UNIVERSITY OF CAPE COAST

STATUTES
2012
ARRANGEMENT OF STATUTES
PART A: DEFINITIONS
Pages
1. Definition of Terms. 6
PART B: AIMS, FUNCTIONS AND POWERS
2. Aims of the University.. 8
3. Functions and Powers of the University 9
PART C: MEMBERS
4. Senior Members. 9
5. Junior Members.. 11
PART D: PRINCIPAL OFFICERS
6. Chancellor.. 12
7. Chairman of Council.. 12
8. Vice-Chancellor. 13
9. Pro-Vice-Chancellors. 15
10. Registrar. 16
11. Other Officers 17
PART E: STAFF
12. Staff 17
PART F: COUNCIL
13. Council of the University of Cape Coast. 18
14. Academic Board.. 22
15. Administrative and Social Services Board.. 24
PART G: DIVISIONS AND RANKS
16. Teaching and Non-Teaching Divisions. 25
17. Teaching and Non-Teaching Ranks.. 26
PART H: TEACHING DIVISION
18. Colleges 27
19. Faculties and Schools 29
20. Faculty and School Boards 31
21. Office of the Dean of Academic Affairs 33
22. Office of the Dean of Students Affairs. 34
23. Departments 35
24. Departmental Boards.. 36
25. Institutes and Centres. 37
26. Library. 37
PART I: NON-TEACHING DIVISION
27. Office of the Registrar.. 38
28. Directorate of Finance.. 39
29. Directorate of Internal Audit 40
30. Directorate of Health Services.. 40
31. Directorate of Physical Development and Estate Management 41
PART J: CONVOCATION
33 Composition and Functions of Convocation 41
PART K: SPECIAL EVENTS AND DEGREES
34. Matriculation 44
35. Congregation 44
36. Aegrotat Degrees.. 44
37. Honorary Degrees. 45
PART L: ADJUNCT AND EMERITUS PROFESSORS AND ENDOWED CHAIRS
38. Adjunct Professors. 45
39. Emeritus Professors. 46
40. Endowed Chairs 46
PART M: STUDENT MATTERS
41. University and External Programmes. 47
42. Halls of Residence and Hostels.. 47
43. Students Representative Council.. 48
PART N: DISCIPLINE
44. Discipline and Penalties. 48
45. Discipline of Senior Members 49
46. Discipline of Junior Members 50
47. Discipline of Staff. 51
48. Absence from Work and Vacation of Post 51
PART O: MISCELLANEOUS PROVISIONS
49. Basic and Senior High Schools. 51
50. External Auditors.. 52
51. Meetings 52
52. Official Organs of Communication. 53
53. Annual Reports 53
54. Seal of the University... 54
55. Regulations.. 54
56. Amendment to Statutes 55
57. Repeal of 2003 Statutes 55
SCHEDULES SUBJECT PAGE
A COMMITTEES OF COUNCIL
Finance Committee ................................................................... 56
Development Committee............................................................... 56
Entity Tender Committee.............................................................. 56
Appointments and Promotions Board........................................... 57
GUSS Scheme (UCC Branch) Management Committee............... 61
B COMMITTEES OF THE ACADEMIC BOARD
Executive Committee................................................................... 62
Academic Planning and Management Committee....................... 63
Basic Schools Governing Committee.......................................... 63
Bookshop Committee.................................................................. 64
Disciplinary Committee (Senior Members).................................. 64
Information Communication Technology (ICT) Committee........ 65
Inter-Faculty Committee on Institutional Affiliation (IFCIA)...... 65
Joint Admissions Committee......................................................... 66
Library Committee......................................................................... 66
Planning and Resources Committee.............................................. 66
Publications Committee.................................................................. 67
Residence Committee..................................................................... 68
Sexual Harassment Committee........................................................ 68
Time-Table Committee................................................................... 69
Training and Development Committee........................................... 69
Research and Conference Committee............................................. 70
Professional Board Institute of Education.................................. 70
Governing Board Institute for Educational Planning and
Administration................................................................................ 71
Institute for Development Studies Board...................................... 71
Board of Graduate Studies............................................................ 71
Centre for Continuing Education Board........................................ 72
C COMMITTEES OF THE ADMINISTRATIVE AND SOCIAL SERVICES
BOARD
Audio-Visual Committee................................................................ 74
Campus Security and Safety Committee........................................ 74
Chaplaincy Committee.................................................................... 74
Committee of Heads of Hall.......................................................... 75
Cultural Activities Committee.......................................................... 75
Health Services Committee.............................................................. 76
Housing Committee.......................................................................... 76
Public Relations Committee............................................................. 77
Senior Common Room Committee................................................... 78
Sports and Recreation Committee.................................................. 78
Survey Committee.......................................................................... 78
Transport Committee....................................................................... 79
D CRITERIA FOR APPOINTMENT AND PROMOTION OF
S E N I O R ME MB E R S
(TEACHING)............................................................ 80 -91
E CRITERIA FOR APPOINTMENT AND PROMOTION OF
S E N I O R ME MB E R S ( N O N -
TEACHING)................................................. 92- 116
STATUTES OF THE UNIVERSITY OF CAPE COAST, 2012
In exercise of the powers conferred on the University Council under Section 16 of the University
of Cape Coast Law, 1992 (PNDC Law 278), these Statutes are made and shall come into force this
1
st
day of January, 2012 .
PART A DEFINITIONS
STATUTE 1: DEFINITION OF TERMS
In the construction of the Statutes, unless the context otherwise requires:
Academic Board means the Academic Board of the University.
Academic year for purposes of teaching, appointment, retirement and related matters means the
period from the 1
st
day of October to the 30
th
day of July or any other period determined by
Academic Board.
Law means University of Cape Coast Law 1992, (PNDC Law 278)
Administrative and Social Services Board means the Administrative and Social Services Board
of the University established by the Statutes.
Alumni means:
i) All Graduates and Diplomates of the University.
ii) All Graduates of the University College of Cape Coast who were awarded
degrees by the University of Ghana.
Calendar refers to the official programme of activities of the University with dates.
Centre means an establishment headed by a Director which provides specialised services relating
to or including the following: teaching for extension purposes or for the award of University
degrees, diplomas or certificates; multi-disciplinary research; advocacy or consultancy.
College means a collection of academically-related establishments such as Faculties, Schools and
Institutes.
College of Professors means the body comprising all professors of the University, chaired by the
most senior professor.
Congregation means the assembly composed of members of the University Council, present and
retired members of Convocation, graduates of the University, graduates of the former University
College of Science Education, graduates of the University College of Cape Coast, and honorary
graduates as summoned by the Chancellor or in his or her absence by the Chairperson of Council
for the purposes of receiving reports and witnessing the ceremony of awarding degrees, diplomas
and certificates of the University and for any other purpose as the Chancellor may determine.
Convocation means the assembly composed of the Chancellor and Senior Members, chaired by
the Chairperson of Convocation.
Council, unless the context otherwise admits, means the Governing Council of the University of
Cape Coast.
Department means a part of a Faculty or School that is concerned with teaching and research in a
recognizable academic discipline and has been so designated by the Academic Board and is headed
by a Head of Department.
Faculty means a collection of related Departments, headed by a Dean, as specified in the
appropriate schedule to the Statutes or any amendment of or addition to the said schedule.
Institute means a semi-autonomous establishment whose primary focus is multi-disciplinary
research or extension services, and in furtherance of which it may undertake training or teaching of
persons who are associated with institutions that are outside the University.
Junior Member means a student enrolled for the time being in the University.
Junior Staff means those persons in the employ of the University of the rank below that of an
Administrative Assistant or its equivalent.
Members means senior members and junior members as defined in the Statutes, and such
other persons who Council, on the recommendation of Academic Board, may, by resolution,
confer membership of the University on, including but not limited to the following:
(a) Emeritus Professors of the University.
(b) Persons who have served the University for a period of not less than ten years
(10) at a rank not lower than Senior Lecturer or analogous grade.
(c) Former Principals of the University College of Cape Coast and former Vice
Chancellors of the University of Cape Coast.
(d) Adjunct Professors of the University
Operative Date means the day on which the Statutes enacted by the University Council shall be
brought into effect by Council.
Professor means a full Professor.
Professorial Status refers to Professor and Associate Professor.
School means an establishment of the status of a Faculty, which is associated with a profession
or professions, or which prepares students for certification by a professional body or bodies or
which admits students for the primary purpose of graduate studies or research.
Section means a part of the non-academic division that is lower than a Directorate and higher
than a Unit.
Senior Members means academic, administrative and professional personnel who by
appointment become members of Convocation.

Senior Staff means persons employed by the University of the rank not lower than
Administrative Assistant or its equivalent.
Staff means persons other than Senior Members who are employed by the University.
Statutes with initial upper case and italicised means this entire document; and statute with initial
lower case and not italicised means a provision of this document.
Unit means the part of an academic division lower than a Department or a part of a non-academic
division lower than a Section and headed by a Coordinator intended to render a specialised,
coordinating or support service.
University means the University of Cape Coast
University Management means the Vice-Chancellor, the Pro-Vice-Chancellor, the Registrar,
Provosts, Deans, Director of Finance, Director of Internal Audit, the Librarian, Deputy Registrars,
Deputy Director of Internal Audit and Heads of Department.
University Property consists of any property, movable or immovable, which belongs to the
University as well as any property which the University shall acquire by way of gift or purchase.
PART B AIMS, FUNCTIONS AND POWERS
STATUTE 2: AIMS OF THE UNIVERSITY
2.1 The aims of the University are:
(a) To provide higher education to persons suitably qualified and capable of benefiting from
such education.
(b) To train students in methods of critical and independent thought; making them aware of
their responsibility to use their education for the general good of Ghanaian society; and
(c) To provide facilities for and engage in teaching and research for the purpose of promoting
the advancement and dissemination of learning and knowledge with particular reference to the
needs and aspirations of the people of Ghana and the furtherance of co-operation between African
States.
STATUTE 3: FUNCTIONS AND POWERS OF THE UNIVERSITY
3.1 The University shall provide instruction and undertake research for the advancement of
knowledge in such branches of learning and study for persons whether members of the
University or not and in such manner as it shall determine; except that the University shall
give emphasis to the preparation of teachers both graduates and non-graduates for
secondary schools, teacher training colleges, polytechnics and technical institutions as well
as the training and retraining of such specialised personnel as may be required for the
effective provision of education service in the country.
3.2 Subject to the provisions of the Law and these Statutes, the University shall perform such
functions and exercise such powers that are necessary to effectively further the aims of the
University and maintain its efficiency as an academic community.
3.3 The University may enter into an agreement or relationship with another institution whether
-
(a) teaching or non-teaching; and
(b) inside or outside Ghana
and may incorporate within the University another institution or body taking over the property,
rights, privileges and liabilities of that other institution or body.
PART C - MEMBERS
STATUTE 4: MEMBERS
The University shall have two categories of members, namely, Senior Members and Junior
Members. Senior Members shall comprise the lecturers, administrators and professionals who are
members of Convocation. Junior Members shall comprise the students for the time being enrolled
in the University.
STATUTE 5: SENIOR MEMBERS
5.1 The terms of appointment of a Senior Member shall be specified in his or her letter of
appointment and, in any event, shall not be less favourable than those prevailing at the time
of appointment as stipulated in any agreement reached between Senior Members and the
Vice-Chancellors Ghana.
5.2 Each Senior Member shall conform to such directives and regulations as have been or shall
be given and adopted by the Academic Board or Administrative and Social Services Board,
as the case may be, and approved by Council as to his or her duties, including, for academic
Senior Members, the number of courses and lectures to be delivered and the periods at
which such courses shall begin and over which they shall extend.
5.3 Each Senior Member shall give to the work of the Department to which he or she is
assigned and its extension and development and to the general interest of the University
such time and labour as shall be sufficient, and he or she shall not engage in any other
gainful employment except with the written approval of the Vice-Chancellor.
5.4 Consultancy services may be rendered by a Senior Member provided that:
(a) Such projects are related to the research and teaching programmes of
the various Faculties and Departments and regulated and controlled to ensure that
there is no conflict between the private interests of a Senior Member and his or
her official duties.
(b) The Senior Member has obtained the written permission of the Vice- Chancellor
through his or her Head of Department before engaging in consultancy work.
(c) The Head of Department ensures that a Senior Member does not
undertake any outside work if his or her normal duties would be disrupted.
(d) Where abuses of the facility are proved, appropriate disciplinary action shall be
taken by the Vice-Chancellor.
(e) The Senior Member pays appropriate overhead charges in accordance with the
Universitys rules and regulations.
5.5 Except as may otherwise be provided by Council, a Senior Member may resign his or her
appointment and thereby terminate the engagement with the University on giving, in writing
under his or her signature to the Vice-Chancellor, at least six months notice, which
resignation takes effect on the last day of the calendar month.
5.6 Except as may be otherwise provided in special cases by Council, a Senior Member
appointed to a full-time post in the University on a renewable contract shall retire from his
or her appointment and all other offices held by him or her in the University by virtue of the
appointment at the end of the academic year following the date on which the contract shall
expire.
5.7 Except as may be otherwise provided in special cases by Council, a Senior Member shall
retire from his or her appointment and all other offices held by virtue of the appointment at
the end of the academic year following the date on which he or she attained the retiring age
of sixty years.
5.8 No retired Senior Member shall hold an office unless Council specifically authorizes same
for a duration that shall not exceed two years from the effective date of the retirement.
5.9 Council may terminate the appointment of any Senior Member of the University by giving
six months notice. However, before the termination of his or her appointment becomes
effective, the person concerned shall have the right to appeal to Council within one month
of receipt of the notice.
5.10 Where a person appeals against a notice of termination of his or her appointment, Council
shall consider the appeal at least two months before the date on which the termination is due
to take effect. Councils decision shall not be subject to further appeals within the
University.
5.11 Any Senior Member of the University may be removed from office for good cause by
Council. Good cause shall include but shall not be restricted to:
(a) Conviction by a court of law for any offence which Council considers
to be such as to render the person concerned unfit for the discharge of the
functions of his or her office.
(b) Conduct which is incompatible with ones position as a Senior Member of the
University.
(c) Any conduct which brings or seeks to bring a Senior Members office into
disrepute.
(d) Conduct which Council considers to be such as to constitute failure or inability of
the person concerned to discharge the functions of his or her office or to comply
with the terms of his or her appointment.
5.12 A Senior Member shall not be dismissed unless:
(a) He or she has been notified in writing of the grounds on which consideration is
being given for his or her dismissal.
(b) There has been an investigation relating to his or her case by the Disciplinary
Committee (Senior Members) and the person concerned has been permitted to
appear to defend himself or herself in person and the report of the Disciplinary
Committee has been considered by Council.
5.13 Council shall, after receipt of the report of the Disciplinary Committee, have the liberty to
interview the Senior Member, or the complainant or any witness as, in its discretion, it
deems necessary. Where the complainant or a witness is to be interviewed by Council, the
Senior Member under investigation shall have the right to be present, and to examine the
witness or make a statement in connection with the testimony of the complainant or
witness.
5.14 The decision of Council on the case of a dismissed Senior Member shall not be subject to
further appeal within the University.
STATUTE 6: JUNIOR MEMBERS
6.1 A Junior Member shall be admitted into a Faculty or School and assigned to a Hall of
Residence or Hostel.
6.2 Junior Members shall be governed by the Statutes and all Policies, Rules Regulations as
may be issued from time to time by Council, Academic Board or any of its Committees,
Administrative and Social Services Board or any of its Committees, the Vice-Chancellor,
the Dean of Students Affairs, the Hall Master/Warden or such other authority as may
govern any aspect of their stay in the University.
PART D - PRINCIPAL OFFICERS
STATUTE 7: CHANCELLOR
There shall be a Chancellor of the University appointed by Council. The Chancellor shall not be the
Head of State of Ghana. The Chancellor shall be officially installed into office at a special
ceremony. The Chancellor shall hold office for five years and shall be eligible for re-appointment
for a second term of two years only.
7.1 The Chancellor shall be the head of the University and shall confer degrees, diplomas and
honorary degrees in accordance with procedures prescribed by the Statutes. The Chancellor
shall preside at any ceremony of the University at which he or she is present. Once in every
five years, the Chancellor shall appoint a visiting committee to inspect the work of the
University and report to him/her.
7.2 The Chancellor shall be furnished with copies of minutes of Council and the Academic
Board in addition to other publications of the University.
7.3 The Chancellor may resign from office by letter addressed to the Chairman of Council.
7.4 The Chancellor may be relieved of his/her position by Council on grounds of incapacity,
persistent absence, conviction of a criminal offence involving dishonesty, fraud or moral
turpitude, or for gross misconduct. Council shall afford the Chancellor a fair hearing and, at
any such removal proceedings, the Chancellor shall be entitled to know the grounds for
removal and to attend with Counsel of his or her choice.
STATUTE 8: CHAIRMAN OF COUNCIL
8.1 There shall be a Chairman of Council who shall be appointed in the manner prescribed in
the law and shall hold office for two years and shall be eligible for re-appointment for a second
term only.
8.2 The Chairman of Council shall be the Pro-Chancellor and shall act in the absence of the
Chancellor at Congregation to confer degrees, diplomas and certificates.
8.3 The Chairman shall normally preside over meetings of Council.
8.4 The Chairman shall be furnished with copies of the minutes of the Academic Board in
addition to other publications of the University.
8.5 The Chairman may resign from office by letter addressed to the Chancellor. Council, by a
resolution passed by at least two thirds of its members, may pass a vote of no confidence in the
Chairman. Upon passing a vote of no confidence in the Chairman, the Registrar shall transmit
a petition to Government requesting Government to recall the Chairperson.
STATUTE 9: VICE-CHANCELLOR
9.1 There shall be a Vice-Chancellor of the University who shall be a Full Professor and shall
be appointed by Council in the manner prescribed in the1992 Constitution of the Republic
of Ghana. The Vice-Chancellor shall be officially installed at a special ceremony.
9.2 The Vice-Chancellor shall under the direction of the University Council serve as the
academic and administrative head and chief disciplinary officer of the University. The Vice-
Chancellor shall by virtue of his or her office be a member of Council, every standing
committee of Council, Academic Board as well as the Administrative and Social Services
Board.
9.3 The term of office of the Vice-Chancellor shall be four years in the first instance, beginning
the first day of October, with the option for extension by Council, based on satisfactory
performance, for a further two years. A person shall be ineligible to be appointed or re-
appointed as Vice-Chancellor, as the case may be, if he or she will attain the age of sixty
before the expiration of either the first or the second term.
9.4 The Vice-Chancellor shall be the Chief Executive of the University and shall be
responsible, in accordance with the Law and the Statutes and decisions of Council, Academic
Board and the Administrative and Social Services Board, for organising and conducting the
academic, financial and administrative business of the University and for promoting the
efficiency and good order of the University.
9.5 The level of expenditure approved by the Vice-Chancellor shall not be above that
determined by Council and in accordance with the Law.
9.6 The Vice-Chancellor shall submit annually to Council, through the Academic Board, a list
of the staffing positions which in his or her opinion is necessary for the transaction of
University business, together with an estimate of the expenditure required for the
maintenance of such staff.
9.7 It shall be the right and duty of the Vice-Chancellor to advise Council, the Academic Board
and the Administrative and Social Services Board, as the case may be, on all matters affecting
policy, finance and administration of the University and for this purpose he or she shall have
unrestricted right of attendance and speech at all meetings of Council and of all University
bodies, whether executive or advisory, which are charged with the consideration of such
matters.
9.8 The Vice-Chancellor shall keep the Academic Board and the Administrative and Social
Services Board, as the case may be, informed of decisions of Council and shall also keep
Council informed of all major decisions of the Academic Board as well as the Administrative
and Social Services Board.
9.9 The Vice-Chancellor shall appoint all employees of the University other than
Senior Members in accordance with procedures and terms laid down by Council. The Vice-
Chancellor may delegate to the Registrar or to any other officer of the University or any
appointments committee the power to make appointments.
9.10 The Vice-Chancellor shall have discretionary power to appoint suitably qualified lecturers,
senior lecturers and persons of Professorial rank from other Universities, and distinguished
non-university scholars to the University as visiting professors, visiting associate
professors, visiting senior lecturers, visiting lecturers and visiting scholars for periods up to
one year subject to confirmation by the Appointments and Promotions Board. In such
appointments, resort to external assessors shall not be obligatory. However, the curriculum
vitae and references of each candidate shall be obtained. Appointment of visiting personnel
shall normally be made to fill either departmental or other vacancies.
9.11 The Vice-Chancellor shall have the power to delegate any of the functions assigned to
him or her by the Statutes to such office holders or Senior Members of the University as
shall seem to him or her appropriate.
9.12 In the event of a temporary absence of the Vice-Chancellor caused by incapacity or absence
from the campus, the Pro-Vice-Chancellor shall perform the functions and duties of the
Vice-Chancellor.
9.13 The Vice-Chancellor may resign his or her office by letter addressed to the Chancellor
through the Chairman of Council.
9.14 The Vice-Chancellor may be relieved of his/her post by Council on grounds
of incapacity, persistent absence without justification, conviction of a criminal offence
involving dishonesty, fraud or moral turpitude, or for gross misconduct. Council shall
afford the Vice-Chancellor a fair hearing and, at any such removal proceedings, the Vice-
Chancellor shall be entitled to know the grounds for removal and to attend with Counsel of
his or her choice.
9.15 During a vacancy in the office of the Vice-Chancellor through resignation, removal, death
or any other cause which incapacitates him or her from performing the functions and duties
of Vice-Chancellor, the Pro-Vice-Chancellor shall perform the functions and duties until a
Vice-Chancellor has been appointed. In the absence of the Pro-Vice-Chancellor, and in
descending order, the most senior Provost or in the absence of any Provost, the most senior
Dean shall act as Vice-Chancellor. Seniority shall be determined by office, academic rank,
length of service as Provost or Dean as the case may be, and in the event of equality, by
age.
9.16 When a vacancy occurs or is about to occur in the office of the Vice-Chancellor, a Search
Committee shall be constituted as follows:
(a) A Chairperson appointed by Council, not necessarily from its membership and
preferably a former Vice-Chancellor of a recognised university.
(b) If the Chairperson is not a former Vice-Chancellor, one person being a former Vice-
Chancellor of a recognized university, but if the Chairperson is a former Vice-Chancellor,
any other person of sound repute and with the requisite experience and wisdom.
(c) Two members of Council who are not members of the Academic Board, the Administrative
and Social Services Board or a student.
(d) Two members of the Academic Board one of whom shall be of Professorial status and one
of non-Professorial status elected by the Academic Board.
9.17 The Search Committee after making such enquiries as it deems fit, including
consultations with members, staff and alumni, shall propose to Council the names of not
more than two candidates for one to be appointed in the manner laid down by Article 195
(3) (3) of the Constitution of Ghana.
9.18 The notification, application, selection and appointment processes shall commence at least
six months before the expiration of the term of the incumbent.
9.19 The Vice-Chancellor shall hold office on such terms and conditions as may be specified in
his or her instrument of appointment.
The conditions of service, including the entitlements, allowances, perquisites, bonuses and
emoluments that attach to the office, shall be prescribed by Council.
STATUTE 10: PRO-VICE-CHANCELLOR
10.1 There shall be a Pro-Vice-Chancellor who shall be the deputy to the Vice-Chancellor and
who shall exercise powers as specified in the Law and such other powers as the Vice-
Chancellor may delegate to him or her. The Pro-Vice-Chancellor shall not hold any other
administrative post.
10.2 Three months before the term of office of the Pro-Vice-Chancellor expires, the Vice-
Chancellor shall submit the names of five persons of Professorial status to the Registrar
who shall convene a meeting of a Vetting Committee. The Vetting Committee shall
comprise the following: a former Pro-Vice-Chancellor of the University appointed by the
Vice-Chancellor who shall chair, two persons nominated by the College of Professors, and
one person each nominated by the University Teachers Association of Ghana (UTAG)
and the Ghana Association of University Administrators (GAUA). The Vetting Committee
shall interview the candidates and conduct whatever enquiries as are necessary and submit
the names of three persons to the Registrar for election by Convocation. The Registrar
shall be the Electoral Officer. The results of the elections shall be submitted to Council,
which shall appoint one of them as Pro-Vice-Chancellor.
10.3 The Pro-Vice-Chancellor shall hold office for a period of three years beginning on the first
day of January and shall be ineligible for re-appointment for a consecutive term.
10.4 The Pro-Vice-Chancellor shall hold office on such terms and conditions as may be specified
in his or her instrument of appointment. The conditions of service, including the
entitlements, allowances, perquisites, bonuses and emoluments that attach to the office,
shall be prescribed by Council.
10.5 Should a vacancy occur in the office of Pro-Vice-Chancellor arising from incapacity, death,
resignation or removal, when the substantive officeholder has served for a period more than
half the term of office, the Vice-Chancellor shall appoint any person of Professorial status to
act as Pro-Vice-Chancellor for the unexpired portion of the term.
10.6 Should a vacancy occur in the office of Pro-Vice-Chancellor arising from incapacity, death,
resignation or removal, when the substantive officeholder has served for a period less than
half the term of office, the Vice-Chancellor shall appoint any person of Professorial status to
act as Pro-Vice-Chancellor for the period up till the forthcoming December 31
st
, and the
Vice-Chancellor shall take steps set out in statute 10.2 to ensure that the vacancy is duly
filled by election.
10.7 The Pro-Vice-Chancellor may resign his or her office by writing to the Chairman of
Council.
10.8 The Pro-Vice-Chancellor may be relieved of his/her post by Council on grounds of
incapacity, persistent absence, conviction of a criminal offence involving dishonesty, fraud
or moral turpitude, or for gross misconduct. Council shall afford the Pro-Vice-Chancellor
a fair hearing and, at any such removal proceedings, the Pro-Vice-Chancellor shall be
entitled to know the grounds for removal and to attend with Counsel of his or her choice.
STATUTE 11: REGISTRAR
11.1 There shall be a Registrar of the University, who shall be appointed by and act as Secretary
to Council as provided by the law.
11.2 The Registrars appointment shall be by tenure.
11.3 The Registrar shall be a Senior Member with a graduate degree and shall have experience in
University, educational, public sector or business administration or other requisite
experience and qualifications as Council shall deem sufficient.
11.4 The Registrars functions shall include the following:
(a) Act as Secretary to Council, and Academic Board and other Boards
and Committees of the University.
(b) Act as Chief Administrative Officer of the Vice-Chancellor and the
University and shall be responsible for the general administration of
the University and shall provide guidance for the framework within
which policies shall be made.
(c) Be responsible for the custody of the University seal and for affixing it
to documents in accordance with the directions of Council.
(d) Cause to be published in the University Bulletin and or Gazette at the
end of each semester all policy decisions of Council, Academic Board
and Administrative and Social Services Board.
11.5 The Registrar may be relieved of his/her post by Council on grounds of incapacity,
persistent absence without justification, conviction of a criminal offence involving
dishonesty, fraud or moral turpitude, or for gross misconduct. Council shall afford the
Registrar a fair hearing and, at any such removal proceedings, the Registrar shall be
entitled to know the grounds for removal and to attend with Counsel of his or her choice.
11.6 When a vacancy occurs or is about to occur in the office of the Registrar, a Search
Committee shall be constituted by Council as follows:
(a) Chairperson of the Committee to be appointed by Council, not
necessarily from its membership.
(b) Two members of Council who are not members of the Academic Board,
the Administrative and Social Services Board or a student.
(c) Two members of the Academic Board one of whom shall be of
Professorial status elected by the Academic Board.
(d) A Registrar or a former Registrar of a recognised University.
11.7 The Search Committee after making such enquiries as it deems fit, including an interview,
shall propose not more than three candidates to Council for Council to make a choice. The
notification, application, selection and appointment processes shall commence at least six
months before the expiration of the term of the incumbent.
STATUTE 12: OTHER OFFICERS
Council may appoint such other officers as it considers necessary upon such terms and conditions
as it shall determine.
PART E - STAFF
STATUTE 13: STAFF
Under the authority of Council, the University may appoint such staff as its employees and
designate them Senior Staff or Junior Staff, as the case may be. The terms of appointment of
Member of Staff shall be specified in his or her letter of appointment and signed by or on behalf of
the Vice-Chancellor.
PART F - COUNCIL
STATUTE 14: COUNCIL OF THE UNIVERSITY OF CAPE COAST
14.1 The governing body of the University shall be the Council of the University of Cape Coast.
The composition of Council shall be as follows:
(a) The Chairman
(b) The Vice-Chancellor.
(c) Two representatives of Convocation, one of Professorial status, and
one of non-Professorial status.
(d) One representative of the University Teachers Association of Ghana
(University of Cape Coast branch).
(e) One representative of the undergraduate students of the University.
(f) One representative of the postgraduate students of the University.
(g) One representative of the Teachers and Educational Workers Union,
(University of Cape Coast branch)
(h) One representative of the Conference of Heads of Assisted Secondary
Schools.
(i) One representative of the Alumni Association of the University.
(j) Three other persons including at least one woman
In Attendance
The Pro-Vice-Chancellor
The Registrar
Director of Finance
A representative of the Ministry of Education
14.2 Council shall be responsible for the management and administration of the finances and
properties of the University. Council shall have general control over the affairs and public
relations of the University including the use of the common seal of the University. Without
prejudice to the generality of the provisions of the Law, Council shall:
(a) Control the finances of the University and shall have the power to determine
finally any question of finance arising out of the administration of the University or
the execution of its policy or in the execution of any trust by the University,
provided always that before determining any question of finance which directly
affects the educational policy of the University, Council shall invite the opinion of
the Academic Board and shall take into consideration recommendations made by
the Academic Board.
(b) Be responsible for all measures necessary or desirable for the conservation or
augmentation of the resources of the University and for this purpose may from
time to time specify any matter affecting the income or expenditure of the
University in respect of which the consent of Council shall be obtained before
action is taken or liability is incurred.
(c) Annually determine the expenditure necessary for the maintenance of:
(i) Property of the University;
(ii) Adequate staff for transacting the academic, financial and
administrative business of the University, and shall, in its
discretion, appropriate monies for these purposes.
14.3 Council shall keep books of accounts and proper records in relation to them. The account
books and records shall be in the form approved by the Auditor-General who shall audit
them and forward a report to Council.
14.4 Council shall pay in respect of the audit such fees (if any) as the Auditor-General and the
Council may agree, or in the case of failure to agree, such fees as the Chancellor may
determine.
14.5 Council shall forward the report received from the Auditor-General with its comment to the
Minister responsible for Education for onward transmission to Government.
14.6 Council may enact statutes to prescribe or regulate as the case may be:
(a) Any matter which is required by the Law to be prescribed by statutes.
(b) The power and functions, constitution and terms of membership of
such bodies as Council or the Academic Board may think appropriate
to establish.
(c) The functions, duties and terms of office of such officers as Council
may think appropriate to engage.
(d) All procedural and other matters in furtherance of the objectives of the
University.
14.7 Council shall within six months after the end of each academic year cause a report of the
activities of the University during that year to be published.
14.8 Council shall be at liberty to invite or permit any person to attend its meetings whether to
observe proceedings only or to answer questions or speak to any matter concerning the
University, but any such person who is in attendance shall have no right to vote on any
matter before Council.
14.9 The term of office of a person who is a member of the Council of the University by
appointment or election shall be two years.
14.10 If a member of the Council is absent from Ghana for a minimum period of twelve months,
his/her office becomes vacant at the end of the period except that this provision shall not
apply to an ex-officio member.
14.11 Where the office of a member becomes vacant on resignation or death or by virtue of
14.10 above, a successor shall be appointed, nominated or elected in the same manner to
serve for the remainder of the term of office.
14.12 Subject to 14.10, where a member of the Council is incapacitated by temporary absence
from Ghana or by illness or any sufficient cause from performing the duties of his/her
office, a substitute may be appointed in the manner referred to, to act for him, until the
incapacity of that person has terminated or until the term of such a member expires,
whichever occurs first.
14.13 An appointment, election or nomination may be made in anticipation of a vacation of
office or temporary absence of a member.
14.14 Meetings of Council shall be in accordance with the Law and the Schedule to the Law.
14.15 Council shall meet at least four times in every academic year
14.16 Notice of a meeting of Council other than an emergency meeting and the business to be
transacted thereat shall be given in writing to each member of Council by the Registrar not
later than 7 days before the date fixed for such a meeting.
14.17 A special meeting of Council may be convened by the Chairman of Council or in his/her
absence or incapacity by the Vice-Chancellor and shall also be convened if five members of
Council sign a request to that effect.
14.18 If the Chancellor is present at a meeting of Council, he/she shall act as Chairman,
otherwise, the Chairman of Council shall act as Chairman, unless he/she is absent, in which
case the members present shall elect a Chairman from among them, who is not a member of
the University.
14.19 The quorum at meeting of Council shall be eight including at least three members who
are not members of the Teaching Staff of the University.
14.20 Questions shall be decided by a simple majority of votes cast.
Members of Council Elected by Convocation
14.21 Convocation shall elect from its members two persons to serve on Council. The term of
office of a Convocation Representative on Council shall be two academic years but such a
person shall be eligible for a further term only. The term of office shall be reckoned from the
first day of January following the election.
14.22 A member of Convocation may vote by proxy in which case he/she shall communicate to
the Registrar not later than forty-eight hours prior to the election the name(s) of such
proxy(ies)
14.23 The Registrar shall be the Returning Officer and shall conduct the election by secret
ballot. He/she shall be assisted by three scrutineers appointed by Convocation. No election
shall be valid unless and until the scrutineers have unanimously certified in writing to the
Academic Board that the counting of the votes and the declaration of the candidates elected
have been correctly carried out.
14.24 All candidates for election must be proposed by a member of Convocation, and seconded
in writing to the Registrar by two other members of Convocation, and must signify in
writing their willingness to contest the elections.
14.25 Elections to Council shall be held as soon as possible at the beginning of the Academic
year and where possible not later than 30
th
November preceding the year in which the
appointment is to take effect.
14.26 It shall be the duty of the Registrar to notify all members of Convocation of the existence
of vacancies on the Council, and shall at the same time call for nominations allowing two
weeks for these to be received. He/she shall then notify all members of Convocation of the
date of the election which shall not be later than two weeks after the date on which
nominations closed.
14.27 Of the two Convocation members of Council, one shall be of professorial status and one
shall be of non-professorial status. The election shall be conducted in two divisions namely,
professorial division and non-professorial division with separate lists of candidates and
separate ballot papers for each division. All members of Convocation shall be entitled to
vote in each division. A member of Council who at the time of his/her election was a
lecturer or a Senior Lecturer but is subsequently promoted to a Professorial grade shall
relinquish his/her membership.
14.28 If a vacancy occurs in the Convocation representation on Council during the year through
death, resignation, or any other cause, the Registrar shall immediately notify members of
Convocation of such vacancy and shall conduct a by-election. Such a by-election shall be
conducted in the same way as regular elections, and the person so elected shall hold office
for the residue of the term for which the member whom he replaces was elected.
14.29 Without prejudice to its right and power to set up any ad hoc committee that it deems fit,
Council shall have the following standing Committees, whose composition and functions
are set out in Schedule A of the Statutes:
(a) Finance Committee
(b) Development Committee
(c) Entity Tender Committee
(d) Appointments and Promotions Board
(e) Ghana Universities Staff Superannuation Scheme (GUSSS)
Management Committee
(f) Audit Report Implementation Committee
STATUTE 15 : ACADEMIC BOARD
15.1 There shall be an Academic Board of the University which shall consist of:
(a) Vice-Chancellor - Chairman
(b) Pro-Vice-Chancellor
(c) Provosts
(d) Vice-Provosts
(e) Deans
(f) Vice-Deans
(g) Heads of Department
(h) Directors of Institute and Centre
(i) Director, Directorate of Academic Planning and Quality Assurance
(j) Librarian
(k) Chairperson of Convocation
(l) Professors/Associate Professors
(m) Senior Members who are also Council Members
(n) The Registrar Secretary
(o) The Deputy Registrar (Academic) shall be in attendance.
15.2 Without prejudice to the generality of the powers of the Academic Board prescribed by the
Law and the Statutes, the powers and functions of the Academic Board shall be as follows:
(a) To formulate the academic policies of the University including policy
relating to programmes of study, admission, teaching, assessment,
progression, research and award of degrees and other academic
distinctions.
(b) To advise Council on the appointment of academic staff.
(c) To make recommendations to Council on the academic structure of
the University.
(d) To consider and approve programmes and courses and recommend
them for accreditation.
(e) To recommend to Council the affiliation of other institutions to the University on
such terms and conditions as it may deem appropriate.
(f) To determine the conditions under which and the extent, if any, to
which periods and courses of study and examinations passed at other Universities,
places of learning and other institutions may be regarded as equivalent to periods
and programmes and courses of study and examinations in the University.
(g) To determine, subject to any condition made by Universitys donors which are
accepted by Council, and after report from Faculty or School Boards concerned, the
mode and conditions of competition for fellowships, scholarships, bursaries,
medals, prizes and any other awards.
(h) To determine the academic calendar.
(i) To refer proposals on any matter within its remit to Convocation or Administrative
and Social Services Board, as the case may be, for consideration.
(j) To review the decisions of any of its Statutory Committees.
(k) To undertake five-yearly reviews of the Statutes and to furnish
its report to Council.
(l) To deliberate on the inspection report of visiting committees.
(m) To order the closure of the University where academic or normal life is disrupted
for three continuous days and it seems to it fit to do so, and in any event to order the
closure of the University where academic or normal life is disrupted for 21
continuous days.
15.3 The Vice-Chancellor shall convene a meeting of the Academic Board at least twice in each
semester, the first within six weeks of the commencement of the semester and another
within the last six weeks of the semester.
15.4 A special meeting of the Academic Board shall be convened on the written request of at
least one fifth of the total membership of the Academic Board submitted to the Vice-
Chancellor with a statement of the matters to be discussed at the special meeting. In the
event of such a request, the Vice-Chancellor shall convene a special meeting within five
days of the request, specifying in the notice of the meeting the matters to be considered.
15.5 An emergency meeting of the Academic Board may be called by the Vice-Chancellor or in
his or her absence by the Pro-Vice-Chancellor or the officer for the time being acting as
Vice-Chancellor at any time by giving at least 24 hours written notice to members and
stating the emergency that has arisen and the business that shall be transacted in relation to
the emergency.
15.6 The quorum for the transaction of the business of the Academic Board shall be half of the
members.
15.7 There shall be such standing and ad hoc committees of the Academic Board as it shall
determine from time to time. The composition and functions of the committees of the
Academic Board shall be as set out in Schedule B of the Statutes.
15.8 No Senior Member other than the Vice-Chancellor, Pro-Vice-Chancellor and Registrar
shall serve on more than two committees of the Academic Board at a time.
15.9 Each committee shall submit an annual report of its work to the Academic Board.
STATUTE 16: ADMINISTRATIVE AND SOCIAL SERVICES BOARD
16.1 There shall be an Administrative and Social Services Board of the University which shall
consist of:
(a) Vice-Chancellor - Chairman
(b) Pro-Vice-Chancellor
(c) Registrar
(d) Director of Finance
(e) Director of Physical Development and Estate Management
(f) Director of University Health Services
(g) Estate Officer
(h) Dean of Students Affairs
(i) Chairman of Convocation
(j) Chairman, Basic Schools Governing Committee or his or her
Representative
(k) Chairman, Senior High School Governing Committee or in his or her
absence the Headmaster or Headmistress of the School.
(l) One representative of postgraduate students
(m) One representative of undergraduate students
(n) The Internal Auditor
(o) The Registrar shall be a member-secretary.
16.2 The non-ex-officio members of the Administrative and Social Services Board shall hold
office for two years subject to renewal for a further term only.
16.3 Without prejudice to the generality of the powers of the Administrative and Social Services
Board prescribed by the Statutes, the powers and functions of the Administrative and
Social Services Board shall be as follows:
(a) To formulate the policy of the University relating to social services such as health
and environmental sanitation, accommodation, infrastructural development and
planning, and interpersonal care.
(b) To make recommendations to Council on the non-teaching structure of the
University.
(c) To review annually upon any enquiries which it may think fit to make, the non-
teaching organisation and development of the University.
(d) To set up committees to address matters of a non-teaching nature.
(e) To refer proposals on any matter within its remit to Convocation or the Academic
Board for consideration.
(f) To review the decisions of any of its committees.
16.4 The Vice-Chancellor shall convene a meeting of the Administrative and Social Services
Board at least twice in each semester, the first within six weeks of the commencement of
the semester and another within the last six weeks of the semester.
16.5 A special meeting of the Administrative and Social Services Board shall be convened on
the written request of at least one fifth of its total membership submitted to the Vice-
Chancellor with a statement of the matters to be discussed at the special meeting. In the
event of such a request, the Vice-Chancellor shall convene a special meeting within five
days of the request, specifying in the notice of the meeting the matters to be considered.
16.6 Emergency meetings of the Administrative and Social Services Board may be called by the
Vice-Chancellor or in his or her absence by the Pro-Vice-Chancellor at any time by giving
at least 24 hours written notice to members and stating the emergency that has arisen and
the business that shall be transacted in relation to the emergency.
16.7 The quorum for the transaction of the business of the Administrative and Social Services
Board shall be half of the members.
16.8 There shall be such standing and ad hoc committees of the Administrative and Social
Services Board as it shall determine from time to time. The composition and functions of
the committees of the Administrative and Social Services Board shall be as set out in
Schedule C of the Statutes.
16.9 No Senior Member other than the Vice-Chancellor, Pro-Vice-Chancellor and Registrar
shall serve on more than two committees of the Administrative and Social Services Board
at a time.
16.10 Each committee shall submit an annual report of its work to the Administrative and Social
Services Board.
PART G - DIVISIONS AND RANKS
STATUTE 17: TEACHING AND NON-TEACHING DIVISIONS
17.1 The University shall have such teaching and non-teaching divisions as Council may
establish.
17.2 On the recommendation of the Academic Board, the teaching divisions of the
University as may be established by Council shall comprise the following:
(a) Colleges
(b) Faculties and Schools
(c) Library
(d) Departments, Institutes and Centres,
(e) Units
17.3 On the recommendation of the Administrative and Social Services Board, the non-teaching
divisions of the University as may be established by Council shall comprise the following:
(a) The Office of the Registrar
(b) Directorate of Finance
(c) Directorate of Internal Audit
(d) Directorate of Health Services
(e) Directorate of Physical Development and Estate Management
STATUTE 18: TEACHING AND NON-TEACHING RANKS
18.1 There shall be five levels of teaching ranks for Senior Members, namely:
(a) Professor
(b) Associate Professor
(c) Senior Lecturer or Senior Research Fellow
d. Lecturer or Research Fellow
e. Assistant Lecturer or Assistant Research Fellow
18.2 Council, on the recommendation of the Academic Board, as set out in Schedule D of the
Statutes, shall determine, from time to time, the qualifications and criteria for appointment to
any teaching rank or for progression and promotion from one teaching rank to the other.
18.3 For the avoidance of doubt, the offices of Vice-Chancellor, Pro-Vice-Chancellor, Provost,
Vice-Provost, Dean, Vice-Dean, Head of Department, Director of an Institute or Centre, or
Coordinator of a Teaching Unit are posts and not ranks, and are to be occupied for a term.
18.4 There shall be four levels of non-teaching ranks for Senior Members, namely:
(a) Deputy Registrar or analogous rank
(b) Senior Assistant Registrar or analogous rank
(c) Assistant Registrar or analogous rank.
(d) Junior Assistant Registrar or analogous rank
18.5 Council, on the recommendation of the Administrative and Social Services Board,
as set out in Schedule E of the Statutes, shall determine, from time to time, the
qualifications and criteria for appointment to any non-teaching rank or for progression or
promotion from one non-teaching rank to the other.
18.6 For the avoidance of doubt, the following are posts to be occupied, and not ranks:
Registrar, Head of Divisions in the Office of the Registrar, Director of Finance, Director of
Health Services, Director of Physical Development and Estate Management, Director of
Internal Audit, Faculty Officer, Head of Section, and Coordinator of Unit.
PART H - ACADEMIC DIVISION
STATUTE 19: COLLEGES
19.1 Council, on the recommendation of the Academic Board, may establish a College of related
Faculties or Schools. Each College shall be headed by an appointed Provost of
Professorial rank. A Provost shall normally hold only one administrative post.
19.2 The Provost shall be responsible to the Vice-Chancellor for providing
leadership to the College and for maintaining and promoting the efficiency and good order
of the College in accordance with policies and procedures prescribed by the Law, the
Statutes or as may be determined from time to time by Council, the Academic Board and
the College Board. Without limiting the generality of the foregoing, the functions of the
Provost shall include the following:
(a) To head the College and chair meetings of the College Board.
(b) In consultation with the Dean of the School of Graduate Studies and Research as
well as Deans of Faculty in the College, to exercise the responsibility for the
postgraduate training of the Colleges students and for staff development.
(c) To co-ordinate the work of the Faculties within the College.
19.3 When a vacancy occurs or is about to occur in the office of the Provost, the Registrar shall
notify Council which shall cause to be advertised nationally such vacancy and to invite
applications from suitably qualified candidates to fill the vacancy. The Appointments and
Promotions Board, assisted by at least one and up to three external assessors, shall conduct
inquiries as it deems necessary, interview the applicants and make recommendations for
appointment by Council. The person shall be formally appointed by Council to assume
office on the first day of August of that year.
19.4 A Provost shall hold office for a period of three years and shall be eligible upon completion
for re-appointment for a second term. A person shall not be appointed Provost who has
served two consecutive terms unless at least three years have elapsed from the date that he
or she last held that office.
19.5 Council may, acting on the advice of the Academic Board, remove a Provost for good
cause, such as abuse of office or for any action which in the opinion of Council, seeks to
bring that office into disrepute. A Provost may also by letter addressed to Council resign
from office and the resignation shall be effective when accepted by Council.
19.6 When a vacancy occurs on account of death, incapacity, removal, resignation or retirement
and the unexpired portion of the term of the incumbent is less than half the period, for
which the incumbent was appointed to serve, the Vice-Chancellor shall appoint an Acting
Provost to serve the unexpired portion of the term. But if the unexpired portion of the term
of the incumbent is more than half the period for which the incumbent was appointed to
serve, the Vice-Chancellor shall appoint an Acting Provost to serve till the end of the
academic year only and the Registrar shall take the steps set out in statute 19.3 to have the
vacancy filled.
19.7 A College shall have a College Board comprising the Provost as Chairperson, Vice-
Provost, Deans, all persons of Professorial rank of the College, and one representative of
Professorial status from every other College. The Deputy Registrar for the College shall
serve as Secretary. The College Board shall meet at least twice each semester.
19.8 Matters decided by the College Board shall normally be for the information of the
Academic Board only. However, the Academic Board reserves the right to reconsider and
vary any decision taken by a College Board. Except for confidential matters, decisions
taken by the College Board shall be communicated to Faculties and Schools and other sub-
divisions in the College within two weeks of receipt of the minutes or summary of
decisions of the meeting.
19.9 The functions of the College Board shall be:
(a) To determine all matters relating to teaching and research in the
subjects of the College.
(b) To determine, subject to the approval of the Academic Board, the
schemes of instruction and the regulations and syllabi for examinations
in the subjects of the College.
(c) To determine all matters relating to the progress of students following
schemes of instruction, study and research within the College and to
keep appropriate records on them.
(d) To ensure the provision of adequate instruction and facilities for
research in the subjects assigned to the College and to co-ordinate the
teaching and research programmes of the various Faculties of the
College.
(e) To supervise the holding of examinations by the Faculties.
(f) To recommend to the Academic Board External Examiners approved
by the College for appointment.
(g) To present to the Academic Board candidates qualified for the award
of degrees (other than honorary degrees), diplomas, certificates,
fellowships, studentships, scholarships, prizes and other academic
distinctions within the College.
(h) To submit proposals to the Academic Board or Administrative and
Social Services Board, as the case may be for academic and non
academic development within the College.
(i) To discuss any matters relating to the work of the College and express
an opinion on such matters, if it so desires, to the Academic Board.
(j) To deal with and report on any matter referred to it by the Academic Board.
(k) To appoint such other sub-committees as it may consider necessary in the
discharge of its functions.
(l) To appoint Internal Examiners of the College to constitute the Board of
Examiners of the College.
19.10 A special meeting of the College Board shall be called by the Provost on the written request
of at least half of the members of the Board submitted to the Provost with a statement of the
subject matter to be considered at the special meeting. The Provost shall convene a special
meeting of the Board within seven days of receipt of the request.
19.11 Emergency meetings of a College Board may be called by the Provost at any time by giving
at least 24 hours notice to members and stating the emergency that has arisen and the
business that shall be transacted in relation to the emergency.
19.12 The quorum for a meeting of a College Board shall be half of the total membership.
19.13 A College shall have a Vice-Provost who shall be deputy to and assist the Provost
in the performance of his or her functions. In the absence of the Provost, the Vice-Provost
shall act as Provost. The Vice-Provost shall be of Professorial rank and may, but need not,
be a Dean in the College.
19.14 The Vice-Provost shall be elected by a simple majority of confirmed Senior Members in a
College voting in elections conducted by the Registrar in May of the academic year in
which a vacancy occurs in that office. A person elected as Vice-Provost shall be formally
appointed by the Vice-Chancellor on behalf of Council to assume office on the first day of
August of that year.
19.15 The Vice-Provost shall hold office for a period of two years and shall be
eligible for a consecutive second term. At least a period of two years must elapse before a
person who has served in that office for two consecutive terms will qualify to contest again
as Vice-Provost.
19.16 In the absence of the Provost and Vice-Provost, the College Board meeting shall be chaired
by the most senior Dean in the College.
19.17 There shall be no specific salary attached to the post of Provost or Vice-Provost but the
Provost or Vice-Provost shall receive such allowances, perquisites, bonuses and
emoluments as Council may prescribe as attaching to the office.
STATUTE 20: FACULTIES AND SCHOOLS
20.1 Council, on the recommendation of the Academic Board, may establish a Faculty or
School. Each Faculty or School shall be headed by a Dean. A Dean shall not be a Head of
Department and shall normally hold only one administrative post.
20.2 When a vacancy is about to occur in the office of Dean, the Registrar shall publish the
names of persons of Professorial rank in the Faculty or School who are eligible to contest.
Where there are no academic Senior Members within the Faculty of Professorial status,
Senior Lecturers are eligible to be elected. The vacancy shall be filled by election by all
confirmed Senior Members in the Faculty or School. The Registrar shall act as Electoral
Officer. The elections shall be conducted in May. The Dean shall be elected by a simple
majority of confirmed Senior Members in a Faculty or School. A person elected as Dean
shall be formally appointed by the Vice-Chancellor on behalf of Council to assume office
on the first day of August of that year.
20.3 A Dean of Professorial status shall hold office for a period of three years and shall be
eligible, upon completion of the term of office, for re-appointment. A person shall not be
re-appointed for a third term of office unless at least two years have elapsed from the date
that he or she last held that office.
20.4 Where a Dean is not of Professorial status, he or she shall hold office for two years and
shall be eligible for re-appointment. The person shall not be re-appointed for a third term of
office unless at least three years have elapsed from the date that he or she last held that
office.
20.5 A person is not eligible to be Dean if he or she will be unable to complete the whole term
before compulsory retirement.
20.6 For the avoidance of doubt, no person shall under any circumstance be appointed to serve
as Dean of a particular Faculty or School for a period longer than six consecutive years.
20.7 The functions and powers of a Dean of Faculty or School shall be as follows:
(a) The Dean shall be responsible to the Vice-Chancellor for providing
leadership to the Faculty or School and for maintaining and promoting the
efficiency and good order of the Faculty or School in accordance with
policies and procedures prescribed by the Law, the Statutes or as may be
determined from time to time by Council, the Academic Board and the
Faculty Board.
(b) The Dean shall be the Chairperson of the Faculty or School Board.
(c) The Dean shall, in consultation with the Heads of Department, have the
responsibility for the postgraduate training of the Facultys own graduates
and lecturers on study leave.
(d) The Dean shall co-ordinate the work of the Departments within the Faculty
or School.
20.8 Council may, acting on the advice of the Academic Board, withdraw its approval of the
appointment of a Dean for good cause, such as abuse of office or for any action which in
the opinion of Council, seeks to bring that office into disrepute.
20.9 There shall be a Vice-Dean for every Faculty or School. The Vice-Dean shall be
deputy to and assist the Dean in the performance of his or her functions and shall act as
Dean in the absence of the Dean. The Vice-Dean shall handle the schedules in the Deans
Office relating to the following:
a) Time-tabling.
b) Monitoring the conduct of lectures.
c) Examinations.
d) Represent the Faculty or School on the Board of the School of Graduate Studies
and Research and the Board of Academic Affairs.
e) Any other duty assigned by the Dean.
20.10 A Vice-Dean shall normally be of Professorial status and in any event shall be a
Senior Lecturer or above. The Vice-Dean may be a Head of Department.
20.11 The Vice-Dean shall be elected by the highest number of votes cast by confirmed
Senior Members in a Faculty or School voting in elections conducted by the Registrar in
May of the academic year in which a vacancy occurs in that office. A person elected as
Vice-Dean shall be formally appointed by the Vice-Chancellor on behalf of Council to
assume duty on the first day of August.
20.12 The Vice-Dean shall hold office for a period of two years and shall be eligible for
consecutive re-election and re-appointment once only to the specific office.
20.13 There shall be no specific salary attached to the post of Dean or Vice-Dean of a Faculty or
School but the Dean or Vice-Dean shall receive such allowances, perquisites, bonuses and
emoluments as Council may prescribe as attaching to the office.
STATUTE 21: FACULTY AND SCHOOL BOARDS
21.1 There shall be in each Faculty or School, other than the School of Graduate Studies and
Research, a Board whose membership shall consist of the following:
(a) Dean of the Faculty or School as Chairman.
(b) Vice-Dean.
(c) Professors and Associate Professors within the Faculty or School.
(d) Heads of Department, Institute, Centre, and Unit within the Faculty or
School.
(e) One other member of each Department elected by the academic Senior
Members of the Department.
(f) One representative from each other Faculty or School.
(g) Subject to the approval of the Academic Board such other persons as
may be determined by the Faculty or School Board.
(h) The Faculty Officer who shall be the Secretary.
21.2 In the case of the School of Graduate Studies and Research, the Board shall consist of the
following persons:
(a) Dean Chairman.
(b) Vice-Dean, who shall normally be of Professorial status and in any
event shall be a Senior Lecturer or above. The Vice-Dean shall not be
a Head of Department.
(c) Vice-Deans of other Faculties or Schools.
(d) One representative of every Faculty or School
(e) Deputy Registrar (Academic).
(f) An officer not below the rank of Deputy Registrar shall be designated
by the Registrar as Secretary.
21.3 The term of office of members of the Faculty or School Board who are neither the Dean,
Vice-Dean, Heads of Department, Professors and Associate Professors in the Faculty or
School, shall be two years and they shall be eligible for re-appointment for a consecutive
term only.
21.4 Each Faculty or School Board shall meet at least twice each semester.
21.5 A special meeting of the Board shall be called by the Dean on the written request of at least
half of the members of the Board submitted to the Dean with a statement of the subject
matter to be considered at the special meeting. The Dean shall convene a special meeting of
the Board within seven days of receipt of the request.
21.6 Emergency meetings of a Faculty or School Board may be called by the Dean at any time
by giving at least 24 hours written notice to members and stating the emergency that has
arisen and the business that shall be transacted in relation to the emergency.
21.7 The quorum for a meeting of a Faculty, School or College Board shall be half of the total
membership.
21.8 In the absence of the Dean and Vice-Dean, the Board meeting shall be chaired by the
senior-most Head of Department in the Faculty; and in the case of the Board of the School
of Graduate Studies and Research, in the absence of the Dean and Vice-Dean, the Board
meeting shall be chaired by the longest serving member of the Board present.
21.9 Subject to the Law, the Statutes and resolutions of the Academic Board, the powers and
functions of each Faculty/School Board shall include the following:
(a) To determine all matters relating to teaching and research in the subjects of the
Faculty or School.
(b) To determine, subject to the approval of the Academic Board, the schemes of
instruction and the regulations and syllabi for examinations in the subjects of
the Faculty or School.
(c) To determine all matters relating to the progress of students following
schemes of instruction, study and research within the Faculty or School and to
keep appropriate records on them.
(d) To ensure the provision of adequate instruction and facilities for research in
the subjects assigned to the Faculty or School and to co-ordinate the teaching
and research programmes of the various Departments of the Faculty or School.
(e) To determine a code of conduct, professional dress code, disciplinary process
and other matters relating to or uniquely associated with the discipline or
profession concerned.
(f) To hold examinations.
(g) To recommend to the Academic Board External Examiners for appointment.
(h) To make recommendations to the Academic Board for the award of degrees
(other than honorary degrees), diplomas, certificates, fellowships,
studentships, scholarships, prizes and other academic distinctions within the
Faculty or School.
(i) To submit proposals to the Academic Board or the Administrative and Social
Services Board for academic and non-academic development within the
Faculty or School.
(j) To discuss any matters relating to the work of the Faculty or School and
express an opinion, if it so desires, to the Academic Board.
(k) To deal with and to report on any matter referred to it by the Academic Board.
(l) To appoint such other sub-committees as it may consider necessary in the
discharge of its functions.
(m) To constitute the Board of Examiners of the Faculty.
STATUTE 22: OFFICE OF THE DEAN OF ACADEMIC AFFAIRS
22.1 There shall be a Dean and Vice-Dean of Academic Affairs appointed by the Vice-
Chancellor in consultation with the Academic Board.
22.2 The Dean so appointed shall be of Professorial status and shall have the status of a Dean of
Faculty. The Dean of Academic Affairs shall hold office for a three-year term and shall be
eligible for appointment for a second consecutive term only. The Dean shall not be a Head
of Department and shall normally hold no other administrative post.
22.3 The Vice-Dean shall hold office for a term of two years and shall be eligible for re-
appointment for only one further consecutive term. The Vice-Dean shall normally be of
Professorial status and in any event shall be a Senior Lecturer or above. The Vice-Dean
shall not be a Head of Department. The Vice-Dean shall assist the Dean in the performance
of his or her duties and shall act as Dean in the absence of the Dean.
22.4 The functions of the Dean of Academic Affairs shall be to ensure that in the delivery of the
various academic programmes of the University, appropriate attention is given to the
following:
(a) Community engagement and extension services,
(b) Quality assurance,
(c) International education,
(d) Continuing education,
(e) Distance learning,
(f) The Universitys affiliation with institutions of higher learning and
professional bodies with rights of certification,
(g) The Universitys basic and secondary schools.
22.5 In furtherance of the foregoing and in the discharge of the functions of the office, the Dean
of Academic Affairs shall superintend over the activities of the following officers:
(a) Director, Directorate Academic Planning and Quality Assurance.
(b) Director, Centre for International Education.
(c) Director, Centre for Continuing Education.
(d) Manager, Universitys Basic Schools.
(e) Headmasters/Headmistresses, University Kindergarten, Primary
School and Junior High School.
(f) Headmaster/Headmistress, University Practice Senior High School.
22.6 The Dean of Academic Affairs shall exercise his or her responsibility under the direction of
the Academic Board and with the assistance of the Board of Academic Affairs comprising:
(a) Dean of Academic Affairs Chairperson
(b) Vice-Dean of Academic Affairs
(c) Vice-Deans of Faculty and School
(d) Director, Directorate of Academic Planning and Quality Assurance
(e) Director, Centre for International Education
(f) Director, Centre for Continuing Education
(g) Heads, University Basic Schools
(h) Head, University Practice Senior High School
(i) Deputy Registrar (Academic) Secretary
22.7 There shall be no specific salary attached to the post of Dean or Vice-Dean of Academic
Affairs but the Dean and Vice-Dean shall receive such allowances, perquisites, bonuses
and emoluments as Council may prescribe as attaching to the office.
STATUTE 23: OFFICE OF THE DEAN OF STUDENTS AFFAIRS
23.1 There shall be a Dean and Vice-Dean of Students Affairs appointed by the Vice-
Chancellor in consultation with the Executive Committee of the Academic Board.
23.2 The Dean so appointed shall be of Professorial status and shall have the status of a Dean of
Faculty. The Dean of Students Affairs shall hold office for a three-year term and
shall be eligible for appointment for a second consecutive term only.
23.3 The Vice-Dean shall hold office for a term of two years and shall be eligible for re-
appointment for only one further consecutive term. The Vice-Dean shall assist the Dean in
the performance of his or her duties and shall act as Dean in the absence of the Dean.
23.4 The Dean of Students Affairs shall have responsibility for the welfare of junior members
of the University in relation to academic, residential and social matters. The Dean of
Students Affairs shall exercise this responsibility under the direction of the Academic
Board and the Administrative and Social Services Board, as the case may be, and the Dean
of Students Affairs shall liaise with the Vice-Chancellor, Pro-Vice-Chancellor, Registrar,
Heads of academic section, Hall Masters and Hall Wardens, Residence Board, the
Students Representative Council and the Graduate Students Association of Ghana (UCC)
in all matters affecting the welfare of students. In particular, the Office of the Dean of
Students Affairs shall be responsible for the following matters relating to junior members:
(a) Accommodation including halls of residence and hostels.
(b) Chaplaincy services.
(c) Guidance and counselling services for Junior Members.
(d) Sports and recreation.
(e) Intra-university, inter-university and international student
competitions or meetings.
(f) Student governing bodies, organisations, clubs and societies
23.5 The Dean of Students Affairs shall exercise his or her responsibility under the direction of
the Academic Board and with the assistance of the Board of Students Affairs comprising:
(a) Dean of Students Affairs Chairman
(b) Vice-Dean of Students Affairs who shall normally be of Professorial
status and in any event shall be a Senior Lecturer or above. The Vice
Dean shall not be a Head of Department.
(c) One representative of the Academic Board.
(d) Two representatives of the Committee of Heads of Hall other than the
Chairperson, at least one of whom shall be a woman.
(e) Head of the Chaplaincy
(f) Director, Guidance and Counselling Centre
(g) Chairperson, Sports and Recreation Committee
(h) One representative of graduate students
(i) One representative of undergraduate students
(j) Deputy Registrar (Students Affairs) Secretary
23.6 There shall be no specific salary attached to the post of Dean or Vice-Dean of Students
Affairs but the Dean or Vice-Dean shall receive such allowances, perquisites, bonuses and
emoluments as Council may prescribe as attaching to the office.
STATUTE 24: DEPARTMENTS
24.1 The Department shall be the primary academic division for teaching and research. Each
Department in a Faculty or School shall have an appointed Head. A Head of Department
shall be of Professorial status unless there is no academic Senior Member of Professorial
status in, or willing and competent to head the Department. Where there is no member of
Professorial status, the headship of the Department shall rotate among the next lower rank.
The title Head of Department shall be used whether the incumbent is of a Professorial
rank or not.
24.2 The Head of Department shall be appointed by the Vice-Chancellor in consultation with the
Dean of the Faculty.
24.3 The appointment of a Head of Department who is of Professorial status shall be for a
period of three years at a time and the person shall be eligible for a second consecutive term
only. A Head of Department of non-Professorial status shall be appointed for two years at
a time and shall be eligible for re-appointment for a second consecutive term only. The
appointment of a Head of Department shall not be renewed after he or she has served for
two consecutive terms, whether or not such person has during the period been promoted to
Professorial status. A person shall be eligible for re-appointment as Head of Department
only after two years have elapsed from the date he or she last held that office, unless there
are demonstrable exceptional circumstances.
24.4 When a vacancy occurs in the headship of a Department, the Dean of the Faculty or School
concerned shall present the names and the curriculum vitae of the three most senior
academic members of the Department with his or her recommendation(s) to the Vice-
Chancellor for consideration after the necessary consultations with the Department
concerned. The Vice-Chancellor may consult senior members of the Department before
appointing one of them as the Head.
24.5 Should a Head of Department be absent for a period exceeding three months, the Vice-
Chancellor shall in consultation with the Dean of the Faculty appoint another member of the
Department to act for a period as the Vice-Chancellor may determine.
24.6 The responsibilities of the Head of Departments shall include:
(a) With the approval of the Faculty Board, to organise the teaching programme, to
maintain acceptable standards of teaching and to ensure that adequate facilities are
available for research in their respective disciplines.
(b) In consultation with members of the Department, to recommend to the Faculty
Board programmes, syllabi and courses as well as ways of promoting research in
the Department.
(c) Having direct responsibility for Departmental administration, recommendations for
the appointment and promotion of staff, and, subject to the Statutes, for the
maintenance of discipline in the Department.
(d) Liaising with other academic divisions of the University and other universities,
industry, professional bodies, associations and similar bodies on matters affecting
the Department after consultation with the Departmental Board.
(e) Consulting with the Dean on matters affecting the Department and the Faculty.
24.8 There shall be no specific salary attached to the post of Head of Department but the Head
shall receive such allowances, perquisites, bonuses and emoluments as Council may prescribe as
attaching to the office.
STATUTE 25: DEPARTMENTAL BOARDS
25.1 Each Department shall have a Departmental Board comprising all Senior Members of the
Department. The Board shall meet at least twice each semester in order to:
(a) Discuss ways of promoting discipline.
(b) Periodically review existing programmes and develop new ones.
(c) Consider issues relating to quality assurance and the maintenance of
ethical standards in the delivery of teaching and research activities.
(d) Consider the general organisation and regulations of courses and
research in the Department.
(e) Consider the Departmental budget.
(f) Consider matters referred to it by the Academic Board and the Faculty
Board and any other relating to the department.
(g) Plan and evaluate its work.
25.2 Meetings of the Departmental Board shall be convened by the Head of Department at such
times as he or she may decide but the Head shall convene a special meeting at the written
request of at least one-third of the senior members of the Department submitted with a
statement of the subject matter to be discussed. Such a meeting shall be convened within
seven days of receipt of the request.
25.3 The quorum for the transaction of any business of the Departmental Board shall be half of
the total number of members.
25.4 A Departmental Board may be constituted into a Committee of the Board of Graduate
Studies for the purpose of considering matters relating to post-graduate degrees in the
disciplines of the Department and, for this purpose, members from cognate Departments
may serve.
25.5 Copies of minutes of the Departmental Board meetings shall be sent to the Dean of the
Faculty.
STATUTE 26: INSTITUTES AND CENTRES
26.1 Directors of Institute and Centre shall enjoy the same conditions of service and powers as
Heads of Department.
26.2 Directors shall be required to constitute Boards and hold meetings in the same manner as
Departmental Boards.
26.3 The Governing Boards of Institutes and Centres shall be determined or approved, in each
case, by the Academic Board.
STATUTE 27: LIBRARY
27.1 The Library shall provide the requisite resources to support the academic, research, teaching
and learning activities of especially senior and junior members as well as the University
community and the wider public. In this regard, the Library shall be adequately stocked
with learning materials and literature including electronic resources for all manner of users,
including those physically or intellectually challenged.
27.2 In order to fully and effectively carry out its functions, the Library may operate a library or
reading room in any Faculty, School, Department, Institute, Centre, Hall of Residence or
Hostel, and on such terms and conditions, as it deems necessary; and liaise with other
libraries and agencies.
27.3 The Library shall be headed by the Librarian who shall be a Senior Member with a research
graduate degree, the requisite qualifications and at least ten years experience in
librarianship as a senior level librarian, preferably at a tertiary institution. The University
Librarian shall ensure that the Library fully and effectively carries out its functions as spelt
out in statute 27.1. The conditions of service of the University Librarian shall be equivalent
to those of a Professor.
27.4 The Librarian shall be appointed by Council after being interviewed and recommended by
the Appointments and Promotions Board for Senior Members, which shall be assisted by
at least one and at most three external assessors.
27.5 There shall be a library Board which shall supervise and direct the operations of the
Library. The Board shall be composed as follows:
(a) Chairman elected by the Academic Board
(b) Librarian
(c) One senior member from each College.
(d) One senior member from each Faculty or School.
(e) One senior member representing the Directorate of Finance.
(f) Chairperson, Bookshop Committee
(g) Chairperson, ICT Committee
(h) One representative of undergraduate students
(i) One representative of graduate students
(j) The Bookshop manager will be in attendance
(k) Senior Assistant Registrar (Documentation and Information Section)
Secretary

PART I - NON-TEACHING DIVISION
STATUTE 28: OFFICE OF THE REGISTRAR
28.1 In order to effectively perform the functions of the Registrar, particularly relating to
administrative support, secretarial services and the custody of records, the Registrars office
shall be divided into such divisions or offices as Council shall approve.
28.2 The Registrar shall in consultation with the Vice-Chancellor appoint heads of divisions
from among the Deputy Registrars to assist the Registrar in the performance of the
functions of his or her office, particularly in the schedules relating to Academic Affairs,
Human Resource, Legal, Consular and General Services, Public Affairs, Organisational
Development and Consultancy Services, or any combination of them.
28.3 The administrative sections of the following teaching and non-teaching divisions shall
normally be headed by an officer of the rank of Deputy Registrar: Colleges, Faculties,
Schools, Office of the Dean of Students Affairs, Office of the Dean of Academic Affairs,
the Centre for Continuing Education, and the Directorate of Health Services. The Registrar
shall be free to transfer Deputy Registrars from one administrative section to another
without recourse to Council.
28.4 The administrative sections of the following teaching and non-teaching divisions shall
normally be headed by an officer of the rank of Senior Assistant Registrar:
(a) Teaching Departments, Institutes and Centres other than the Centre for Continuing
Education.
(b) Sections of a Division of the Registry.
STATUTE 29: DIRECTORATE OF FINANCE
29.1 The Directorate of Finance shall perform the following functions:
(a) Keep proper financial records for the University in accordance
with accounting standards prescribed by the Institute of Chartered Accountants (Ghana)
and the International Financial Reporting Standards.
(b) Prepare a budget for the financial year for consideration by Council.
Advise the Vice-Chancellor and other officers of the University on matters relating to the
accounts and funds of the University.
(c) Invest University funds as directed by Council or the Vice-Chancellor, as the case may be.
(d) Perform such other function relating to accounting, financial, treasury
services as may be prescribed by Council, the Vice-Chancellor, the Academic Board, or the
Administrative and Social Services Board.
29.2 The Director of Finance shall head the Directorate of Finance of the University and in that
capacity shall be responsible to the Vice-Chancellor.
29.3 The Director of Finance shall possess a graduate degree and shall be licensed by recognised
professional accounting body such as the Institute of Chartered Accountants (Ghana) to
practise accountancy in Ghana and shall have had at least ten years post-qualification
experience as a professional accountant.
29.4 When a vacancy occurs or is about to occur in the office of the Director of Finance, the
Registrar shall notify Council which shall cause to be advertised nationally such vacancy
and to invite applications from suitably qualified candidates to fill the vacancy. The
Appointments and Promotions Board, assisted by at least one and up to three external
assessors, shall conduct inquiries as it deems necessary, interview the applicants and make
recommendations for appointment by Council.
STATUTE 30: DIRECTORATE OF INTERNAL AUDIT
30.1 The Directorate of Internal Audit shall perform the customary functions of an
internal auditor, including but not limited to the following:
(a) Verification of assets.
(b) Recommending and ensuring compliance with laid-down or appropriate cost-control and
fraud-control procedures and regulations.
(c) Ensuring that financial transactions have obtained the requisite authorisations.
(d) Conducting investigations and issuing queries as appropriate, performing such other related
function as may be prescribed by Council, the Vice-Chancellor, the Academic Board or the
Administrative and Social Services Board.
30.2 The Directorate of Internal Audit shall be headed by the Director of Internal Audit
who shall possess a graduate degree, shall be licensed by recognised professional
accounting body such as Institute of Chartered Accountants (Ghana) to practise
accountancy in Ghana and shall have had at least ten years post-qualification experience as
a professional accountant with the requisite experience in internal auditing and controls.
30.3 The Director of Internal Audit shall be a part of the Universitys Management and
shall report directly to the Vice-Chancellor or to Council.
30.4 When a vacancy occurs or is about to occur in the office of the Director of Internal Audit,
the Registrar shall notify Council which shall cause to be advertised nationally such
vacancy and to invite applications from suitably qualified candidates to fill the vacancy. The
Appointments and Promotions Board, assisted by at least one and up to three external
assessors, shall conduct inquiries as it deems necessary, interview the applicants and make
recommendations for appointment by Council.
STATUTE 31: DIRECTORATE OF HEALTH SERVICES
31.1 The Directorate of Health Services shall be responsible for the provision of
preventive, personal, environmental and public health services at the University and to the
University community, and in rendering such services, priority shall normally be given to
members and staff of the University.
31.2 The Director of Health Services shall head the Directorate of Health Services and in
that capacity shall be responsible to the Vice-Chancellor. The Director shall possess a
graduate degree and at least ten years post qualification experience as a licensed physician,
surgeon, dentist or pharmacist.
31.3 When a vacancy occurs or is about to occur in the office of Director of Health Services, the
Registrar shall notify Council which shall cause to be advertised nationally such vacancy
and to invite applications from suitably qualified candidates to fill the vacancy. The
Appointments and Promotions Board, assisted by at least one and up to three external
assessors, shall conduct inquiries as it deems necessary, interview the applicants and make
recommendations for appointment by Council.
STATUTE 32: DIRECTORATE OF PHYSICAL DEVELOPMENT AND ESTATE
MANAGEMENT
32.1 The Directorate of Physical Development and Estate Management shall be
responsible for providing and maintaining the physical infrastructure, including, buildings,
plant, machinery, utilities, roads, byways, grounds and gardens of the University, whether
owned, leased or otherwise controlled or possessed by the University, wherever situated.
32.2 The Director of Physical Development and Estate Management shall head the
Directorate of Physical Development and Estate Management and in that capacity shall be
responsible to the Vice-Chancellor. The Director of Physical Development and Estate
Management shall possess a graduate degree, be licensed by the relevant professional body
in Ghana for architects, engineers, planners, quantity surveyors, or land economists, and
possess at least ten years post qualification professional experience.
32.3 When a vacancy occurs or is about to occur in the office of Director of Physical
Development and Estate Management, the Registrar shall notify Council which shall cause
to be advertised nationally such vacancy and to invite applications from suitably qualified
candidates to fill the vacancy. The Appointments and Promotions Board, assisted by at least
one and up to three external assessors, shall conduct inquiries as it deems necessary,
interview the applicants and make recommendations for appointment by Council.
PART J - CONVOCATION
33.0 COMPOSITION AND FUNCTIONS OF CONVOCATION
33.1 Convocation of the University shall be composed of the following categories of persons:
a The Chancellor (who shall, if present, preside over Convocation).
b. Chairman of Convocation (who in the absence of the Chancellor,
shall preside over Convocation)
c. The Vice-Chancellor
d. The Pro-Vice-Chancellor
e. Professors, Directors of Schools and Institutes of the University
f. Registrar, Librarian, Associate Professors
g. Deputy Registrars, Director of Health Service, Director of Finance,
Director of Development, Director of Internal Audit
h. Senior Lecturers, Senior Research Fellows, Deputy Finance Officer,
Senior Assistant Registrars, Senior Assistant Librarians, Senior Medical Officers
i. Lecturers, Assistant Registrars, Medical Officers, Accountants
j. Assistant Lecturers, Assistant Research Fellows, Assistant
Accountant, Junior Assistant Registrars
k. Any other persons holding office in the University who are
approved for this purpose

Quorum: Fifty members including the Chairman, the Vice-Chancellor or the
Pro-Vice-Chancellor.

33.2 Convocation shall perform the following functions:
(a) Express an opinion on any matter affecting the University.
(b) Refer any relevant matter to any University body for consideration.
(c) Appoint scrutineers for any election the Academic Board may
authorise.
(d) Elect Convocation representatives on Council.
(e) Receive reports from its various representatives on the activities of the
respective committees to which they have been appointed.
(f) Receive a report from the Vice-Chancellor towards the end of each
semester on the state of the University, including its academic, personnel, financial
and infrastructural affairs, and the future plans of the University. In particular, the
Vice-Chancellors report to Convocation shall include an address on the following
matters:
(i) Academic matters including the approval and accreditation of
programmes.
(ii) Staff and students welfare.
(iii) External relations and affiliations.
(iv) Physical development, funds required to complete each project, and
expected completion date.
(v) Statement of income and expenditure for the immediate past semester.
33.3 The Registrar shall be responsible for the maintenance of a register of members of
Convocation which shall be published annually, before December.
33.4 Convocation shall elect its own Chairperson, Vice-Chairperson, two representatives each
from teaching and non-teaching members and a Secretary who shall constitute the Board of
Convocation. The term of office of the Board shall be two years and members shall be
eligible for a further term only.
33.5 The Board of Convocation shall be responsible for protecting the interests of Convocation.
Without prejudice to the generality of the foregoing, the responsibility of the Board of
Convocation shall be to fulfil the following specific functions:
(a) To ensure that decisions of Convocation are duly carried out.
(b) To study all events of the University to ensure that matters of interest
to Convocation are brought to its attention.
(c) To promote the interest of individual members of Convocation.
(d) To make proposals to Convocation for the improvement and proper functioning of
the University.
33.7 The Chairperson of the Board of Convocation shall preside over Convocation in the
absence of the Chancellor and shall ensure that the functions of Convocation and its Board
are fully and effectively carried out.
33.8 The Vice-Chairperson shall assist and deputise for the Chairperson and in his or her
absence shall act as Chairperson.
33.9 The Secretary shall keep minutes of all meetings of Convocation, all Board of Convocation
meetings and be responsible for its correspondence.
33.10 The quorum for meetings of Convocation shall be fifty members, including the
Chairperson, the Vice-Chancellor or the Pro-Vice-Chancellor.
33.11 The Chairperson of Convocation shall convene a regular meeting of Convocation at least
once each semester. The regular meetings of Convocation shall take place at such time as
the Chairperson shall determine.
33.12 A special meeting of Convocation shall be called by the Chairperson of Convocation on the
written request of at least 25 members submitted with a statement of the subject matter to be
considered at the special meeting. The Chairperson of Convocation shall convene a special
meeting within 21 days of receipt of the request.
33.13 No special meeting shall be called within three months of the last meeting if the purpose of
the intended special meeting is the same or substantially the same as that of the last meeting.
33.14 If any question shall arise as to whether or not the purpose of the two meetings is the same
or substantially the same, the decision of the Chairperson thereon shall be final.
PART K - SPECIAL EVENTS AND DEGREES
STATUTE 34: MATRICULATION
34.1 No one shall be matriculated into the University unless he or she has fulfilled conditions
prescribed by the Academic Board and has been accepted for admission. Admission of
students to the University shall be the exclusive responsibility of the Joint Admissions
Board. The Board shall act in accordance with criteria approved by the Academic Board.
34.2 A person shall be matriculated on the day when he or she, after having been properly and
lawfully admitted to the University, personally attends a matriculation ceremony, swears the
matriculation oath or makes a solemn declaration to like effect, and enters his or her name
and personally signs the Register of Matriculants which is kept by the Registrar.
34.3 The Matriculation ceremony shall be chaired, and the matriculation oath or solemn
declaration shall be administered, by or as directed by the Chancellor or in his absence the
Vice-Chancellor. All prospective matriculants shall be present and members of
Convocation shall be in attendance.
STATUTE 35: CONGREGATION
Congregation shall be convened at least once every year at such time and place as shall be
determined by the Chancellor in consultation with the Vice-Chancellor and Council and shall be
presided over by the Chancellor. In the absence of the Chancellor the Chairman of Council shall
preside, and in the absence of both, such other member of Council as Council may determine shall
preside. Council may permit Congregation to be convened as recommended by the Academic
Board as and when the Academic Board approves the final results of Faculties and Schools and
settles the list of graduands from those Faculties and Schools.
STATUTE 36: AEGROTAT DEGREES
The University may confer an Aegrotat Bachelors degree in a programme on any person who has
been unable to complete all the requirements for graduation on account of substantial or long-term
ill-health or incapacity provided that the person has satisfactorily completed at least three-quarters
of the coursework to be done and where the cumulative grade point average at that time indicates
that but for the substantial or long-term illness or incapacity the person is more likely than not to
have successfully completed the course and graduated. An Aegrotat degree shall not have any
class or distinction ascribed to it.
STATUTE 37: HONORARY DEGREES
37.1 The University may confer an honorary degree of Master or Doctor in any subject on any
person it may consider worthy of such a distinction. A special Congregation for the
conferment of honorary degrees shall be convened as and when Council shall determine. A
person on whom an honorary degree has been conferred shall be given all the rights and
privileges associated with a degree of its class from the University.
37.2 The Vice-Chancellor shall cause the Registrar to invite nominations from members of
Council and Convocation for the conferment of honorary degrees. The Registrar shall be
responsible for receiving and collating the necessary information for the Vice-Chancellor.
37.3 The Committee of Council responsible for the selection of persons for the award of
honorary degrees shall be composed of the Chairperson of Council as Chairperson, the
Vice-Chancellor, the Pro-Vice-Chancellor, two members of Council and two members
elected by the Academic Board. The Committee shall report to Council the names of
persons selected for honorary degrees together with a statement of their careers and the
grounds for their selection. Council shall approve the recommendation of the Committee
before the persons concerned are notified in writing.
All proceedings concerning the award of honorary degree shall be confidential and on no
account shall the nominee be privy to the process.
37.4. Processes for nomination including the final decision by Council shall be completed before
the end of the first semester in each academic year.
37.5 Honorary degrees shall not be conferred in absentia unless Council, for reasons to be
reflected in its minutes, otherwise decides.
PART L - ADJUNCT AND EMERITUS PROFESSORS AND
ENDOWED CHAIRS
STATUTE 38 ADJUNCT PROFESSORS
38.1 The Vice-Chancellor, on the recommendation of the Board of the associated Faculty or
School, may appoint an Adjunct Professor. The person should be of Professorial status
from a recognised university and should have a demonstrable track record of significant
contribution to scholarship in the discipline concerned. In exceptional cases, a person from
industry, commerce, public administration or professional practice with vast and relevant
experience and having made significant contributions to his or her discipline or sector may
be considered for appointment. The person shall maintain a continued commitment to the
University and demonstrate the ability, during the period of Adjunct Professorship, of
making distinctive contributions to the University.
38.2 When an Adjunct Professor visits the University, he or she may be required to give lectures
in his or her subject area.
38.3 Subject to availability, the University may provide an office for the use of an Adjunct
Professor in carrying out research and handling assignments relating to post-graduate
studies and extension activities.
38.4 Where an Adjunct Professor is at post and is engaged by the University in teaching,
research or for other academic purposes, he or she shall receive all remuneration that he or
she shall be entitled to by virtue of such full or part-time employment.
STATUTE 39: EMERITUS PROFESSORS
39.1 Council may, on the recommendation of the Academic Board, confer the title of Emeritus
Professor on a Professor who has retired from the University. The person shall have a
demonstrable track record of significant contribution to scholarship in the discipline
concerned. The person shall maintain a continued commitment to the University and
demonstrate the ability, during the period of Emeritus Professorship, of making distinctive
contributions to the University.
39.2 A Faculty or School wishing to have an Emeritus Professor appointed shall present the
candidates curriculum vitae and a supporting statement to the Registrar for consideration
by the College of Professors. The recommendation of the College of Professors shall be
submitted to the Appointments and Promotions Board. Any appointment shall be by
Council.
39.3 An Emeritus Professor shall be an automatic member of Convocation and shall be entitled
to the same privileges as a serving Professor at Congregations and Matriculations but shall
not be an ex-officio member of the Academic Board or of any Faculty. An Emeritus
Professor may be invited to give lectures in his or her subject area.
39.4 Subject to availability, the University may provide an office for the use of an Emeritus
Professor in carrying out research and handling assignments relating to post-graduate
studies and extension activities.
39.5 Where an Emeritus Professor is engaged by the University for teaching or research
purposes, he or she shall receive all remuneration that he or she would be entitled to by
virtue of such full or part-time employment.
STATUTE 40: ENDOWED CHAIRS
40.1 Subject to financial and scholarly criteria that the Academic Board may prescribe from time
to time and Council may approve, a Faculty or School may create an endowed Chair in any
of its disciplines, Departments, Institutes or Centres. Funds to support the Chair shall not
be from government subvention or from tuition fees but may be received from research
foundations or individual or corporate donations and benefactions.
40.2 The occupant of an endowed chair shall be a Professor. He or she shall occupy the position
for a period of not less than one academic year and not more than three academic years at a
time. The occupant shall receive a grant as prescribed or agreed upon and shall carry out
the research, product development, publication or extension service for which he or she
was appointed to occupy the endowed chair. The occupant shall be required to mentor
faculty members and, where appropriate, lead at least one graduate level seminar.
PART M - STUDENT MATTERS
STATUTE 41: UNIVERSITY AND EXTERNAL PROGRAMMES
41.1 No person shall qualify to graduate from the University with a degree, diploma, certificate
or other academic distinction without having pursued a programme of study approved by
the Academic Board in a Faculty or School of the University.
41.2 Programmes of study pursued by a student of the University in an institution or a place
approved by the Academic Board on the recommendation of the Faculty Board, may, with
the approval of the Academic Board, be deemed part of a qualifying scheme for a degree,
diploma, certificate or other academic distinction in the University provided that a candidate
for the award of such a degree should have been registered in the University for at least a
period of two consecutive academic years including the final year for undergraduate
students, and one year in the case of graduate students.
STATUTE 42: HALLS OF RESIDENCE AND HOSTELS
42.1 There shall be halls of residence and hostels of the University and such other residential
facilities for students in the University bearing such names as Council may determine.
42.2 Each hall of residence, hostel or other residential facility shall consist of such number of
students, senior members and other employees of th e University as the Residence
Committee may determine. Every Senior Member shall be assigned to a hall of residence
as a Fellow.
42.3 Each hall of residence, hostel or other residential facility shall, where conditions permit, be
managed, subject to the Statutes, by a Hall Council or Hostel Council, as the case may be,
consisting of the Hall Master or Hall Warden, six Hall Tutors and six Junior Members
including the President, Secretary and Treasurer of the Junior Common Room Committee.
42.4 The Hall or Hostel Council responsible for the management of each hall, hostel or
residential facility shall be responsible for recommending disciplinary action against any
Junior Member with respect to breach of discipline of the hall, hostel or facility, provided
always that where the breach of discipline will result in dismissal or is in the opinion of the
Hall Council, a major breach of discipline, the matter shall be referred to the Academic
Board through the Vice-Chancellor.
42.5 The Hall or Hostel Council shall ensure that each hall or hostel is self-financing.
STATUTE 43: STUDENTS REPRESENTATIVE COUNCIL
43.1 There shall be a Students Representative Council (SRC) elected by and representing the
Junior Members of the University. The SRC shall be the official organ of the Junior
Members of the University and shall be responsible for:
(a) Promoting the general welfare and interest of students, co-ordinating
the social, cultural, intellectual and recreational activities of the
students in the University.
(b) Presenting the views of the students of the University to the
appropriate body or bodies depending upon the nature of the matter.
(c) Establishing links and maintaining cordial relationships with students
of other universities, educational and voluntary institutions within and
outside Ghana.
(d) Nominating student representatives to serve on appropriate University
bodies and committees.
(e) Promoting cordial relationships among all sections of the University
community and maintaining a good relationship with past students of
the University.
(f) Publishing a record of students activities.
43.2 The Constitution of the SRC shall be submitted through the Dean of Students Affairs to
the Academic Board for consideration.
PART N: DISCIPLINE
STATUTE 44: DISCIPLINE AND PENALTIES
44.1 The Vice-Chancellor shall be responsible for discipline within the University and in this
connection shall act in accordance with rules formulated by Council. The Vice-Chancellor
may delegate any part of his or her authority in respect of discipline as he or she shall deem
appropriate.
44.2 The following major penalties may be imposed only by the Vice-Chancellor, the Academic
Board or Council, as the case may be, for breaches of discipline:
(a) Dismissal.
(b) Termination.
(c) Suspension for a stated period without pay.
(d) Reduction in rank or grade.
(e) Deferment of increment, i.e. postponement of the date on which the
next increment is due, with corresponding postponement in subsequent
years.
(f) Stoppage of increment i.e. non-payment for a specified period of an
increment otherwise due.
(g) Forfeiture of pay for a stated period.
(h) Rustication.
(i) Withholding of certificates for a period not exceeding four years.
(j) Cancellation of certificate.
44.3 Only Council has the power to dismiss or terminate the appointment of Senior Members.
44.4 The following minor penalties may be imposed by the appropriate authority for breaches of
discipline:
(a) Reprimand.
(b) Withholding of increment.
(c) Caution.
(d) Warning.
44.5 Any person affected by any decision of the Vice-Chancellor or the person or body to
whom he or she has delegated authority shall have the right of appeal to the Vice-
Chancellor or to Council, as the case may be.
44.6 Council may by rules or regulations make further provisions relating to disciplinary matters
of the University.
STATUTE 45: DISCIPLINE OF SENIOR MEMBERS
45.1 In furtherance of statutes 3 and 41, and in furtherance of the Vice-Chancellors disciplinary
authority, disciplinary proceedings may be instituted against Senior Members in compliance
with the provisions that follow.
45.2 A Senior Member against whom disciplinary proceedings are instituted shall be informed
in writing of the complaint or charges against him or her.
45.3 The Vice-Chancellor shall refer the complaint or charges to the Disciplinary Committee
(Senior Members) to investigate and to report its findings and recommendations as soon as
practicable to the Vice-Chancellor. The Disciplinary Committee shall be at liberty to co-opt
up to two members to assist it with its work.
45.4 In the course of investigation proceedings, a Senior Member under investigation shall have
the right to:
(a) Be present when any complainant or witness is being interviewed by the Disciplinary
Committee.
(b) Ask such person any question as is relevant to the matters under investigation.
(c) Inspect any document that will be tendered and comment on or object to it.
(d) Bring and examine a witness.
(e) Tender any document or evidence.
(f) Make any submission or statement in support of ones case.
(g) Appear with Counsel of his or her choice at the Senior Members expense.
45.5 Upon receipt of the report of the Disciplinary Committee, the Vice-Chancellor, if satisfied
that a case has been made for a Senior Member to be disciplined, may require the Senior
Member concerned to show cause why he or she should not be disciplined. The hearing to
show cause shall be presided over by the Vice-Chancellor or the Pro-Vice-Chancellor only.
The Senior Member concerned at this stage shall be given a copy of the Disciplinary
Committees report. A decision by the Vice-Chancellor may be appealed against to
Council, whose decision in the matter shall be final.
STATUTE 46: DISCIPLINE OF JUNIOR MEMBERS
46.1 Without prejudice to the Universitys right to take appropriate legal measures as it deems
necessary or to lodge a criminal complaint culminating in the prosecution of any person, the
following shall be major offences which shall attract the dismissal of a Junior Member:
(a) Gaining admission into the University or a Hall of Residence or Hostel through
falsified records, fraud, deceit or impersonation.
(b) Examination malpractice.
(c) Any individual or collective action which threatens to disrupt or
disrupts the academic and/or normal life on campus or which brings
the University into disrepute.
46.2 It shall be the responsibility of the Vice-Chancellor in consultation with the relevant Dean
of Faculty or School, and Head of Department or Director of Institute or Centre or the
Dean of Students Affairs and the relevant Hall Council and subject to the Statutes and
regulations to provide for the discipline of Junior Members of the University.
46.3 The Vice-Chancellor may delegate his or her authority, subject to such review procedures,
as shall seem appropriate. In furtherance of the foregoing,
(a) Each Hall Council shall be responsible for recommending to the Vice-
Chancellor the necessary disciplinary action against a Junior Member
of such Hall for any breach of Hall discipline except those breaches
that might result in dismissal.
(b) Where a breach other than those stated under (a) above might result in
dismissal, such matter shall be referred to the Vice-Chancellor who shall refer
same to the Academic Board for decision. The person concerned must be notified
in writing of the grounds on which disciplinary action is being taken against him
or her and must be given reasonable opportunity to defend himself or herself
before a five-
member Disciplinary Committee set up by the Academic Board.
STATUTE 47: DISCIPLINE OF STAFF
Any Senior Staff or Junior Staff may be removed from office for good cause by the Vice-
Chancellor provided that:
(a) The Vice-Chancellor shall be advised by, or shall consult with, the relevant
Dean, if any, and/or Head of Department concerned to provide for the
discipline of staff other than Senior Members.
(b) The Vice-Chancellor may delegate his or her authority, subject to such review
procedures as shall seem appropriate.
(c) The person concerned has been notified in writing of the grounds on which
consideration is being given for the termination of his or her appointment, and
has been given a reasonable opportunity to defend himself or herself before a
Disciplinary Committee constituted by the Vice-Chancellor.
STATUTE 48: ABSENCE FROM WORK AND VACATION OF POST
48.1 A Senior Member or staff who absents himself or herself from duty for a period of three
working days or more but less than ten, without prior permission where it was reasonable
to have obtained prior permission, or without reasonable cause or explanation where prior
permission was unreasonable or impracticable under the circumstances to obtain, shall be
cautioned for a first offence and have the pay and emoluments for the period concerned
calculated and deducted from the monthly entitlements. A second offence within a period
of three months shall attract a warning and the pay and emoluments for the period
concerned shall be calculated and deducted from the monthly entitlements. A third offence
within a period of six months shall be considered a vacation of post and the persons
appointment may forthwith be terminated.
48.2 A Senior Member or staff who absents himself or herself from duty for a period of ten
working days or more without prior permission where it was reasonable to have obtained
prior permission, or without reasonable cause or explanation where prior permission was
unreasonable or impracticable under the circumstances to obtain, shall be deemed to have
vacated his or her post and his or her appointment may forthwith be terminated.
48.3 Permission shall be obtained from the Vice-Chancellor for any travel abroad by a Senior
Member or Senior or Junior Staff.
PART O - MISCELLANEOUS
STATUTE 49: BASIC AND SENIOR HIGH SCHOOLS
49.1 The University shall maintain basic schools and a senior high school. These schools shall
maintain the highest academic standards and shall be properly resourced to perform their
functions. They shall be managed with a view to making them leading, co-educational
schools with the highest calibre staff and pupils and students, and with outstanding
performance in curricular and co-curricular activities. The governing board of the basic
schools shall be the Basic Schools Governing Committee, which shall be chaired by a
member elected by the Academic Board. The governing board of the senior high school
shall be the Senior High School Governing Committee, which shall also be chaired by the
Dean of Academic Affairs.
49.2 The basic schools shall be wholly owned by the University and they shall be managed as a
viable going concern. The basic schools shall comprise the Kindergarten, the University
Primary School and the University Junior High School, each to be headed by a Senior
Member. Subject to the pupils performance, progression from one basic school to the next
higher school shall be automatic.
49.3 The University Practice Senior High School shall maintain a special relationship with the
Ghana Education Service, but the University shall provide the required land, premises and
facilities, including classrooms, laboratories, farms, staff bungalows, dormitories,
furnishing, equipment, plant and machinery, for effective teaching and learning. In this
regard, the University Practice Senior High School shall be at liberty to charge additional
fees in respect of its overheads, facilities or development activities.
STATUTE 50: EXTERNAL AUDITORS
50.1 The books and accounts of the University shall be audited each year by the Auditor-
General or an auditor appointed by him or her.
50.2 Council shall pay audit fees (if any) as the Auditor-General and Council may agree,
or in case of failure to agree, such fees as the Chancellor may determine.
STATUTE 51: MEETINGS
51.1 All members of committees of the Academic Board and the Administrative and Social
Services Board shall be elected except the ex-officio members. All elected members of
University boards and committees shall hold office for a term of two years and shall be
eligible for re-election for a second consecutive term only.
51.2 Unless as otherwise provided by the Law, the Statutes or regulations adopted pursuant
thereto, the quorum for the transaction of business of any University body shall be not less
than fifty percent of the total membership of that body or if such one-half is not a whole
number, then the next higher whole number. If any Committee is unable to raise a quorum
within thirty minutes after the time stipulated for the commencement of the meeting for two
successive meetings, the Chairperson of that Committee shall report to the Vice-Chancellor
for advice.
51.3 No decision reached at a meeting of any University body shall be valid unless it received
the approval of not less than fifty percent of the members present and voting at that
meeting. If there is an equality of votes in respect of any decision reached at any meeting,
the Chairperson of the meeting shall have, in addition to his or her original vote, a casting
vote.
51.4 Subject to such regulations as may be made under the Statutes, any question as to the
procedure to be observed in respect of any matter arising at a meeting of any University
body or Committee shall be determined by the entire members present at such a meeting.
51.5 Unless otherwise provided, all committees and boards of the University shall meet at least
twice every semester.
51.6 The Secretary to any committee of Council, the Academic Board or the Administrative and
Social Services Board shall submit minutes or a summary of decisions of the meeting to
members of the committee within two weeks of the meeting.
51.7 Except for confidential matters, members of boards and committees who represent various
bodies shall be required to report the decisions taken at the various meetings that they attend
to the bodies that they represent within two weeks of the receipt of the minutes or summary
of decisions, as the case may be.
51.8 The remuneration, allowances and honoraria of the Chairperson, Members and Secretaries
of all Boards and Committees shall be determined from time to time by Council.
51.9 No act or decision of any University body shall be invalid by reason of the existence of any
vacancy among its members or defect in the appointment of any of its members.
STATUTE 52: OFFICIAL ORGANS OF COMMUNICATION
52.1 There shall be a Calendar, published annually; a Gazette, published quarterly; and a
Bulletin, published monthly. Announcements in any of these publications shall be or shall
be deemed to be sufficient official notification to all members of the University.
52.2 It shall be the responsibility of the Chairperson of a Statutory Committee to furnish the
Registrar, for publication in the appropriate University organs, a summary of all decisions
taken at each meeting on matters of general interest to the University.
STATUTE 53: ANNUAL REPORTS
53.1 There shall be an annual report on the University submitted by the Vice-Chancellor to
Council within six months after the end of each academic year for publication, taking into
account reports from the various sections of the University. It shall be the responsibility of
Deans of Faculty, Heads of Department or Section, and Chairpersons of Statutory
Committees to submit reports on the activities of their Faculties, Departments, Sections and
Committees to the Vice Chancellor for inclusion in the Annual report
53.2 Committees of the Academic Board and Committees of the Administrative and Social
Services Board, as the case may be, shall report, and speak to the report, at least once every
academic year to their respective Boards. The Chairperson and Secretary of both Boards
may schedule the presentations such that some Committees report and make their
presentations in the first semester and others in the second semester.
STATUTE 54: SEAL OF THE UNIVERSITY
The Seal of the University shall be in the personal custody of the Registrar and shall be affixed to
any document pursuant to a resolution of Council directing the affixing of the Seal by the Registrar
or some member of the University Staff in the presence of the Vice-Chancellor or in his or her
absence, the Pro-Vice-Chancellor. This clause shall not apply to the sealing of Diplomas and
Certificates awarded under the authority of the Academic Board.
STATUTE 55: REGULATIONS
55.1 The Academic Board and the Administrative and Social Services Board may each make
regulations for their procedures and for the exercise of their powers under the Statutes.
55.2 The Academic Board and the Administrative and Social Services Board shall not make or
ratify any regulation, altering, revoking or adding to the regulations for the time being in
force except at a regular meeting of the Board concerned and unless notice of the proposed
regulation has been given on the agenda paper for the meeting.
55.3 Each Statutory or other Committee and each Faculty Board may, subject in each case to
review by the Academic Board or the Administrative and Social Services Board, as the case
may be, make rules for its own procedure and for the exercise of the powers assigned or
delegated to it by or under any regulations of the Academic Board or the Administrative
and Social Services Board.
55.4 All regulations approved by the Academic Board or the Administrative and Social Services
Board, as the case may be, and amendments to them shall be codified and numbered serially
and published by the Registrar.
55.5 The Academic Board and the Administrative and Social Services Board shall, in approving
or ratifying or making or altering or removing regulations, observe the following
conditions:
(a) No regulation shall be repugnant to the existing laws of Ghana
(b) No regulation shall conflict with the Statutes of the University for the time being in
force.
(c) No person shall be allowed to take any degree other than an honorary degree,
without examination or other adequate test except an aegratat degree.
(d) Where any regulation or Statute conflicts with any law of Ghana, such law shall
prevail
55.5 If any question arises as to the validity of any regulation made by the Academic Board or
the Administrative and Social Services Board under the Statutes, the question shall be
referred to Council for determination, and Council shall be at liberty to seek legal opinion in
making its determination.
55.6 Matters not expressly covered in the Law or in the Statutes or in regulations, may be
determined by the Vice-Chancellor in consultation with the Academic Board and subject to the
approval of Council.
STATUTE 56: AMENDMENT TO STATUTES
56.1 The Academic Board may recommend to Council amendments to the Statutes and/or the
Schedules to the Statutes. Any proposals for amendments to the Statutes shall be made at a
meeting of the Academic Board provided that:
(a) The quorum for the transaction of any business to amend the Statutes
or a Statute shall be two-thirds of the total number of members.
(b) A majority of the members present vote in the affirmative.
(c) Prior to the date of the meeting each member is given fourteen clear
days notice setting out the specific subject matter of the proposed
amendments and the particular feature of the statute to which they
relate. The notice shall be included in the agenda.
(d) Any draft amendment of the Statutes or a statute by the Academic
Board shall be circulated to the members of Council at least fourteen
days before the date of the meeting at which the proposed amendment
is to be considered.
(e) Council shall on the appointed date or any other date consider the draft
Statutes or statute and may approve the draft provisionally either with
or without amendment of which written notice has been circulated to
the members at least three days before the date of the meeting
(f) The amended Statutes or a statute as provisionally approved shall be
circulated to the members of Council, and where in the opinion of
Council it affects academic matters, to the Academic Board; and where
in the opinion of Council it affects non- academic matters, to the
Administrative and Social Services Board, at least seven days before
the meeting at which it is intended to confirm the amended Statutes or
statute.
(g) Within a period of not less than one month and not more than six
months from the date of the meeting at which the Statutes or statute
was provisionally approved, Council shall hold a meeting and confirm
the Statutes or statute without amendment.
STATUTE 57: REPEAL OF 2003 STATUTES
The Statutes of 2003 are hereby repealed.
SCHEDULE A
STATUTORY COMMITTEES OF COUNCIL
1. Finance Committee
Membership: Chairman of Council Chairman
Vice-Chancellor
Pro-Vice-Chancellor
Three persons appointed by Council from among those
members who are not in the employ of the University
Two members of the Academic Board elected by that body
All Deans or their Representatives.
In Attendance: Registrar Secretary
Director of Finance
Directorate of Internal Audit
Quorum: Five, including either the Chairman of Council or the Vice
Chancellor.
2. Development Committee:

Membership: Vice Chancellor Chairman
Pro-Vice Chancellor
Three persons appointed by Council from among those members
of Council who are not in the employ of the University.
All Deans or their Representatives
Two persons elected by the Academic Board from that body.
In Attendance: Registrar
Director of Development
Director of Finance
Estate Officer
Quorum: Five, including either the Vice-Chancellor or
The Pro Vice-Chancellor.
3 Entity Tender Committee
Membership: Chairman of Council
Vice-Chancellor
Registrar
Director of Finance
A lawyer appointed by Council
One member appointed by the Ministry of Education
One member appointed by the National Council for Tertiary
Education (NCTE)
One representative of the Students Representative Council (SRC)
One representative from the University Teachers Association of Ghana
(UTAG) (UCC)
Secretary Senior Assistant Registrar/Assistant Registrar
Quorum Five
Voting Decisions shall be by simple majority and the Chairperson shall
have a casting vote:
Functions The Committee shall:
(a) Review procurement plans in order to ensure that they support the
objectives and operations of the Faculty, Institution, Department or
Entity.
(b) Confirm the range of acceptable costs of items to be procured and
match these with the available funds in the approved budget
(c) Review the schedules of procurement and specifications and also
ensure that the procurement procedures to be followed are in strict
conformity with the provisions of the Public Procurement Act, 2003
(Act 663), its operating regulations and guidelines
(d) Ensure that the necessary concurrent approval is secured from the
relevant Tender Review Board, in terms of the applicable threshold in
Schedule 3 of the Act, prior to the award of the contract
(e) Facilitate contract administration and ensure compliance with all
reporting requirements under the Act, and
(f) Ensure that stores and equipment are disposed of in compliance with
the Act.
4. Appointments and Promotions Board:
4.1. There shall be one Appointments and Promotions Board for all categories of Senior
Members.
Membership:
The Appointments and Promotions Board for Senior Members shall consist of the
following:

(a) The Vice-Chancellor, Chairman
(b) The Pro Vice-Chancellor
(c) Two professors elected by the Academic Board, one to
represent the Humanities and the other to represent the Sciences
(Alternates for the two shall also be elected).
(d) The Dean of the Faculty/School in which the appointment is being made,
(e) One other Dean as appropriate out of:
(i) Deans of the Faculties of Arts, Social Sciences, and Education for
appointments and promotions in the Humanities,

(ii) Deans of the Faculties of Agriculture and Science for
appointments and promotions in the Sciences,
(f) The Head of Department in which the appointment is
being made,
(g) The Head of Cognate Department as defined by the Academic Board
4.1 Where the status of either the Dean of the Faculty or the Head of Department is below the
rank or the position being considered, another person of professorial status may be co-
opted to the Board
4.2. Persons from outside the University may be co-opted as appropriate
4.3. The quorum shall be five and no business shall be conducted unless the following are
present:
(a) The Vice-Chancellor or in his/her absence the Pro-Vice
Chancellor
(b) One elected professorial member,
(c) The Dean of the Faculty (except as provided for in
sub-regulation (4.3)
(d) The Head of Department(except as provided for in
sub-regulation (4.3)
4.4. The Vice-Chancellor shall be present for all appointments or promotions to Associate
Professor or Professor and equivalent grades.
4.5. The Board shall review applications received in the light of the following:
a. Applicants formal qualifications:
b. Applicants experience:
c. Applicants age:
d. Status of contract (short term, long term, post retirement etc):
e. Recommendations of the Faculty/Administration Appointments and
Promotions Committee: and
f. Report of External Assessors.
4.6. Appointments or promotions shall be made to a named department or departments in a
named discipline or profession and in the broad subject area rather than to sub-areas of
specialization.
4.7. Proceedings of the Board shall be kept in the form of minutes on general policy matters;
and minutes of individual appointments.
4.8. All minutes of the Board shall be provided to all members of the Board.
4.9. Recommendation on matters of general policy shall be made to the Academic Board for
consideration.

4.10. Minutes of individual appointments shall be circulated to Heads of Departments Deans
\Directors of the Faculties/Schools/Institutes concerned.
4.11. Minutes covering all proceedings of the Board shall be deposited at the Main Library
under the specific custody of the Librarian. Minutes of individual appointments, however,
shall be kept under security, such that, subject to sub-regulation, (4.10) and (4.12) of this
regulation, access to them shall require the written permission of the Vice-Chancellor.

4.12. The Registrar shall communicate the decision of the Board to the applicant within two
weeks, and in the case of appointments requiring prior approval by the University Council,
within two weeks after such approval.
4.13. Except as provided for in sub-regulations (4.10) and (4.12) of this regulation, all
documents in the appointments or promotions process and all discussions at the Board shall
be secret and confidential.
4.14. The Appointments and promotions Board shall constitute any Sub-Committee as it deems
fit.
5. Faculty Appointments and Promotions Committee:
5.1. There shall be in each Faculty a Faculty Appointments and Promotions Committee. The
Dean of Faculty shall be the Chairman of the Committee.
5.2. The membership shall be all persons of professorial rank and all Heads of Department
within the Faculty.
5.3. Faculty Appointments and Promotions Committee shall meet at least once a Semester.
5.4. All applications for appointments and promotions shall be forwarded to the Head of
Department in the first instance. The Head of Department, on receipt of an application, shall
arrange to conduct an interaction by members of the Department with the candidate and
submit a report thereon to the Dean or Director who shall refer it to the Faculty
Appointments and Promotions Committee for consideration.
No applications shall be withheld from the Faculty Appointment and Promotions
Committee.

5.5. The Committee shall consider applications for appointments and promotions and shall
forward the papers of all applicants with its comments and recommendations to the
University Appointments and Promotions Board.
6. Administration Appointments and Promotions Committee:
6.1. There shall be an Administration Appointments and Promotions Committee appointed by
the Vice-Chancellor in consultation with the Registrar.
6.2. Membership shall comprise the Registrar as Chairman, all Deputy Registrars,
Director of Finance, Director of Physical Development and Estate Management and
University Health Services.

6.3. The Committee may co-opt others as appropriate to assist in its work.
6.4. The Committee shall consider all applications for appointments and promotions and
forward the papers of all applicants with its comments and recommendations to the
Appointments and Promotions Board.
6.5. The Administration Appointments and Promotions Committee shall meet at least once a
semester.
6.7. Appeals Relating to Appointments and Promotions:
The Appointments and Promotions Board may, on application, review its own decisions affecting
appointments or promotions. Appeals shall lie from the Appointments and Promotions Board to
the University Council. In considering such appeals, Council may be assisted by an expert
appointed by Council.
6.8. Appointments and Promotions of Staff (other than Senior Members)
There shall be an Appointments and Promotions Committees constituted as below for:
a. Senior Staff Appointments and Promotions Committee
Membership: Pro Vice-Chancellor - Chairman
Registrar or his Representative
The Head of the Department concerned or his/her representative:
One person appointed by Academic Board.
One external assessor appointed by the Registrar on the
recommendation of the Dean/Head of the respective faculty/department/
section/unit.
Quorum: Three including Pro Vice-Chancellor, the Head of the
Department concerned or his representative and the external assessor.
b. Junior Staff Appointment and Promotions Committee

Membership: The Deputy Registrar (Division of Human Resource) - Chairman
Senior Assistant Registrar or Assistant Registrar in charge of
Personnel matters;
Director of Finance or his representative
Director of Internal Auditor or his or her representative
Head of Department or his/her representative
Quorum: Three, including the Head of the Department concerned.
The committees established under this regulation shall in the case of
Senior Staff consider all applications and make its recommendation to the
Vice-Chancellor.
9 Ghana University Superannuation Staff Scheme Management Board:
Membership: Four members to be appointed by Council of whom two shall
be from the Council, and two from outside the Institution.
One of the members from outside the University shall be appointed
as Chairman by Council.

Two academic senior members elected by their members from
among themselves.

One non-teaching senior member elected by their members from among
themselves.
One each of senior staff and junior staff elected by their members from
among themselves where applicable.
The Registrar
The Director of Finance
The Director Internal Auditor
Quorum: Half of the membership.
SCHEDULE B
STATUTORY COMMITTEES OF THE ACADEMIC BOARD
1. Executive Committee
Membership: Vice-Chancellor Chairperson
Pro Vice-Chancellor
All Deans
2 other Members elected by the Academic Board
Director, Directorate of Academic Planning and Quality Assurance
(DAPQA)
Quorum: Fifty percent of the membership.
Functions: The Functions of the Committee are:
a) to take such actions and make such decisions as may be
necessary to implement the general policy established by the
Academic Board, and to carry out such other functions as
may from time to time be delegated to it by the Academic
Board
b) to decide on the strength of all establishments in the
University and the need or otherwise for the creation of new
posts in consultation with relevant Heads of Departments
c) to receive from the Registrar annually, reports as to whether
all Committees of the Academic Board have functioned
properly throughout the year, and
d) to advise the Academic Board on University Scholarship
policy and to award such University Scholarships as may be
approved from time to time.
The decisions of meetings of the Executive Committee shall be
reported to the Academic Board at its next meeting by the Vice-
Chancellor for its approval.
2. Academic Planning and Management Committee
Pro Vice-Chancellor - Chairman
Director, DAPQA - Member
Librarian - Member
Dean of Graduate Studies and Research - Member
All Vice-Deans - Members
One representative of each
Faculty apart from the Dean and - Member
Vice-Dean
Deputy Registrar (Academic) - Member
Senior Assistant Registrar (Academic) - Secretary
Quorum: Fifty percent of the membership
Functions: a. to consider the immediate and long-term academic needs
of the University.
b. To promote effective teaching for critical thinking
through programmes that are well packaged without losing the
core academic focus of the University.
c. to ensure standard research by writing out research proposal that can
sell and be executed to register the Universitys presence in the
Ghanaian economy and the international domain.
d. To work to achieve good professionalism among the staff of
the
University as desired by the Academic Board
(e) to study the operational situation of the University and
make appropriate recommendations towards
the establishment and/or improvement of the teaching and learning structures of
the University.
3. Basic Schools Governing Committee:
Membership: Chairman elected by Academic Board
One representative of each Faculty Board;
One representative of the Ministry of Education;
One member each nominated by the Vice-Chancellor from among the
Heads of Senior High Schools and Colleges of Education in Cape Coast;
Two representatives of the Schools Parents-Teachers Association;
One representative of the Office of the Registrar,
Head of Department of constituent Schools and one teacher other
than the Headmaster elected by the members of staff of the constituent
Schools.

Quorum: Fifty percent of the membership.
Functions: (a) To formulate the general policy of the Basic Schools
and their courses of study and approve their syllabi; and
(b) To exercise such other functions as may be assigned to it
from time to time by the Vice-Chancellor.
Quorum: Fifty percent of the membership.
4. Bookshop Committee:
Membership: Three members elected by the Academic Board, one of
whom should be Appointed Chairman by the Vice-Chancellor
Director of Finance or his representative
Librarian
Bookshop Manager.
Two elected members of the Students Representative Council.
Quorum: Fifty percent of the membership.

Functions: Subject to the directions of the Academic Board, to supervise
and direct the operations of the Bookshop.
5. Disciplinary Committee (Senior Members):
Membership: Pro Vice-Chancellor Chairman
Deans of Faculty
Two representatives of the Academic Board.
In Attendance: The Registrar
Head of Department concerned.
Quorum: Fifty percent of the membership.
Functions: The Disciplinary Committee shall be responsible to Council through the
Academic Board to determine cases of disciplinary offences referred to it.
6. Information Communication Technology (I.C.T.) Committee
Membership: Chairman appointed by the Vice-Chancellor
Co-ordinator of the Computer Centre
Dean, School of Physical Sciences
Dean, School of Biological Sciences
Two (2) representatives from the schools of the
Physical and Biological Sciences.
One (1) representative from each of the other Faculties
Registrar or his/her representative
Director of Finance or his/her representative
One (1) representative each from the Computer Centre and Student Record
and Management Information System
A Representative each of Undergraduate and Post Graduate Students
Faculty Officer (School of Physical Sciences) -- Secretary
Quorum: Fifty percent of the membership.
Functions: (a) To oversee the administration of the Computer Centre.
(b) To formulate policies and guidelines for the running of
the Centre.
(c) To make recommendation to the Academic Board on the use
of
the Computer Centre
(d) To offer advice on the acquisition of Computers in
the University.
7. Inter-Faculty Committee on Institutional Affiliation (IFCIA)
Membership: Chairman appointed by Vice-Chancellor
Representative of School of Physical Sciences
Representative of School of Medical Sciences
Representative of School of Biological Sciences
Representative of School of Business
Representative of Faculty of Arts
Representative of Education
Representative, Faculty of Social Sciences
Representative, School of Agriculture
Representative, Director of DAPQA
Dean of Graduate Studies and Research
Representative, Directorate of Finance
Secretary
Functions: To exercise oversight responsibility over all activities relating to the
Affiliation of Colleges/Institutions to the University of Cape Coast
To promote Faculties/Departments on the time for visitation of the
various College
Quorum: Fifty percent of the membership.
8. Joint Admissions Committee
Membership: Pro Vice-Chancellor Chairman
Deans and Vice-Deans of Faculty
Registrar
Quorum: Fifty percent of the membership.
Functions: (a) to approve selections recommended by the Faculty Admissions
Committees
(b) to make recommendations to the Academic Board on Admissions
Policy.
10. Library Committee:
Membership: Chairman elected by the Academic Board;
One member elected by each Faculty
Director of Finance or his representative;
Bookshop Manager,
Librarian non-voting member;
One elected representative of GRASAG
One elected representatives of the S. R. C.
Quorum: Fifty percent of the membership.
Functions: Subject to the directions of Academic Board, to supervise
and direct the operations of the Library and such other matters as may
be delegated to it.
11. Planning and Resources Committee:
Member: Vice Chancellor Chairman
Pro Vice-Chancellor
All Deans/Directors
Director of Finance
Director, DAPQA
Registrar
The Committee may co-opt any number of persons from time to time
to advise on technical issues. Such persons will not have a right to
vote.
In Attendance: Co-ordinator, Computer Centre
Deputy Registrars
Deputy Finance Officer
Senior Assistant Registrar/Assistant Registrar
Quorum: Half the total membership, including the Vice-Chancellor or the Pro Vice-
Chancellor, Director of Finance or his Deputy, Registrar or his
Deputy, Director of Development.
Functions: The functions of the Planning and Resources Committee are:
a) to advise the Academic Board on the future development of
the University on matters regarding academic, physical,
financial and human resources development;
b) to advise the Academic Board on appropriate planning
models and strategies covering all aspects of the Universitys
activities as stated in section (a) above.
c) to give general guidelines and directions to the operation of
the Directorate of Academic Planning and Quality Assurance
(DAPQA)
d) to advise the Academic Board on matters related to the
establishment of new departments
e) to consider the immediate and long-term academic needs of
the University and design appropriate strategies and plans
f) to advise on new courses of study for the University taking
into consideration, the manpower needs of the nation and the
goals set for the University.
12. Publications Board:
Membership: Pro Vice-Chancellor Chairman
One representative elected by each Faculty Board;
One representative from the University of Ghana Press;
Librarian (non-voting member);
Bookshop Manager (non-voting member).
Assistant Registrar/Senior Assistant Registrar (Publications) (Member/
Secretary).
Quorum: Fifty percent of the membership.
Functions: (a) to assess applications for sponsorship
(b) to review works and publications which have
been sponsored.

13. Residence Committee:
There shall be a Residence Committee of the University with the following :
Membership:
Pro Vice-Chancellor - Chairman
Heads of Halls or their representatives
Dean of Students
President of SRC
President of GRASAG
Presidents of JCRCs
Quorum: Fifty percent of the membership, including the Pro Vice-Chancellor
Functions: The functions of the Residence Committee are:
a) to keep under review the Hall System
b) to make adequate provision for the supervision and welfare of
Junior Members;
c) to formulate policies regarding catering in the Halls by students.
14. Sexual Harassment Committee
Membership: Chairperson appointed by Vice-Chancellor
Representative of UTAG
Representative of FUSSAG
Representative of GRASAG
Representative of TEWU
Representative of GAUA
Representative of SRC
Senior Assistant Registrar, Academic Affairs, Secretary
Functions: The functions of the committee are:
(a) to receive complaints
(b) to investigate complaints
(c) to make recommendations to the Vice-Chancellor
(d) to take responsibility for monitoring compliance
(e) to provide education for the entire community, including providing
avenues for education and training on the Universitys Policy on
Sexual Harassment to: Heads of Department and Academic
advisors, Hall Counsellors, the Counselling Centre, Dean of
Students and personnel of the Office of the Dean of Students
(f) to ensure that the following receive training on sexual harassment
during orientation: newly recruited staff and fresh students.
(g) to be responsible for the production and dissemination of
educational materials to the general University Committee.
Quorum: Fifty percent of the membership.
15. Time-Table Committee:
Membership: Chairman appointed by Academic Board
A representative each from the Faculties
Two (2) representatives of the students body
A representative of the Registrar
Senior Assistant/Assistant Registrar (Examinations) -- Secretary

Quorum: Fifty percent of the membership.
Function: To draw up time-table for teaching and examinations in consultation
with the Teaching and Examinations Section. Faculty
representatives are to work in close consultation with the Deans
over time-table issues.
16. Training and Development Committee
Membership: Pro Vice-Chancellor - Chairman
Registrar
All Deans
Director of Finance
Deputy Registrar (Division of Human Resource)
Senior Assistant Registrar (Training & Development)
-Member/Secretary
Quorum: Fifty percent of the membership
Functions: (a) Conducting in-service training for teaching
staff in collaboration with the Directorate
of Academic Planning and Quality Assurance
(DAPQA) of the University
(b) Conducting induction training for Deans,
Heads of Academic Departments/Sections/Units
(c) Conducting Orientation for newly appointed academic and
administrative staff
(d) Responsible for processing of study leave applications.
(e) Responsible for processing scholarships
e.g. Ghana Scholarships, Fulbright, Commonwealth etc.
17. Research & Conferences Committee:
Membership: Vice-Chancellor Chairman
Pro ViceChancellor
All Deans
Three members elected by the Academic Board;
One member elected by each Faculty Board;
Such co-opted members as the Academic Board may
from time to time approve.
Quorum: Fifty percent of the membership.
Functions: (a) to examine and take appropriate action on
all applications on grant chargeable to the special Research and Conferences Fund;
(b) to maintain links with Research-funding agencies
and to serve as a channel for major research projects;
(c) to make known and publish periodically,
research activities undertaken and progress
made within the University;
(d) to consider applications from members of staff to
attend conferences.
18. Professional Board - Institute of Education:
Membership: Vice-Chancellor Chairman;
Pro Vice-Chancellor;
Deans of Faculty;
Director, Institute of Education;
One representative elected by Departmental Boards of the Faculty of
Education;
Chief Director, Ministry of Education or his representative;
Principals of affiliated Colleges of Education.
Quorum: Fifty percent of the membership.
Functions: (a) to approve the courses of study of the Colleges
of Education.
(b) to conduct examinations of the Institute and
appoint Examiners, and;
(c) to recommend to the Academic Board the award
of certificates or Diplomas to successful candidates of
the constituent Colleges.
19. Governing Board Institute for Educational Planning and Administration:
Membership: Pro-Vice-Chancellor Chairman;
Chief Director, Ministry of Education, UCC
The Rector, G.I.M.P.A or his representative
The Director, I.E.P.A.
The Director General, G.E.S. or his representative
Representative of N.C.T.E.
Director, Manpower Board (Ministry of Finance)
The Secretary, Ghana National Commission on UNESCO
The General Secretary, G.N.A.T.
Quorum: Fifty percent of the membership.
Functions: (a) to determine the policies of the Institute;
(b) to provide general supervision and management of
the Institutes activities to ensure the achievement of
the Institutes objectives.
20. Institute for Development Studies (IDS) Board

Membership: Chairman appointed by Vice-Chancellor
One representative elected by each Faculty
One representative from IDS
Director of IDS
The Regional Economic Planning Officer
Assistant Registrar (IDS) -- Secretary

Quorum: Fifty percent of the membership.
Functions: a. To promote and supervise research activities of
the Institute for Development Studies (IDS)
b. To keep under review policies governing the
operation of the Institute.
21. Board of Graduate Studies and Research
Membership: Dean of School of Graduate Studies and Research -- Chairman
All Vice-Deans
Another representative of each Faculty of at least Senior Lecturer status
Deputy Registrar (Academic representing the Registrar)
Secretary to the Board provided by the Registrar.
Quorum: Fifty percent of the membership.
Functions: (a) To give appraisal of candidates, supervisors,
coursework, theses topics, titles and synopses for higher
qualifications based upon recommendations from Departmental
Boards.
(b) To recommend the appointment of Internal and External
Examiners in respect of written papers for post-graduate courses,
dissertations or theses to the Academic Board based upon
recommendations from Departmental Boards.
(c) To keep records of all graduate students and publish
the graduate handbook from time to time.
(d) To periodically initiate the process for review of
the graduate curricula.
(e) To make recommendations to the Academic Board for the
award of post-graduate diplomas and higher degrees upon recommendations
from Faculty Boards.
(f) To liaise with Heads of Department on post-graduate matters in
their various Departments.
(g) To establish and maintain links with graduate schools in other
universities or institutions and promote exchanges of graduate
students and staff engaged in graduate work between this
University and other institutions
22. Centre for Continuing Education (CCE) Board:
Pro-Vice-Chancellor -- Chairman
Dean, Faculty of Education -- Member
Director, Centre for Continuing Education -- Member
Director, Teacher Education, GES -- Member
General Secretary, GNAT -- Member
National Co-ordinator, Distance Education, Accra -- Member
Representative, School of Physical Sciences -- Member
Representative, School of Biological Science -- Member
Representative, Faculty of Social Sciences -- Member
Representative, Faculty of Arts -- Member
Representative, Faculty of Education -- Member
Representative, School of Agriculture -- Member
Deputy Registrar/Assistant Registrar, CCE -- Secretary
Quorum: Fifty percent of the membership.
Functions: (a) To give general guidelines and directions to the operations of the
Centre for Continuing Education;
(b) To advise the Academic Board on the future development of the
CCE, on matters regarding academic, physical, financial and human
resource development;
(c) To consider the immediate and long-term academic and professional
needs of workers, in general, and personnel in the Ghana Education
Service and design appropriate programmes, plans and strategies to
train them;
(d) To consider any matters that the University Council, Academic
Board, Vice-Chancellor and the Faculties may refer to it from time to
time;
(e) Submit periodic reports on its deliberations to the Vice-Chancellor.
SCHEDULE C
COMMITTEES OF THE ADMINISTRATIVE AND SOCIAL SERVICES BOARD
1. Audio Visual Committee
Membership: Chairman elected by Academic Board
A representative from each Faculty
Head, Department of Science Education
A representative from Department of Science Education
The Librarian or his representative
Chief Technician, Department of Physics
Senior Assistant Registrar/Assistant Registrar (Admissions)
- Secretary
Quorum: Fifty percent of the membership
Function: a. To keep under review the policies of the Audio
Visual Centre
b. To consider the requirements of the Audio
Visual Centre
2. Campus Security and Safety Committee:
Membership: Chairman elected by Academic Board;
Two representatives elected by the Academic Board;
One representative elected by the Heads of Halls;
The Registrar or his representative;
One representative elected by Senior Staff of the University, and
One representative elected by the Students Representative Council.
Senior Assistant Registrar/Assistant Registrar (Office of the Registrar)
- Secretary
In Attendance: Head of Security
One Representative from the Fire Service Unit.
Quorum: Fifty percent of the membership.
Functions: to keep under review the security and safety measures in force
at the University and suggest improvements.
3. Chaplaincy Committee
Membership: Chairman elected by the Academic Board
All Chaplains of the University
One senior member from each Chaplaincy Committee
One senior staff from each Chaplaincy Committee
One junior staff from Cape Coast
All ordained priests on campus i.e. ordained employees\students ex-
officio members.
Senior Assistant Registrar/Assistant Registrar (Students Affairs)
- Secretary
Quorum: Fifty percent of the membership.
Functions: (a) To co-ordinate all religious activities on campus,
(b) to organize joint worship for the whole community on such
occasions as may be appropriate.
(c) to be responsible for the upkeep of the University Chapel
(d) to be liaison between the religious groups on campus
and the University authorities; and
(e) to recommend the approval of Chaplaincy Committees
as they are formed.
4. Committee of Heads of Halls:
Membership: Dean of Students -- Chairman
Heads of Halls -- Member
Assistant Registrar (Students Affairs) -- Secretary
Quorum: Fifty percent of the membership.
Functions: a. To co-ordinate the work of Heads of Halls.
b. To handle general complaints from Faculties about students matters
not specific to a Hall of Residence or an academic department.
c. To exercise general supervision over students general welfare, joint
activities and services not organized on Hall or Departmental basis such as
clubs/societies and study visits.
5. Cultural Activities Committee:
Membership:
Head of Department of Music -- Chairman
One (1) representative each from FUSSAG and TEWU
Two (2) representatives from Faculty of Arts
One (1) representative each from the other Faculties
One (1) representative of SRC
Assistant Registrar (Public Relations) -- Member/Secretary
Quorum: Fifty percent of the membership.
Functions: (a) To organize and co-ordinate all cultural and entertainment
activities of the University.
(b) To approve the formation of cultural groups on the campus by
the University community.
(c) To co-ordinate and regulate the activities of the cultural groups.
6. University Health Services Committee:
Membership: Pro Vice-Chancellor Chairman
Director of University Health Services (non-voting member).
Regional Director of Medical Services or his representative
One Representative of the University Hospital (Non-Medical Officer).
Two students representatives.
Two members elected by the Academic Board
Two Representatives of Convocation one of whom shall be a
non- teaching staff.
One Representative from FUSSAG
One Representative from TEWU
In Attendance: Hospital Administrator (Secretary)
Quorum: Fifty percent of the membership.
Functions: (a) The Health Services Committee shall be responsible to the
Academic Board for the formulation of policies for the efficient
administration of the University Hospital including the execution of
contracts for the maintenance of medical and sanitary services on campus
(b) To keep under review the functioning of the University Hospital,
medical and environmental services and make recommendations to the
Academic Board.
(c) The Committee shall also be responsible for the maintenance of appropriate
and up-to-date records of all the activities of the University Hospital.
(d) The Committee shall establish such sub-committees as it may
consider necessary and it shall meet, at least, twice in a semester.
7. Housing Committee:
Membership: Pro Vice-Chancellor - Chairman
Chairman, Estate Management committee
Deputy Registrar (DLCGS)
One representative elected by each Faculty Board
One member elected by Convocation and
Estate Officernon-voting member (Secretary).

Quorum: Fifty percent of the membership.
Functions: (a) To keep under review the housing accommodation and
the rest house facilities of the University and to determine their
adequacy to the needs of the University and advise the Academic
Board thereon
(b) To advise the Administrative and Social Services Board on
the establishment and administration of an equitable system for
allocating housing units in accordance with an approved allocation
system
(c) to allocate housing units to staff in the University.
8. Public Relations Committee:
Membership: Pro-Vice-Chancellor -- Chairman
Registrar -- Member
Director of Finance -- Member
Deputy Registrar (DLCGS) -- Member
One representative elected by each Faculty -- Member
Two representatives elected by Convocation -- Member
Director of Development -- Member
Dean of Students -- Member
Co-ordinator, Audio Visual Aids Centre (UCC) -- Member
One representative elected by the Senior Staff
of the University -- Member
One representative elected by SRC -- Member
One representative elected by the UCC
Alumni Association -- Member
Representative of the Publications Unit -- Member
Curator, Grounds and Garden Unit -- Member
One representative of TEWU. -- Member
Estate Officer -- Member
Head of Security -- Member
Transport Officer -- Member
Assistant Registrar/Senior Assistant Registrar
(Public Relations) -- Member
Quorum: Fifty percent of the membership.
Functions: (a) To establish contact with the University community and the public
using the appropriate media. To keep under constant review the
Universitys public and community relations and suggest measures for
improvement.
(b) To plan and make programmes for all official ceremonies,
e.g. Congregation.
(c) To organize and co-ordinate all public lectures in the University.
(d) To maintain contact with the University Alumni Association.
(e) To co-ordinate the activities of the Hall Alumni Associations.
9. Senior Common Room Committee:
Membership: Chairman elected by Academic Board
Five Senior members elected by Convocation
One member each elected by the Academic and Administrative staff of the
University
Three Senior Staff elected by Senior Staff Association of the University.
Quorum: Fifty percent of the membership.
Functions: (a) To promote social intercourse and recreation of
Senior Members and Senior Staff;
(b) To ensure efficient management of the Senior
Common Room.
10. Sports and Recreation Committee:
Membership: Chairman elected by the Academic Board
Two senior members elected by Convocation
Two representatives of FUSSAG
Two junior staff nominated by TEWU
Two students nominated by the Students Sports Union
One representative from of HPER
University Sports Coach (non-voting member)
Assistant Registrar (Students Affairs) -- Secretary
Quorum: Fifty percent of the membership.
Function: (a) To keep under general review, sports and recreational activities
of both staff and students
(b) To advise the Finance Committee on provision of facilities for
sports and recreation
11. Survey Committee:

Membership: Pro-Vice-Chancellor Chairman
Deputy Registrar (DLCGS.) Member
Director of Development or his representative Member
Director of Internal Audit Member
Estate Officer or his representative Member
Transport Officer Member
Director of Finance or his representative Member
Assistant Registrar/Senior Assistant Registrar
(DLCGS.) Member
Quorum: Fifty percent of the membership.
Functions: To consider requests for the disposal of obsolete
University property and recommend the appropriate action after
inspection.
12. Transport Committee:
Membership: Pro-Vice-Chancellor - Chairman
One representative elected by each Faculty Board
One representative elected by Academic Staff of the University;
One representative elected by Senior Staff of the University;
One representative elected by Junior Staff of the University;
One representative elected by GRASAG
One representative elected by Students Representative Council;
Transport Officer
Director of Finance or his representative
Quorum: Fifty percent of the membership.
Functions: (a) To keep under review the functions of the Transport Section, and
(b) To make recommendations on it to Administrative and Social
Services Board.
SCHEDULE D
CRITERIA FOR APPOINTMENTS AND PROMOTIONS OF SENIOR MEMBERS
(TEACHING)
1.0 GENERAL PROVISIONS FOR APPOINTMENTS
Procedure for Full-time Appointments
1.1 All fresh, full time appointments shall be by interview.
1.2 Candidates seeking appointment to teaching positions must obtain the Universitys
Application for Appointment Form from the Registrar, and complete in quadruplicate.
The following documents must accompany the completed forms:
i) Transcripts of academic qualifications and photocopy of certificates.
ii) Detailed, updated curriculum vitae.
iii) At least two recent passport-sized photographs.
iv) Names of at least three (3) referees one of whom should have known the candidate
as a student.
1.3 On receipt of the completed Forms by the Registrar, the following procedure shall
apply :
i) The Registrar must verify and authenticate the publications, documentations and
certificates of applicants.
ii) The Registrar shall forward the Forms to the appropriate Head of Department after
satisfying himself/herself that all relevant documents have been provided by the
applicants.
iii) The application shall be considered by the Departmental Appointments and
Promotions Committee for the purposes of interaction with the applicant in the first
instance within two (2) weeks to cross check the qualification, content, as well as
the relevance of the applicants expertise to the achievement of the Departmental
objectives. The report of the Departmental Committee should be duly signed by all
members present.
1.4 On receipt of the report from the Head of Department, the Dean shall refer the report,
together with all the specified documents, including, at least, two Referees Reports on the
candidate, to the Faculty Appointments and Promotions Committee for consideration.
1.5 The Faculty Appointments and Promotions Committee shall forward its Report duly signed
by all the eligible members to the Registrar.
1.6 On receipt of the Faculty Appointments and Promotions Committees report, the Registrar
shall present the candidate, together with all reports on him/her, to the Universitys
Appointments and Promotions Board for interview.
1.7 The decision of the Appointments and Promotions Board on the candidate shall be
communicated to the candidate and other University Authorities concerned.
2.0 Qualifications for Appointment
2.1 Assistant Lecturer
In special cases candidates with M.Phil or research based MBA, or any equivalent
qualification, may be considered. Candidates appointed under such conditions must take
steps to obtain a Ph.D. at most five years after appointment before candidate may be
considered for promotion to the next higher position of Lecturer. Candidates who fail to
move to the next stage of a lecturer will not be eligible to apply for renewal of contract
appointment.
2.2 Lecturer
A candidate seeking appointment as Lecturer must:
i. possess a Ph.D. in the relevant field of specialization.
ii. have teaching/research experience, preferably from a tertiary institution.
iii. provide evidence of publications. This will be an advantage.
2.3 Senior Lecturer
A candidate seeking appointment as Senior Lecturer must:
i. satisfy the academic qualification specified for Lectureship under (1.2) above.
ii. have at least four years post-qualification teaching/research experience in an
analogous institution of higher learning.
iii. have at least five refereed publications in his/her area of specialization.
2.4 Associate Professor/Deputy Librarian
A candidate seeking appointment as Associate Professor/Deputy Librarian must:
i. satisfy the academic qualifications specified for Senior Lecturer under (1.3) above.
ii. have taught in an analogous institution of higher learning for a minimum of four
years as Senior Lecturer, or worked as a Senior Assistant Librarian for a minimum
of four years in a University or analogous institution, in the case of a Deputy
Librarian
iii. have at least seven (7) refereed publications since his/her last appointment as
Senior Lecturer/Senior Assistant Librarian or must have a total of twelve (12)
refereed publications since appointment as Lecturer/Assistant Librarian.
iv. produce evidence of any other research/professional activity.
2.5 Professor/Librarian
For appointment to the rank of Full Professor/Librarian, a candidate must:
ii. satisfy the academic qualification for the rank of Associate Professor/Deputy
Librarian.
iii. have taught for a minimum of two (2) years as Associate Professor or have
considerable number of years of teaching/research experience in a University or a
comparable institution. In the case of Librarian, the candidate must have worked for
a minimum of two (2) years in a University or analogous institution as Deputy
Librarian.
2.5.1 Age Limit for Appointment
The age limit for fresh appointment to a Lectureship position for those without Ph.D. as
specified above is forty-five (45) years.

2.6 Probation Period
2.6.1 All newly appointed persons without University teaching experience shall serve a
probation period of not less than one (1) year.
2.6.2 Mentorship for the Appointee - If the Appointments and Promotions Board approves an
application for appointment, the appointee may be assigned to a Mentor for the period of
his/her probation.
3.0 Confirmation of Appointment
All appointments on probation (other than temporary appointments) shall be subject to
confirmation at the end of the probation period.
3.1 Procedure for Confirmation of Appointment
3.1.1 At the end of the probation, the appointees Mentor shall submit a report in accordance
with the approved guidelines for reporting on appointees on probation to the Head of
Department.
3.1.2 On receipt of the Mentors report, the Head of Department shall attach his/her completed
Assessment Form on the appointee and submit same to the Dean of Faculty.
3.1.3 The Dean shall vet the two reports and if he/she finds the reports satisfactory, he/she
shall forward same for consideration by the Faculty Appointments and Promotions
Committee.
3.1.4 The Faculty Appointments and Promotions Committee shall submit its report to the
Registrar.
3.1.5 On receipt of the Faculty Appointments and Promotions Committees report, the Registrar
shall ensure that the reports are in order before preparing same for consideration by the
Appointments and Promotions Board.
3.2 Unsatisfactory Reports after Probation
At the end of probation under (2.1) above, if a report (s) is/are found to be
unsatisfactory, the period of probation may be extended for up to one (1) academic year.
3.3 Satisfactory Reports
3.3.1 If the reports are satisfactory, the decision of the Appointments and Promotions Board
shall include confirmation of the appointment for up to the first six (6) years, with effect
from the date of appointment, to mark the end of the appointees first contract
appointment.
3.3.2 The decision of the Appointments and Promotions Board shall be communicated to
the appointee.
4.0 Renewal of Contract Appointment
All non-tenure appointments are subject to renewal at the end of an existing contract
period.
4.1 Procedure for Renewal of Contract Appointment
4.1.1 At least six (6) months to the end of his/her existing contract, the appointee should be
reminded to apply in writing, indicating his/her intention to renew or otherwise, the
contract.
The following contract periods shall apply in relation to publications:
i. Without any publication during the contract period: contract to be renewed for two
(2) years.
ii. One (1) publication: contract to be renewed for four (4) years.
iii. Two (2) or more publications: contract to be renewed for six (6) years.
4.1.2 Any application under (3.1.1.) above shall:
i) specify the number of years for which the appointee intends the contract to be
renewed, (e.g. 2, 4 or 6 years).
4.2 Mode of Application for Renewal
An appointee seeking renewal of his/her contract appointment, shall submit his/her
application addressed to the Chairman, Appointments and Promotions Board, through
the Head and the Dean.
4.2.1 The Head of Department, on the receipt of the application, shall attach his/her report
on the appointee and submit same for consideration by the Departmental Appointments
and Promotions Committee.
4.2.2 If the Departmental Appointments and Promotions Committee finds the report
satisfactory, the Head of Department shall refer same to the Dean of Faculty.
4.2.3 On receipt of the application together with the Departmental Appointments and
Promotions Committees report, the Dean shall refer same for consideration by the
Faculty Appointments and Promotions Committee.
4.2.4 The Faculty Appointments and Promotions Committee, after its consideration, shall
submit its report, duly signed by only eligible members, to the Registrar.
4.2.5 On receipt of the Facultys Report, the Registrar shall submit same for consideration by
the Appointments and Promotions Board after satisfying himself/herself that the report has
met stipulated requirements.
4.3 Termination of Appointment
4.3.1 Refer to Statute 48 of the Universitys Statutes, 2012
4.3.2 Grounds for Termination
4.3.3 Refer to the Statute 48.1 and 48.2 of the Universitys Statutes, 2012
5.0 Promotions
5.1 General Provisions
The following general provisions shall apply:
5.1.1 Candidates applying for promotion should obtain application forms from the Registrar
for completion.
5.1.2 Completed application forms, including requisite supporting documents such as:
Updated Curriculum Vitae, list of Publications/Articles, together with their hard/soft
copies (as the case may be), should be submitted to the Head of Department.
(Heads of Department should not take more than two weeks to forward submitted
applications to the Office of the Dean.)
5.1.3 The Head of Department shall forward the applications to the Dean of Faculty
for consideration by the Faculty Appointments and Promotions Committee.
5.1.4 The Faculty Appointments and Promotions Committee shall consider the
applications, together with supporting documents and make appropriate
recommendations to the Appointments and Promotions Board through the Registrar.
5.1.5 The Head of Department, in consultation with the Dean of Faculty/School/
Centre, will nominate external assessors for consideration and approval by the Vice
Chancellor.
5.1.6 The Faculty Appointments and Promotions Committees report should be signed
by all Members present at the meeting. Only eligible Faculty Committee members shall
sign the Report.
[For avoidance of doubt, an eligible member of the Faculty/Departmental Committee is
one whose rank is equal to or above the rank for which the applicant is seeking].
6.2 Assessment Procedure
6.2.1 All assessments of publications shall be done by external assessors.
6.3 Grading of Assessments
6.3.1 External Assessors shall quantify their assessments in percentage such as 50%,
70%, 80%, etc., and give corresponding letter grades.
6.3.2 The external assessors assessment should be scaled down to 50%. Out of the remaining
50%, candidates should be assessed by the departments in two parts:
(i) 15 marks for service to the community, i.e. involvement in activities within and
outside the University to be scored as follows:
a) Very active = 11 15
b) Active = 6 10
c) Less Active = 0 5
(ii) 35 marks grading for teaching in the department to be scored as follows:
a) Excellent = 31 35
b) Very good = 26 30
c) Good = 21 25
d) Fair = 16 20
e) Poor = 0 15
(iii) A candidate should earn at least 50% of the above for his/her papers to be
considered.
6.3.3 The Departmental Committees assessment as in (4.3.2 above) shall be brought to the
Faculty Appointments and Promotions Committee for consideration and approval.
6.3.4 By the weighting system outlined above, a candidate needs to score an average of
B in the publication to qualify for consideration for promotion.
Modalities
6.4.1 A Dean of Faculty shall call a special meeting to discuss applications within two (2)
weeks of receiving an application.
6.5 Use of Modules for Promotion
6.5.1 From Lecturer to Senior Lecturer, a maximum of two (2) modules will be accepted for
consideration in addition to other publications.
6.6 Promotion of Research Staff
For staff in research departments or institutes, the minimum number of publications
required shall be one-and-half (1!) that expected from the teaching staff.
6.7 Promotion Criteria
6.7.1 From Lecturer to Senior Lecturer
Candidates seeking promotion to the rank of Senior lecturer must satisfy the following
conditions:
(i) must have been engaged in University teaching, research and community service as
a Lecturer for at least four (4) years;
(ii) must have at least five (5) publications to his/her credit
(iii) other conditions as provided under 4.1 - 4.6 above.
6.7.2 From Senior Lecturer to Associate Professor/Deputy Librarian
Candidates seeking promotion to the rank of Associate Professor/Deputy Librarian must
satisfy the following conditions:
(i) Associate Professor - must have been engaged in University teaching, research and
community service as a Senior Lecturer for at least four (4) years;
Deputy Librarian - must have served as Senior Assistant Librarian for four (4)
years in a Library of the University or analogous Institution of Learning;
(ii) must have at least seven (7) publications to his/her credit after promotion to the
rank of Senior Lecturer/Senior Assistant Librarian;
6.7.3 From Associate Professor/Deputy Librarian to Full Professor/Librarian
Candidates seeking promotion to the rank of Full Professor/Librarian must satisfy the
following conditions:
(i) must have been engaged in University teaching, research and community service as
Associate Professor for at least two (2) years;
For promotion to the rank of Librarian, candidate must have served for at least two
(2) years as Deputy Librarian.
(ii) must have at least twenty (20) refereed publications, at least eight (8) of which
must have been published after appointment as Associate Professor/Deputy
Librarian.
7.0 Publications for Promotion
7.1 Definition of Publications
7.1.1 The following shall be accepted as evidence of publications:
i. Books and parts of books published or evidence of acceptance for publications.
ii. Articles in scholarly/refereed journals.
iii. Research/consultancy/technical reports.
In the assessment of the above publications, a high premium will be placed on refereed
publications.
7.1.2 For the purposes of assessment, a paper not published in refereed journals and books
shall be defined as:
(a) Peer reviewed technical reports from institutes, centers, multilateral agencies
(e.g. UN System), bilateral agencies (e.g. DFID, USAID, DANIDA) and other
Local and International organizations (e.g. PPAG, Care, Plan), shall attract two out
of three points. Evidence must be provided.
(b) Commissioned reports published by the above agencies or accepted for
publication under the auspices of the agency involved shall attract two out of three
points.
(c) A paper presented at a local or international seminar/workshop which has been
published as proceedings shall attract one point if not refereed. If refereed, it shall
attract three points.
7.2 Number of Publications & their Value
7.2.1 (a) One (1) published book shall count three papers;
(b) Joint publications should be credited to the co-authors in the following
manner:
! co-authored book shall attract a maximum of 9 points:
! one (1) chapter contributed by a co-author in a book to count one paper;
! two or more chapters contributed by a co-author in one book should count
two papers and no more.
7.2.2 For the purposes of assessment, the following numerical points system shall apply:
i) a sole authored book shall attract a maximum value of nine (9) points.
ii) a co-authored book with 2 or more chapters shall attract a maximum value of
nine (9) points.
iii) a refereed paper shall attract a maximum value of three (3) points.
iv) other publications will be assessed as indicated in the relevant sections of Item
5.1.2.
7.2.3 An applicant will need a cumulative minimum of fifteen (15) points for an application to
be considered. (3 x 5 = 15).
7.3 Refereed and Unrefereed Publications
(i) A Refereed publication is any publication which has been published in a refereed
journal/book.
(ii) An Unrefereed publication shall include Research, Consultancy and Technical
Reports.
7.4 Exceptional Cases
The criteria outlined above are intended to be used as a guide. The Universitys
Appointments & Promotions Board may consider exceptional cases on their merit.
8.0 Assessment of Publications for Promotion
8.1 Assessment of Publications
All papers submitted in support of promotion shall be externally assessed.
8.1.1 Definition of External Assessor
An External Assessor is defined as an assessor who is an academic or a professional of
repute and who is not a member of the University of Cape Coast, and who is in no way
related to or known by the applicant.
8.1.2 Procedure for External Assessment of Publications
i. On receipt of the application for promotion from the candidate, the Dean will submit
a minimum of five (5) names to the Registrar to do the initial consultation. (Both
the Head of Department and the Dean must be higher than or be equal to, in rank
with the applicant).
ii. Where the applicant is seeking a higher rank than the Head of Department, the Head
of Department shall submit the application without his/her comments, to the Dean
for processing.
iii. Where the applicant is seeking a rank higher than that of the Dean, the Dean shall
refer the application without his/her comments, to the Vice Chancellors office.
iv. Subject to the availability of the assessors, and their willingness to undertake the
assessment, the Dean shall submit their names together with the application and
other relevant documents to the Registrar.
v. On receipt of the document indicated in (iv) above, the Registrar shall first seek the
Vice-Chancellors approval of the nominated assessors, after which he/she shall
submit the documents, together with the guidelines for assessment to the assessors
for the assignment.
vi. On completion of their assessment, the assessors shall forward their reports
together with the documents to the Registrar. The Registrar shall process the
application for consideration by the Appointments and Promotions Board.
vii. The Appointments and Promotions Boards decision shall be communicated to the
applicant to end the procedure. For professorial rank, approval shall be sought
from the University Council.
8.2 Promotion of Senior Members on Study Leave (Teaching)
8.2.1 A senior member, who submitted his/her application for promotion before proceeding on
study leave and was qualified at the time, should be eligible for consideration for
promotion while he/she remains on study leave. Effective date would be when the staff
returns to post. The outcome of the application would be made known to the applicant
when he/she returns.
8.2.2 A senior member who had not applied for promotion before he/she proceeded on study
leave, but was qualified while on study leave, may also apply for promotion while on
study leave, but if the application is successful, his/her promotion letter shall not be
released to him/her until he/she has completed the course of study and resumed duty in
the University.
8.3 Promotion of Senior Members Due to Retire (Teaching)
Senior Members who are due to retire from the University may submit their applications
for promotion at least six (6) months before the date of retirement. Applications
submitted outside this limit shall not be considered.
8.4 Post-Retirement Contract Appointment
8.4.1 Subject to medical fitness, only senior members who are of the rank of Senior Lecturer
or higher shall be eligible to be considered for post-retirement contract appointment.
8.4.2 Post-retirement contract appointment shall not exceed a period of five (5) consecutive
years for Senior Lecturer, eight (8) for Associate Professor and for Full Professor, it may
go up to ten (10) years.
SCHEDULE E
CRITERIA FOR
APPOINTMENTS AND PROMOTIONS OF SENIOR MEMBERS (NON-TEACHING)
REGISTRARS DEPARTMENT
FINANCE DIRECTORATE /INTERNAL AUDIT DIRECTORATE
DIRECTORATE OF PHYSICAL DEVELOPMENT AND ESTATE MANAGEMENT
UNIVERSITY LIBRARY
UNIVERSITY HOSPITAL
COMPUTER CENTRE
GENERAL PROVISIONS FOR APPOINTMENTS
1.0 Procedure for Full-Time Appointment.
1.1 All full time appointments into administrative positions shall be by interview.
1.2 Candidates seeking appointment to administrative positions must obtain the Universitys
Application for Appointment Form from the Registrar and complete in quadruplicate.
The following documents must accompany the completed forms:
a. Transcripts of academic qualifications and photocopy of certificates
b. Detailed, updated curriculum vitae
c. Four recent passport-sized photographs
d. Names of at least three (3) referees.
1.3 Probation Period
1.3.1 All newly appointed persons without University administrative/management experiences
shall serve a probation period of not less than one (1) year.
1.3.2 Mentorship for the Appointee If the Appointments and Promotions Board approves an
application for appointment, the appointee may be assigned to a Mentor for the period of
his/her probation.
1.4 Confirmation of Appointment
All appointments on probation (other than temporary appointments) shall be subject to
confirmation at the end of the probationary period.
1.4.1 Procedure for Confirmation of Appointment
a. At the end of the probation, the appointees Mentor shall submit a report in accordance with
the approved guidelines for reporting on appointees on probation to the Registrar.
b. On receipt of the Mentors report, the Registrar shall attach his/her completed assessment
Form on the appointee and if he/she finds the reports satisfactory, shall forward same for
consideration by the Administration Appointments and Promotions Committee.
c. The Administration Appointments and Promotions Committee shall submit its report to the
Registrar.
d. On receipt of the Administration Appointments and Promotions Committees report, the
Registrar shall ensure that the reports are in order before preparing same for consideration
by the Appointments and Promotions Board.
1.4.2 Unsatisfactory Report after Probation
At the end of probation under (1.4.1) above, if a report is found to be unsatisfactory, the
period of probation may be extended for up to one (1) academic year.
1.4.3 Satisfactory Reports
a. If the report is satisfactory, the decision of the Appointments and Promotions Board shall
include confirmation of the appointment for up to the first six (6) years, with effect from the
date of appointment or to mark the end of the appointees first contract appointment.
b. The decision of the Appointments and Promotions Board shall be communicated to the
appointee.
1.5 Renewal of Contract Appointment
All non-tenure appointments are subject to renewal at the end of an existing contract period.
1.5.1 Procedure for Renewal of Contract Appointment
a. At least six (6) months to the end of his/her existing contract, the appointee should be
reminded to apply in writing, indicating his/her intention to renew or otherwise, the
contract.
1.6 Mode of Application for Renewal
a. An appointee seeking renewal of his/her contract appointment, shall submit his/her
application addressed to the Chairman, Appointments and Promotions Board, through the
Head and the Registrar.
b. The Head of Department, on the receipt of the application, shall attach his/her report on the
appointee and submit same to the Registrar.
d. The Registrar shall refer the application together with the Head of Departments report to
the Administration Appointments and Promotions Committee for consideraiton
e. The Administration Appointments and Promotions Committee, after consideration, shall
submit its report, duly signed by only eligible members, to the Registrar.
f. On receipt of the Administration Appointments and Promotions Committees report, the
Registrar shall submit same for consideration by the Appointments and Promotions Board
after satisfying himself/herself that the reports have met stipulated requirements.
2.0 APPOINTMENTS IN THE OFFICE OF REGISTRAR
2.1 Qualifications for Appointment
2.1.1 Junior Assistant Registrar
Candidates must possess M.Phil (Administration in Higher Education/Educational
Administraiton) or 2-year MBA/MPA, or any equivalent professional qualification. In
addition, candidate must have had at least one year post qualification experience. In
exceptional circumstances, candidates without experience in administration/management
may be considered.
2.1.2 Assistant Registrar
A candidate seeking appointment as Assistant Registrar must:
a. Possess an M.Phil (Administration in Higher Education/Educational
Administration) or 2-year MBA/MPA, or any equivalent professional qualification
b. Have at least two years post qualification experience preferably in higher education
administration,
c. Possession of a doctorate degree in the relevant field of specialization and evidence
of publications will be an advantage.
2.1.3 Senior Assistant Registrar
A candidate seeking appointment as Senior Assistant Registrar must:
a. Satisfy the academic qualifications specified for Assistant Registrar under (5.1.2)
above.
b. Have served as Assistant Registrar or equivalent grade in a university or analogous
institution for a minimum of four (4) years
c. Have at least five publications (refereed/position papers/memoranda) in his/her area
of specialization.
Two external assessors reports on candidates memoranda, reports, papers,
publications, etc., will be required.
2.1.4 Deputy Registrar
Candidates seeking appointment as Deputy Registrar must:
a) Possess an M.Phil or 2-year MBA or equivalent professional qualification.
b) In addition, they must have served as Senior Assistant Registrar or equivalent
grade in an analogous institution for a minimum of five (5) years.
c) Have at least Twelve (12) publications (refereed/position papers/memoranda) in his/
her area of specialization.
Two external assessors reports on candidates memoranda, reports, papers, publications,
etc., will be required. One of the external assessors will sit in the interview.
2.1.5 Registrar
Appointment to the position shall proceed as provided by the Statutes. Appointment shall
be by tenure.
3.0 APPOINTMENTS IN THE DIRECTORATES OF FINANCE AND INTERNAL
AUDIT
3.1 Qualifications for Appointment
3.1.2 Assistant Accountant/Junior Assistant Internal Auditor
Applicants for this position shall possess:
a) a good first degree in accountancy or finance equivalent professional qualification
!) Final Examinations Certificate of any of the following Professional Bodies:
i. Institute of Chartered Accountants (ICA, Ghana)
ii. Chartered Association of Certified Accountants (ACCA)
iii. Chartered Institute of Management Accountants (CIMA)
Or
a) a good first degree in accountancy or finance or equivalent professional qualification
b) Hold relevant 2-year MBA in accounting/finance or any equivalent qualification.
Candidates appointed under such conditions must take steps to improve themselves
professionally at most Five years after appointment before they may be considered for
promotion to the next higher position of an Accountant/Assistant Internal Auditor.
3.1.3 Accountant/Assistant Internal Auditor
For appointment to the above position, a candidate must possess:
Either:

a) a good first degree in accountancy or finance equivalent professional qualification
!". Final Examination Certificate of any of the following Professional Bodies:
i. Institute of Chartered Accountants (ICA, Ghana)
ii. Chartered Association of Certified Accountants (ACCA)
iii. Chartered Institute of Management Accountants (CIMA)
c) Have served as Assistant Accountant/Junior Assistant Internal Auditor for a minimum of
two years in the service of the University or analogous institution.
Or
a) Have a good first degree in accountancy or finance or equivalent professional qualification
b) Hold relevant 2-year MBA degree in accounting/finance with not less than three (3) years post
qualification experience in a university or analogous institution.
3.1.4 Senior Accountant/Senior Assistant Internal Auditor
Candidate must either:
a. Be a member of a recognized professional accountancy body
b. Have a minimum of four (4) years post qualification experience
or
b Have served as Accountant/Assistant Internal Auditor for a minimum of four (4) years in the
service of the University or analogous institution.
c. Possess a minimum of seven (7) years relevant post qualification experience in an industry,
commerce or public service
Note: - MBA holders cannot progress beyond Senior Accountants position.
3.1.5 Deputy Director of Finance/Internal Audit
Candidates seeking appointment to the above position must:
a) Be a member of a recognized professional accounting body.
b) Have served in the University for a minimum of five (5) years as Senior Accountant or
Senior Assistant Internal Auditor
Or
c) Possess a minimum of eight (8) years relevant post qualification experience in industry,
commerce or public service.
Reports from two External Assessors, one of whom shall be a member of the interview panel,
shall be required.
3.1.6 Director of Finance/Internal Audit
The post of Director of Finance or Internal Audit shall be filled by appointment only
The Appointment shall be made in accordance with the relevant University Statutes. Appointment
shall be by tenure.
3.1.7 Appointment under Special Circumstances
Candidates who do not satisfy the requisite qualifications for the position of Assistant Accountant
or any of the position specified above but possess considerable relevant working experience may
be appointed under special circumstances by interview which will be conducted by a panel of
professionals.
4.0 APPOINTMENTS IN THE DIRECTORATE OF PHYSICAL DEVELOPMENT
AND ESTATE MANAGEMENT
4.1.1 Qualification for Appointment
4.1.2 Assistant Engineer/Architect./Planner/Surveyor/ Land Economists/Estate Officer
Candidates seeking appointment as Assistant Engineer or any of its analogous positions
must:
a. Have a minimum of B.Sc in his/her related area of specialization
b. Be a Registered member of a related professional body
c. Have 2-3 years working experience
Candidates appointed under such conditions must take steps to improve themselves
professionally at most two years after appointment before being promoted to the next
higher position of Engineer/Architect/Planner/Surveyor/Land Economist.
4.1.3 Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer
A candidate seeking appointment as Engineer or any of its analogous positions must:
a. Possess a B.Sc. and a post- graduate degree or its equivalent in his/her related area
of specialization
b. Be a registered full member of a related Professional body
c. Have two years working experience
4.1.4 Senior Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer
A candidate seeking appointment as Senior Engineer or any of its analogous position must:
a. Possess B.Sc. and post-graduate or its equivalent in his/her related area of specialization
b. Be a registered full member, in good standing, in his/her related area of specialization
c. Have four years post qualification experience
4.1.5 Deputy Director (Engineer/Architect/Planner/Surveyor/Land Economist/Estate
Officer)
Candidates seeking appointment as Deputy Director (Engineering) or any of its analogous
positions must:
a. Possess a B.Sc. and post-graduate degree
b. Be registered full members, in good standing, in a related area
of specialization
c. Have five years experience as a Senior Engineer or any of its analogous in a
university or analogous higher institution or ten years post professional
qualification experience since qualifying as an Engineer.
4.1.6 Director Engineer/Architect/Planner/Surveyor/Land Economist
Appointment to the position of Director in any of the analogous disciplines shall proceed as
provided by the Statutes. Appointment shall be by tenure.
5.0 APPOINTMENT IN THE LIBRARY
5.1 Qualification for Appointment
5.1.1 Junior Assistant Librarian
A candidate seeking appointment as Junior Assistant Librarian must possess MA
(Information Studies/ Librarianship) Degree.
5.1.2 Assistant Librarian
A candidate seeking appointment as Assistant Librarian must possess MPhil (Information
Studies/Librarianship). In a situation where the applicant holds MA (Information Studies/
Librarianship) he or she must have served for two (2) years as a Junior Assistant Librarian
and has passed a promotional interview.
A candidate with MA (Information Studies/Librarianship) who has served as Junior
Assistant Librarian for at least two(2) years must take steps to obtain MPhil at most five(5)
years after appointment/promotion before being considered for promotion to the next higher
position of Senior Assistant Librarian.
5.1.3 Senior Assistant Librarian
A candidate seeking appointment as Senior Assistant Librarian must:
i. satisfy the academic qualification specified under (8.1.2) above.
ii. have at least four years post-qualification experience in an analogues institution of
higher learning.
iii. have at least five (5) referred publications in Information Studies/Librarianship/
Information Science.
6.0 APPOINTMENTS IN THE UNIVERSITY HEALTH SERVICES
6.1.0 APPOINTMENTS OF MEDICAL OFFICERS
6.1.1 Medical Officer 2 (MO)
Candidates must possess a good first degree in medicine and must have been successful in
his/her housemanship and must have been registered with the Ghana Medical and Dental
Council.
6.1.2 Medical Officer 1 (MO)
For appointment as Medical Officer 1, candidates must possess a good first degree in
medicine and must have been successful in his/her housemanship and must have registered
with the Ghana Medical and Dental Council. Must have also served as Medical Officer 2
for at least two (2) years or 2 years post qualification.
6.1.3 Senior Medical Officer (SMO)
For appointment as Senior Medical Officer, candidates must possess a good first degree
and must have registered with the Ghana Medical and Dental Council. Must have also
served as Medical Officer 1 for at least four (4) years.
6.1.4 Deputy Director, Medical Services (DDMS)
For appointment as Deputy Director, Medical Services, candidates must possess a good
first degree and must have registered with the Ghana Medical and Dental Council. Must
have served as Senior Medical Officer in the University or analogous institution for at least
five (5) years.
6.1.5 Pharmacist 2 (P)
A candidate must possess a good professional first degree (Bachelor of Pharmacy B.
Pharm, or Doctor of Pharmacy Pharm. D), must have been successful in his/her
internship, must have written and passed the Pharmacy Professional Qualifying
Examination, registered with the Pharmacy Council and the Pharmaceutical Society of
Ghana.
6.1.6 Pharmacist 1 (P)
For appointment as Pharmacist 1, a candidate must have met all the requirements in 6.1.5
above and must have at least 2 years post-qualification experience. A candidate must also
show evidence of having contributed to improvements in health services delivery by
publishing or submitting at least two (2) papers or memos.
6.1.7 Senior Pharmacist (SP)
For appointment as Senior Pharmacist, a candidate must have qualifications as indicated in
6.1.6 above, must have served as Pharmacist 1 in an analogous institution for at least 4
years or have a higher / specialist degree in addition to at least six (6) years post registration
experience. In addition, a candidate must also show evidence of having contributed to
improvements in health care delivery by publishing or submitting at least five (5) papers or
memos.
6.1.8 Deputy Director, Pharmaceutical Services (DDPS)
For appointment as Deputy Director, Pharmaceutical Services, a candidate must have
qualifications as in 6.1.7 above, must have served as Senior Pharmacist for five (5) years
and must have shown evidence of having contributed to improvements in health services
delivery by publishing or submitting at least five (5) papers/memos.
6.1.9 Director
Appointment of Director shall be in accordance with the statutes
7.0 APPOINTMENTS IN THE INFORMATION COMMUNICATION
TECHNOLOGY SERVICES
Student Records and Management Information Section
Computer Centre
ICT Centre
Senior Member positions within the ICT Directorate will have the following specializations:
Application Development
Network/Systems Administration
Systems Analysis
Web Technology/Multimedia Technology
7.1 Qualifications for Appointment
7.2 Assistant Application Developer/Assistant Network or Systems Administrator/
Assistant Systems Analyst/Assistant Web Technologist
(Assistant Programmer)
Candidates with M.SC Computer Science and M.Sc. Information Technology (Computer,
Telecommunications, Electrical/Electronic, etc.), Management Information Systems or any other
ICT related disciplines or any equivalent qualification without university/higher educational
management experience may be considered. Candidates appointed under such conditions must take
steps to improve themselves professionally at most Two years after appointment before being
considered for promotion to the next higher position of Application Developer/Network
Systems Administrator/Systems Analyst/Web Technologist. Any candidate who fails to
move to the next rank, that is, Application Developer/ Network Systems Administrator/
Systems Analyst/ Web Technologist, will not be eligible to apply for renewal of contract
appointment.
In very exceptional cases, candidates who possess first degrees in any of the above mentioned
areas with professional certification in areas such as MCSE, MCSA, MCDBA, CCIE, and
minimum of 4 years working experience may be considered. Such applicants however will need to
obtain master degrees before being promoted to the next position.
7.3 Application Developer/Network Systems Administrator/Systems Analyst/Web
Technologist (PROGRAMMER)
A candidate applying for any of the above positions must:
a) Possess qualification as in one of the following:
i) M.Sc/M.Phil Computer Science
ii) M.Sc/M.Phil Information Technology
In exceptional cases candidates with:
i) B. Sc Informatics
ii) B.Sc Computing
iii) B.Sc Management Information Systems
iv) B. Sc Statistical Computing
v) B. Sc. Mathematics
with extensive Computing Component may be considered for appointment
b) Must have worked in a university in any of the positions in (7.2) for a minimum of two
years.
c) Must have some experience in writing and testing programmes, reviewing them, making
modification to programmes and supporting procedures, developing new operating documents etc
d) Must have good knowledge of the following operation environment: DOS and WINDOWS.
e) Be familiar with email installation and have some idea about the INTERNET
7.4 Senior Application Developer/Senior Network or Systems Administrator/Senior
Systems Analyst/ Senior Web Technologist (Systems Analyst)
A candidate seeking appointment into any of the above positions must
a) Possess one of the following:
i) M.S c/M.Phil Computer Science
ii) M.Sc/M.Phi in Computing
iii) M.Sc/M.Phil in Informatics
iv) M.Sc/M.Phil in Computation
v) M.Sc/M.Phil in Management Information Systems
b) Have worked for a minimum of four (4) years as a Senior Application Developer or any of its
equivalences (Programmer)
c) Have considerable experience in writing and testing programmes, reviewing them, making
modification to programmes and supporting procedures, developing new operating documents etc
d) Have some training in systems analysis and design and software development
e) Have considerable knowledge of the following operation environment DOS and WINDOWS.
f) Be familiar with email installation and have some idea about the INTERNET
7.5 Deputy Director (Application Development)/ Deputy Director (Network or
Systems Administration)/ Deputy Director (Systems Analysis)/ Deputy Director (Web
Technology) (Deputy Director (Information Systems)
Candidates seeking appointment to the above position must:
a) Possess one of the following:
i) M.Sc/M.Phil Computer Science
ii) M.Sc/M.Phil in Computing
iii) M.Sc/M.Phil in Informatics
iv) M.Sc/M.Phil in Computation
v) M.Sc/M.Phil in Management Information Systems
b) Have at least five (5) years relevant experience as a Senior Systems Analyst in a university or
a similar institution of higher learning or at eight (8) years relevant post graduate experience in
computer system operation/application development and training in system analysis/design
methodology.
c) Have knowledge and ability to develop system, capable of conducting feasibility study into
potential IT application areas and producing a feasibility report.
e) Have knowledge of at least four (4) programming languages and capable of carrying out
maintenance and enhancement of existing systems, reviewing and revising procedures and
standards.
f) Have knowledge/training in relational database
g) Have handled and completed various projects of considerable magnitude and value from System
Analysis stage through programming to implementation stage.
f) Capable of providing and arranging for required technical support and assistance to staff of the
centre and users and arranging with suppliers for proper repairs and maintenance
g) Have considerable knowledge of the following operation environment DOS, WINDOWS and
UNIX networking.
h) Be familiar with e-mail installation and have some experience and knowledge of the
INTERNET
i) Have some administrative proven supervisory ability.
Reports from two External Assessors who shall also be members of the Interview panel shall be
required.
7.6 Director (Information Systems)
Candidates seeking appointment to the above position must:
a) Possess one of the following:
i) M.Sc/M.Phil Computer Science
ii) M.Sc/M.Phil in Computing
iii) M.Sc/M.Phil in Informatics
iv) M.Sc/M.Phil in Computation
v) M.Sc/M.Phil in Management Information Systems
b) Have at least four (4) years relevant experience as a Deputy Director (Information Systems) in a
university or a similar institution of higher learning or at twelve (12) years relevant post graduate
experience in computer system operation/application development and training in system analysis/
design methodology.
c) Have knowledge and ability to develop system, conduct feasibility study into potential IT
application areas and produce a feasibility report.
d) Have knowledge of at least five (5) programming languages and the ability to carry out
maintenance and enhancement of existing systems, reviewing and revising procedures and
standards.
e) Have knowledge/training in relational database
f) Have handled and completed various projects of considerable magnitude and value from System
Analysis stage through programming to implementation stage.
g) Capable of providing and arranging for required technical support and assistance to staff of the
centre and users and arranging with suppliers for proper repairs and maintenance
h) Have considerable knowledge of the following operation environment DOS, WINDOWS and
UNIX networking.
i) Be familiar with e-mail installation and have some experience and knowledge of the INTERNET
j) Have some administrative proven supervisory ability.
Reports from two External Assessors who shall also be members of the Interview panel shall be
required.
The position shall be by appointment only and through Advertisement.. Appointment shall be by
tenure.
8.0 APPOINTMENTS IN THE UNIVERSITY BASIC SCHOOLS
8.1 Head, University Junior High/Primary Schools /Kindergarten
A candidate seeking appointment as Head of any of the University Basic Schools must possess an
M.Phil and/or equivalent qualification with a minimum of fifteen years relevant experience in
Education Administration and/or Guidance and Counselling. The candidate must be of Assistant
Director or equivalent grade and/or above in an analogous institution. The appointment will be
made only when a vacancy exists.
8.2 Assistant Head, University Junior High/Primary Schools/Kindergarten
A candidate seeking appointment as Assistant Head of any of the University Basic Schools must
possess an M.Phil and/or equivalent qualification with a minimum of ten years relevant experience
in Education Administration and/or Guidance and Counselling. The appointment will be made only
when a vacancy exists.
9.0 APPOINTMENTS IN THE UNIVERSITY SPORTS SECTION
9.1 Sports Coach
A candidate applying for the position of Sports Coach must possess an M.Phil or equivalent
professional qualification with a minimum of two years relevant experience. The candidate must be
knowledgeable in Sports Organization at the University level or analogous institution. The
appointment will be made only when a vacancy exists.
10.0 APPOINTMENTS IN THE UNIVERSITY PRINTING PRESS
10.1 Manager of Printing Press
A candidate applying for the position of Manager, Printing Press must possess an M.Phil in
Publishing Studies (Printing Option) and/or equivalent professional qualification with a minimum
of four years relevant experience in the Printing/Publishing industry. Appointment will be made
only when a vacancy exists.
11.0 APPOINTMENTS IN THE UNIVERSITY SECURITY SECTION
11.1 Head of Security Section
Candidate applying for the position as head of Security must possess an M.Phil or equivalent
professional qualification with a minimum of four years relevant experience in the security service.
Attainment of the rank of captain in the army or deputy superintendent in the police service may be
an advantage. Appointment will be made only when a vacancy exists.
12.0 APPOINTMENTS IN THE GROUNDS AND GARDENS SECTION
12.1 Curator
Candidate seeking appointment as Curator in the Grounds and Gardens Section must possess an
M.Phil in Horticulture or equivalent professional qualification with a minimum of four years
relevant experience in Parks and Gardens Development.

13.0 PROMOTIONS
13.1 Procedure for Promotions
The following general provisions shall apply:
a. Candidates applying for promotion should obtain application forms from the Registrar for
completion.
b. Completed application forms, including requisite supporting documents such as:
updated Curriculum Vitae
list of publications/articles, together with their hard/soft copies (as the case may be)
should be submitted to the Head of Department.
c. The Head of Unit/Section/Department/Division/Directorate shall acknowledge the
document and forward the application with his/her written assessment on the candidate to
the Registrar
d. The Administration Appointments and Promotions Committee shall consider the
applications, together with supporting documents and make appropriate recommendations
to the Appointments and Promotions Board through the Registrar.
e. The Administration Appointments and Promotions Committees report should be signed by
all eligible members present at the meeting.
(For avoidance of doubt, an eligible member of the Administration Appointments and
Promotions Committee is one whose rank is equal to or above the rank for which the
applicant is seeking)
f. The Registrar in consultation with the Deputy Registrar (Division of Human Resource) will
nominate Five (5) external assessors for consideration and approval by the Vice-
Chancellor.
13.2 Assessment Procedure
13.2.1 Administrative and Professional Staff shall be promoted on the basis of competence and
satisfactory performance in all the Four Composite Assessable Areas with emphasis on Ability in
Work/Knowledge in Work and Promotion of Work/Application of Knowledge.
Assessment of the Four Areas shall be as follows:
- Exceptional
- Very Good
- Above Average
13.2.2 For promotion from Assistant Registrar and equivalent to Senior Assistant Registrar
and equivalent, candidate shall have a minimum of above average in three Areas of Assessment
and Very Good in either Ability in Work/Knowledge in Work or Promotion of Work/Application
of Knowledge.
13.2.3 For promotion from Senior Assistant Registrar and equivalent to Deputy Registrar and
equivalent, candidate shall have a minimum of very good in all four Assessable Areas.
13.3 GUIDELINES FOR ASSESSMENT
The assessment of candidates for promotion to respective grades shall be guided by the Four
Assessable Areas, namely:
i. Ability in Work/Knowledge in Work
ii. Promotion of Work/Application of Knowledge
iii. Human Relations
iv. Service
13.4 Norms for Assessment
Each of the Four Areas of Assessment shall be assessed for purposes of promotion, using one of
the following Four Levels:
- Exceptional
- Very Good
- Above Average
- Adequate
13.5 Mode of Assessment in the Office of the Registrar
13.5.1 Ability in Work/Knowledge in work
Ability in Work/Knowledge in Work shall include the following:
i. Knowledge of Administrative Procedures, current Administrative trends including relevant
Government Administrative Policies and Guidelines
ii. Ability to work on ones own
iii. Initiative, resourcefulness and drive
iv. Quality of work
iv. Sense of responsibility
v. Capacity for sustained work
vi. Servicing of Committees (preparation of materials for meetings, contributions at meetings,
writing of minutes and reports including action on minutes, etc.)
vii. Supervision of subordinate Staff/Development of human capital
13.5.2 Promotion of Work/Profession/Application of Knowledge
Promotion of Work/Application of Knowledge shall include:
Written Reports; Papers; Memoranda on Administrative matters and issues; and, any other relevant
Publications (if any). Articles/Papers published in Refereed Journals shall be an added advantage.
In assessing Promotion of Work, the candidates Papers (written Reports/Memos/ Proposals/
Publications, etc) shall provide evidence of any of the following:
- Must lead to a change in policy;
- Must have impact on management and must advance the cause of policy direction;
- Must impact on policy implementation;
- Must lead to initiation and or innovation of a new product or new policy directive;
- A minimum of five (5) Papers shall be required for Promotion from Assistant Registrar
to Senior Assistant Registrar and equivalent grade;
- A minimum of seven (7) Papers shall be required for Promotion from Senior Assistant
Registrar to Deputy Registrar and equivalent grade. (Papers already considered for
Promotion from Assistant Registrar and equivalent to Senior Assistant Registrar and
equivalent shall not be counted towards Promotion from Senior Assistant Registrar and
equivalent to Deputy Registrar and equivalent.)
13.5.3 Human Relations

Human Relations shall include:
Good image and comportment in dealing with colleagues, Staff and the public.
13.5.4 Service

Service to the Community shall include:
Contributions to the University community; the Local, National and International communities
other than ones schedule of duties.
13.6 Mode of Assessment in the Directorate of Finance /Internal Audit
13.6.1 Knowledge of Work/Ability in Work
i. The extent to which the candidates work reflects current developments and skills in
accountancy, finance and management information systems;
ii. The extent to which the candidate enforces financial and related regulations of the
University in the execution of his/her duties; and,
iii. Ability of candidate to adapt to changes in government legislative directives and policies in
the discharge of duties.
13.6.2 Application of Knowledge/Promotion of Work
i. Competence in the performance of the candidates duties; evidence of competence could
include:
a. Accuracy of Work;
b. Timely Delivery of Reports;
c. Firm grasp of Accounting/Auditing Policies.
ii. Development by the candidate of effective Accounting Control System;
iii. Quality of Advice.
d. Ability to provide sound financial advice to various University Committees and Units, as
evidenced by contributions either orally or writing at meetings;
e. Quality of Memoranda or Reports a minimum of seven (7) papers prepared for
management attention to initiate policy changes with respect to achieving objectives of the
institution shall be required for promotion from Senior Accountant to Deputy Director of
Finance.
iv. Ability to handle and control subordinate staff.
13.6.3 Human Relations
Good Human Relations include:
Good image and comportment in dealing with colleagues, Staff and the public.
13.6.4 Service
Service to the Community shall include:
Contributions to the University community; the Local, National and International communities
other than ones Schedule of Duties.
13.7 Mode of Assessment in the Directorate of Physical Development and Estate
Management
13.7.1 Knowledge of Work/Ability in Work
i. Up-to-date knowledge in technical and professional matters;
ii. Knowledge of technical specifications/codes; and,
iii. Knowledge of Government legislation.
13.7.2 Application of Knowledge/Promotion of Work Competence in handling Pre- and
Post-Contract services reliably and promptly.
i. Pre-Contract Services:
a. Advising clients;
b. Developing briefs;
c. Design-sketch and services, etc;
d. Preparation of working drawings; and,
e. Preparation of Bills of quantities and tender documents.
ii. Post-Contract Services:
a. Advising contractors;
b. Supervising service, projects, etc, and valuation and preparation of certificates;
c. Handing over of projects to the client;
d. Giving initial guidance on maintenance of projects; and,
e. Preparation of final accounts on projects.
13.7.3 Human Relations
Human Relations shall include:
Good image and comportment in dealing with colleagues, Staff and the public.
13.7.4 Service
Service to the Community shall include:
Contributions to the University community; the Local, National and International communities
other than ones schedule of duties.
13.8 Mode of Assessment in the University Information Technology Services (UITS)
13.8.1 Ability in Work/Knowledge of Work
i. Up-to-date knowledge in ICT generally;
ii Knowledge of technical specifications involving networking, internet connectivity, etc;
iii. Capacity for sustained work;
iv. Ability to work on ones own.
13.8.2 Promotion of Work/ Application of Knowledge
Written Reports/Memoranda on ICT related issues. The Reports must:
a. lead to change in policy;
b. impact on policy implementation
c. demonstrate evidence of initiative in effectively managing the ICT resources of the University.
13.8.3 Human Relations
Human Relations shall include:
Good image and comportment in dealing with colleagues, Staff and the public.
13.8.4 Service
Service to the Community shall include:
Contributions to the University community; the Local, National and International communities
other than ones schedule of duties.
13.9. Mode of Assessment in the University Health Services
13.9.1 Ability in Work/Knowledge of Work
i. Up-to-date knowledge in the chosen field;
ii. Ability to work on ones own;
iii. Initiative, resourcefulness and drive;
iv. Capacity to work under pressure; and,
v. Quality of advice to patients.
13.9.2 Promotion of Work/Application of Knowledge
Written Reports on new trends in medicine/pharmacy which could lead to:
i. Better management of patients; and,
ii. Prevention of avoidable diseases.
13.9.3 Human Relations
Human Relations shall include:
Good image and comportment in dealing with colleagues, Staff and the public.
13.9.4 Service
Service to the Community shall include:
Contributions to the University community; the Local, National and International communities
other than ones schedule of duties.
14.0 APPOINTMENT OF EXTERNAL ASSESSORS
An External Assessor shall be invited to assist the University Appointments and Promotions
Committee in the appointment of a Deputy Registrar/Analogous Positions. Two External
Assessors Reports shall be required for the Candidate, one of whom shall be present at the
Meeting. For the position of Senior Assistant Registrar/Analogous Positions, Tw0 (2) External
Assessors Reports shall be required.
14.1 Grading of Assessments
a. All assessment of publications shall be done by external assessors
b. External Assessors shall quantify their assessments in percentage such as 50%, 70%, 80%,
etc, and give corresponding letter grades.
c. The external assessors assessment should be scaled down to 50%. Out of the remaining
50%, candidates should be assessed by the departments in two parts:
i. 15 marks for service to the community, i.e. involvement in activities within and
outside the University to be scored as follows:
I. Very active = 11- 15
II. Active = 6 10
III. Less Active = 0 5
ii. 35 Marks grading for administrative activities in the Division/Department to be
scored as follows:
I. Excellent = 31 35
II. Very good = 26 30
III. Good = 21 25
IV. Fair = 16 20
V. Poor = 0 15
iii. A candidate should earn at least 50% of the above for his/her papers to be
considered.
d. The Division/Departmental assessment as in (14.1 above) shall be brought to the
Administration Appointments and Promotions Committee for consideration and approval.
e. By the weighting system outlined above, a candidate needs to score an average of B in the
publications to qualify for consideration for promotion.
f. The applicant must have an overall score of 70% to qualify for promotion.
Promotion of Senior Members on Study Leave (Non-Teaching)
14.2 A senior member, who submitted his/her application for promotion before proceeding on
study leave and was qualified at the time, should be eligible for consideration for
promotion while he/she remains on study leave. Effective date would be when the staff
returns to post. The outcome of the application would be made known to the applicant
when he/she returns.
14.3 A senior member who had not applied for promotion before he/she proceeded on
study leave, but was qualified while on study leave, may also apply for promotion while
on study leave, but if the application is successful, his/her promotion letter shall not be
released to him/her until he/she has completed the course of study and resumed duty in
the University.
14.4 Promotion of Senior Members Due to Retire (Non-Teaching)
Senior Members who are due to retire from the University may submit their applications
for promotion at least six (6) months before the date of retirement. Applications
submitted outside this limit shall not be considered.
15. PROMOTIONS IN THE OFFICE OF THE REGISTRAR
15.1 Junior Assistant Registrar to Assistant Registrar
Candidates seeking promotion to the rank of Assistant Registrar must satisfy the following
condition:
a. Must have been engaged in university/higher educational management and
community service as a Junior Assistant Registrar for at least one (1) year
b. Must attain above average performance in ability in work and average
performance in two other areas.
c. Must have at least one publication to his/her credit.
15.2 Assistant Registrar to Senior Assistant Registrar
Candidates seeking promotion to the rank of Senior Assistant Registrar must satisfy the
following condition:
a) Served as Assistant Registrar in the University or in analogous institution for at
least four (4) years
b) Achieve above average performance in ability in work and average performance
in two other areas one of which should be promotion of profession
c) Have at least five (5) publications to his/her credit
15.3 Senior Assistant Registrar to Deputy Registrar
For promotion from Senior Assistant Registrar to Deputy Registrar candidates must have:
a) Served as Senior Assistant Registrar or equivalent grade in the University or analogous
institution for at least five (5) years
b) Must achieve above average performance in all assessable areas
c) Must have at least seven (7) publications to his/her credit, two of which must be refereed
articles or a book or a chapter in a book.
Two assessors reports on the publications will be needed. One of the assessors must sit in
the interview.
16.0 PROMOTIONS IN THE DIRECTORATES OF FINANCE AND INTERNAL
AUDIT
16.1 Assistant Accountant/Junior Assistant Internal Auditor to Accountant/Assistant
Internal Auditor
a. The candidate must have served as Assistant Accountant/Junior Assistant Internal Auditor
in the University or analogous institution for a minimum of two years.
b. Must attain above average performance in ability in work and average performance in
two other areas.
c. Must have at least one publication to his/her credit.
16.2 Accountant/Assistant Internal Auditor to Senior Accountant/Senior Assistant
Internal Auditor

a. The candidate must have served as Accountant/Auditor/Procurement Officer in the
University or analogous institution for a minimum of four years.
b. The candidate must have a favourable Assessment by the Head of Unit/Section/
Department/Division.
b. Must achieve above average performance in all assessable areas
c. Must have at least seven (7) publications to his/her credit, two of which must be refereed
articles or a book or a chapter in a book.
Two assessors reports on the publications will be needed. One of the assessors must sit in
the interview
17.0 PROMOTIONS IN THE DIRECTORATE OF PHYSICAL DEVELOPMENT
AND ESTATE MANAGEMENT
18.1 Assistant Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer to
Engineer/Architect/Planner/Surveyor/Land Economist/ Estate Officer
Candidates seeking promotion to the rank of Assistant Engineer or its analogous position
must satisfy the following conditions:
a) Must have been engaged in university/higher educational management and
community service as a Engineer or its analogous position for at least one (1) year
b) Must attain above average performance in ability in work and average
performance in two other areas.
c) Must have at least one publication to his/her credit.
18.2 Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer to Senior
Engineer/Architect/Planner/Surveyor/Land Economist/Estate Officer
Candidates seeking promotion to the rank of Senior Engineer or its analogous position
must satisfy the following conditions:
d) Served as Assistant Engineer in the University or in analogous institution for at
least four (4) years
e) Achieve above average performance in ability in work and average performance
in two other areas one of which should be promotion of profession
f) Have at least five (5) publications to his/her credit.
18.3 Senior Engineer/ Architect/Planner/Surveyor/Land Economist/ Estate Officer to
Deputy Director Engineer/Architect/Planner/Surveyor/Land Economist/Estate
Officer
Candidates seeking promotion from Senior Engineer or its analogous position to Deputy
Engineer or its analogous position must have:
a) Served as Senior Engineer or equivalent grade in the University or analogous institution for
at least five (5) years
b) Must achieve above average performance in all assessable areas
c) Must have at least seven (7) publications to his/her credit, two of which must be refereed
articles or a book or a chapter in a book.
Two assessors reports on the publications will be needed. One of the assessors must sit in
the interview.
19.0 PROMOTIONS IN INFORMATION AND TECHNOLOGY SERVICES
19.2 Assistant Application Developer or its analogous position to Application Developer
or its analogous position.
Candidates seeking promotion to the rank of Application Developer or its analogous
position must satisfy the following conditions:
a. Must have been engaged in university/higher educational management and
community service as an Assistant Application Developer for at least one (1) year.
b) Must attain above average performance in ability in work and average
performance in two other areas.
d) Must have at least one publication to his/her credit.
19.3 Application Developer or its analogous position to Senior Application Developer or
its analogous position.
Candidates seeking promotion to the rank of Senior Application Developer or its
analogous position must satisfy the following conditions:
a) Served as Application Developer or its analogous position in the University or in
analogous institution for at least four (4) years
b) Achieve above average performance in ability in work and average performance
in two other areas one of which should be promotion of profession
c) Must have at least five (5) publications to his/her credit.
19.4 Senior Application Developer or its analogous position to Deputy Director,
Application Development or its analogous position
For promotion from Senior Application Developer or its analogous position to Deputy
Director candidates must have:
a) Served as Senior Application Developer or equivalent grade in the University or analogous
institution for at least four (4) years
b) Must achieve above average performance in all assessable areas
c) Must have at least seven (7) publications to his/her credit, two of which must be refereed
articles or a book or a chapter in a book.
Two assessors reports on the publications will be needed. One of the assessors must sit in
the interview.