CHAPTER 6
STUDENT AFFAIRS
All student related matters including welfare are administered by the Divisions of Student Services, Student Registrations, and Student Accommodation under the supervision of the Deputy Vice Chancellor. The said divisions provide services for students that includes new registrations for study programmes, deferment of registration and re-admission, leave of absence for registered students, student disciplinary matters, organizing of the Annual General Convocation, the grant of Mahapola and Bursary scholarships, concessionary season tickets for days scholars approval of student societies etc. The Student Accommodation Division handles the process of providing accommodation to students.
Contents of the Chapter
6.1 Student Registration 6.2 Undergraduate Admission 6.3 Student Welfare, Financial –Aid and Student Support 6.4 Career Guidance
Admission of Undergraduate students to the University of Peradeniya is carried out by the University Grants Commission (UGC) on the basis of a national admission policy for Universities in Sri Lanka prepared in consultation with the Ministry of Higher Education and in line with the national policies. Admission to postgraduate study programmes is the responsibility of the respective Faculties and Postgraduate Institutes.
Commission--
The UGC certified lists of registered students are received to the Universities for enrollment to the respective study Academic Year
programmes. 2019/2020
The student admission to State Universities is based on the annual enrolment policy of the UGC. The University admission is made under three criterions.
The lists of eligible students for every study programme when received by the Student Registration Division, is forwarded to the respective faculty based on the annual intake. The students are then informed of the dates (with the concurrence of the Dean of the respective faculty) for registration together with the relevant documents. On completion of the registration, a student ID is issued with the coordination of the respective faculty.
Candidates for postgraduate study Programmes may be registered as regular fulltime/part-time, provisional or Rules and regulations
casual students under a Higher Degree Committee of Faculties or Postgraduate Institutes for specific admission related postgraduate
respective Postgraduate programme. programmes
Hand Books
The University of Peradeniya is a residential university providing accommodation facilities to most of the undergraduates. The accommodation for students shall be provided based on a university adopted criteria.
The University has the capacity to provide residential facilities only up to 55% of the student population.
At present there are 22 halls of residence and two Bhikku Hostels in the University. In addition, the hostel at the Agriculture Sub-Campus at Mahailluppallama provides accommodation to the first year agriculture
students who follow practical classes for a period of a semester.
The Director /Student Accommodation under the supervision of the Deputy Vice-Chancellor coordinates
the allocation of the hostels for students . The accommodation for students is provided on a subsidized rate.
The administration of the hall of residence is the responsibility of a full-time sub warden who is under the Warden appointed from the senior academic staff of the university. The full-time sub-warden is assisted by a senior academic sub-warden and several academic sub-wardens appointed on the basis of the number of students residing in the Hall. The responsibilities of Part-time Wardens in halls of residence are to assist the overall
management of the Halls, maintenance of student discipline, and overseeing the welfare facilities provided to resident students and staff. Students are expected to leave the halls of residence during vacations. However,
during the vacation accommodation in halls of residence is provided under special circumstances. The students must send a request with a valid reason through the Dean of the respective faculty to Director /Student
Accommodation in order to obtain the approval from the Deputy Vice-Chancellor.
University hostel facilities are provided on the basis of distance to the residence of a particular student.
Accordingly for
Further accommodation is provided for ;
The Student Service Division advertises internally the vacancies to enable the academic staff to submit their applications for the posts mentioned. The selection is made by the Vice-Chancellor based on a structured interview and the letters of appointments are made for period of one year .
Lalith Athulathmudali Mahapola Scholarship
(b) The Student Service Division administers the grant of Lalith Athulathmudali Mahapola Scholarship to the students who have been selected by the University Grants Commission. This activity is carried out with the coordination of all faculties.
The University sends the monthly payment recommendation to the University Grants Commission considering the 80% attendance of the scholarship recipients. Accordingly, the monthly recommendation of the university is
channeled to the Lalith Athulathmudali Mahapola Trust Fund through the UGC to the Ministry of Higher
Education. As per the Commission Circular No.02/2019 as agreed by the said Trust Fund, monthly installment
of the Scholarship is directly credited to the bank accounts of the scholarship recipients.
Table 6.1 Specified timeline for payment of Mahapola Scholarship.
Activity | Time line |
Send the recommended list of students who qualified for payment of Mahapola to MTF
| The 20th day of the previous month |
Receive the payment schedule from MTF
| The 30th day of previous month |
Receive the list of names of qualified students from each faculty
| The 02nd day of paying month |
Send monthly payment recommendation to UGC | 05th day of Paying month
|
Funds transfers from MTF to UGC
| One day prior to the date of payment |
Monthly scholarship is credited to the students bank accounts by the MTF | 15th day of paying month |
Lalith
Athulathmudali
Mahapola Higher Education
Scholarship Trust
Fund Act No.66 of
1981
UGC circular
2/2019
Lalith Athulathmudali Mahapola Scholarship is awarded under two categories, namely
Merit Scholarship and Ordinary Scholarship.
o Merit scholarship is awarded to students who produce exceptional results at G.C.E. (A/L). 10% of the total scholarships are awarded under this category. Those who are selected under the Merit scholarship will be entitled to receive Rs.5050.00 pm.
o Ordinary Scholarship is awarded based on students’ performance at G.C.E. (A/L) and family income. 90% of the
total scholarships are awarded under this category. Those who are selected under this will be entitled to receive
Rs.5050.00 pm
Eligibility Criteria for Mahapola Scholarship
Students who satisfy the following requirements are eligible to receive the Mahapola scholarship.
The student should be a citizen of Sri Lanka. He/She should be registered as an internal student for a full-time programme of study in a University or an
Institute affiliated to a University.
(c)
|
At the time of selection of students for scholarship, if the parents of the students are separated and there is neither documentary evidences to prove it nor legal action initiated in relation to the said separation, the determination of the income ceiling shall be considered after receiving reports from the Grama Niladhari and Police of the respective division. If the student is employed his/her income from such employment should be added to the parental income. If the student is employed and married, the student and the spouse should be considered as a separate family and his/her eligibility for Mahapola will be determined according to the rules and regulations specified in above (Parental Income Ceiling). Bursary Bursary is provided for financial support needed students to facilitate their higher education. Bursary scheme and payment of Bursaries are based on the conditions stipulated under Commission Circular No. 11/2018 and 03/2019 dated 11/10/2018 and 29/01/2019 respectively.
(I) Eligibility to apply for Bursary Parental Income Ceiling | UGC circular 11/2018 & 03/2019
UGC circular 11/2018 & 03/2019
|
Parental income should be equal to or less than Rs.500,000/- per annum .
The following concession to be added for the above mentioned income ceiling.
income ceiling shall be considered after receiving the Grama Nilladhari report with the Police report of the respective Police Division.
and his/her eligibility for Bursaries will be determined according to the rules and regulations specified in
Section 3.3. and 3.4 of Circular NO.03/2019.
The University should make the payment of the Bursary from the funds of the university and reimburse the same from UGC.
The payment of Bursaries or Mahapola to any student may be completely stopped or temporally suspended for any one or more of the following reasons.
(Mahapola)
HEI/Universities.
Scholarships/Prizes/Medals are awarded to students for academic performance, extramural excellence on a merit basis .The Studentships have been established to assist needy students.
Award of a new medal, scholarship, prize is initiated with the compiling of regulations in compatible with regard to the standard regulations governing award of medal/scholarship/prize. Subsequently, the approval of
Faculty Board of the respective faculty should be obtained. The approved regulations pertaining to award of Policy for Scholarships/Studentaward medals/ scholarships/prizes should be channeled to the Senate Scholarship Sub-Committee for its ships/Prizes recommendation to the Senate for its approval.
The following recommendations made by the Scholarship subcommittee are taken into when establishing a medal th meeting of
/prize/scholarship. 85
Scholarship
Regulations
The list of students eligible for the award of scholarships/prizes /medals is obtained from the respective faculty.
The Prize shall be given annually to the student who has recorded the best performance in the relevant
subject/subject combinations based on the criteria as pre-determined by the Faculty [Faculty to specify the Regulations Governing the criteria] award of Prizes
f)
| and
Obtained a minimum of B+ or its equivalent at the first available attempt
and
Passed all the subjects at the first available attempt in the relevant examination conducted by the Faculty and has obtained a minimum of a Second Class (Upper Division) pass or its equivalent Cumulative or Final GPA.
A Scholarship is awarded based on specific regulation based on Part V Section 29 (m) of the Universities Act No. 16 of 1978 the mode and conditions of competition for the award of the particular Scholarship for overall performance at an Examination/s
Medals shall be awarded based on the regulations in Part V Section 29 (m) of the Universities Act No. 16 of 1978 that the mode and conditions of competition for the award of the particular Medal for academic and extra mural excellence. . Student Counseling The University maintains a student counseling service to assist and guide students who have problems pertaining to academic, social and personal matters. This service consists of academic experts who have very good knowledge in counseling and other social problems. Senior student counselors are nominated annually by the respective Faculty Boards. The appointments are made by the Vice-Chancellor on the recommendation of the Deans of Faculties on the recommendation of respective Faculty Board. All Senior Student Counselors meet once a month and this meeting is presided over by the Chairman of Senior Student Counselors who is elected by the membership.
|
Regulations Governing the award of Scholarship
Regulations Governing the award of Medal
|
The University students take part in a wide –range of activities in the areas of culture and religion. At present large number of societies and associations of students established with the approval of the University Council.
The University experience of students can be enriched by their association with various student bodies in relation to their interests. The renewal of registration of existing Societies and registration of new student societies should be done annually.
The objective of the University of Peradeniya Arts Council is to organize and promotion of cultural artistic activities in the university. The Composition of the Art Council as follows.
Faculty.
(The chairperson shall be nominated c) One member appointed by Peradeniya University Students’ Union
i) Peradeniya Students Union and Faculty Students Unions
According to the By-Law made by the Council of the University of Peradeniya under section 135 read with By-law 112(3) of the section 112(3) of the Universities Act No.16 0f 1978 as amended by Act. No.07 of 1985 and 26 of 1988, the Universities Act
Peradeniya Students Union and Faculty Unions have been elected for every academic year(Annexure IV-By No.16 0f 1978 as laws) . amended by Act.
No.07 of 1985 and 26 of 1988
The Peradeniya University Students Union shall derive its authority for its composition, duties and functions as provided for in Section 1(1), 1(2), Section 2 and Section 3 in the schedule to the Universities (Amendment) Act No. 26 of 1988.
The Principal Executive Officer Shall arrange a date for the holding of the first meeting of the University
Students Union wherein all the members of the Faculty Students Unions shall elect the office bearers of
the University Students Union. Each office-bearer of the University Students Union shall hold office from the date of his election up to the end of the academic year in which he was elected. The University council shall have the discretionary power to extend the period of office of such office bearer or member.
There shall be a University of Peradeniya Faculty Students Union for each Faculty of the University of Peradeniya, which Unions will derive their authority for their composition, duties and functions as provided for in Section 6(1), 6(2), 6(3) and Section 7 in the schedule to the Universities (Amendment) Act No. 26 of 1988(the By-law ).
University takes numerous steps to maintain students’ discipline within the University. Students are admitted and registered as undergraduates or graduate students of the University and their registration is mandatory, subject to
their good behavior and the observance of strict discipline. Every registered student shall be bound to protect and safeguard the property and the reputation of the University.
The By-Laws in relation to Student discipline is made by the Council of the University of Peradeniya under
Section 29 (n) read with Section 135(1) (d) of the University Act No.16 of 1978 as amended by Acts No. 7 of
1985 and No. 26 of 1988 (Annexure V- By-laws). Each and every student duly registered as a student of the University shall be issued with a copy of these By-Laws.
Upon coming into operation of these By-Laws, there shall be established a Board of Discipline . The Board of Discipline shall consist of the following Members who shall hold office for a period of 03 (three) years with effect from the date of appointment.
By-laws, No. 01 of
1996
The Chairman of the Board shall be elected by the members from among the Deans and he shall preside at all meetings of the Board. The quorum for the meeting of the Board shall be seven members.
Subject to the provisions of the Act, and of any other appropriate Instrument
Board shall have the following powers, duties and functions:
i) To regulate and determine all matters concerning the maintenance of student discipline within the
University, ii) T o hold inquiries or cause inquiries to be held pertaining to allegations of indiscipline or misconduct on the part of any student or students of the University,
iii) The Vice-Chancellor may appoint a Committee of Inquiry to inquire into an incident where he thinks it appropriate in the circumstances and the Board of Discipline shall consider such reports made by such a Committee and recommend appropriate action.
iv) To impose appropriate penalties or punishments, on any student or students who have been found guilty of any acts of indiscipline or misconduct or who have been found guilty of an offense under these By- laws or, of acting in contravention of the provisions of these By-Jaws or the Rules made by the Board.
v) To do all other acts incidental to the powers aforesaid as may be required in order to further the objectives of these By-laws.
The Vice-Chancellor may delegate any of his powers and duties regarding student discipline within the
University to the Proctor.
Faculty.
It would be the duty of a Warden of a Hall of Residence to impose discipline among the students of the Hall of
Residence and act in consultation with the Proctor regarding matters pertaining to student discipline in the Hall of Residence.
The legislative measures have been taken to Eliminate Ragging and Other Forms of Violence, and Cruel, Inhuman and Degrading Treatment, from Educational Institutions by The Commission Circular 919.titled
“Guidelines to be introduced to curb the menace of ragging in the Universities or Higher Educational Institutions
By-law 112(3) of the
Universities Act No.16 0f 1978 as amended by Act. No.07 of 1985 and
26 of 1988
Commission
Circular 919. And Act No.20 of 1998
6.4
| and Act No.20 of 1998 “Prohibition of Ragging and other forms of violence in Educational Institutions” .Further UGC/L/94 letter dated 25/09/2018 has instructed Universities to appoint Anti Ragging Committees .The Anti Ragging Committees consisting of the Vice- Chancellor as the Chairman, Deputy Vice –Chancellor, Deans of all Faculties, one council member representing the UGC nominees, Proctor, Deputy Proctors, Chief Medical Officer, Senior Student Counselor, student counselors, all Sub-Wardens of Halls of Residence, Deputy Registrar/Student Services (as the convener).The Chief Marshal and The chief Security Officer attend the meetings by invitation. The committee meets at least twice a month and regularly report to the relevant parties concerned. Actions have been made to establish faculty level Rag Prevention Committees too.
By-laws Promulgated under the Policy on Sexual or Gender-based Harassment The by-laws are made by the Council of the University of Peradeniya under Section 135 (1) (h) read with Sections 29,35(6), 45, 46 and135 (3)of the Universities Act No. 16 of 1978 as amended by the Universities (Amendment) Act No. 7 of 1985 Sexual Violence University of Peradeniya. These by-laws may be cited as the “Procedural By-laws governing investigation of complaints of conduct prohibited by the Policy on Sexual or Gender-based Harassment and Sexual Violence”These by-laws shall mutatis mutandis apply to all pending preliminary and formal inquiries on sexual or gender-based harassment and sexual violence. The student have provision to report the incident to the Dean/ Deputy Proctor/Student Counselor/Student Advisor of a particular Faculty.
Carrier Guidance
The carrier Guidance and Counseling Unit of the University has been established to provide opportunities for every student to achieve his/ her full potential determine and shape his /her career and develop into a holistic individual. The Unit facilitates undergraduates to self-evaluate individual strengths and plan to develop skills. The unit guide develop the soft skills of undergraduates and the it delivers variety of custom-made training programmes The professional counselors provide career counseling as well as psychological counseling for students. As per the UGC circular 819 and 934, University Carrier Guidance Committee has been established. The committee is consisted with the following members.
Vice -Chancellor |
UGC Circular-819 and 934
|
6.5
|
Changing name in the Educational Certificates of Transgender Persons The student shall get the assistance from the DR/SAR/AR of respective faculty and the Student Registration Division in this regard. The universities shall follow the guidelines given in the circular No.01-24/2016 issues by the Ministry of health, Nutrition and Indigenous Medicine, to enable transgender persons to change their names in their degree certificate and other certificates. |
General Circular- 01-34/2016 -Ministry of Health
|
When a person requests service regarding transgender, the responsible consultant psychiatrist will provide the care which includes assessment ,counseling and issuing a Gender Recognition Certificate(GRC) to assist with the process of changing the sex on a birth certificates. The document has to be certified by a Consultant Psychiatrist and the Head of the Institute working under the Ministry of Health.
