MOI UNIVERSITY

OFFICE OF THE DEPUTY VICE – CHANCELLOR

( ACADEMICS, RESEARCH & EXTENSION)

Students’ Admission Booklet

2021/2022

SECTION A: Admission Guidelines

SECTION B: Rules and Regulations Governing the Conduct & Discipline of Students
SECTION C: Appendices

Find more information on the university website; www.mu.ac.ke

Table of Contents
Table of Contents .......................................................................................................................... 1
SECTION A .................................................................................................................................. 3
TRAVELING TO MOI UNIVERSITY ....................................................................................... 3
ARRIVAL AND REGISTRATION ............................................................................................. 3
IMMIGRATION ........................................................................................................................... 3
BURSARY FORMS AND LOANS............................................................................................. 3
MUJI FORMS ............................................................................................................................... 4
PAYMENT OF FEES................................................................................................................... 4
a) Non – Kenyan Students ............................................................................................................ 4
MEDICAL ATTENTION AT THE UNIVERSITY .................................................................... 5
NON-RESIDENT STUDENTS.................................................................................................... 5
DENTAL AND OPTICAL TREATMENT ................................................................................. 5
GAMES AND SPORTS ............................................................................................................... 5
CONDITIONS FOR REGISTRATION ....................................................................................... 6
SECTION B .................................................................................................................................. 7
RULES AND REGULATIONS GOVERNING THE CONDUCT & DISCIPLINE OF
STUDENTS .................................................................................................................................. 7
VI. General Information on Rules and Regulations ................................................................ 7
VII. THE CONDUCT OF STUDENTS ...................................................................................... 8
7.1. Bill of Rights ..................................................................................................................... 8
7.2. General Conduct................................................................................................................ 8
7.3. Channels of Communication ............................................................................................. 8
7.4. Rules – Community Living ............................................................................................... 9
7.4.1. Residential Conduct ....................................................................................................... 9
7.4.2. Hostel Keys .................................................................................................................... 9
7.4.3. Vacational Residence ................................................................................................... 10
7.4.4. University Property ...................................................................................................... 10
7.4.5. Music and Musical Instruments ................................................................................... 10
7.4.6. Noise and Nuisance ...................................................................................................... 10
VIII. GENERAL RULES ........................................................................................................... 10
8.1. Fire-fighting Appliances .............................................................................................. 10
8.2 Security of Students’ Property..................................................................................... 11
8.3. Motor Vehicles/ Motor Cycles........................................................................................ 11
8.4. Offences ........................................................................................................................... 11
8.4.2. Civil Crimes ............................................................................................................. 12
8.4.3. Cyber Crimes ........................................................................................................... 12
8.4.4. Miscellaneous Offences ........................................................................................... 13
IX. ACADEMIC MATTERS..................................................................................................... 13
9.1. Leave of Absence ............................................................................................................ 13
9.2 Deferment and Withdrawal .............................................................................................. 14
9.3. Re-admission ................................................................................................................... 14
9.4 Violation of these procedures constitutes an offence ...................................................... 14
9.5. Processions, Demonstrations and Ceremonies ............................................................... 14
9.6. Correspondence ............................................................................................................... 15
9.7 Academic Responsibility .................................................................................................. 15
9.8. Leadership........................................................................................................................ 16
X. DISCIPLINARY ACTIONS ................................................................................................. 17
10.1. Jurisdiction ............................................................................................................... 17
10.2. Enforcement of Regulations.......................................................................................... 18
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10.3. Disciplinary Procedures ..................................................................................................... 18
10.4. Procedure of the Committee .......................................................................................... 19
10.5 Powers of the Senate Students Disciplinary Committee ................................................. 20
10.6. Executive Orders of the Vice Chancellor ...................................................................... 20
10.6. Communication of Disciplinary Decisions .................................................................... 21
10.7. Appeal ............................................................................................................................ 21
10.7.2. Procedure of Appeal ................................................................................................... 21
10.7.3. Saving Clause.............................................................................................................. 21
10.8. Clubs and Societies ........................................................................................................ 21
10.8.1. Procedures for forming Clubs and Societies............................................................... 22
10.8.2. Management of Clubs and Societies........................................................................... 22
10.8.3. General Conduct of Clubs and Societies .................................................................... 23
10.9. Protection of Name ........................................................................................................ 23
X. IRREGULARITIES IN UNIVERSITY EXAMINATIONS ................................................. 23
10.1. Procedure for Dealing with Examinations Irregularities ............................................... 24
10.2 Examination Irregularities shall be classified as Follows ............................................... 26
10.3. Disciplinary Action ........................................................................................................ 28
10.4. Appeals .......................................................................................................................... 29
ADDRESSES .............................................................................................................................. 31
SECTION C: APPENDICES ...................................................................................................... 32
RE; PAYMENT OF FEES.......................................................................................................... 33
MUJI/1A ..................................................................................................................................... 34
MUJI/1B...................................................................................................................................... 35
MUJI/1C...................................................................................................................................... 36
A. PROCEDURE FOR BOOKING ROOMS ............................................................................. 36
MUJI/2 ........................................................................................................................................ 39
MUJI/3 ........................................................................................................................................ 47

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 MOI UNIVERSITY
SECTION A

TRAVELING TO MOI UNIVERSITY

Moi University currently has the following campuses; Main Campus which is located thirty-five
(35) kilometers South East of Eldoret Town, the town campuses comprising the (a) College of
Health Sciences (School of Medicine, School of Dentistry, School of Public Health, School of
Nursing & Midwifery) (b) Department of Aerospace Science located at RIVATEX (c) Annex
campus where the School of Law and School of Tourism, Hospitality and Events Management are
based. It is situated three (3) kilometers on the Eldoret-Nairobi Road. Nairobi Campus is located at
the Bazaar Plaza, 7th floor Moi Avenue.

The Eldoret campuses are served by public transport which operate from Eldoret Town. Students
reporting at the Main and Annex Campuses can board public transport vehicles(matatus) at the
matatus terminus on Hospital road (those travelling to Annex) or main stage, Uganda Road (for those
travelling to Main Campus) while those reporting at the School of Medicine, School of Dentistry,
School of Public Health and School of Nursing & Midwifery respectively can walk or take a taxi
from Eldoret Town.

ARRIVAL AND REGISTRATION

Students are expected to arrive between 8.00 am and 5.00 pm on the opening day for registration at
the respective campuses as indicated in their letter of offer. Any student arriving after 5.00 pm will
not be registered or be given accommodation until the following day.

IMMIGRATION
All students who are not citizens of East Africa must be in possession of Valid Passports before
arriving in Kenya. Temporary travel documents are not acceptable at the Immigration Department
in Kenya. In addition, all non-citizens must obtain re-entry permits from their own territorial
Immigration Departments to cover the duration of the courses and they are required to provide
their Passports and Medical Insurance covers during registration.

BURSARY FORMS AND LOANS

Kenyan students who wish to be considered for the Higher Education Loans and Bursaries should
complete the relevant forms. The HELB forms are downloaded from the Higher Education Loans
Board website www.helb.co.ke or through HELB App (Download from Google Play Store or
App Store) and submit to HELB as directed during the application process.
Those who are being sponsored by various institutions should communicate with their sponsors in
good time so that the funds are ready by the time of registration.

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MUJI FORMS
You are required to complete the MUJI forms. Fill the registration forms online and MUJI/2 must
be in quadruplicate (4 copies) and attach a passport-size photograph (taken on a yellow background),
on each form. The photographs should bear names of candidates and admission number in FULL
(NO INITIALS) on the reverse side. (This information is important in the event of the photographs
being misplaced).
Personal details form (MUJI/2) together with the acceptance form MUJI/A, photocopy of your result
slip and national identity card/birth certificate to be submitted during reporting.

PAYMENT OF FEES

a) Non – Kenyan Students

All Non-Kenyan students must produce an evidence of adequate financial support before coming
to the University. The evidence must be in form of a letter from a sponsoring body guaranteeing
adequate financial support for the entire duration of the course. Students are expected to pay fees to
the university bank accounts and submit bank deposit slip or Bankers Cheques at the time of
registration. Cash is not acceptable.

b) Clothing, Pocket money, Laundry

Non-Kenyan students are advised to bring with them between 9,000/= (Nine thousand Shillings
only) and Kshs. 15,000/= (Fifteen Thousand Shillings Only) per Semester for the above expenses.
In addition, they may bring at least Kshs. 5,000/= (Five Thousand Shilling Only) for incidental
expenses. Remember to carry warm cloths because the climate in Eldoret can be largely cold.

MEDICAL EXAMINATION

Admission into the University is subject to receipt of a satisfactory medical report. Students are
therefore required to undergo medical examination by a recognized medical practitioner before
coming to the University. Form MUJI/3 is enclosed for this purpose and should be returned to the
University together with your Acceptance form at the time of registration.

All international students are required to provide evidence of subscription to a Health Insurance
under-written by a reputable International Insurance firm before one is registered.
All students on scholarship should have a percentage of the scholarship dedicated to the student’s
health insurance managed by the university

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MEDICAL ATTENTION AT THE UNIVERSITY
A health clinic is opened to all students at their campuses. Please note that the University does not provide health
services as detailed in 9 and 10 below. The University is not responsible for medical expenses incurred with
hospitals, physicians or pharmacists without prior referral. All students are required to have a medical cover,
preferably National Hospital Insurance Fund (NHIF).

COVID-19 MITIGATION MEASURES FOR INCOMING STUDENTS.

The country is experiencing high infection rates ranging above 10% infectivity for the past one month (August
2021) and therefore all students are expected to observe the Ministry of Health and Moi University guidelines to
mitigate the spread of the disease.

All students are required to have appropriate masks that are adequate for the whole duration in which they will
be in Campus. Surgical or cloth masks with at least 2 layers are recommended. These are to be worn at all times
whilst in public spaces.

Social distancing has to be observed while in public spaces and frequent hand washing with soap and water is
recommended. Hand washing points are available throughout the University.
Students should report and register themselves at the University Health Units as soon as they arrive in Campus.
They will be required to report any illness to the clinics without delay for treatment or testing where necessary.

Students and staff exhibiting symptoms of COVID-19 are advised to seek testing and self-isolate at the earliest
opportunity while informing the University Health Unit of their illness. Note that treatment for COVID-19 related
disease will not be undertaken by the University. Any student developing the disease and his/her parents will
have to shoulder the cost of such treatment.

The national curfew prevailing currently between 10 PM to 4 AM shall be observed in the University. Vaccination
for everyone above 18 years as provided by the Ministry of Health is recommended and encouraged by the
University.

NON-RESIDENT STUDENTS

Students not residing in University halls of residence are expected to make their own arrangements for medical
attention. However, when on campus, services of the University Clinic will be open to them. Non-resident
students are required to fill an online non-residential form available at the students’ portal by uploading the details
of the place of residence and the landlord (caretaker).

DENTAL AND OPTICAL TREATMENT

The University does not provide dental or optical treatment. Any student having or suspecting any of such illness
should consult a dentist or an optician respectfully and get treated before reporting to the University. Students
with such illness (conditions) will be referred to the Moi Teaching and Referral Hospital or otherwise for those
in other campuses away from Eldoret for treatment at their own cost while they are on campus.

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GAMES AND SPORTS

Co-curricular and extra – curricular activities are essential for total human mental and physical
development. These activities provide comic relaxation to the stressed and exhausted mind. Thus
affording one an appropriate outlet for releasing different forms of pressure or anxiety in the world
of academics. It is the policy of the University that all students should be encouraged to participate
in at least one game and one sport.

The University offers a wide programme of sporting activities for both ladies and gentlemen.
These include soccer, hockey, basketball, volleyball, handball, tennis, table tennis, badminton, tae
kwon - do, karate, athletics, swimming, netball, chess, scrabble, darts and rugby among others.
Students participate in these activities both at recreational and competitive levels. At competitive
level, we accord students an opportunity to travel widely to compete at inter-university
sports bi-annual championships, tournaments organized at local, Regional, National levels, East
Africa University Games and World University Games.

The students are therefore, strongly advised to appreciate the policy of the University that
encourages all students to come with their own training and practice kits and appropriate playing
equipment for games and sports of their choice. For example, students who intend to participate in
any of the following category of games and sports should bring their own playing kits as shown: -

1. Soccer/football/rugby - Uniforms and boots

2. Basketball/Volley/handball/netball - Uniforms and footwear
3. Hockey - Uniforms, footwear and hockey stick
4. Tennis/badminton/table tennis - Uniforms, rackets, or bats, and footwear
5. Athletics/swimming - Track suits/swimming costumes
6. Karate/tae-kwon – do - Ghee suits

Note: The University has an “Official competition kit” which will be provided ONLY during
competitions.
Other basic items for training such as balls will be provided for training and practice of the respective
teams.

Every student is required to pay a games and sports fee of Kshs. 1000/= (One thousand only) per
year. This is already included in the fees structure.

The University also provides an opportunity for students to nurture their musical and performing
arts talents. The interested students are encouraged to join the Moi University Choir, Moi University
Band and Moi University Drama Group/Film. These groups provide a platform where students take
part in the national music and drama festivals. All students joining the University are advised to
balance between their curricular and co-curricular engagements.

CONDITIONS FOR REGISTRATION

ALL students are required to avail the following during registration: -

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a) The admission letter
b) Original KCSE Results slip/ KCSE certificate (which will be returned to the
student after verification of its authenticity)
c) Two photocopies of the KCSE Results slip/ KCSE certificate
d) Three copies of the completed personal details form
e) Copy of the National Identity Card or Birth Certificate for those who are below18
years old.
f) Receipts for requisite fees payments from the Finance Department.
g) A copy of N.H.I.F card of Self or parent/guardian

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 SECTION B

RULES AND REGULATIONS GOVERNING THE CONDUCT & DISCIPLINE OF

STUDENTS
AS EXTRACTED FROM THE STUDENTS’ GUIDE

VI. General Information on Rules and Regulations

Students are required to sign a form known as MUJI/04 to confirm that they have read and
understood and will abide by the rules and regulations as stipulated. In some instances, students
may in addition be required to sign “Bond of Good Conduct.”

6.0. These regulations are made by the University Council and Senate in accordance with the
provisions of Universities Act 2012 and Statute XXX whose objective and purpose are,
among others, to provide for the control, governance and administration of the University.

6.1. The Vice Chancellor, as per the Universities Act 2012 and Statute IV (3) on Student
Matters, shall be responsible to the University Council for the general conduct and
discipline of the students.

6.2. These regulations shall apply to ALL students of Moi University, its constituent colleges
and campuses subject to any necessary changes therein. All students shall be required to
read and abide by these regulations as well as University statutes in general and
particularly Statute XXX.

6.3. These regulations shall not preclude the University from requiring any student to execute
any bond, assurance or undertaking to be of good conduct throughout his/her stay at the
University.

6.4. Such bond, assurance or undertaking when required and executed shall have the same
effect as if it were part of these regulations.

For purposes of these regulations the Vice Chancellor, acting on behalf of Council, is the
disciplinary authority of the University and may in that capacity;
1. Vary or add to the list of disciplinary offenses specified herein.
2. Suspend any student(s), suspected of committing an offence under these regulations, from
the University pending further disciplinary measures for a period not exceeding 4 months.
3. Take any other measures necessary for the proper operation of disciplinary procedure and
maintaining law and order.

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 VII. THE CONDUCT OF STUDENTS
The following provision shall apply with respect to the conduct of students within and outside the
University precincts.

7.1. Bill of Rights

Bill of Rights as enshrined in Chapter IV (4), of the Constitution of Kenya, 2010 the University
will guarantee your Bill of Rights subject to the limitations of the Bill of Rights of the other
parties.

7.2. General Conduct

(a) Respect and adhere to the administrative and academic rules, procedures and structures established
by the University Charter and the Statutes for the control, governance and operations of the
University.

(b) Respect the rights and privileges of the members of the University community at all times.

(c) Refrain from any conduct that might bring the University or any section or programme thereof into
disrepute or public odium.

(d) Carry themselves in all public places or forums with such humility and dignity as befits their
status as mature and responsible citizens.
(e) Wear acceptable and appropriate attire at all times and in particular while attending lectures,
practical sessions or at any other University functions.

7.3. Channels of Communication

In the redress of grievances, students shall be expected to go through the laid down channels and
procedures as follows:

(i) Academic matters: Class representatives, Academic Advisers, Heads of Department, Deans of
Schools and Dean of Students in that order.

(ii) Residential matters: Student Hostel representatives, Housekeepers/Janitors, Hostel Officers,

Wardens, Catering and Hostels Manager, Dean of Students, Registrar (Students Affairs) and Deputy
Vice Chancellor (Student Affairs) in that order

(iii) Community Matters: Student representatives, Chief Security Officer, Dean of Students, - (Public
Transport, Arrests, Tenancy, Trespass, Theft, Incitement, Power blackouts, etc.),

d) Students and their organizations shall be expected to adhere to the procedures in (a) (b) and (c)
above to ensure smooth and prompt processing of their grievances.
e) Failure to adhere to the above procedures shall be a violation of the university regulations.

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 7.4. Rules – Community Living
7.4.1. Residential Conduct

All students shall conduct themselves with responsibility and maturity while in residence at the
University and in particular shall Book rooms online for University residence or Fill in Non-
Residence Forms online one (1) week before the opening date. In addition, shall strictly observe
the following:
(a) Share rooms in addition to other facilities of common use. However, it shall be an
offence to ‘pirate’ in the University hostels.
(b) Only allow visitors/students to their rooms from 10.00 a.m. up to 10.00p.m.and in so
doing shall pay due consideration and respect to their roommates.
(c) Not remove or damage any facilities or equipment in their rooms or any other part of the
hostels.
(d) No cooking or selling of food in the hostels.

(e) Not conduct any business in the hostels.

(f) Other than an iron box, radio, mobile phones, TV and computers, the use of all other
electrical and electronic appliances is prohibited in the University hostels.

(g) Not reside with a member of the family in the University Hostels, e . g .

(h) Child, mother, father or any other unauthorized persons unless unspecified areas as may be
identified by the University.

(i) Not cohabit in the university hostels or any other official r e s i d e n c e .

(j) Not enter or remain in the opposite sex hostels between 10.00 p.m. and 10a.m.

(k) Not sublet University hostel rooms.

7.4.2. Hostel Keys

Each student shall be required to surrender room keys promptly if and when required.

7.4.3. Vacational Residence

(a) All students shall leave the University premises at the end of every academic session.
Permission for vacational residence shall only be granted by the Dean of Students on the
advice from the Dean of the School that residence shall be required for the purpose of
carrying out an academic assignment or for other reasons approved by the Dean of Students.

(b) Vacational residence shall be in a specified hostel and paid for in advance at least
two weeks before the start of the vacation.
(c) Students shall vacate University premises immediately they are asked to on disciplinary
grounds.

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7.4.4. University Property
A student shall take reasonable care of property of the University and shall be held responsible for loss or
damage to any such property where it is deemed to have been caused by negligence, willful and wanton
destruction or misuse of such property by the student or group of students.

7.4.5. Music and Musical Instruments

(a) Radios, television sets, videos (VCR), musical instruments and percussion instruments
may be used only between 5.00 a.m. and 11.00 p.m., and at no time should the sound
be so loud as to cause disturbance to others.

(b) Video entertainment shows are restricted to Friday and Saturday evenings only and at
no time should the shows run past 1.00 a.m. On Sundays, the shows shall run until
midnight. Video entertainments shall not be done in the halls of residence.

(c) Discos and other dances shall be held on Friday and Saturday evenings only.

7.4.6. Noise and Nuisance

Students are not allowed to create unreasonable noise or engage in unruly and rowdy behavior to the
disturbance or annoyance of other occupants of university premises.

VIII. GENERAL RULES

8.1. Fire-fighting Appliances

It is an offence against University regulations to interfere with, damage or remove any of the fire-
fighting appliances other than for firefighting purposes.

8.2 Security of Students’ Property

Students are advised to take reasonable care to ensure safety of their personal effects.
While reasonable security shall be provided, the University is not liable for losses for damage
to students’ personal property while on University premises.

8.3. Motor Vehicles/ Motor Cycles

(a). A student shall not keep a motor vehicle and Motor cycles on university premises without prior
written permission from the Deputy Vice Chancellor (Administration, Planning and Development
through the Dean of Students). The Chief Security Officer will authenticate the validity of
Insurance cover, current driving license and road worthiness of the vehicle before permission is
granted.
Permission may be refused or withdrawn at the discretion of the Deputy Vice Chancellor

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 (Administration, Planning and Development). The offence shall be treated as trespass to property.

(b). Students with permission to use motor vehicles shall be issued with stickers that indicate clearly
where they have permission to park. Parking of vehicles shall be at the owner’s risk and the
University shall not be held responsible for loss or damage for such vehicles. However, students
shall not be permitted to operate commercial vehicles in the University.

8.4. Offences
8.4.1 Criminal Offences
The University has jurisdictional right over its students in criminal matters and other offences covered by
the Laws of Kenya and THE PENAL CODE CAP 63. However, these crimes may also be reported to
the police. Notwithstanding any action that may be taken by other parties, the University will take
independent disciplinary measures. These crimes shall include the following:

i. Being drunk and disorderly

ii. Drug abuse
iii. Possession of illegal brew.
iv. Drug trafficking.
v. Fighting (affray).
vi. Possession of dangerous weapons, e.g. daggers, arrows, guns, explosives devices,
inflammable Materials etc.
vii. Assault.
viii. Assault causing actual bodily harm.
ix. Arson, attempts to commit arson or attempts to destroy or injuries to property.
x. Theft and other related offences, e.g. robbery and extortion.
xi. Handling of stolen property
xii. Obstruction to perform duty.
xiii. Organizing and/or participating in unlawful demonstrations/processions/incitement.
xiv. Rioting
xv. Forceful ejection of students and staff from lecture halls, library, hostels and offices.
xvi. Rape or attempted rape.
xvii. Kidnapping/abduction, detentions.
xviii. Sexual harassment, indecent assaults, defilement.
xix. Indecent exposure/exhibition
xx. Impersonation and false pretense.
xxi. Forgery, fraud, counterfeiting.
xxii. Illegal/unlicensed trade, e.g. hawking.
xxiii. Trespass.
xxiv. Aiding Suicide and attempted suicide.
xxv. Concealing birth, killing of unborn child and abortion.
xxvi. Abandonment of a minor
xxvii. Subversion/Treason.
xxviii. Murder, Manslaughter.

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 xxix. Illegal assembly (Terror gang, Cults)
xxx. Use of abusive or profane language
xxxi. Inviting unauthorized guests/dignitaries without permission
xxxii. Threats to endanger one’s life or property
xxxiii. Any other act that shall be deemed as a crime from time to time.

8.4.2. Civil Crimes

a) Failure to pay fines
b) Failure to honour summons
c) Failure to settle debts
d) Deviant behaviour such as wilful breakage of bottles etc.

8.4.3. Cyber Crimes

Misuse of internet or management information systems or electronic devices to:
a) Hack examination questions and manipulate of examination results
a) Defame others in the social media or send abusive text messages
b) Falsify admission records
c) Promote ethnic hatred/incitement
d) Transfer unauthorized information/materials
e) Access unauthorized information
f) Steal cash from ATMs
g) Manipulate fee balances

8.4.4. Miscellaneous Offences

a) A student shall not threaten or hold hostage or extort or strike or physically harmony other
student, or a member of staff or other employee of the University, or a member of public.

b) It shall be an offence for a student to interfere with the movement of University vehicles or
cause traffic obstruction in or outside the campus.

c) Students shall be expected to maintain a high degree of hygiene in their halls of residence,
dining halls and University campus in general. It shall therefore bean offence to litter or
throw any waste items outside the dustbins provided.

d) University facilities like halls, lecture theatres and common rooms may not be used by
students for business, meetings and parties without written approval from the Dean of
Students.

e) Students shall not be permitted to enter places on campus designated as ‘Out of Bounds’ or
‘No Through Way’, such as Telephone Switchboards, Kitchens, Examination Offices, Water
Treatment Works and other such areas as notified from time to time.

f) Students are not allowed to uproot/damage flowers/plants, deface buildings, harm/kill pets
and domestic animals within the University precincts.

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 g) Students shall not be allowed to keep any kind of domestic animals and pets within the
University precincts.

IX. ACADEMIC MATTERS

9.1. Leave of Absence

The University shall grant leave of absence from the University on the Following grounds only:

(a) Sick leave up to 21 days

(b) Maternity leave up to 21 days
(c) Compassionate leave up to 10 days
(d) Special leave up to 7 days

The request for leave shall normally be supported by documentary evidence. Where the leave exceeds
21 days, the student shall be required to defer studies.
9.2 Deferment and Withdrawal
Students who wish to defer and or withdraw from the University shall be required to fill
deferment/withdrawal form obtained from Dean of Students or www.mu.ac.ke. The forms should be duly
signed by the student, Dean of the School and approved by the Dean of Students, Deputy Vice Chancellor,
Student Affairs and copied to Deputy Vice Chancellor, Academics, Research and Extension, Dean of
School, Director of a Campus, Dean of Students and the student to retain a copy for their record.

The deferment period is allowed for one academic year. The student can subsequently re-apply for
deferment of up to one academic year. Beyond that the studentship ceases.

9.3. Re-admission
Student seeking re-admission after the lapse of deferment period, shall submit the request to the Deputy
Vice Chancellor (Academics, Research & Extension) through the Dean of Students. On the
recommendation of the Dean of Students to the Deputy Vice Chancellor (Academics, Research and
Extension) the student shall be granted re-admission.

9.4 Violation of these procedures constitutes an offence

a) In all cases of absence from classes on account of illness and maternity, a medical certificate to that
effect shall be submitted by the University Medical Officer or any certified Medical Practitioner to
the Dean of relevant School and the office of the Dean of Students. Where a private practitioner has
treated a student the medical certificate shall be submitted to the University Medical Officer for
record. The university is not responsible for student treatment outside its authorized medical
facilities.
b) Leave Application Form (No. MU/SWO/502) is available at the Dean of Students’ Office or online
www.mu.ac.ke. The form must be filled by the applicant and approved by the Dean of Students at
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 least one day before the leave begins. The University shall not entertain any claims where a
student leaves without prior official permission.

9.5. Processions, Demonstrations and Ceremonies

9.5.1 It shall be an offence for any student while on campus to organize or participate in demonstrations,
processions, ceremonies, or any other meetings for which permission has not been granted by the
university or a government authority.

9.5.2 In addition to any other permits which may be required by the law, permission to hold meetings in
the University precincts shall be given by the Dean of Students and a report made to Head of
University Security Services.

9.5.3 Where such processions, demonstrations and ceremonies have been organized unlawfully, the
organizers shall be subject to appropriate disciplinary action.

9.6. Correspondence
9.6.1 Correspondence to the press or other mass media by an individual or officials of the students’
organization shall bear the individual names and signatures.

9.6.2 It shall be an offence to make slanderous and/or irresponsible statements about matters affecting
the University or Students Organization.

9.6.3 Publishing, writing and/or distributing of anonymous literature of a malicious nature, including
placards, shall be subject to disciplinary action.

9.6.4 Advertising notices must be in approved designated notice boards and shall be subjectto approval
by the Dean of Students office. However, those who are responsible shall remove such notices
within one week after the advertised event takes place.

9.6.5 Correspondence through letters by individual students or by officials of the Students organizations
(including student societies) to the following in matters pertaining to the university shall be sent
through the office of the Deputy Vice Chancellor, responsible for Student Affairs and the Dean of
Student who will forward as may be appropriate:

a) Government officers
b) Foreign governments
c) Ministers and members of Parliament or other dignitaries
d) Political parties
e) Sponsoring bodies
f) Other such bodies
9.6.5 Invitations to Government, Ministers, Government Officials, Politicians, Representatives of foreign
governments or any other important persons to visit the University in their official capacities shall
be notified within adequate time to the Vice Chancellor, through the Dean of Students and Deputy
Vice Chancellor, responsible for Students Affairs.
Page 15 of 49
9.7 Academic Responsibility
9.7.1 Senate considers attendance of lectures, tutorials, seminars, practical sessions, field courses,
University examinations and other such scheduled courses of instruction as compulsory.

9.7.2 It is therefore an offence for a group or class to boycott lectures/practical/fieldwork for more than 48
hours consecutively. Such an offence may lead the whole group to be suspended from the University
for a specified period.

9.7.3 It is an offence to interfere with or block scheduled activities.

9.7.4 Students who have missed more than 20% of scheduled lectures, tutorials, seminars, practical
sessions and other instruction shall NOT be allowed to sit end of semester examinations and
subsequently shall repeat the year or semester as shall be recommended by the Senate.

9.7.4 Absence from class for more than 20% contact period without permission is treated as absconding
and shall lead to de-registration of one’s studentship.

9.7.5 Students shall be expected to comply with all other regulations laid out by Departments, Schools,
Institutes, Directorates, Campuses, and Colleges or any other such units of the University.

9.8. Leadership
(a). Student who intends to contest for any elective position should meet the minimum
academic requirements as follows:

i. To contest, a prospective candidate should demonstrate that class work would not
suffer by obtaining an average mean mark of credit pass (60%) in the previous
University examinations.

ii. A First year student intending to contest should have obtained credit pass (60%)
average of C.A.T. marks.

iii. Eligible candidates for elective posts in Students Governing Council (SGC) shall be
limited to bona fide students who have cleared payments of ALL University fees that
are due at that time as shall be confirmed by the Finance Officer.

The fulfilment of the above requirements shall be confirmed by the Dean of the respective school.

b). No student shall be allowed to contest If one:

i. Has been suspended from the University at any one time.

ii. Has suffered from mental sickness/temporary insanity or any o t h e r

iii. Infirmity that may hinder academic performance and leadership.
9.8.2 Has been involved in any criminal offence, convicted and reported to the University. A
Page 16 of 49
 member of the student council shall hold office for a term of one year and may be eligible
for re-election for one final term. No such student shall be eligible to serve in any other
capacity thereafter.

9.8.3 A person who has held office as a member of the student council of a University fortwo
terms is disqualified from election as a member of the student council of any other
University or constituent college in Kenya.

9.8.4 MUSO shall be governed by a students' council comprising of a Chairperson, a Vice

Chairperson who shall be of opposite gender with the Chairperson, a Treasurer, a
Secretary-General who shall be the secretary to the Council and three other members to
represent special interests of students.

9.8.5 Representation in Senate will be restricted to two elected students as prescribed in the
statutes who may not necessarily be the Chairperson of MUSO.

9.8.6 Representation in Student Disciplinary Committee meetings shall be restricted to two

members of Student Governing Council from the respective campus where the meeting is
being held.

X. DISCIPLINARY ACTIONS
The discipline of students will be as follows;

10.1. Jurisdiction
The following provisions shall apply to all disciplinary action taken against students in respect of the
disciplinary offences specified herein, whether such offences are committed within or outside the
University precincts.

(a) The responsibility of maintaining discipline in the University is vested with the Vice
Chancellor who has delegated such powers on discipline of students to the Deputy Vice
Chancellor (Student Affairs) for enforcement.

(b) Administrative and Academic staffs of the University have authority to ensure that the rules
and regulations are adhered to by all students.

(c) Students on field/ industrial attachments and teaching practice shall be subject to the
supervision of the officers under whom the University places them.

(d) Any breach of the rules and regulations during the field/industrial and teaching practice shall
be subjected to disciplinary action.

Page 17 of 49
10.2. Enforcement of Regulations
In the event of breach of the regulations, and depending on the nature of the offence the officers referred
to above shall adopt the following procedures:-

A) Shall require the student to make a written statement in response to the charges within two (2) days.

(i) Shall warn or caution the student either verbally or in writing within two (2) days.

(ii) Shall report the student to the office of the Dean of Students in writing enclosing all documentary
evidence for further processing within 10 days of reporting the offence. The Dean of Students
shall:

a) Investigate and establish whether there is a case to answer. In this respect, the Dean of Students
may warn or caution the accused within seven (7) days.
b) Process the disciplinary offence and forward to the Deputy Vice Chancellor, responsible for
Student Affairs within fourteen (14) days.
c) Or take any other action that may be deemed appropriate at that time.
B) The Student Disciplinary Committee is convened at least twice in a semester to deal with pending
disciplinary cases.

10.3. Disciplinary Procedures

(a). There shall be a Students Disciplinary Committee of the Senate constituted as per
Statute XXX as follows:
i. Deputy Vice Chancellor Student Affairs (Chairperson)
ii. Registrar Student Affairs (Secretary)
iii. Three (3) Members of Academic staff approved by Senateiv
Two (2) Students nominated by Students Organisation
v. Dean of Students
vi. Legal Officer

(b). Meeting of the Disciplinary Committee

Except in cases dealt with under statute XXX, the Chairperson shall convene a meeting of the
Disciplinary Committee at least twice per Semester after the report being received.
(c). Notice of Meeting
The Secretary shall notify both the student and the complainant within 14 (fourteen) days
of the date, time and venue of the meeting and inform them of the requirement to attend
and their right to call witnesses.

(d). The student shall be required to attend the hearing in person. Summons to attend shall take
precedence over all other commitments.
(e). Accused students are required to be accompanied by their parents/guardians whose names
appear in Moi university records during the meeting. If a student appears with a person
not in the records without any evidence of representing the guardian/parent will be
expelled to show cause.

Page 18 of 49
(f). Students who fail to appear before the Student Disciplinary Committee will be expelled to
show cause for a period of not more than four day months.

(g). A student who has taken the University to court or has a pending court case shall be
suspended from the University until the case is heard and determined. These shall also
include students who intend to stop University activities for example Graduations,
Examinations, Elections etc.

(h). In the event that such a student wants to be heard by the University Students’
Disciplinary Committee such a student shall be required to withdraw the case from the
court.

(i). The Student shall be required to pay a disciplinary fee to be determined by the Committee from
time to time.

(j). Students who have appeared before the disciplinary committee shall loose some
privileges such as accommodation in the hostels.

(k). If a student is serving suspension and has another case to answer, he/she cannot
appear before the disciplinary committee until the suspension period is over.

10.4. Procedure of the Committee

(a) All disciplinary cases against students shall be handled fairly and competently in
accordance with the procedures prescribed hereafter and in particular there shall be
observance of “Principles of Natural Justice” which are namely: That
i. No one shall be a judge of his/her own case.
ii. Each party shall have the right to be heard and call w i t n e s s e s .
iii. The accused has a right of appeal.

(b) The Committee shall hold due enquiry and shall not be required to adhere to the rules of
evidence or procedures as applied in a court of law. In particular the Committee shall
ensure that both sides are heard and that persons required to be WITNESSES in the case
do not sit as members of the Committee.

(c) These proceedings are of management nature internal to the administration of the
University and therefore shall not involve legal representation. However if a student
wishes to be legally represented he/she must give notice to the secretariat to enable the
University to instruct its lawyers appropriately.

(d) The Committee’s decision shall be arrived at either by consensus or by simple

majority of votes through secret ballot.

Page 19 of 49
10.5 Powers of the Senate Students Disciplinary Committee
The Committee shall have powers to impose any one or more of the following measures,
subject to ratification by the Senate. The Committee has powers to:
• Dismiss the case against the student.
• Warn or caution the student either verbally or in writing.
• Require the student to make good any loss or damages to commensurate with the nature
and gravity of the offence committed.

d) Require the student to pay a cash fine of such amount to be determined by the
committee from time to time.

e) Forfeit bursary or goods to the university.

f) Exclude the student from the Halls of Residence for such a period as the
Committee may deem fit.

f) Exclude the student from attendance of lectures or other courses of instruction for such a
period as the Committee may deem fit.

g) Suspend the student from the University for a specified p e r i o d .

h) Expel the student.

10.6. Executive Orders of the Vice-Chancellor

(a). For the purpose of expediting disciplinary processes, the Vice-Chancellor shall have
authority to take appropriate action against the breach of these regulations upon
recommendations by the Dean of Students and the Deputy Vice-Chancellor, Students
Affairs, pending appearance before the Students Disciplinary Committee

(b). Such an action shall be ratified during the regular Student Disciplinary Committee
meeting.

10.6. Communication of Disciplinary Decisions

Subject to Statute XXX (k) the Deputy Vice Chancellor Students Affairs shall communicate
the Committee’s decision to the student; and such decisions shall take effect within three
(3) working days.

10.7. Appeal
10.7.1 The student shall have the right to appeal to the Vice Chancellor against the decisions of
the Students Disciplinary Committee and to Council against the decision of Senate
within 14 (fourteen) days after official communication through a letter, email and text
messages.

Page 20 of 49
10.7.2. Procedure of Appeal
(a) Notice of appeal against the Disciplinary Committee decision must be given in writing and
addressed to the Vice Chancellor within fourteen (14) days of the communication of
Committee’s decision.

(b) Notice of appeal against Senate decision must be given in writing to the Chairman of Council
through the Vice Chancellor within fourteen (14) days of the date of communication of the
Senate decision.

(c) On receipt of a copy of notice of appeal, the Secretary to the Disciplinary Committee shall send
to the Vice Chancellor a copy of all the relevant minutes and documents pertaining to the
hearing of the case.

(d) On receipt of a copy of notice of appeal the Secretary of Council shall send to the Chairman of
Council a copy of all relevant minutes and documents pertaining to the case.

10.7.3. Saving Clause

The provision of these regulations and any decisions made by the Disciplinary Committee shall not
derogate from the right of the police or any member of public so entitled to bring any action or to
institute criminal proceedings in respect of the same state of facts against any student in a Court of
Law, nor shall anything herein preclude the State from taking any action which it may deem necessary
against any student.

10.8. Clubs and Societies

(a) Clubs and Societies may be formed for the advancement of the functions and
objectives of the University in accordance with Statute XXX.

(b) Clubs and Societies shall be self-supporting in all financial m a t t e r s .

10.8.1. Procedures for forming Clubs and Societies

a) The students proposing to form a club or a society shall prepare a draft proposal which must
include the following:

i. The name of club or society

ii. Preamble

iii. Its aims and objectives

iv. The eligibility for membership and voting

Page 21 of 49
 v. The procedure for election of the officers and any other members of the executive
committee

vi. The powers and duties of the officials and executive c o m m i t t e e

vii. The frequency and method of convening meetings such as the Annual General Meeting, regular
meetings, or any Extraordinary/ special General Meeting

viii. The procedure for constitutional amendment

ix. The level of subscriptions (if any)

x. The arrangements for the sources and management of finances and for audit.

xi. The arrangements for dissolving the club or society and disposing of any assets

xii. Disciplinary processes and form of appeal.

b) The students shall then:

(i) Discuss the proposal with the Dean of Students
(ii) Draw up the proposed club or society’s constitution
(iii) Seek approval for the club and society from the Deputy Vice Chancellor responsible for
Students Affairs through the Dean of Students.

10.8.2. Management of Clubs and Societies

(a) All clubs and societies shall be managed in accordance with their approved
constitutions.

(b) All scheduled activities must have prior approval of the Dean of Students. For these
purposes a list of scheduled activities shall normally be forwarded to the Dean of
Students at the beginning of each semester.

Page 22 of 49
10.8.3. General Conduct of Clubs and Societies
• Topics of discussion by outside guests shall be approved by the Deputy Vice Chancellor
Student Affairs through the Dean of Students.

• University facilities may not be used for district or national political campaigns.

• Fund raising by students on campus shall not be allowed unless authorized by the
appropriate Government authorities and approved by the Deputy Vice Chancellor Student
Affairs through the Dean of Students.

• Clubs and Societies must ensure that their activities are not for financial gains of their
members.

• Moi University shall not be responsible for any liabilities or debt incurred by a club or
society. Should any debt or liability be incurred without the authority of the Dean of
Students, the liability shall rest solely with the person(s) who incurred it.

10.9. Protection of Name

Any individual, Students Organization, Club or Society may not use the name “Moi University”
without the written approval of the Deputy Vice Chancellor, Student Affairs through the Dean of
Students.

X. IRREGULARITIES IN UNIVERSITY EXAMINATIONS

10.0 Examination irregularities during examination shall i n c l u d e :
(i) Having unauthorized material and/or taking into examination rooms, written materials on clothes,
handkerchiefs, hats, petticoats, caps, underside of shirts, Jackets/overcoats,clipboards, writings on adjacent
walls, desks, tables, bags, electronic devices, such as mini computers, calculators, cell phones, pagers etc.

(ii) Any writing or drawings or other work found with or on a candidate during an examination other than in
his/her answer-book or supplementary answer book shall be regarded as an attempt to cheat.

(iii) Reading answer scripts belonging to another candi dat e .

(iv) Copying from or making references to unauthorized material(s) in the examination room.

(v) Obtaining assistance from another candidate/non-candidate, and/or giving assistance to another candidate,
directly or indirectly in answering an examination paper.

Page 23 of 50
(vi) Destroying evidence which may be used as proof of an examination irregularity.

(vii) Carrying examination scripts/answer sheets, one’s/or another candidate’s out of the examination
room.

(viii) Writing on examination question papers.

(ix) Permitting another candidate to copy from or make use of one’s papers.

(x) Presenting for examination the works of another person or persons without acknowledgement and
with intent to deceive.

(xi) Attempting to copy from or make reference to unauthorized material in the examination room.

(xii) Any attempt to copy, read or write from written walls, toilets, tables, desks, parts of the body, or
any other material.
(xiii) Threatening invigilators and obstructing the invigilator from carrying out his/her duties or behaving
in a manner likely to disrupt the examination process or cause a breach of the peace.

(xiv) Causing actual bodily harm to the invigilators, those assisting in the invigilation or fellow candidates
sitting for the examinations. The University shall provide security during examinations.

(xv) Committing a breach of any other examination rule or regulation which may be communicated to the
candidates from time to time by the invigilators.

(xvi) Being involved in examination leakage, by obtaining examination question papers before the date and
time of the examination, either by stealing, buying or being aided by a member of staff, another
student or any other person.

10.1. Procedure for Dealing with Examinations Irregularities

(i) Invigilators shall, before each examination, inform candidates of the seriousness with
which examination irregularities shall be treated.

(ii) When an invigilator suspects that a candidate has committed an examination irregularity, other
invigilators shall be consulted, and the candidate shall be informed that a report shall be submitted
to the Deputy Vice-Chancellor (Academics, Research and Extension).

Page 24 of 50
(iii) The Invigilator shall, if possible, confiscate the material that is suspected, but the candidate
shall be allowed to complete writing the examination.

(iv) The candidate shall, at the end of the examination paper, be asked to make a written statement
to be submitted to the Deputy Vice-Chancellor (Academics, Research and Extension) by the
Main Invigilator.

(v ) Likewise, the invigilator shall at end of the examination make a report of the case to the Head
of Department immediately after the examination by filling the incident form and in any case
no later than 24 hours after the examination.

(vi) The Head of Department shall report the case of examination irregularity to the Deputy Vice-
Chancellor (Academics, Research and Extension) within seven days of receipt of irregularity
report.

(vii) The Head of Department while reporting the case of the examination irregularity must
submit the invigilator’s report, candidate’s statement and any unauthorized materials found
with the student and the same recorded and signed for by an officer in the Examinations
Centre receiving the materials.

(viii) The Chairman of the Standing Committee of Senate on Examination Irregularities shall set
a date for hearing of examination irregularity cases occurring in the semester/term within
three weeks after the end of the examination period for the affected c a s e .

(ix) The Chairman of the Standing Committee of Senate on Examination Irregularities shall
communicate the date of the examination irregularity disciplinary meeting to the affected
student and parents/guardians, members of the Standing Committee of Senate on
Examination Irregularities and witnesses (invigilators) who detected the alleged offenders at
least 14 days before the case date.

(x) A student appearing before the Standing Committee of Senate on Examination

Irregularities shall pay a disciplinary fee of Ksh.3000.00 or as may be determined by
Senate from time to time.

(x) A student who is alleged to have committed an examination irregularity shall be heard and
given the opportunity to call witnesses and to cross-examine witnesses who have testified
against him/her.

(xi) Those giving evidence shall not be members of the C o m m i t t e e .

(xii) The Standing Committee of Senate on Examination Irregularities shall meet, interview the affected
student and witnesses to reach verdicts which are then communicated to the affected student within
7 days of hearing of the case by the DVC(A, R&E).

Page 25 of 50
 (xiii) In the event that the Committee is unable to reach a verdict by consensus, a vote shall be taken
by the three members of Senate, the Dean of the School, and the Dean of Students. If a tie is
registered during voting, the chairman shall take a vote to unlock the t i e

(xiv) The Deputy Vice Chairman (A, R&E) shall present the report and recommendations of
the Standing Committee of Senate on Examination Irregularities to Senate within one
month of sitting for noting and ratification.

(vii) An Internal Examiner, who in the course of marking examination scripts, suspects that an
examination irregularity has taken place, shall consult the Head of Department. If the Head
of Department considers that an examination irregularity has occurred, a full report shall be
made to the Chairman of the Standing Committee and the Deputy
Vice-Chancellor (Academics, Research and Extension), through the Dean.

10.2 Examination Irregularities shall be classified as F o l l o w s :

Group I
(i) Being found in the examination room in possession of the prohibited items stated
in section 12(6) of this document.

(ii) Writing on the question paper.

(iii) Committing a breach of any other examination rule or regulation which may be
communicated to the candidates from time to time by the invigilators.

Group II
(i) Having unauthorized material in an examination room written on paper or other
materials.

(ii) Having unauthorized material in an examination room in electronic devicessuch

as minicomputers, calculators and cell phones or any other device.

(iii) Reading or attempting to read answer scripts belonging to another candidate.

(iv) Forging an examination card and using it to sit an examination or sitting an

examination when not authorized.

(v) Refusing to write a statement

Group III
(i) Copying from, or attempting to copy from, or making references to unauthorized material(s) in the
examination room.

Page 26 of 50
 (ii) Permitting another candidate to copy from or make use of one’s papers to answer
questions.

(iii) Copying from the examination papers of another c a n d i d a t e .

Group IV
(i) Carrying examination scripts/answer sheets, one’s/or another candidate’s out of the
examination room.

(ii) Indicating conflicting registration numbers on the answer booklet and the examination
attendance sheet.

(iii) Obtaining or attempting to obtain assistance from another candidate, student or person
impersonation), and/or giving or attempting to give assistance to another candidate or
student (impersonation), directly in answering an examination paper. If the imposter is not
a student of Moi University, the University shall be at liberty to file a criminal charge of
impersonation in a court of law against the person.

(iv) Accessing a question paper or questions of an examination before the date and time
scheduled for the examination.

(v) Possessing a written or unwritten examination script, other than the one issued officially by
an invigilator in the examination room.

(vi) Presenting for marking an examination answer script whose answers were written elsewhere
other than in the examination venue at the time when the particular examination paper
was scheduled to be done.

(vii) Destroying evidence which may be used as proof of an examination irregularity.

(viii) Threatening invigilators, and obstructing the invigilator from carrying out his/her duties and
assaulting the invigilator or causing him or her actual bodily h a r m .

(ix) Presenting for examination the works of another person or persons without
acknowledgement and with intent to deceive.

(x) Sitting for examinations at a time when one is on suspension or has been expelled to
show cause.

(xi) Committing a subsequent irregularity after being warned or suspended and readmitted.

(xii) Failing to appear before the Senate Standing Committee on Examination Irregularities when
one has been summoned to do so after a suspected examination irregularity. In this case,
the candidate shall be expelled to showcase.
(xiii) Any evidence of cheating in an examination that may be detected during or after marking.

Group V
(i) Being involved in an examination leakage.
Page 27 of 50
Group VI
(i) Changing of marks in the mark sheet or transcript by a student or employee of the
University.

(ii) Any emerging evidence of cheating, plagiarism, falsification of examination results or

having committed any of the offences in group I-IV above after the student has graduated.

(iii) Forgery or falsification of academic testimonials and /or uttering of the same to derive
benefit when one is still a student or after one has graduated.

10.3. Disciplinary Action

If it is evidently established that a candidate has committed an examination irregularity, disciplinary
action shall be taken immediately. Although an attempt has been made to match an examination
irregularity with a disciplinary action(s) by making them fall in the same group, disciplinary action
may include either one or a combination of the following:

Group I
(i) Issuance of a warning letter to the candidate.
(ii) Cancellation of examination results in the affected course and issuance of a warning
letter.

Group II
Cancellation of the examination results for the course and suspension of the candidate for
one (1) academic year.

Group III
Cancellation of the examination results for the course and suspension of the candidate for a
period of two (2) academic years.
Group IV
Cancellation of all examination results and expulsion of the candidate from t h e University.

Group V
(i) Expulsion of the student from the University.

(ii) Notifying the student’s employer about the malpractice if s/he is on employment.
(iii) Having a member of staff involved in the leakage face disciplinary action as per the
terms of service.

(iv) Preferring charges in a court of law on masterminds of examination leakage.

Group VI
(i) Expulsion of the student from the University.
(ii) Having a member of staff involved in changing of marks face disciplinary action as per the
terms of service.

Page 28 of 50
 (iii) Withdrawal or cancellation of the degree/diploma/certificate conferred on or awarded to
the candidate.

(iv) Preferring charges in a court of law.

10.4. Appeals
(i) There shall be a Standing Examination Irregularities Appeals Board appointed by Senate
to hear examination irregularity appeal cases whose membership shall be asfollows:
(i) Chairman - Chairman of Senate or Nominee
(ii) Members - 3 members of Senate and the Dean of the School, and Dean of Students.
(iii)Legal Officer
In attendance.
i. The Registrar (Academics, Research and Extension)
ii. Deputy Registrar (Examinations) – secretariat

2. Any appeal shall be made in writing within 21 days of the decision of the Standing
Committee on Examination Irregularities to the Chairman of Senate who shallassess the
appeal request and if in his/her the opinion the appeal:

(a) Merits another hearing, s/he shall cause a meeting of the Committee to be
convened within 21 days after receiving such a request.

(b) Does not merit another hearing, dismisses the case and informs the appellant
accordingly within 14 days of receipt of such a request.

3. The Registrar (Academics, Research and Extension) shall invite the student who has
appealed to appear before the Standing Committee on Examination Irregularities.

4. The Standing Examination Irregularities Appeals Board shall only consider the grounds
of appeal presented by the student. There shall be no fresh hearing or presentation of
new evidence during the hearing of the appeal.

5. The Standing Examination Irregularities Appeals Board may make any of the following
decisions: confirm the earlier decision of the Standing Committee, amend, vary or arrive
at a new ruling on the case.

6. The Standing Examination Irregularities Appeals Board shall report its findings to Senate
for consideration within one month of hearing the appeal and the outcome communicated
to the student by the Chairman of Senate within 5 working days after Senate
consideration.

7. No other appeal shall be entertained after Senate has considered the report of the
Standing Examination Irregularities Appeals Board and pronounced its verdict.

Page 29 of 50
 ADDRESSES

Main Campus: P. O. Box 3900-30100

Eldoret.
Tel. +254 - 53 – 43001 – 8/43620

Students’ Mail
P. O. Box 4810-30100
Eldoret.

Town Campus: P. O. Box 4606,

Eldoret-30100.
Tel. +254 - 53- 32781/ 32783

Annex Campus: Students’ Mail

P. O. Box 7256-30100
Eldoret.

Nairobi Campus: P.O Box 63056-00200

Nairobi.

Dean of Students at Main Campus E-mail address: deanstudents@mu.ac.ke

It is important to request those writing letters to you to include your full names, name of the hostel,
room number and the specific box number of your hostel, which you shall be informed of. (This
applies to resident students only). Your letters and documents risk being lost if you use Box 3900
as it carries many mails for the University which has a large staff population.

Page 30 of 50
SECTION C: APPENDICES

DECLARATION

I…………………………………………………………………… ID NO………………………

Declare that I have read the regulations governing the organization, conduct and discipline of
students at Moi University, and understood their content and meaning, and undertake to abide by
them.

Signed………………………………………………………… Date………………………………

School admitted to: ……………………………………………………………………………….

Registration No…………………………………………………………….

Page 31 of 50
 OFFICE OF THE DEPUTY VICE-CHANCELLOR FINANCE
Tel (053) 43001 – 8
P.O. Box 3900
30100
(053) 43620 Eldoret
Fax: (053) 43047 Kenya
Telex: (053) 35047

REF: MU/ACD/PAO/1
………………………………

…………………………………………..
…………………………………………..
…………………………………………... Dear

…………………………………….

RE; PAYMENT OF FEES

This is to further advise you that fees can be paid at any of the following banks countrywide:

GOVERNMENT SPONSORED STUDENTS

• CO-OPERATIVE BANK OF KENYA (A/C NO.01129046897100) ELDORET BRANCH

• NATIONAL BANK OF KENYA (A/C NO. 01021029582000) ELDORET BRANCH
• KENYA COMMERCIAL BANK (A/C NO. 1102490296) ELDORET BRANCH NOTE:

The University does not accept Personal - Cheques, Money Orders, Postal or Cash.

DEPUTY VICE CHANCELLOR - FINANCE

Page 32 of 50
MUJI/1A

MOI UNIVERSITY
LETTER OF ACCEPTANCE BY THE CANDIDATE

(MUJI/1A to be completed by those accepting the offer)

Dear Sir, Candidate’s

Name

(Surname /Last Name)

(Other Names)

Admission Ref. No. Phone No. ID/Birth Cert.

No.

Email address_
With reference to your letter offering me a place in the School of_

for a course leading to the Degree / Diploma of

this is to confirm that I DO ACCEPT the offer and I PROMISE TO ABIDE by the Rules and
Regulations governing the conduct and discipline of the students of Moi University and I hereby
undertake to complete the course for which I have been accepted in Moi University unless I am
requested to discontinue by the University authorities.

I understand the change of School or Department will be permitted only by authority of Senate.

I shall accept the regulations made from time to time for the good order and government of the
University.
Yours faithfully, Signature

of Candidate:

Date:

NOTE: If you are not accepting this offer, please complete MUJI/1B.

Page 33 of 50
 MUJI/1B
MOI UNIVERSITY
LETTER OF ACCEPTANCE BY THE CANDIDATE

(MUJI/1B to be completed by those declining the offer)

Dear Sir,

Candidate’s Name
(Surname / Last Name)

Admission Ref. No. Phone No. ID/Birth Cert. No.

Email address _

with reference to your letter offering me a place in the School of

For a course leading to the Degree/Diploma of

This is to confirm that I DO NOT ACCEPT the offer

Yours faithfully,

Signature of Candidate:

Date:
NOTE: If you are not accepting this offer, please complete MUJI/B and return immediately to:

DVC (ACADEMICS, RESEARCH & EXTENSION)

MOI UNIVERSITY
P.O. BOX 3900 – 30100
ELDORET

Page 34 of 50
 MUJI/1C

PROCEDURE FOR HOSTEL ROOM BOOKING

1. Students are advised to check for the booking timelines set for Hostel Room Booking for various
groups of students on the University website (www.mu.ac.ke).
2. Once you have been registered as student at Moi University, and immediately an announcement
is made about Hostel Room Booking timelines, visit:
i. The portal.mu.ac.ke for course registration.
ii. Proceed to book a hostel room based on the availability of bed space.
iii. If not interested in campus accommodation, then proceed and fill the Non-Resident Form
which is provided in the portal.
3. Once complete, download the invoice for your campus accommodation or a Non-Resident Form
which you will present to the Hostels Officer for allocation of the booked bed space.
Note that you are expected to pay accommodation and tuition fees to the Moi University fees bank
accounts indicated below:

i. National Bank of Kenya (Eldoret Branch) A/C No.0102129582000

ii. Cooperative Bank of Kenya (Eldoret Branch) A/C No. 01129046897100

For more information, check instructions from First Year 2021 website https://firstyear.mu.ac.ke/

NON-RESIDENT STUDENTS
1. Follow directions as indicated in No. 1& 2 of booking procedure above
2. Fill the Non-Resident form
3. See the School Accountant for confirmation of requisite tuition fees.

PART III: TERMS AND CONDITIONS OF OCCUPANCY

1. Students can book their rooms online using student portal as stipulated in MUJI/1C
2. The University reserves the right of allocation.
3. There is no guarantee of an applicant accommodation
4. The allocation of bed space is provisional and only confirmed on full payment of required
accommodation fees for the full duration of the Semester. Only then will the University assign keys
and other items to the allottee.
5. Once allocated a room, the allottee will not be allowed to transfer except on permission on medical
or such other approved grounds. The transfer must be in writing and approved by the Warden and
Senior Hostels Officers.
6. The occupant will be held responsible for any loss of property or damage to the facility including
fittings in the room.
7. Cooking and hawking/illegal trade are prohibited in the rooms and hostels premises. Disciplinary
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 action will be taken on those residents found in violation of this condition.
8. Any student found sub-letting the allocated room or hosting any other students or members of the
public will face disciplinary action.
9. Residents are warned not to create noise or disturb other students by playing loud music or engage in
any unbecoming activities that will be detrimental to other users in the hostels. Disciplinary action
will be taken on those that do not obey this rule.
10. At the end of each semester, the residents must clear and hand over the University property at their
disposal to the respective House Keepers. Failure to hand-over will result to a penalty which will
be decided from time to time.
11. The students are expected to adhere to the University Rules and Regulations as contained in the
Students Handbook.

PART IV
Please read and study the Terms and Conditions of Occupancy and sign here below as your acceptance:

Name:……………………………………..Sign………………………….Date…………

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PART V: FOR OFFICIAL USE ONLY: MAIN/COLLEGE OF HEALTHSCIENCES

1. Clearance Certificates from Finance Officer No:………………………………

2. Hostel Allocated…………………………Room No…………………………..
Category ……………………………..Receipt MR……………………………
Room Deposit Paid Kshs…………….Receipt MR. No……………………….
Other payment Kshs………………….Receipt MR. No……………………….
3. Signed House/Keepers…………………….Date………………………………
4. Signed: Hostels Officer……………………Date………………………………
5. Signed Senior Hostels Officer……………..Date………………………………
6. Approved: Catering & Hostels Manager……………..Date………………….

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 MUJI/2
MOI UNIVERSITY STUDENT’S
Affix a
PERSONAL DETAILS passport
photo here

Information provided in this Form is intended to help the University understand the student better.
It will be used for purposes of improving the student’s welfare while at the University. (To be
completed in quadruple (4 copies) and in capital letters. Attach a colored passport size photograph
taken on a yellow background on each form. (NOT FROM A “PHOTO ME” MACHINE)

1. Full name: (Surname or last Name) (Mr., Mrs., Miss)

Other names)
2. National Identity Registration No.(ID) Sub-County

3. University Admission Number Email:

4. Date of Birth

5. Religion

6. Nationality

7. Home Contact Address

Cell Phone Parent/Guardian Cell Phone
8. _
(a) Marital Status
(b) Name and Address of Spouse (if married)
(c) Occupation of Spouse
(d) Number of Children
9. Full name of father Deceased/Alive
10. Full name of mother Deceased/Alive
11. a) Occupation of father Date of birth
b) Occupation of mother Date of birth
12. Number of brothers and sisters
13. Place of birth: village/Town
Location Name of Chief
Sub County County Region

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14. Place of Permanent Residence: Village/Town
Nearest Town_ Location Name of Chief
Sub
County County Region
Nearest Police Station
15. Give names and address of two persons who can be contacted in case of an e m e r g e n c y .
(a) Name Relationship
Address & Tel. No.
Email Address

(b) Name Relationship

Address & Tel. No

16. Name and address of School attended for ‘O’ Level

year completed
17. K.C.S.E Results (Subjects and Grades)

Index Number

18. Any other instructions/Attended and qualifications attained

19. Games/Sports: Which games are you interested in?

20. Clubs, Societies and hobbies. Which clubs, societies and hobbies are you interested in?

21. Do you suffer from any physical impairment? If so give details

22. Please give any information you think is useful for you to communicate to the University

I certify that the information I have provided is correct.

Signature Date

Page 39 of 50
 MUJI/2
MOI UNIVERSITY STUDENT’S PERSONAL
Affix a
DETAILS passport
photo here

Information provided in this Form is intended to help the University understand the student better.
It will be used for purposes of improving the student’s welfare while at the University. (To be
completed in quadruple (4 copies) and in capital letters. Attach a colored passport size photograph
taken on a yellow background on each form. (NOT FROM A “PHOTO ME” MACHINE)

1. Full name: (Surname or last Name) (Mr., Mrs., Miss)

Other names)
2. National Identity Registration No.(ID)
Sub-County

3. University Admission Number Email:

4. Date of Birth

5. Religion

6. Nationality

7. Home Contact Address

Cell Phone Parent/Guardian Cell Phone
8. _
(a) Marital Status
(b) Name and Address of Spouse (if married)
(c) Occupation of Spouse
(d) Number of Children
9. Full name of father Deceased/Alive
10. Full name of mother Deceased/Alive
11. a) Occupation of father Date of birth
b) Occupation of mother Date of birth
12. Number of brothers and sisters
13. Place of birth: village/Town
Location Name of Chief
Sub County county Region

Page 40 of 50
14. Place of Permanent Residence: Village/Town
Nearest Town_ Location Name of Chief
Sub County county Region
Nearest Police Station
15. Give names and address of two persons who can be contacted in case of an emergency.
(a) Name Relationship
Address & Tel. No.
Email Address

(b) Name Relationship

Address & Tel. No

16. Name and address of School attended for ‘O’ Level

year completed
17. K.C.S.E Results (Subjects and Grades)

Index Number

18. Any other instructions/Attended and qualifications attained

19. Games/Sports: Which games are you interested in?

20. Clubs, Societies and hobbies. Which clubs, societies and hobbies are you interested in?

21. Do you suffer from any physical impairment? If so give details

22. Please give any information you think is useful for you to communicate to the University

I certify that the information I have provided is correct.

Signature Date

Page 41 of 50
 MUJI/2
MOI UNIVERSITY STUDENT’S
Affix a
PERSONAL DETAILS passport
photo here

Information provided in this Form is intended to help University understand the student better.It
will be used for purposes of improving the student’s welfare while at the University. (To be
completed in quadruple (4 copies) and in capital letters. Attach a colored passport size photograph
taken on a yellow background on each form. (NOT FROM A “PHOTO ME” MACHINE)

1. Full name: (Surname or last Name) (Mr.,Mrs.,

Miss)
Other names)
2. National Identity Registration No.(ID) Sub-County

3. University Admission Number Email:

4. Date of Birth

5. Religion

6. Nationality

7. Home Contact Address

Cell Phone Parent/Guardian Cell Phone
8
(a) Marital Status
(b) Name and Address of Spouse (if married)
(c) Occupation of Spouse
(d) Number of Children
9. Full name of father Deceased/Alive
10. Full name of mother Deceased/Alive
11. a) Occupation of Father Date of birth
b) Occupation of mother Date of birth
12. Number of brothers and sisters
13. Place of birth: village/Town
Location Name of Chief
Sub County county Region

Page 42 of 50
14. Place of Permanent Residence: Village/Town
Nearest Town_ Location Name of Chief
Sub
County county Region
Nearest Police Station
15. Give names and address of two persons who can be contacted in case of an emergency.
(c) Name Relationship
Address & Tel. No.
Email Address

(d) Name Relationship

Address & Tel. No

16. Name and address of School attended for ‘O’ Level_

year completed
17. K.C.S.E Results (Subjects and Grades)

Index Number

18. Any other instructions/Attended and qualifications attained

19. Games/Sports: Which games are you interested in?

20. Clubs, Societies and hobbies. Which clubs, societies and hobbies are you interested in?

21. Do you suffer from any physical impairment? If so give details

22. Please give any information you think is useful for you to communicate to the University

I certify that the information I have provided is correct.

Signature Date

Page 43 of 50
 MUJI/2
MOI UNIVERSITY STUDENT’S
Affix a
PERSONAL DETAILS passport
photo here

Information provided in this Form is intended to help the University understand the student better.
It will be used for purposes of improving the student’s welfare while at the University. (To be
completed in quadruple (4 copies) and in capital letters. Attach a colored passport size photograph
taken on a yellow background on each form. (NOT FROM A “PHOTO ME” MACHINE)

1. Full name: (Surname or last Name) (Mr., Mrs., Miss)

Other names)
2. National Identity Registration No.(ID) Sub-County_

3. University Admission Number Email:

4. Date of Birth

5. Religion

6. Nationality

7. Home Contact Address

Cell Phone Parent/Guardian Cell Phone
8. _
(a) Marital Status
(b) Name and Address of Spouse (if married)
(c) Occupation of Spouse
(d) Number of Children
9. Full name of father Deceased/Alive
10. Full name of mother Deceased/Alive
11. a) Occupation of Father Date of birth
b) Occupation of mother Date of birth
12. Number of brothers and sisters
13. Place of birth: village/Town
Location Name of Chief
Sub County county Region

Page 44 of 50
14. Place of Permanent Residence: Village/Town
Nearest Town_ Location Name of Chief
Sub County county Region
Nearest Police Station
15. Give names and address of two persons who can be contacted in case of an emergency.
(e) Name Relationship
Address & Tel. No.
Email Address

(f) Name Relationship

Address & Tel. No

16. Name and address of School attended for ‘O’ Level

year completed
17. K.C.S.E Results (Subjects and Grades)

Index Number

18. Any other instructions/Attended and qualifications attained

19. Games/Sports: Which games are you interested in?

20. Clubs, Societies and hobbies. Which clubs, societies and hobbies are you interested in?

21. Do you suffer from any physical impairment? If so give details

22. Please give any information you think is useful for you to communicate to the University

I certify that the information I have provided is correct.

Signature Date

Page 45 of 50
 MUJI/3
MOI UNIVERSITY
STUDENTS ENTRANCE MEDICAL EXAMINATION
IMPORTANT:

Student is requested to complete part I of this Form, part II should be completed by the
Medical Officer examining the student. The completed form should be forwarded to the
Medical Officer, Moi University, P.O. Box 3900, ELDORET.
PART I
(c) Student’s Surname

(Other Names)
Date and place of Birth
Nationality Gender
Admission No: Phone No
School Email address
Single/Married
Name, Address and Telephone Number of Parent/Guardian/Next of
Kin

(d) Have you ever been admitted into a hospital

If so, state reason for admission and date

(e) Have you had any of the following illnesses? (Delete as necessary)
Tuberculosis or other chest infection?................................................Yes/No
Fits, Nervous disease or fainting attack ...............................................Yes/No
Heart Disease or Rheumatic Fever...................................................... Yes/No
Any disease of the Digestive system .................................................. Yes/No
Allergies to food or drugs ................................................................... Yes/No
Malaria................................................................................................. Yes/No
Sexually Transmitted diseases ..............................................................Yes/No
Poliomyelitis ........................................................................................ Yes/No
If the answer to any of the above is Yes, please give details with dates

If there are any other – relevant details of your medical history not covered by the
above questions, please give particulars.

Page 46 of 50
 (f) Has any member of your family suffered from:
(i) Tuberculosis .............................................................................Yes/No
(ii) Insanity or mental illness ......................................................... Yes/No
(iii) Diabetes Mellitus...................................................................... Yes/No
(iv) Heart Disease............................................................................. Yes/No

(g) Have you been immunized against any of the following diseases:-
(i) Small pox................................................................................... Yes/No
(ii) Tetanus ......................................................................................Yes/No
(iii) Poliomyelitis.............................................................................. Yes/No

Signature of Student
Date

PART II (To be completed by the Examining Medical Officer)

(a) Height weight_
(b) VISUAL ACUITY
Without glasses
With glasses R.6 L.6
With glasses R.6 L.6
(c) Hearing: Right Ear Left Ear
(d) Condition of:
Teeth Throat
Ears Lymphatic glands
Nose
(e) Circulatory system:
Pulse
Heart
Blood pressure: Systolic Diastolic
(f) Respiratory system
Chest X-Ray (optional depending on Clinical findings)

(g) Abdomen; any palpable masses – physiological or pathological?

Liver
Spleen
Uterus L.M.P_
(h) Urine: Albumin Sugar
(i) Is the student on any treatment?
(ii) Any other observation of importance

Name of Medical Officer

Page 47 of 50
PART III
(To be completed by MOI University Medical Doctor, after the student has registered with
the University)
Special Remarks

Is the student fit for University Education Yes/No

Date
University Doctor
(NAME)
Signature

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