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Graduate College

Welcome to Graduate College

The University of Juba has aspired to launch undergraduate and graduate programmes concurrently since its establishment in 1975. It was the CAET which first approved a graduate diploma in Applied Linguistics in 1984, but that did not takeoff on regular basis. It was in 1991 that a Director for Graduate training programmes was appointed to design a programme and formulate policies for graduate studies in the university. By 1998, the designed graduate programme was promoted to a fully-fledged GC. In December 2001, the University Senate renamed the GC “Secretariat of Graduate Studies and Scientific Research (SGSSR) ” and the University Council endorsed that in May 2002 with the mandate to supervise and coordinate graduate programmes (Post-Graduate Diploma, Master’s and Ph.D. degrees) in different Colleges and Centers and also to initiate and promote scientific research in various fields in the University.

In August 2016, the GC was re-instituted by an Administrative Order No. 109/2016/A/109 in conformity with University of Juba Statute Number 13 to replace the “SGSSR” and carry out its functions save for those related to the newly established Directorate of Research and Publications (DRP).

Mandate

The GC of the University of Juba was re-instituted in 2016 to carry out the following functions:

  1. Promote, streamline, formulate and review university policies (regulations, procedures and practices) in the fields of graduate training,
  2. Promote and coordinate interdisciplinary research in graduate studies in the university and similar research institutions,
  3. Supervise programmes of graduate studies for all the university schools, institutes and Centres,
  4. Provide channels of communication from and to graduate students and their supervisors,
  5. Administer and oversee all matters (admissions and examinations) related to graduate studies,
  6. Provide a home for graduate students, and
  7. Perform any other relevant activity to improve the quality of scholarship and graduate training in the university.
Vision

“An energetic premier graduate college capable of training and producing innovative leaders in relevant knowledge creation and excellence for national development”.

Mission

“To coordinate, monitor and provide an enabling environment for quality graduate training, through innovative problem-solving graduate training research for sustainable national development”. 

Core Values

Efficiency, effectiveness, relevance, integrity, transparency, accountability, collaboration and partnership.

The Application Process

1

When to apply

  1. Applications for graduate programmes must be submitted during the vacation at the end of the second semester and processed two months before the start of each academic year.
  2. Applications for Doctorate degree programmes (all by research) are submitted and received throughout the year.
  3. Applicants in ‘b’ above (Doctorate degree programmes) must attach two copies of synopsis of 3-5 pages to the application for vetting and approval before they could qualify for provisional admission of up to one year.
2

Submission procedures for Applications

  1. All duly completed Application Form (See Form 1 a, b & c) must be accompanied by relevant certified copies of certificates, academic transcripts and three reference letters (two must be academic referees).
  2. Transcripts and other academic documents that are not in English must be translated into English by an authorized body before the submission of applications.
3

Fees and Other Requirements

  1. University tuition fees are subject to changes/ variations from time to time, duly determined by the University Management.
  2. Application fees are paid at the time of collection of application forms or before submission of application to GC.
  3. University functional fees (Registration, Library, Examinations and Identity Card) must be paid to the university before registration.
  4. Graduation (Convocation), Certificate and Academic transcripts fees must be paid on completion of the course.
  5. Payment of fees may be once on arrival or in installments per semester.
  6. University tuition fees must be paid in stipulated Banks and in South Sudanese pounds (SSP) / United States of America Dollars (USD) for national and East African Community and USD for international graduate students.
  7. For sponsored students, books, stationery, accommodation, food and research expenses are paid directly to the student.
  8. The research funds should be based on the research proposal and budget approved by the supervisor.
4

Payment of Fees

  1. Tuition and other university functional fees are due on the first day of academic year. Students who cannot pay full fees are required to pay at least 50% of tuition and all functional fees.
  2. Fees should be paid directly to University of Juba’ Fee Collection Account No. …………… at ………………… Bank, Juba. For details contact the University Controller of Account at Tel.: ……………………… Email: …………….……….
  3. A student who fails to pay registration fees by the end of second week and six weeks from the beginning of academic year for entering and continuing student, respectively, shall be de-registered.
5

Time of Registration

Students must ensure that they registered by the given deadline set aside by schools, institutes and centres, most often 1-2 weeks from the beginning of each semester. Students who fail to register during the set deadline will face the following penalties:

  1. Cancelation of offer of admission (entering postgraduate student).
  2. Charging of late registration fees or get de-registered from the programme.
6

Refund of Tuition Fees when a student has withdrawn from studies

  1. A student who has been permitted to withdraw, shall be refunded the Tuition Fees already paid according to the following schedule:
    1. 90% by the end of the 2nd week of a Semester
    2. 50% by the beginning of 3rd Week and end of the 4th Week of a Semester
  • 0.0% by the end of 5th Week of a Semester
  1. Fees for application, technology, development, administration, registration, examinations, identity cards, residence, guild charges and other university requirements shall not be refunded.
  2. A student, who is suspended, dismissed or withdraws when under investigation for misconduct shall not have tuition fees refunded for the semester in which the action is taken.

Graduate College

GRADUATE PROGRAMME GUIDELINES
  1. The university schools, institutes or Centres in accordance with these regulations and any other special regulations approved by the Senate may offer higher degrees.
  2. Any school, institute or Centre that intends to introduce a higher degree has to submit a proposal showing the needs for and objectives of such a degree. Submission should include requirements and curricula.
  3. The minimum credit hours (CHs) of course work required for the various higher degrees in the University are as follows:
  4. Graduate Diploma: 36 CHs without dissertation or 24 CHs with dissertation.
  5. Master’s Degree by course work only: 48 CHs.
  6. Master’s Degree by course work and research: 24CHs course work + 24CHs research.
  7. Master’s Degree by research only: 48 CHs.
  8. Doctorate Degree by course work and research: 36 CHs course work + 36 CHs research.
  9. Doctorate Degree by research: 72 CHs research.
  10. An Academic Year shall be composed of two semesters designed as Semester I and Semester II, Year 1, punctuated by a Recess Term per year.
  11. A semester shall be 17 – 18 weeks, with fourteen (14) weeks for teaching, one (1) for reading and two-three (2-3) weeks for examinations.
  12. A programme shall be composed of a set of prescribed courses (load) offered for the award of a particular Degree/ Diploma/ Certificate, some of which are Core (essential) that has to be passed by all students in a given field of specialization and others are Elective (selected to broaden a programme and allow for specialization).
  13. Semester Course Load- is the minimum and maximum number of courses or credit units for a particular programme offered in a semester.
  14. Contact Hour- shall be equivalent to one (1) hour of lecture/ clinical or two (2) hours of tutorial/practical or four (4) hours of research/ fieldwork. It is abbreviated as follows: LH- lecture hour, TH- tutorial hour, PH- practical hour, CH-clinical hour and CU- Course Units. 1 LH= 2 TH/PH= 4 RH/ FWH.
  15. A Credit or Credit Unit- A series of 15 contact hours per semester. 1 CU= 15 Contact hours.
  16. Pass Mark for all graduate programmes is 50%.
  17. Classification- The Masters and Doctorate Degrees are not classified, but Postgraduate Diplomas (PGD) and Certificates may be classified as follows:

Table 2.11: Classification of Postgraduate Diplomas (PGD) and Certificates, University of Juba.

 

 Class
Cumulative Grade Point  Average (CGPA)
 Distinction  3.50 – 4.00
 Credit  3.00 – 3.49
 Pass  ≤ 2.00 – 2.99

 

  1. Grading System

All courses shall be graded based on the below scales and shall contribute to the Cumulative Grade Point Average (CGPA).

Table 2.12: Grading System of the University of Juba.

 Marks
 Letter Grade
 Grade Point
 Interpretation
 >80  A  4.0  Excellent
 70 – 79  B+  3.5  Very Good
 60 – 69  B  3.0  Good
 55 – 59  C+  2.5  Fairly Good
 50 – 54  C  2.0  Pass Satisfactorily
 40 – 49  D  1.0  Conditional Pass
 < 40  F  0.0  Fail

 

  1. Calculation of the Cumulative Grade Point Average (CGPA)

The CGPA at any given time shall be obtained by:

  1. Multiplying the grade point obtained in each Course by the Credit Units assigned to the Course to arrive at the Weighted Score for the Course.
  2. Adding together the Weighted Scores for all the Courses taken up to that time.
  3. Dividing the Total Weighted Score by the total number of Credit Units taken up to that time.
  4. Progression
    1. Normal Progression

It occurs when a student has passed all assessments in all the courses s/he had registered for in a particular semester/ academic year.

  1. Probationary Progression

When a student has obtained a CGPA of less than 2.00, s/he is allowed to progress to next semester/ academic year on probation but must retake the course(s) failed later on and obtain at least a pass mark of 50% to progress.

  1. Retaking a Course (s)
  2. A student shall retake a course(s) when next offered in order to obtain at least the pass mark (50%) for the course(s) s/he had failed during the First Assessment.
  3. A student who has failed to obtain at least the pass mark (50%) during the Second Assessment of a course(s) shall receive a warning.
  4. If a student fails to obtain higher marks after retaking the course(s) to improve examination results of the first and second sitting should be recorded on the transcript as they are, not as Retake while those that obtain high marks on retake courses should be indicated as Retake in the Transcript.
  5. While a student is retaking a course(s) s/he attends all lectures/ practicals/ tutorials and course work, satisfy the requirements and sits the university examinations in the course(s) being retaken.
  6. A student shall not be allowed to accumulate more than three (3) Retake Courses at a time. Students are required to register for retake courses first before registering for new courses in a given semester in order to fit into the approved normal semester load and avoid timetable clashes.
  7. When a student has retaken a course(s), the better results of the two grades obtained shall be used in the computation of his/her CGPA.
  8. Continuing students who have courses to retake and the course(s) fall beyond the normal semester load for an academic programme shall pay tuition fees for any course(s) to be retaken and re-examination fees per course(s) taken.
  9. Students who do not complete their studies on time and still have courses to retake shall pay tuition fees for any course(s) to be retaken and re-examination fees per course(s) taken as well as the Registration Fees and Library Fees.
  10. Absence from Examination
  11. A student that misses a particular examination for no justifiable reasons, such a student shall receive a fail (F) Grade of the course(s) missed and this grade shall count in the calculation of CGPA.
  12. If a student did not do coursework or assignment or missed final examination for justifiable reasons an Absence (ABS) Grade shall be assigned to the course(s) for which s/he was absent.
  13. A student who does not honor deadline set for handing in an assignment without justifiable reasons shall receive a score of zero or fail (F) Grade in that assignment.
  14. Deferred Examination
  15. A student, who provides credible reason(s) for failure to complete coursework assessment and attend an examination, may be permitted to sit a deferred examination or course assignment when the course (s) is next offered.
  16. Students needing a deferred examination must submit applications with adequate supporting documents including medical report in case of incapacitating illness, to the Dean/ Director of school/ institute/ Centre through the Head of Department concerned.
  17. If the application for deferred examination is approved, the Dean/Director of student’s school/ institute/ Centre will inform the Principal of the GC and the Head of Department that shall in turn inform the Lecturer concerned.
  18. A deferred examination will not be approved if the student has not attended more than or 50% of coursework and lectures.
  19. A deferred examination shall be included in a student’s maximum semester load.
  20. A student with two or more outstanding deferred examinations from previous semester may be required to reduce the number of courses meant for registration in order to accommodate the deferred courses from the previous semester.
  21. Grades obtained from a deferred examination shall not be categorized as retake, because they are from first time assessment.
  22. A student shall be required to pay for deferred examination(s) at the beginning of the semester.
  23. A student who fails to pay for deferred examination in the prescribed time shall not be allowed to sit for examinations.
  24. Discontinuation

A discontinuation from pursuing a study occurs when a student:

  1. Accumulates three consecutive probations based on CGPA;
  2. Fails to obtain at least a pass mark (50%) during the Third Assessment;
  3. Fails 50% of the courses taken in a given academic year; and
  4. Overstays in an academic programme by more than Two (2) Years.
  5. Re-admission after discontinuation on academic grounds
  6. A student who has been discontinued from studies on academic grounds (weak performance) may be permitted to re-apply to another programme and compete with others for re-admission.
  7. A student who applies and gains re-admission after being discontinued on academic grounds will be permitted to transfer relevant credits earned in previous academic programme to the new programme.
  8. A student who was discontinued or dismissed from studies on external irregularities will not be considered for re-admission.
  9. Change of Academic Programme

A student may be permitted to change from one academic programme to another and also to transfer credits from previous to the new programme if relevant, on the condition that s/he:

  1. Had satisfied the admission requirements for the academic programme applied for;
  2. Should not have been attending lectures/ tutorials and other academic activities s/he would want to change from for more than one-half of the duration of the programme; and
  3. Had not been previously dismissed on disciplinary grounds from the university.
  4. Guidelines for Transfer of Credit Units or transfer from other Institutions

These are guidelines for credit transfer by graduate students who apply to transfer from other recognized universities or equivalent institutions of higher learning to the University of Juba. The applicants must fulfill the following requirements:

  1. Satisfy the admission requirements for an academic programme(s) applied for;
  2. Obtain and submit official academic transcript(s) and certificate(s)from a recognized university/ institution of higher learning in which s/he was previously enrolled indicating academic status, courses offered/taken, credit units completed and grades obtained in each course;
  3. Have obtained the equivalent of CGPA of at least 2.00;
  4. An application must be accompanied by recommendations from the institution s/he is transferring from;
  5. If permitted to transfer credit earned, it must not exceed 50% of the minimum graduation load of academic programme applied for in University of Juba; and
  6. If permitted to transfer, s/he should not be allowed to transfer the equivalent of credit units in a course in which s/he obtained CGPA which was lower than 2.00.
  7. Graduate Programmes Duration (Course of Study)
  8. A candidate for higher degree must pursue an approved course of advanced study and/or research extending for a period of not less than:
  • Graduate diploma            Two semesters (+1)
  • Master’s degree (full time) Four semesters
  • Master’s degree (part time) Six semesters
  • Master’s degree of Medicine (full time) Six semesters
  • Doctorate degree (full time) Six semesters
  • Doctorate degree (part time) Eight semesters
  • Medical Doctorate degree (full time) Eight semesters
  • Medical Doctorate degree (part time) Ten semesters
  1. No student will be allowed to continue with registration after the lapse of registration time.
  2. In special cases, the Board of school/institute/centre through the GC may recommend to the Senate the extension of these periods.
  3. The student through a supervisor shall submit application for such an extension at least three months before the expiry of the registration.
  4. The course of study must be pursued continuously, except by special permission of the Graduate College Board (GCB).
  5. A student, whose nature of study requires absence from the university, may apply to the Board of GC through the supervisor and the Head of Department for the approval of the Principal of the GC.
  • The supervisor shall submit annually a report on the work of any candidate placed under him/her for the information of the GC. A candidate whose work is unsatisfactory may be required to terminate the course of study.
  1. De-registration

Any candidate who goes beyond the stipulated period for candidature gets automatic de-registration unless s/he has sound reasons that shall be determined by the GCB.

GENERAL ENTRY, ADMISSION REQUIREMENTS AND ELIGIBILITY
Entry Requirements and Eligibility

The following candidates shall be eligible for registration for higher degrees in the University:

  1. Graduate Diploma: Holder of a Bachelor degree or normal Diploma with extensive work experience from the University of Juba or its equivalent from a recognized institution of higher learning.
  2. Master’s Degree: Holder of a Bachelor Degree from the University of Juba or its equivalent. A candidate who holds other qualifications (not related to his/her 1st degree) should /may be required to pass a qualifying examination or be encouraged to take an enrichment programme prior to admission for a master’s programme.
  3. Doctorate Degree: Holder of Master’s/ MPhil Degree from the University of Juba or its equivalent from a recognized institution of higher learning.
Qualifying Examination
  1. Where qualifying examination is required, it shall be of an Honor standard. In certain subjects, a candidate may be required to pursue an approved course in preparation for the qualifying examination.
  2. A student who fails the qualifying examination will not be permitted to re-sit or proceed with his/her registration.
APPLICATION PROCEDURES
General Application Procedures
  1. National applicants may obtain Application Forms from the GC after payment of an application fee at the stipulated Bank (s).
REGISTRATION
Procedures
  1. A candidate must register as full – time or part-time student, before proceeding to Higher Degrees in accordance with these and any other special regulations applicable to the relevant school, institute or Centre.
  2. Prospective candidates shall apply to the Principal of the GC for the requisite application forms.
  3. Application forms shall contain all necessary information and shall be available with the Registrar for intending candidates after paying prescribed fees.
  4. Applicants must complete fully typed or printed two copies of the forms and attach two passport size photographs.
  5. Original certificates and two photocopies of all previous degrees obtained must be enclosed with the form. The original certificates shall be returned after examination by the GC.
  6. One of the completed forms shall be sent to the concerned School/Institute/Centre after checking by the GC. In the School/Institute/Centre, the concerned department assesses the candidate’s qualifications. When the department recommends registration, it should satisfy that:
  7. A supervisor is available and has been designated by the department.
  8. The proposed field of study is academically sound, relevant and can be pursued at the University of Juba.
  9. The candidate can obtain access to material relevant to his/her research.
  10. There are adequate facilities for practical work where this is applicable.
  11. The application form is then submitted to the Postgraduate Committee of the concerned School/Institute/Centre for further scrutiny and is finally endorsed by the signature of the School/Institute/Centre’s Dean/ Director.
  12. One copy of the application form shall be returned to the School/Institute/Centre for the record while the original form remains in the GC for finalization of provisional registration.
  13. Successful applicants shall be notified and shall be given details of registration (See Form 2) and the fees to be paid.
  14. Registration shall take effect on the receipt of the acceptance letter from the candidate and payment of the prescribed fees.
  15. The accepted applicant shall be given a letter of offer (See Form 5, Admission Form) by the GC.
  16. All graduate students should obtain a registration or ID card (See Form 6) from the Registrar of the GC for library purposes.
  17. Registration will be cancelled if the student does not attend the course of study within one month in case of degree by courses and three months in case of degree by research.
  18. Students are required to notify the registrar in writing that the study had commenced within the period specified above.
  19. All applicants for MA/ MSc. and PhD by research or by courses and research must submit to the GC an approved research proposal by a Department/ School, Institute or Centre bearing signatures of supervisor (s) after having followed the approved university format (research proposal preparation process) as shown hereunder:
  20. A candidate is required to develop a research proposal under the supervision of a supervisor/ advisor using the format provided in Section 10.1 of this regulation.
  21. Upon approval by a supervisor(s), a candidate is required to make a PowerPoint presentation seminar in the Department. Minutes of discussions in this seminar presentation are given to the candidate for necessary corrections.
  22. A corrected version of the proposal is approved by the supervisor(s) by signing the approval page and then submitted by the Head of Department to the Dean/ Director of School/Institute/Centre for further work.
  23. Both the corrected proposal and the minutes of the seminar are circulated to the school/ institute/ Centre’s members of the Postgraduate Committee for comments.
  24. The school/ institute/ Centres postgraduate committee shall convene a meeting chaired by the Deputy Dean/ Director. Comments/suggestions made are minuted by a secretary (postgraduate coordinator in that school/ institute/ Centre).
  25. Minutes of the school/ institute/ Centre postgraduate committee’s meeting and annotated copies of the proposal are collected by the secretary and sent to the candidate for correction and production of the final version of the proposal.
  26. Following the incorporation of corrections by the candidate, the final proposal is reproduced and forwarded to the supervisor(s) for signing and finally submitted to the Dean/Director of school/ institute/ Centre for onward submission to the GC.
  27. Upon receipt, the Principal of the GC shall convene a GCB mt5eeting to pass the submitted proposal. It is the abstract only that is presented to the Board.
  28. Upon passing of the proposal by GCB, the candidate is now ready for registration.
Extension of Registration

The University shall de-register candidates whose period of registration lapses. Application for extension of registration must be sought in the last quarter of the 1st, 2nd and 3rd year of registration for PGD, Master’s and Doctorate students, respectively and shall attract the followings, if approved:

  1. Extension Fee is calculated on the basis of the period requested and workload for the student to complete studies.
  2. Payment of annual registration, administration, technology and library fees.
Withdrawal from a Degree Programme and/ or a Course

A registered student may choose to withdraw from a programme or a course(s) for various reasons with permission of the supervisor and school/institute/centre/college Postgraduate Committee. Procedure includes:

  1. Student must apply to his/her respective school/institute/centre/college for permission to withdraw any time of the semester with reasons given in the letter and application form.
  2. Permission to withdraw (defer) shall be granted by the university school/ institute/ centre’s postgraduate committee on compassionate grounds, or illness, financial constraints, serious social or domestic difficulty or exceptional professional commitment which can be demonstrated to have adversely affected the candidate.
  3. Each student will be allowed only a maximum of two withdrawals in an academic programme and each withdrawal not exceeding a period of one academic year. The withdrawal period shall not count against the candidate’s registration time.
  4. A student who had withdrawn from studies shall re-apply to the School/ Institute/ Centre’s Postgraduate Committee to resume studies.

 

About Us

The University of Juba is a comprehensive primer at South Sudan’s University. Established in 1975 and admitted first students in 1977.

University Identity Cards

All registered students will be issued with Official University Identity Cards on payment of fees. Students must carry up-to-date ID cards that give access to the university’s facilities and source of information on request by officials. The ID cards are renewed at the beginning of each academic year.

A Team Of Professionals.

Every postgraduate candidate is required to submit a progress report to the GC through his/her supervisor twice a year. Students are required to collect the reporting template from the Registrar Graduate College (See Form 7). Failure to fulfill this requirement may lead to discontinuation. 

Forgery

Any case of impersonation, falsification of information/ documents, fraudulent access or giving false information, whenever discovered either at registration or afterwards, will lead to:

  1. automatic cancellation of admission,
  2. dismissal from the university,
  3. revocation of awards where applicable, and
  4. Prosecution in courts of law.
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