboratories by any electronic devices, talking, walking or otherwise,

16)  Committing other similar violations;

 

15. Simple offenses

The following acts or violations of the regulations shall constitute minor offenses or misconducts by individuals in campuses. These actions call for measures that range from a simple written warning to a severe written warning and, as needed, social services.

1) Simple offenses that call for written warning or penalties for not less than 30 and not more than 50 hours of social service (mainly labor work) or both.

a. If no improvement is recorded after one is reprimanded or advised for committing the same or similar offenses listed above in the minor offenses or those that justify provision of free social services;

b.      It is prohibited for any member of the Institution to disseminate unnecessary and scientifically unsubstantiated Covid-19 information and comments on the Internet or in any form.

c.       Failure to comply with entry and exit hours on

the premises of the Institution;

d.      Lack of adequate laundry space for students

e.       Lack of sewerage and solid waste disposal infrastructure, facilities and systems according to the need of the Institution.

f.        Not cleaning dormitory, toilet, living room corridor, living room area when assigned, and not preparing own bed and not keeping personal hygiene,

g.      Violation or non-compliance with the provisions of this Directive regarding admission of students, provision of complete information, doing inspection at entrance gates, preparation for registration, processing of registration and ID cards by members of the Institution,

h.      Inviting individuals to conflict, provoking others to quarrel, causing others to fight, not interceding between quarreling individuals, threatening others, fighting in groups,

i.        Dispose of rubbish outside the permitted area of the institution;

j.        Failure to comply with legal orders issued by the appropriate body of the Institution;

k.      Engaging in activities that are dangerous to public health;

l.        Use of private or Institution’s property without the consent of the individual or the permission of the institution;

m.    Using someone else's ID or food card,

n.      Collecting money from students in any way without the knowledge of student services and student unions;

o.      Facilitate student transportation and other services by requesting students or cooperating with others for personal gain to pay higher fees,

p.      Smoking in the premises; use or possession of illicit drugs; not informing the instituting while others smoke or possess cigarette or illicit drugs,

q.      Misuse/and or abuse of common resources for personal use;

r.        Fraudulent attempt to obtain financial assistance from the institution;

Ask or work for information from students and others in the Institution acting as a student union member, club representative, etc. without any representation.

2) Misconducts that call for severe written warnings and penalties for providing social services as needed

a.    Performing the same or similar offenses without

showing any improvement of actions after written warnings were given for any of the above or any other offenses punishable by free social services not less than 30 hours and not more than 50 hours;

b.   It is forbidden to transfer leftover food from a student cafeteria or other campus to anyone else.

c.    Making loud noises, screaming, and shouting in and around common facility areas such as dormitories, dining rooms, classrooms, libraries, workshops, laboratories, clinics, DSTV, etc.

d.   Post any unauthorized advertisement anywhere

in the campus,

e.    Failure to line up at service points keeping appropriate distances

f.     Students are not allowed to play group sports except in private.

g.   Failure to show a certificate showing Covid-19 free status issued by appropriate medics and, if not examined, to refuse to enter a quarantine center, when required, or to provide fraudulent information, or to refuse to be examined for

Covid-19, when needed,

h.   Involved in fight and violent actions being under the influence of alcohol and other substances,

i.     Putting mattresses and/or pillows on the ground,

or destroying mattress and/or pillows,

j.     Staying in an unauthorized dormitory or changing dormitory without permission,

k.   Allowing an unauthorized person to live, cohabit or let stay at the dormitory;

l.     Bringing unauthorized food into the dorm from anywhere except bread,

m. Misuse, abuse, or vandalism of any properties of

the institution,

n.   Illegally jumping over the fence;

o.   Using unauthorized electrical appliances in dormitories;

p.   Failure to provide the necessary cooperation to the teachers, staff and officials in the Institution;

q.   Conducting illegal meetings or showing drama, theatre or performing other activities without prior permission from the Director of Student Affairs or the top management of the Institution;

r.     Pressuring others to accept their own

religion, beliefs and political views, disturbing others otherwise,

s.    Refusal to show ID card when asked for at

the entrance gate and/or at service provision points,

t.     Carrying out religious ceremonies and demonstrations in the compound, inciting and directing others to do the same,

u.   Committing other similar misconducts;

 

16. Medium offenses

1)      Failure to fulfill institutional obligations of any educational and training institution

2)      Failure to fulfill leadership duties and responsibilities of the institution at any level of the management hierarchy related this

Directive and other regulations assigned to the management of any educational and training

institution,

3)      Failure to prepare, promote and implement a manual in accordance with this guideline, which stipulates the general conditions under which any educational and training institution may provide education and training to prevent COV-19.

4)      Failure of any education and training institution to organize a task force to coordinate the resumption of education and training at all levels designing mechanisms to prevent the outbreak of CVD-19 epidemic, and failure to establish an institutional communication line and to promote it in a user-friendly manner.

5)      Failure to wear a face mask up until public body notifies a decision to quit the use of mask in educational and training institution.

6)      failure to ensure that customers in an educational and training facility sit or stand close to each other in two meters gap without using face masks when receiving services, or that no more than three customers use one table other settings out of students’ dining hall,

 

7)      Wearing a torn, unwashed or improperly cleaned face mask

8)      Standing or sitting at a distance of less than two meters in activities and common service areas of the institution premises,

9)      Failure to set up automatic hand-washing facilities and availing water and other sanitation materials to the community of the Institution at the entrances of the premises of all busy areas of the institution, such as classrooms, dormitories, libraries, clinics, laboratories, workshops, student dining halls and cafeterias on campus, recreation areas, administration buildings, colleges, faculty, departments, Research Centers, and other areas of the campus; and failure to establish monitoring and controlling system to oversight proper functioning of sanitation services thereof,

10)  Handing over or selling food leftovers (wastage) from student dining halls and other campus cafeterias to any individual or entity,

11)  Any member of the Education and Training Institution community, who traveled outside the city in which the institution is located for justifiable reasons, and who joined the community directly without checking for Covid-19 and staying at a quarantine after his return trip, but who failed to report and get registered his travel history to the center within the facility,

12)  Using recreational equipment and other facilities that cause hand touch and physical contact involving indoor and outdoor activities, recreation, and games by the Institution’s community

13)  Group sport activities is prohibited except in private.

14)  Preparation of literary evenings and various leisure gatherings in the campus,

15)  Playing in groups at any recreational area on campus

16)  Playing indoor recreation games in lounges and recreation areas in campuses, 

17)  failure to prepare dormitory placements of students ensuring multiculturalism in every dorm before students are called and not notifying the same to students online,

18)  Failure to take necessary precautionary actions in student dormitories,

19)  Violation of the provisions of this Directive and failing to execute responsibilities as stated in appropriate regulations of education and training institutions to be applied by institutions’ community members to regulate student cafeteria, 

20)  Failure to fulfill the obligations or violation of provisions in this Directive of students' dormitory placement and living, 

21)  Failure to fulfill the obligations of students’ clinic or violation of the provisions of this Directive in this regard,

22)  Failure to comply with or violate any provisions related to teaching, use of classroom and instructional materials, chair arrangement and placements, physical distancing, laboratory, library and workshops, evaluation system, feedback and grading.

23)  Failure to comply with obligations regarding course allocation, preparation of teaching materials and provision of education and training, or violation of provisions stated in this Directive.

24)  Teaching students without adequate ventilation in classroom, laboratories or workshops, without wearing face mask and keeping body distance.

 

25)  Offenses that exclude a student from the education and training institution for one Semester

 

a         Performing the same or similar offenses without showing any improvement of actions after measures were taken for any of the above offenses,

b        Any member of the Education and Training Institute community who falsely claimed he has been certified by a medical professional for having Covid-19 to intentionally cause fear among the community of the Institution,

c         Stealing exam papers or cheating during examination, plagiarism and impersonation;

d        Threatening, harassing, terrorizing and insulting both students through speech, writing, telephone call, etc.

e         Obliterating, tearing down, deleting or damaging posted legal notices;

f          Conflict with a student in any form, inciting violence

g        Humiliating, harassing, insulting, or beating a teacher, an employee, or others, 

h        Conducting and participating in unauthorized meetings and gatherings on campus;

i          Passing an ID or a meal card to someone else; or trying to use someone else’s ID or meal card to dine or get other services,

j          Overcharging      students           for       claiming          to coordinate transportation services to them,

k        holding a student's ID or dining card or other personal belongings of a student for cash or other benefits;

l.        disrupting or improperly interfering with academic, administrative, social, or other activities in the institution;

m.    entering to other students’ dormitory that is not his at any time and in any situation,

26) Offenses punishable by one to two years are exclude the student from the institution

a.       Disseminating information and comments related to Covid-19 on any network in any form, about the educational and training institution, member of the Institution’s community or any individual or group, which causes negative psychological or social impact.

b.      Deliberately taking a test paper without submitting it, attempting to destroy or tear up another student's corrected or uncorrected test paper;

c.       allowing another student or non-student to take a test on his behalf, 

d.      Entering or attempting to enter to the institution with alcohol and khat, 

e.       Trying to get a second ID and/or meal card claiming the first is lost, or trying to use or being caught with two cards.

f.        Tearing (a) page(s) from books, research journals, magazines, etc. in a library or other rooms, or stealing the same,

g.      Abuse of officials, teachers, administrative staff or other students at meetings and other events in the absence of information or based on unconfirmed rumors, defamation, assumptions, hypotheses, etc.

h.      causing psychological harm to a member of the Institution through insulting, threating, bullying, harassing, and disturbing; as well as abusing the individual that may harm his or her mind, social interactions, life or activities, moral and work ethics;

i.        providing or selling medicines to others prescribed from a clinic by pretending sick;

j.        Handing over ID or meal card, library book borrowing card or other personal ID card to another student or using the ID or meal card of another student,

k.      Negotiating for money or in kind or to cooperate with the perpetrator when another student's ID card, ID or other item is stolen.

l.        Engaging in sex work in hotels, nightclubs, or other places, or in similar activities, or acting as a liaison;

m.    Displaying the image or revealing the sound of on camera or mobile device without the individual's consent or permission, for any purpose.

n.      failing to appropriately manage funds earmarked for student unions or funds received or raised by members of the student club in accordance with the financial expenditure system.

o.      Deliberately rebelling against members of a student union, causing trouble, harassing, insulting them based on their ethic or other identities, insulting, and instigating others to stand against them, (provided that formal requests to depose those student union members who have a problem and stand up legally).

p.      Forcing to do or not to do something by threatening or intimidating a an employee or a student in the institution;

q.      Showing, organizing, or disseminating scenes, activities, films, etc. that may cause moral harm to other students or members of the Institution’s community;

r.        Intimidating or attempting to distract or prevent a member of a discipling committee investigating a case to make decisions, an applicant, a witness, a defendant or a defense witness;

s.       Asking for a special dining room and/or meal for followers on the basis of religion, praying loud before and after meals in dining hall, praying in a group with audible voice, and disturbing others,

t.        To cause unrest by asking for special meal and meal time for followers on the basis of

religion;

u.      Abuse of power in the name of student union membership;

v.      Taking exams for another student;

w.    Insulting, demeaning, and degrading others for their political outlooks, religious beliefs, ethnicity, language, opinion, culture and beliefs, as well as burning religious books, disturbing the Institution in the name of holiday ceremonies, etc.

x. Committing other offenses identified by the Institution that may be included in this category.

17.  Major offenses

1)      Shaking hands and making physical contact with anyone in the educational and training institution for greetings and any other purposes,

2)      Tearing down, posting, damaging, or obscuring cautionary messages posted to prevent Covid-19,

3)      Making noise, quarreling, and disturbing in and around classrooms, dining halls, as well as in recreation centers, and clinic areas,

4)      Causing violence, upraising others for and participating in violent actions when there is a complaint about any service, while it is possible to demand for improvement of the case

peacefully and in a legal way, 

5)      failing to set up a quarantine center on campus for students who are suspected of having Covid19, and for those who show symptoms of the disease,

6)      In the event of death due to Covid-19, failing to handle, transport and bury corpses in accordance with the Directives issued by the Ministry of Health, and causing psychological and social harm to others.

7)      Failure to establish a task force to monitor Covid19 suspect and to establish a system in which a detailed working environment and responsibilities of educational and training institution have been prepared.

8)      accommodating a non-student or a dismissed student in one’s dormitory;

9)      Failure to fulfill the obligations of the institution (this is a violation of leadership at all levels)

10)  In violation of the rules and regulations of the Education and Training Institute, inciting students to strike, riot and revolt, as well as coordinating, fabricating rumors and using various media to create illegal collusion.

11)  Posting unauthorized notes and/or articles on billboards and elsewhere that may cause unrest;

12)  Violation of the provisions regarding student recreation and sporting activities in this Directive,

13)  Interfering and obstructing the progressions of disciplinary proceedings, obstructing students and staff applying for judicial proceedings, harassing disciplinary committees and influencing their impartiality;

14)Use of drugs such as marijuana, cannabis, hashish, cocaine, etc. Occupation of inside or outside the premises of the Education and

Training Institution;

15)  improperly inciting people to violence, citing political or ethnic reasons;

16)  Deliberately hiding or destroying another student's performance

17)  Trying to gain undue education and training benefits by giving money or other valuables;

18)  being naked in public on the premises of the

Institution;

19)  Unwillingness to comply with the laws issued by the Institution, inciting violence to change education and training programs for no apparent reasons and being unwilling to accept the justifications given by relevant body regardless of the fact that they will not be changed, disturbing peace;

20)  It is prohibited for any member of the Institution community to plan, carry out, coordinate or collaborate in any activities and actions that disrupt the peaceful learning and teaching process of the institution in any form, individually or collectively. Doing so would lead to disciplinary measures.

21)  It is prohibited for any member of the Institution to engage in activities that cause misunderstandings and suspicions, which are personally or collectively politically, religiously or ethnically motivated actions that ignite conflicts. Doing so would lead to disciplinary measures.

18. Extreme Offenses

1)      A second misdemeanor, without major improvement in disciplinary actions following performance of those offences under major offences,

2)      Resuming classes in the Institution without any decision/permission from the relevant body and without ensuring the fulfilment of necessary condition or without complying with or taking precautionary measures to begin the overall teaching and learning process.

3)      Anyone who knows that he’s infected with Covid-19 and joins the Institution’s community without taking care of others and revealing his case, or contacting with other members of the education community in a way that the virus can be transmitted to other people.

4)      Disseminating any Covid-19-related information about the institution and community members therein in various ways without permission.

5)      Planning or coordinating or implementing or disrupting the peaceful teaching learning process.

6)      Performing any kind of religious or political activity in a group on campus

7)      Making any derogatory speech that offends others’ religion, ethnic group, culture and language; as well as in writing or acting,

8)      Transferring, growing / planting any type of illicit drug in the premises of the Institution;

9)      Insulting, disrespecting, harassing, threatening and intimidating a member of the Institution’s community, and making inappropriate and obscene remarks against an individual.

10)  Arguing or fighting in the campus, either individually or as a group, or cooperating in

such activities

11)  Committing theft and corruption;

12)  Discriminating others on the basis of ethnicism, religion or acquaintance,

13)  Engaging in acts that harm other ethnics or religions, such as burning spiritual books, paintings and sculptures, religious symbols, or destroying images;

14)  harming or attempting to harm members of the community outside the Institution with weaponries;

15)  Possession of dangerous and deadly weapons or toxic materials on the premises of the Institution, or attempting to bring them into campuses,

16)  Raping or attempted sexual assault by force or by putting psychological pressure to weaken the opposite sex's defense; entering the opposite sex's dormitory;

17)  Setting or attempting to set fire to, intentionally or unintentionally, recklessly, the premises of the Institution;

18)  Getting registered using fraudulent certificates,

19)  Copying signatures or deleting documents, deleting fraudulently, attempting to defraud;

1)      Taking or attempting to take the property of another member of the institution through intimidation and force (robbery);

2)      Learning or attempting to be a beneficiary of a service without making appropriate payment or signing a cost sharing agreement,

3)      Disdaining other students’ language, ethnicity, religion and identity;

4)      Attempting to inflict harm on a teacher, an employee or evaluator of performance and/or his family for low performance score;

5)      Attacking or attempting to provoke or incite violence in the vicinity of a dining hall related to quality or whatsoever of food,

6)      Other offenses that are similar to these which the institution includes in writing.

 

19. Types of penalties

Penalties to be imposed on any member of the education and training institution for failing to act in accordance with this Directive are as follows:

1) Verbal reprimand, verbal warning given in writing,  2) Written warning (simple, hard and final)

3)      Informing students’ family about the matter

4)      Punishment in the form of providing social services;

5)      Confiscation of property used by an offender; replacement of damaged or devalued, or completely destroyed property or buildings, if any of the fittings are to be replaced, otherwise the price shall be charged in accordance with the current market value provided by the Institution.

6)      Salary deduction or suspension,

7)      Removal from leadership post

8)      Suspension from competition for leadership positions, or indefinitely ban for reapplication to leadership

positions

9)      Demotion from positions

10)  Suspension from education and training opportunities and promotions, salary increases or benefits for a period of time

11)  Suspension from education and training for a period of time

12)  Holding education and training certificates for a period of time

13)  Complete denial of education and training certificates

14)  Complete dismissal or firing from job

15)  Referring the matter to criminal or civil law for further cause

16)  An institution that does not fulfill its obligations at the institutional level may be temporarily suspended from providing education and training for six months to three years.

 

20.  Types of penalties with their categories and accountable parties

Sub-

Article

Offense Category

The parties responsible for violating the provisions of this Directive and the type of Penalties

Students

Academic Staff

Administrative staff

leaders

1

Minor

Reprimand

Verbal Warning

 

Written Warning

Reprimand

Written warning

Severe written warning

2

Simple

Written warning Severe written warning and 30-50 hours of social service

Severe written warning

One-month salary penalty

Severe written warning

Three-month salary penalty

Final written notice

One-month salary penalty

3

Medium 

Misconducts resulting in penalties from one semester to two years

Final written warning 

Three-month salary penalty

Final written notice and

Suspension of threemonth salary

Dismissal

Three-month salary penalty

Suspension from competition for leadership positions up to 5 years

4

Serious offenses

Misconducts punishable by a maximum of two

to three years (dismissal from the

Institution)

Postponement of academic rank for a period not exceeding two years and threemonth salary penalty  Suspension for 2-3 years of

An opportunity to further education, or postponement of the next promotion  competition for leadership positions,

Salary increase

Other benefits

Demotion one level from current position 2-3 years

Suspension for 2-3 years of an opportunity to further education, or postponement of the next promotion  competition for leadership positions,

Salary increase

Other benefits

 

Dismissal from position 

Accountable by appropriate law Suspension from

reappointment as a leader 

• Suspension for  2-3 years of the next promotion,  salary increase benefits

 

5

Very Serious

Complete

dismissal from the Institution

Ban for 2 years to study in any educational institution.

Complete dismissal  Ban for 3 years to be employed on a permanent or temporary basis in any educational or training institution.

Complete dismissal

Complete Dismissal • hold accountable by appropriate law

6

If the institution of education and training fails to fulfill its obligations at the institutional level or does not meet its obligations as stipulated in this Directive, the institution may be temporarily suspended from providing education and training for a period of six months to three years. The Institution’s next readiness shall be assessed by a series of special reviews. The whole process can be described in the media as needed.

 

 

Part Eight

Disciplinary Committee

21. Establishment of Disciplinary Committee Student and Staff (Teachers and Administrative Staff) Disciplinary Committees shall be established by the top leader of the institution in accordance with applicable laws at the institutional level and on campus.

 

22. Accountability of the Disciplinary Committee

1)        The Committee shall be accountable to the Administrative vice President/Director/Head of the Institution.

2)        A disciplinary committee at the campus level shall be responsible for the campus leader.

3)        the committee shall submit any disciplinary decisions to the responsible bodies for approval.

 

23.  Members of the Student Discipline Committee The composition of the committee shall consist of members from teachers, student unions and, as needed, administrative staff.

1)      The Student Disciplinary Committee shall have five members. They:

a.    Senior academic staff ………… Chairperson

(to be appointed by the head of the institution)

b.    Two student union representatives (one male and one female ………… member

(represented by student union executive)

c.    Teachers Union representative ………Member (by the Chairman or Vice-Chairman of the

Union of Teachers)

d.    Administrative staff …………….… Member and Secretary (designated by the head of the

institution)

 

2)      The staff disciplinary committee shall have five members, which include:

a.    Senior Academic Staff ………… Chairperson

(to be appointed by the head of the institution)

b.    Director of Women, Children and Youth … …

………………………………………Member

c.    Teachers’ Union Representative ……………

..……… Member (represented by teachers)

d.    Administrative Staff Representative ………

..…… Member (represented by staff)

e.    Senior administrative staff ……………..… Member and Secretary

 

24. Members of the Disciplinary Committee shall meet the following criteria:

1)      They should be disciplined, honest and committed and have a fair and balanced view; be impartial:

2)      Those who have never been prosecuted and punished for disciplinary offenses

3)      Respected and accepted by the majority of the community in the institution

4)      Those who have at least one year of service in the institution

5)      Subject to sub-articles 1 to 4, in the establishment of a new institution/campus the head of the Institution shall determine the members of the committee.

25. Powers of the committee

1)      The Committee shall investigate allegations of disciplinary offenses in accordance with this Directive and other laws applicable to the institution and the community of the institution.

2)      The Disciplinary Committee shall, upon appeal, examine and recommend the decision to the Administrative vice President or Deputy Head of the Institution.

3)      It shall have the power to inquire into any part of the work in connection with the case and to investigate any part of the case. Work units also have a duty to cooperate.

26.               Incompleteness of Committee Members If a member of the committee is absent, the head of the institution shall be notified and the chairperson of the committee shall submit a nominee to the immediate head for which the committee is accountable for appointment to replace the absentee. If there is more than one member, it will be done following the procedures of committee appointment.

 

27.               Withdrawal from committee membership

1)      When the chairperson of the committee is the plaintiff, one of the members shall be the chairperson in accordance with the decision of the members.

2)      Where the chairperson or any member of the committee finds that he or she has personal conflict, or kinship or marital relationship with the accused person, he or she shall be temporarily removed from the chair or membership only for this purpose.

3)      Any member of the committee who excludes himself or herself from the case, in order to influence or cause trouble for another member, shall be removed from his membership if he communicates with the client or discloses secrets, minutes, evidence and articles to the client; This shall be considered as severe breach of duty for which necessary administrative action shall be taken.

4) If any committee member is repeatedly absent from a committee meeting without permission, he or she shall be required to present a written explanation for his/her case; the case shall be attached to his/her personal file; his/her membership shall be terminated. Disciplinary action may also be taken.

 

28.     Plenary and vote of the committee;

1)        The quorum shall be full if half (50%) of the members are present at the meeting.

2)        In the event of a dispute, the committee's opinion shall be passed by a majority vote, and if the same number of committee members support two proposed solutions for the disputing case, the proposal supported by the chairperson shall be approved; if a member disagrees on an issue, he/she can get his/her reasons shall be recorded in the minutes.

3)        The Chairperson must conduct the proceedings of the case properly. If a committee member demonstrates misconduct during the debate, he or she may be temporarily expelled from the meeting. If this may abate the quorum, the chairperson may inform the Administrative Deputy Head of the Institution to allow the missing member to be replaced or to allow the committee to make decision by the existing members.

4)        Any member of the committee, whether present or not during the meeting, shall sign the minutes of the meeting.

 

29.     Observation of Committee Meeting Time and

Member Punctuality

1)        The date and time of the meeting of the committee shall be determined by the chairperson of the committee depending on the urgency and number of cases. The meeting date and time shall be announced at least one day in a way that is convenient to the members.

2)        Any member of the committee who, without prior approval of the Chairperson, is absent for several days without good reason or interrupts the meeting, shall be subject to appropriate administrative action by the Administrative Deputy Head of the Institution on the basis of the evidence presented by the Chairperson.

 

30.     Term of the Disciplinary Committee

The term of office of the Committee shall be two years. However, members can be re-elected and serve only two terms.

Section Nine

Discipline provisions

31. Establishing Charges for Disciplinary Offenses

1)        In the event of any misconduct related to teaching and learning, the head of the department or the section of which the individual (student, teacher, administrative staff member) is a member shall file a written complaint. This includes disciplinary offenses related to assessment and testing management, libraries, registrar, classrooms, university and out-of-university laboratories, field-based learning and practice, university-industry linkages, faculty, workshops and laboratory staff, and so on. .

2)        Any offense other than those mentioned in subarticle (1) above shall be considered administrative matters and the Director of Student Affairs shall process the prosecution.

3)        Any offense other than those mentioned in subarticle (1) above shall be prosecuted by the Director of Human Resource Development and Administration when it is committed by teachers or administrative staff.

32. Disciplinary offenses presentation

Any disciplinary offense shall be subject to the following provisions.

1)      Any disciplinary offense shall be filed in writing.

2)      Disciplinary misconduct charge sheet should include the following.

a.       Plaintiff's name, signature and address, as well as the date of the indictment

b.      Defendant's name, class, ID number, year of education and training (for student)

c.       The place, date and time of the disciplinary offense

d.      Detailed description of the disciplinary

offense

e.       Level of disciplinary offense charged

f.        List of evidence (name and address of witness, as well as written evidence, if any) by attaching a certified copy to the original

g.      Additional evidence (if any)

h.      If the defendant is charged with more than one disciplinary offense, it must be set aside for each offense as set out in (a) - (g).

i.        If the disciplinary offence is carried out jointly, the perpetrators shall be prosecuted together.

33. Prosecution time

1)        The disciplinary offense must be filed within 5 working days from the date of the offense;

2)        If the disciplinary offense is minor and should not be reported to the Disciplinary Committee, the authorized body shall take action within 3 consecutive working days.

3)        Notwithstanding the provisions of (1) and (2) above, if this is not the case, subject to the accountability of the relevant authorities, the heads of the institution concerned may at any time pursue the matter.

34.  Improving the charge

1)        If there is an error or omission on the details of the charge described in the Disciplinary Offense prescription or presentation, the case may be amended at any time before a decision is made.

2)        Subject to sub-article (1), the disciplinary sue may be modified at the request of the plaintiff or at the request of the disciplinary committee investigating the case.

35.  Dismissal of charges

1)         A disciplinary charge shall be terminated if the defendant charged with disciplinary misconduct is dead or if he/she discontinue his/her membership of the Institution for any other reason.

2)         However, if the defendant commits a moderate or sever disciplinary offense, he/she shall continue to be prosecuted if he is registered or employed in any educational and training institution in accordance with sub-article (a). The decision will be sent to the institution where he/she is registered to study or employed. The decision-making body of the Institution he/she joined shall implement the decision in accordance with this Directive: If there is a misunderstanding, the institution that admitted the student or employed the staff may ask for an explanation from the former Institution.

3)         transfer from one institution to another shall not be permitted for a defendant prior to a decision is made about his/her case.

36.  Letting the charge to the defendant

1)        The Disciplinary Committee shall give a copy of the charge with attachment of evidence to the defendant to present his/her response.

The charge shall state the place, date and time of the hearing and shall be delivered to the defendant at least three working days prior to the date of the hearing.

3) If the plaintiff is unable to attend or refuses to accept the charge, it shall be posted on the notice board of the institution for five consecutive days.

 

37. Presenting response to the charge by the defendant

1)      A defendant must file a response to the charge in writing.

2)      A defendant has the right to file a counterclaim in the response that:

a.    the case cannot subject him/her to be

prosecuted or

b.   the case should not be considered for the reason that a decision has already been made,

c.    if the disciplinary committee accepts the objection based on (a) and (b), it shall recommend that the case be dismissed. If he or she does not accept the objection, the defendant is ordered to respond to the charge.

d.   a defendant who has been charged with a disciplinary offense is obliged to respond to the charge and to report it to the disciplinary committee in person.

e.    The indictment must include a response to each disciplinary offense and a list of defense evidence required by the defendant.

f.     The indictment must contain a copy of the written evidence in the defendant's possession and clearly indicate where and by whom the disciplinary committee is requesting.

g.   a defendant charged with disciplinary action shall have the right to present defense evidence. However, if he does not appear on the date and time, he shall be charged based on the reports and evidence provided.

h.   Unless further investigation is found to be necessary to determine whether the defendant charged with a disciplinary offense has accepted the charge and responded accordingly, a recommendation shall be made in accordance with this directive.

i.     If the defendant has pleaded not guilty to a disciplinary charge, the committee shall hear the testimony of both parties and examine other evidence and shall make its decision.

38.   Calling a witness

1)      The Disciplinary Committee shall summon witnesses to appear before the due date.

2)      Witnesses testifying against a disciplinary offense shall be summoned at the same time and testify one by one before the committee.

3)      Where necessary, the plaintiff or the committee may present additional witnesses and their testimony may be heard.

 

39.   Hearing of witnesses

1)      In the presence of witnesses, both the defendant and the plaintiff shall be present. However, if one party is informed but not present, it does not preclude the testimony of witnesses.

2)      The oral testimony of the witnesses shall be recorded.

3)      The parties may request additional inquiries or cross-examination for witnesses and they can request this be recorded.

40.   The last response of the defendant charged with a disciplinary offense

Before the disciplinary committee completes its investigation of the disciplinary offense, the defendant is given the opportunity to state his or her final opinion on the case. This shall be recorded verbatim. This can be used to justify or mitigate the level of punishment during the final decision of the committee.

 

41.   Recommendations

1)      As soon as the Disciplinary Committee investigates the disciplinary offense, it shall conduct the investigation, it shall submit the proceedings and action to be taken fully signed and completed to the immediate head of the Institute to which the committee is accountable.

2)      The committee's recommendation should include the following:

a.    Defendant's full name, ID number, department, year of study, building and dorm number,

b.    If the defendant is a student, the student's academic performance, if he/she is an employee his/her result of performance evaluation

c.    Defendant's previous record

d.    Details of the disciplinary offense, the category of the offence, and the circumstances of the incident

e.    Defendant's response

f.     The testimonies of witnesses,

g.    Detailed recommendations

h.    Minutes signed by committee members with attached evidence

i.     Cover letter with the Chairperson's signature

3) When a defendant charged with a disciplinary offense is found to be acquitted, he/she shall be given written information stating the same.

 

42. Decision of the Administrative Deputy Head of the Institute

After reviewing the recommendations made by the Discipline Committee, the Administrative Deputy Head of Campus, whether they are in accordance with the provisions of this Directive, shall:

1)      fully approve the committee's decision; amend the committee's recommendation; or order the committee to reconsider the decisions mentioning justifiable reasons for the case.

2)      The disciplinary decision approved by the Administrative Deputy Head of Campus or the Institution shall be given to the defendant in writing;

3)      If a severe written warning or higher order disciplinary measure is taken against the defendant, the copy of the decision shall be posted on the notice boards on the campus of the education and training Institution.

43. Implementing the decision of the committee

1)      Disciplinary action shall be effective from the date of approval. However, if the defendant is suspended from the premises, he/she shall be given 24 hours to clear from the campus. However, as a client, if there is an issue that needs to be settled, he/she can follow up his/her outstanding case with prior permission from Institution’s Head.

2)      Subject to the provisions of sub-article (a), he/she may appeal the case to the President or Head of the institution and, if permitted, may follow up the case while he/she on study or on duty in the Institute.

44.   Procedures by Disciplinary Hearing Committee 

1)      The chairperson shall chair the meeting of the committee. In the absence of the Chair, the deputy shall assume responsibility.

2)      The Secretary shall take the minutes of the committee.

3)      The defendant has the right to respond in writing and orally.

4)      If the defendant is found to have been unable to participate in the proceedings for serious and convincing reasons, the case may be adjourned until the day he/she can.

5)      A defendant shall have the right to cross-examine the plaintiff's witnesses. Plaintiff also has the right to cross-examine the defendant’s witnesses.

6)      The defendant has the right to remain silent. But the silence is considered as acknowledgment of the case.

Part Ten

Penalties

45. Simplification of penalties

The following reasons may be considered for simplifying/lessening the penalties for disciplinary offenses.

1)      If the offender has been found to have good moral in the past and regrets that he/she has no intention of repeating it in writing,

2)      If he/she committed the offense in an attempt to defend him/herself thinking that he/she was in a

dangerous situation;

3)      If the victim has a part in the crime;

4)      If the perpetrator was in a state of extreme physical and psychological distress while committing the crime;

5)      if the offender has a strong tendency to regret for doing what is expected of him/her and admitting the offense;

46. Severe punishment

The following are some of the factors that may make the sentence of a defendant guilty of a misdemeanor worse.

1)      Repeatedly carrying a weapon or other dangerous weapon, specially during night time covering up darkness, 

2)      He/she committed the crime in collaboration with other criminal gangs, especially as a leading actor and/or organizer;

3)      If he/she commits the offense as a group and the offense is serious to intentionally harm others;

4)      If he/she committed the offense in arrogance, deliberately neglecting the responsibility entrusted to him/her;

5)      If he/she committed the crime out of hatred or willful intentions,

6)      If the offense was committed on those innocent persons including head of the institution, teachers, students, or administrative staff who were physically and psychologically ready to fight prepared and had no intention to conflict with him/her;

47.   When a disciplinary offense is repeated upon a recorded offense

1)      If the disciplinary offense is a minor one, which is in the same category, and is repeated before the expiration of the decision, the offender shall be suspended him or her up to one semester. If the repeated error is not a minor disciplinary offense, it shall be treated anew.

2)      If a previous offense, for which a decision is made, a minor and in the same category, is repeated, the offender shall be suspended for one to two years from the Institution. If the offense is moderate or severe, it shall result in a severe disciplinary action.

3) If the offense is a foregone conclusion, the offender shall be completely dismissed for any offense thereof.

 

48.     Determination of punishment in the event of multiple disciplinary offenses

If the defendant is found guilty of two or more disciplinary offenses committed at the same time or sequentially, before a decision is made for the first offense committed, penalty shall be determined by adding up the total penalty for each offense. If the sum of the disciplinary action is more than three years, the offender shall be dismissed completely from the institution and shall be liable by applicable law.

 

49.     Informing decisions and implementation of related matters

 

1)      Any disciplinary action against the defendant, except for oral reprimand or advice, shall be given to the defendant in writing.

2)      Disciplinary action taken at any level in the institution shall be notified in writing to the head of the security department, the relevant department, the director of student affairs, the administrative deputy head of the institution, and the head of the institution. The mentioned bodies should keep the document properly in an organized manner.

3)      Post the decisions on notice boards in the campus visible to the entire community of the institution.

4)      The reason for the suspension of the defendant, whether temporarily or permanently, shall be stated in writing and given to him/her. If the defendant is not present in the institution to be informed or notified of the decision due to his/her absence from the campus, or if his/her address is not known, or for other reasons, the decision shall be posted on the notice board of the institution for at least five consecutive days.

5)      If the defendant is provided with a letter stating that he’s dismissed from the institution, unless the disciplinary action explicitly indicates that he/she (if he/she is a student) shall not be given his/her education or training certificate, the defendant has the right to take the certificate. 

6)      The suspension of the defendant, temporarily or permanently, does not preclude the exercise of his rights and obligations not related to the suspension.

7)      The Director of Human Resource Management, the Director of Student Services and the Student Union shall monitor the procession of decision making to ensure that no decision is late.

 50. Recording of penalties of disciplinary offenses The records of penalties for any disciplinary offences committed by any defendant shall be kept in his/her personal file after a disciplinary action has been taken.

1)      For minor and simple disciplinary offenses, it shall be kept and remain valid for one year from the date of imposition and shall not be valid if it is kept in the defendant's file for more than one year.

2)      If the defendant is a student, the decision for moderate, high and severe disciplinary offenses shall always be documented in the graduate’s file.

 

Part Eleven

Appeal Procedures

The appeals processes follow similar paths as the disciplinary action processes.

51. Establishment of Appeals Committee

The head of the institution shall have the institution's grievance committee investigate appeals. If necessary, the head may establish a three-member appeals committee.

 

52. Right to appeal

1)      The convicted defendant shall have the right to submit a written request to the appeals committee of the Institution within five working days from the date of notification of the decision. The appeal must include the following:

a.    Appellant's name, ID number, gender and age

b.   Workplace, if a student his/her major, the

department and matriculation year 

c.    The root cause of the complaint

d.   Supporting evidence, if available

e.    The resolution the appellant seeks

f.     Date and signature

2)      When the head of the institution determines that the complaint deserves closer investigation, he/she may refer the application to the appeals committee with the necessary detail.

3)      The Appeals Committee shall, within three working days, review the available evidence in accordance with relevant laws, rules, regulations and procedures of the institution and approve, amend or revoke the sentence or have it reexamined by the disciplinary committee or decide on a different punishment. As an alternative, the Appeals Committee may, in accordance with this Directive, propose another course of action to the head of the institution. In such situations, the head of the institution will make the final decision.

4) Appeals can be made only on decisions made in middle and upper division disciplinary proceedings.

 

53.     Legitimate appeals

1)      Cases that have been reviewed by the Disciplinary Committee and approved by the institution’s deputy head 

2)      Unless new evidence is found, the appeal shall be based only on the evidence gathered by the Disciplinary Committee and materials on file. No new charges will be filed on appeals.

3)      If the Appeals Committee finds it appropriate to review the appeal

a.       Check to see if the case has followed proper procedures.

b.       Review if the decision was based on sufficient evidence.

c.       Check whether or not the sentence is commensurate with the defendant's alleged offenses.

d.       If the defendant presents pertinent evidence that he or she was previously unable to present, the Appeals Committee can review and forward its proposed decision in writing with cover letter to the head of the institution within three days.  

54.     Execution of punishment

1)      The final decision on the defendant shall be effective from the time of the notice publication.

2)      If the defendant submits an appeal and the appeal is deemed appropriate and the defendant wishes to monitor the proceedings within the institution or while at work, the head of the institution may permit the defendant to remain on the premises until the end of the appeals process.

 

55.     Powers and responsibilities of the head of the institution

1)      In the course of the decision process of the defendant, the defendant's human rights shall be properly protected until the case is investigated and a decision is made by the head of the institution. Depending on the severity of the case, if the presence of the defendant on campus or at work can have detrimental consequences, the head of the institution has the prerogative and responsibility to consider available circumstances and determine a course of action that protects the wellbeing of the institution and campus community. Until the case is resolved, the head of the institution does have the authority and responsibility to have the defendant under police surveillance or custody, if circumstances warrant. 

 

2)      The head of the institution shall have the power to pardon or amend the punishment, taking into account the circumstances of the defendant in accordance with this Directive. However, if the defendant is to compensate the institution for lost value, the defendant must still make full payment, despite the improved decision by the head of the institution. 

3)      The head of the institution shall grant pardons or improve the punishment following the conviction of a disciplinary offense. The head of the institution may exercise his/her discretionary powers upon verification of the defendant’s previous records and only if the defendant expresses remorse and submits a letter expressing his/her regrets and the lessons learned.

 

56. Final decision

In disciplinary matters, the decision of the head of the institution shall be final.

 

Part Twelve

Miscellaneous Provisions

57. Time limit

1)      All students are prohibited to entering or exit the campus between the hours of 7:00pm and 6:30am.

2)      Individuals other than students, must gain special permission from a relevant administrator to enter the campus outside of operation hours. 

 

58. Mask supply and physical distance

1)      Educational and training institutions may provide masks to students at reduced prices.

2)      Depending on the circumstances at the education and training institution, management may implement additional measures to maintain appropriate distances.

 

59.  Transportation services for students’ return Educational and training institutions may work in partnership with relevant transport agencies and other stakeholders to ensure that students receive transportation services that are covered by the students and taking precautions to reduce the risk of COV-19 during travel. Other steps may be taken as necessary. 

60. Regarding students with special needs, teachers and administrative staff 

 

1)      For special needs or disabled students, Education and Training Institutions shall create public awareness and provide specialized training for their designated assistants.

2)      It is recommended that special classrooms, libraries, cafeteria arrangements be provided to those who need them.

3)      Special needs and/or disabled students are expected to maintain appropriate physical distances just the same. 

 

61. Disciplinary decision-making and action

Any member of the Education and Training community who violates this guideline to prevent and control the spread of Covide-19 epidemic may be subject to the decisions made by the head of the institution in a particularly prompt and decisive manner, regardless of the previous disciplinary decision-making process.

 

62. Laws that do not apply

The previous Education and Training Discipline Directive has been replaced by this Directive and will not be applicable. Other laws and practices governing discipline do not apply on matters covered by this Directive.

 

63. Obligations to cooperate

Everyone who enters the premises of the Education and Training Institution, while on the premises, is required to respect and comply with this Directive. 

 

64. Enforcement responsibility

The head of the institution is responsible for introducing to the entire community, promoting and enforcing this Directive.

 

65. Monitoring, evaluation and reporting

The Education and Training Institutions are responsible for monitoring, evaluating and implementing the Directive in the premises, and for regularly reporting to the Ministry of Science and Higher Education.

66. Duration of the Directive

This directive is effective as of October 10, 2020.

67. Amending and repealing the Directive

When deemed appropriate, this Directive may be amended or revoked by the Ministry of Science and Higher Education

 

Samuel Urkato (Dr.)

Ministry of Science and Higher Education Minister

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