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Request for Proposal (RFP)
For the Supply and
Implementation of
University Information
Management System
FNU UIMS, (FNU021/17), June 2017
Fiji National University
Vision To have a University Wide Integrated Information System and its support
mechanisms that would facilitate FNU’s Operational, Managerial and Executive
Functions across and with all Departments, Colleges, Students, Sponsors, Fiji
Higher Education Commission (FHEC) and other stakeholders.
(a)
(b)
1
Table of Contents Abbreviation / Acronyms .......................................................................................................... 16
SECTION A – GENERAL TERMS AND CONDITIONS ...................................................... 18
1. Background ........................................................................................................................... 18
Background of Current Solutions ......................................................................................... 18
2. Introduction ........................................................................................................................... 20
Aim ....................................................................................................................................... 20
Project Objectives ................................................................................................................. 20
Purpose for Request for Proposal ......................................................................................... 21
RFP Negotiation & Award.................................................................................................... 21
3 Project Timetable .................................................................................................................. 22
3.1 Proposed Timeframe ................................................................................................... 22
4 Circulation of RFP ................................................................................................................ 23
4.1 Advertisement & Publication of RFP ........................................................................ 23
4.2 Submission of RFP ......................................................................................................... 23
4.3 Clarification of RFP ........................................................................................................ 23
5. Vendor Eligibility Criteria .................................................................................................... 24
6. Evaluation Criteria .................................................................................................................... 25
SECTION B – GENERAL SYSTEM REQUIRMENTS ......................................................... 28
Systems Features ........................................................................................................................... 28
7. Student Administration ...................................................................................................... 28
7.1. Course Management ................................................................................................... 28
7.2. Study Term Management ........................................................................................... 29
7.3. Admission Management ............................................................................................. 30
7.4. Enrolment of Students into Units ............................................................................... 32
7.5. Cross Credit of Units .................................................................................................. 33
7.6. Halls of Residence, Hostel Management .................................................................... 34
7.7. Financial Management ............................................................................................... 35
7.7.1 Fee Management ..................................................................................................... 35
7.7.2 Fee Statement .......................................................................................................... 35
7.7.3 Invoicing ................................................................................................................. 36
(a)
(b)
2
7.7.4 Debit Note ............................................................................................................... 37
7.7.5 Credit Note .............................................................................................................. 37
7.7.6 Receipt of Payment ................................................................................................. 38
7.7.7 Student Identification Card ..................................................................................... 39
7.7.8 Refund ..................................................................................................................... 39
7.8. Holds Management ..................................................................................................... 40
7.9. Results Management................................................................................................... 41
7.9.1. Results Upload Calendar......................................................................................... 41
7.9.2. Allocate Lecturers to Offered Units ........................................................................ 41
7.9.3. Assessment Entry .................................................................................................... 42
7.9.4. Attendance Tracking ............................................................................................... 43
7.9.5. Final Results Upload ............................................................................................... 43
7.9.6. Add Late or Edit Final Results................................................................................ 43
7.9.7. Academic Transcript ............................................................................................... 44
7.10. Completion Tracking .............................................................................................. 45
7.11. Examination Management ...................................................................................... 45
7.12. Graduation............................................................................................................... 45
7.13. Certification Management ...................................................................................... 46
7.14. Alumni Management .............................................................................................. 46
7.15. User Management ................................................................................................... 46
8. Reports Management ......................................................................................................... 46
REPORT TYPES .................................................................................................................. 47
8.1. Academic Reports .......................................................................................................... 47
8.2. Colleges Reports ............................................................................................................ 47
8.3. Finance & Audit Reports................................................................................................ 47
8.4. International Research and Planning Office................................................................... 47
8.5. NTPC Reports ................................................................................................................ 47
8.6. Library Reports .............................................................................................................. 48
8.7. ICT Reports .................................................................................................................... 48
8.8. Uniservices Reports........................................................................................................ 48
8.9. Properties Reports .......................................................................................................... 48
8.10. Reports Requirements for External Parties ................................................................ 48
(a)
(b)
3
8.11. Other Reports .............................................................................................................. 48
8.12. Report Filter ................................................................................................................ 49
8.13. Report Scheduling ...................................................................................................... 49
8.14. Report Formats ........................................................................................................... 49
8.15. New Report Generation .............................................................................................. 49
8.16. Data Warehouse and Report Tool Setup .................................................................... 49
9. NTPC Student Administration, Levy and Grants Management ........................................ 50
10. Online Portals ................................................................................................................. 50
10.1. User Login Portal........................................................................................................ 50
STUDENT AFFAIRS ........................................................................................................... 51
10.2. Online Admission ....................................................................................................... 51
10.2.1. Online Admission Application ............................................................................... 51
10.2.2. Application Evaluation and Merit Generation ........................................................ 51
10.2.3. Admission Selection and Admission Decision ....................................................... 51
10.3. Online Student Services.............................................................................................. 52
10.3.1. View Student Profile ............................................................................................... 52
10.3.2. Student Registration ................................................................................................ 52
10.3.3. Student Financial Accounts .................................................................................... 52
10.3.4. Results ..................................................................................................................... 53
10.3.5. Course Tracking and Completion ........................................................................... 53
10.4. Online Submission ...................................................................................................... 53
10.4.1. Cross-Credit Registration........................................................................................ 53
10.4.2. Supplementary Assessment .................................................................................... 54
10.4.3. Student ID card ....................................................................................................... 54
10.4.4. Halls of Residence .................................................................................................. 54
10.4.5. Graduation............................................................................................................... 54
10.5. E-Learning Management ............................................................................................ 55
10.6. Alumni ........................................................................................................................ 55
10.7. Job Placement Service ................................................................................................ 55
COLLEGE AND ADMINISTRATION AFFAIRS ............................................................. 56
10.8. Assessment Entry ....................................................................................................... 56
10.9. Information for Sponsors ............................................................................................ 56
(a)
(b)
4
10.10. Information for University Staffs ............................................................................... 56
10.11. Customer Relationship Management .......................................................................... 57
10.12. Bulletin Board............................................................................................................. 57
11. System Integration and Additional University System Requirements ........................... 57
11.1. Library ........................................................................................................................ 58
11.2. Learning Management System ................................................................................... 58
11.3. Finance System ........................................................................................................... 58
11.4. Bank Systems (Online Payments) & Other Electronic Payment Modes .................... 58
11.5. Human Resource Management System ...................................................................... 58
11.6. Properties Management .............................................................................................. 59
11.7. Inventory Management ............................................................................................... 59
11.8. Document Management .............................................................................................. 59
11.9. Timetabling of Lectures and Examinations ................................................................ 59
11.10. Scheduling Applications ............................................................................................. 59
11.11. Facility Management .................................................................................................. 59
11.12. Canteen/ Bookshop Management with Point of Sale Support (POS) ........................ 59
11.13. Fleet Management ...................................................................................................... 60
University Information Management System Technical Requirements ................................... 61
12. Deployment Methodology .......................................................................................... 61
13. Bandwidth Requirements ........................................................................................... 61
14. Supported Database .................................................................................................... 61
15. Operating System ....................................................................................................... 61
16. Virtualization .............................................................................................................. 62
17. Physical Resource Requirements................................................................................ 62
18. Backup Storage ........................................................................................................... 62
SECTION C – PRICING SCHEDULE ........................................................................................ 63
19. Total Pricing ................................................................................................................... 63
20. License Costs.................................................................................................................. 63
21. Total Costs...................................................................................................................... 63
22. Data Conversion (Migration) ......................................................................................... 63
SECTION D – APPENDIX .......................................................................................................... 64
23. APPENDIX 1: Vendor Reporting Form ........................................................................ 64
(a)
(b)
5
Report Types ......................................................................................................................... 64
12. Report Filter ................................................................................................................ 84
13. Report scheduling ....................................................................................................... 84
24. APPENDIX 2: National Trading Productivity Center (NTPC) Requirements .............. 85
Introduction ................................................................................................................................... 85
1. Process for NPTC Admission ............................................................................................... 86
1.1 Enquiry ........................................................................................................................... 86
1.2 Enrolment ....................................................................................................................... 86
1.3 Course............................................................................................................................. 89
1.3.1 Award Program TAFE ............................................................................................ 90
1.3.2 Recognition to Prior Learning (RPL) ..................................................................... 91
1.3.3 TAFE Enrolment Process ....................................................................................... 91
1.4 Course Detail .................................................................................................................. 92
1.4.1 Hierarchy of the courses ......................................................................................... 94
1.4.2 Attendance .............................................................................................................. 94
1.4.3 Examination Process ............................................................................................... 94
1.5 Short Course ................................................................................................................... 98
1.5.1 Registration for Short Course ............................................................................... 100
1.5.2 Attendance for short courses ................................................................................. 100
1.5.3 Assessment for short courses ................................................................................ 100
1.5.4 Certificate Requisition for short courses ............................................................... 101
1.5.5 Feedback (Reaction Evaluation) ........................................................................... 101
1.5.6 Certificate Generation ........................................................................................... 102
1.5.7 Feedback (Post course feedback) .......................................................................... 102
1.5.8 Complaints ............................................................................................................ 102
1.6 In-House programs ....................................................................................................... 102
1.6.1 Identification of industry needs ............................................................................ 103
1.6.2 Acceptance by the client (Organization)............................................................... 103
1.6.3 Development of Delivering of In house program ................................................. 103
1.7 Feedback....................................................................................................................... 104
1.8 Certificate Generation .................................................................................................. 104
1.9 Consultancy .................................................................................................................. 104
(a)
(b)
6
1.10 Asian Productivity Organization (APO)................................................................... 105
1.10.1 Bilateral Collaboration between NPOs (BCBN) .................................................. 106
1.10.2 Development of NPOs (DON) .............................................................................. 106
1.10.3 Technical Expert Services (TES) .......................................................................... 106
1.10.4 Demo Projects ....................................................................................................... 107
1.10.5 Round Table Conference ...................................................................................... 107
1.11 Strategic Alliances or Third-party ............................................................................ 107
1.12 Participants Program................................................................................................. 108
1.12.1 PPD and RMID Requirement in the solution ....................................................... 108
1.12.2 Feedback ............................................................................................................... 109
1.13 National Apprenticeship Training Department (NATD) .......................................... 109
Training under Apprenticeship: .......................................................................................... 109
1.13.1 Theoretical ............................................................................................................ 109
1.13.2 Practical................................................................................................................. 109
1.13.3 Apprenticeship requirements for the solution. ...................................................... 109
1.13.4 Apprenticeship Contract ....................................................................................... 110
1.13.5 Contact Nature ...................................................................................................... 110
1.13.6 Data Migration ...................................................................................................... 111
1.13.7 Certificates ............................................................................................................ 111
1.14 National Trade Testing Department (NTTD) ........................................................... 111
1.14.1 NTTD requirements for THE SYSTEM ............................................................... 111
1.14.2 Exemption ............................................................................................................. 112
1.14.3 Re-sit ..................................................................................................................... 112
1.14.4 Other Miscellaneous Fees ..................................................................................... 113
1.14.5 Certificate .............................................................................................................. 113
1.15 National Quality Framework (NQF) ........................................................................ 113
1.16 Publication Department ............................................................................................ 114
1.17 Certificate Printing ................................................................................................... 115
1.17.1 Replacement and Re-Issue of the certificates ....................................................... 116
1.18 Fee Collection ........................................................................................................... 117
1.18.1 Sponsorship Details .............................................................................................. 118
1.19 Withdrawal ............................................................................................................... 118
(a)
(b)
7
1.20 Fund Transfer ........................................................................................................... 119
1.21 Facility Department .................................................................................................. 119
1.22 Library ...................................................................................................................... 119
1.23 Uploading of documents in THE SYSTEM ............................................................. 120
2 Levy Management .............................................................................................................. 121
2.1 Creation of Employer Record ...................................................................................... 122
2.1.1 Mandatory Fields .................................................................................................. 122
2.1.2 Optional Fields ...................................................................................................... 123
2.1.3 AUDIT TRAIL ..................................................................................................... 124
2.2 Employer Search .......................................................................................................... 124
2.3 VERIFICATION ON WAGES AND SALARIES PAID ............................................ 125
2.4 Levy Assessment .......................................................................................................... 125
2.4.1 Due Dates for Assessments ................................................................................... 126
2.5 Generation of Assessment Notices ............................................................................... 126
2.5.1 ASSESSMENT FORM ......................................................................................... 127
2.5.2 Capturing date Post of Assessment Form ............................................................. 127
2.6 Levy and Interest Calculation ...................................................................................... 127
2.7 Arbitrary Assessment ................................................................................................... 127
2.7.1 Levy paying employer not paid in current period ................................................. 128
2.7.2 If there is no payment ........................................................................................... 128
2.7.3 If there’s an outstanding amount paid based on accrual and pending for further
investigation ........................................................................................................................ 128
2.7.4 Due Dates for Arbitrary ........................................................................................ 128
2.7.5 Arbitrary - GL Mapping........................................................................................ 128
2.7.6 Printing Arbitrary Assessments ............................................................................ 129
2.8 Calculation of Interest Amount .................................................................................... 129
2.8.1 Interest – GL Mapping .......................................................................................... 129
2.9 Journal Adjustment - Normal Assessment (Receipts is less than the Levy amount) ... 130
2.9.1 Credit Note – GL Mapping ................................................................................... 130
2.10 Journal Adjustment - Normal Assessment (Receipts is more than the Levy amount)
130
2.10.1 Credit Note – GL Mapping ................................................................................... 131
2.11 Journal Adjustment - Arbitrary Assessment ............................................................. 131
(a)
(b)
8
2.11.1 Credit Note – GL Mapping ................................................................................... 131
2.11.2 Credit Note Form .................................................................................................. 131
2.12 Credit Note – Interest Portion ................................................................................... 132
2.12.1 Credit Note on Interest – GL Mapping ................................................................. 132
2.13 Journal Entry............................................................................................................. 132
2.13.1 Finance – Data Entry ............................................................................................ 132
2.13.2 Revenue Band ....................................................................................................... 133
2.13.3 Revenue Trends .................................................................................................... 133
2.14 Levy Receipts ........................................................................................................... 133
2.14.1 Types of transaction codes .................................................................................... 134
2.14.2 General Journal Entry ........................................................................................... 134
2.15 Reminders ................................................................................................................. 135
2.16 GL Integration .......................................................................................................... 135
2.16.3 External Link ........................................................................................................ 135
3 Grant ................................................................................................................................... 135
3.1 Receive Of Claim ......................................................................................................... 136
3.2 Method ‘A’ Calculation ............................................................................................... 137
3.2.1 Training Plan Data ................................................................................................ 138
3.2.2 Calculation of Accruals......................................................................................... 138
3.2.3 Pre-Assessment ..................................................................................................... 138
3.2.4 Points Allocation Table......................................................................................... 140
3.2.5 Final Assessment .................................................................................................. 140
3.2.6 Tracking the Turnaround Time ............................................................................. 140
3.2.7 Training Data from Assessment Reports .............................................................. 141
3.3 Creation of Participation ID ......................................................................................... 141
3.3.1 Tracking the participant salary.............................................................................. 141
3.4 Method ‘B’ Calculation ................................................................................................ 142
3.4.1 Daily Grant............................................................................................................ 144
3.4.2 Residential Grant .................................................................................................. 146
3.4.3 Travel Grant .......................................................................................................... 146
3.4.4 Source of Training Details for Method B Claims ................................................. 149
3.4.5 Method B Grant Calculation ................................................................................. 149
(a)
(b)
9
3.4.6 Calculating Method B Claim Total & Monitoring Available Balance ................. 150
3.4.7 Incomplete Method B Claim ................................................................................. 151
3.4.8 Training Evidence for Method B Claims .............................................................. 152
3.4.9 Method B - Accrual basis for recognizing expense & Provision adjustments ..... 152
3.4.10 Method B In-house Courses.................................................................................. 152
3.4.11 Overseas Training Approval for Block Grant ....................................................... 153
3.5 Trade Union.................................................................................................................. 153
3.6 Training Provider ......................................................................................................... 154
3.7 Log Book about training provider ................................................................................ 156
3.8 Trainer details ............................................................................................................... 156
3.9 Levy/Grants Awareness – Record of Training ............................................................. 157
3.10 Tracking the Turnover Time ..................................................................................... 158
3.10.1 Turnover Time for Method B and Trade Union Claim......................................... 158
3.10.2 Turnover Time for Application of Training Provider/In-house/Overseas ............ 158
3.10.3 Turnover Time for Application of Trainer Registration ....................................... 159
3.11 Financial Implication ................................................................................................ 160
3.11.1 Method A .............................................................................................................. 160
3.11.2 Method B .............................................................................................................. 161
3.11.3 Trade Union .......................................................................................................... 162
3.12 Reports- the following are reporting requirement .................................................... 163
4 Web Portal .......................................................................................................................... 165
4.1 Student Login ............................................................................................................... 165
4.1.1 Student Profile ...................................................................................................... 165
4.1.2 Student Academic activities .................................................................................. 165
4.1.3 Online Assessment ................................................................................................ 166
4.1.4 Discussion Forum ................................................................................................. 166
4.1.5 Application for Enrolment .................................................................................... 166
4.1.6 Withdrawal ............................................................................................................ 166
4.1.7 Hyperlinks to other related sites ........................................................................... 166
4.2 Tutor Login .................................................................................................................. 166
4.2.1 Time Table ............................................................................................................ 166
4.2.2 Students Assessment ............................................................................................. 167
(a)
(b)
10
4.2.3 Student Attendance to updated ............................................................................. 167
4.2.4 Forum .................................................................................................................... 167
4.2.5 Facility to upload files .......................................................................................... 167
4.2.6 Tutor Complaints .................................................................................................. 167
4.2.7 Hyperlinks to other related sites ........................................................................... 167
4.3 Employer Login............................................................................................................ 167
4.3.1 Status of claims paid ............................................................................................. 167
4.3.2 Training provider’s approved courses .................................................................. 167
4.3.3 Company Profile ................................................................................................... 167
4.3.4 Assessment form ................................................................................................... 168
4.3.5 Accounts Details ................................................................................................... 168
4.3.6 Progress of assessment details .............................................................................. 168
4.3.7 Online Payment ..................................................................................................... 168
4.4 Moderator Login .......................................................................................................... 168
4.5 Dash Board ................................................................................................................... 168
5 Financial Systems Management ......................................................................................... 169
5.1 Student Management .................................................................................................... 169
5.1.1 Pro-forma Invoice ................................................................................................. 169
5.1.2 Actual Invoice ....................................................................................................... 169
5.1.3 NPTC Staff Board Sponsor ................................................................................... 169
5.1.4 FNPF Invoice ........................................................................................................ 169
5.1.5 Student Receipts.................................................................................................... 170
5.1.6 Withdrawal ............................................................................................................ 170
5.1.7 Refund ................................................................................................................... 172
5.1.8 Fund Transfer ........................................................................................................ 172
5.1.9 Reports .................................................................................................................. 172
5.2 General Ledger ............................................................................................................. 173
5.2.1 Chart of Accounts ................................................................................................. 173
5.2.2 Dimensions ........................................................................................................... 173
5.3 Cash Management ........................................................................................................ 174
5.3.1 Bank accounts ....................................................................................................... 174
5.3.2 Payables ................................................................................................................ 174
(a)
(b)
11
5.3.3 Receivables ........................................................................................................... 175
5.3.4 Bank reconciliation ............................................................................................... 175
5.4 Journals......................................................................................................................... 175
5.4.1 General Journals.................................................................................................... 175
5.4.2 Recurring Journals: ............................................................................................... 176
5.4.3 Allocations ............................................................................................................ 177
5.4.4 Posting allowed from-till ...................................................................................... 177
5.4.5 Create new fiscal year ........................................................................................... 177
5.4.6 Close income statement ........................................................................................ 177
6 Fixed Assets ........................................................................................................................ 178
6.1 Setup ............................................................................................................................. 178
6.1.1 Number Series ....................................................................................................... 178
6.1.2 FA Classes, subclasses and locations.................................................................... 178
6.1.3 Valuation ............................................................................................................... 178
25. Appendix 3: University Academic & Student Regulations (UASR) ........................... 180
Part I - Preliminaries ........................................................................................................... 180
1.0 Preamble ....................................................................................................................... 180
2.0 Definitions .................................................................................................................... 180
3.0 Academic Freedom ...................................................................................................... 185
3.4 Academic Freedom for Staff ........................................................................................ 185
3.5 Academic Freedom for Students .................................................................................. 185
PART II ADMINISTRATIVE STRUCTURE ................................................................... 187
2.0 Senate ........................................................................................................................... 187
3.0 Academic Boards ......................................................................................................... 188
4.0 Examination Boards ..................................................................................................... 189
5.0 Student Academic and General Disciplinary Committees and Appeals Committees .. 190
6.0 Meetings, Membership, Secretariat and University Records ....................................... 190
6.2 Membership .................................................................................................................. 191
6.3 Secretariat ..................................................................................................................... 191
6.4 Official Records and Representations .......................................................................... 191
PART III AWARDS OF THE UNIVERSITY ................................................................... 193
1.0 Awards Offered ............................................................................................................ 193
(a)
(b)
12
2.0 Programmes .................................................................................................................. 193
3.0 University Credit Recognition ..................................................................................... 194
4.0 Characteristics of Programmes ..................................................................................... 196
4.2 Characteristics of Certificates ...................................................................................... 196
4.3 Characteristics of Diplomas ......................................................................................... 197
4.4 Characteristics of Advanced Diplomas ........................................................................ 197
4.5 Characteristics of a Bachelor’s Degree ........................................................................ 198
4.6 Characteristics of Graduate Certificates ....................................................................... 199
4.7 Characteristics of Graduate Diplomas.......................................................................... 199
4.8 Characteristics of Postgraduate Certificates ................................................................. 200
4.9 Characteristics of a Postgraduate Diploma .................................................................. 200
4.10 Characteristics of a Master’s Degree ............................................................................ 201
4.11 Characteristics of a Doctorate Degree .......................................................................... 201
5.0 Non-Credit Courses ...................................................................................................... 202
6.0 Student Entry and Admission ....................................................................................... 202
6.3 Admission to Certificates at Levels I, II, III & IV ....................................................... 202
6.4 Admission to Higher Education Certificates ................................................................ 203
6.5 Admission to Trade Diploma Programmes .................................................................. 204
6.6 Admission to Higher Education Diploma Programmes ............................................... 204
6.7 Admission to Advanced Diploma Programmes ........................................................... 205
6.8 Admission to Bachelor’s Degree Programmes............................................................. 205
6.9 Admission to Graduate Certificate Programmes .......................................................... 206
6.10 Admission to Graduate Diploma Programmes ............................................................. 206
6.11 Admission to Postgraduate Certificate Programmes .................................................... 206
6.12 Admission to Postgraduate Diploma Programmes ....................................................... 206
6.13 Admission to Master’s Degree Programmes ................................................................ 207
6.14 Admission to Doctorate Degree Programmes .............................................................. 207
6.15 Unclassified Studies ..................................................................................................... 207
6.16 Independent Study: ....................................................................................................... 208
6.17 Auditing of Courses/Units ............................................................................................ 208
6.18 Credit Transfer, Recognition of Prior Learning, Recognition of Current Competencies
209
6.19 Honorary Degrees ........................................................................................................ 209
(a)
(b)
13
7.0 Conferment of Awards ................................................................................................. 209
7.11 Replacement Certificates .............................................................................................. 210
7.11.5 Reissued Certificate .................................................................................................. 210
7.11.6 Replacement Certificates for incorrect names .......................................................... 211
7.11.8 Academic Record ..................................................................................................... 211
7.11.9 Application and Fee .................................................................................................. 211
8.0 Academic Dress ............................................................................................................ 211
PART IV PROGRAMME APPROVAL AND REVIEW .................................................. 212
2.0 Programme Review and Monitoring ............................................................................ 212
PART V ACADEMIC REGULATIONS ........................................................................... 213
2.0 Fees............................................................................................................................... 213
3.0 Withdrawal, Discontinuance or Transfer ...................................................................... 214
4.0 Granting of Credits ....................................................................................................... 214
5.0 External Examiners ...................................................................................................... 214
6.0 External Moderation ..................................................................................................... 214
7.0 Franchising University Programmes ............................................................................ 215
8.0 Student Assessment ...................................................................................................... 215
9.0 Student Progress ........................................................................................................... 215
10.0 Recording of Assessment ............................................................................................. 216
Result Notation Description ................................................................................................. 218
10.4 Credit Transfers ............................................................................................................ 218
10.5 Pass Terminating .......................................................................................................... 218
11.0 Special Consideration ................................................................................................... 218
12.0 Confirmation of Grades and Notification of Results .................................................... 221
13.0 Errors in Published Results .......................................................................................... 221
14.0 Final Examination Scripts ............................................................................................ 221
15.0 Reconsideration of Assessment and Unit Grades and Appeals .................................... 221
15.5 Reconsideration of unit grades shall comprise:............................................................ 222
16.0 Supplementary Assessment .......................................................................................... 223
17.0 Modified Assessment ................................................................................................... 224
18.0 Re-Sit ............................................................................................................................ 225
19.0 Application for the Relief of Hardship ......................................................................... 225
(a)
(b)
14
20.0 Examination Regulations ............................................................................................. 225
21.0 Dishonesty during Assessment ..................................................................................... 226
21.1.4 Other Academic Misconduct: This includes, but is not limited to, the following: ... 227
21.3 Reporting of Dishonest Practice and Follow-up Procedures ........................................ 227
22.0 Student Appeals ............................................................................................................ 229
PART VI MONETARY PAYMENTS AT THE UNIVERSITY ....................................... 229
1.0 Scope and Intent ........................................................................................................... 229
2.0 Payments to the University .......................................................................................... 229
PART VI MONETARY PAYMENTS AT THE UNIVERSITY ....................................... 230
2.0 Coverage....................................................................................................................... 230
3.0 Personal conduct .......................................................................................................... 230
4.0 Academic Conduct ....................................................................................................... 231
5.0 Misconduct and Procedures on Misconduct ................................................................. 231
5.2 Reporting Misconduct: ................................................................................................. 232
5.3 Proceeding with a Report of Misconduct: .................................................................... 232
6.0 Time limits ................................................................................................................... 232
7.0 Academic Matters ........................................................................................................ 232
8.0 Decision Makers’ Jurisdiction and Penalty Powers ..................................................... 233
9.0 Students’ Disciplinary Committees .............................................................................. 234
10.0 Appeals against Decisions ............................................................................................ 234
11.0 Appeal Operates to Stay Proceedings .......................................................................... 235
12.0 Penalties ....................................................................................................................... 235
13.0 Interim Suspension ....................................................................................................... 235
14.0 Notice ........................................................................................................................... 236
15.0 Where the Person ceases to be a Student ..................................................................... 236
16.0 Student Grievance Procedures...................................................................................... 236
16.2 Grievances against Students ......................................................................................... 236
16.3 Grievances against Instructors ..................................................................................... 237
16.4 Grievances against Staff other than Instructors ............................................................ 237
16.5 All Other Grievances .................................................................................................... 237
17.0 Committees to Deal with Student Conduct .................................................................. 238
17.10 An appeal can be filed only on the following grounds: ............................................ 239
(a)
(b)
15
18.0 Students’ General Disciplinary Committee .................................................................. 239
18.2 The Students’ General Disciplinary Committee shall comprise: ................................. 239
18.14 An appeal can be filed only on the following grounds: ............................................ 240
19.0 College Academic Appeals Committee ........................................................................ 241
19.3 The College Academic Appeals Committee shall comprise: ....................................... 241
20.0 Students’ Appeals Committee ...................................................................................... 242
PART VIII STUDENT AND STAFF COMPLIANCE WITH OTHER POLICIES OF THE
UNIVERSITY..................................................................................................................... 243
1.0 Objective ...................................................................................................................... 243
SECHUALE II ACADEMIC DRESS ................................................................................ 247
3.0 Graduation Gowns: ...................................................................................................... 247
3.6 Honorary Degree of FNU ............................................................................................. 248
3.6.2 Master of the University: .......................................................................................... 248
4.0 Graduation Gowns: Graduates ..................................................................................... 248
4.2 Master’s Degree ........................................................................................................... 248
4.3 Postgraduate Certificate/Diploma ................................................................................ 248
4.4 Bachelor’s Degree ........................................................................................................ 248
4.5 Diplomas/Certificates ................................................................................................... 248
4.6 Graduates with Prescribed Uniforms during Studentship ............................................ 248
5.0 Graduation Gowns: Other Members of the University ................................................ 249
1.0 Misconduct is Conduct on the part of a Student that: .................................................. 249
2.0 Gross Misconduct is an Offence that Involves: ........................................................... 249
3.0 Examples of Misconduct .............................................................................................. 249
3.3 Dealings with Others at the University: ....................................................................... 250
3.8 Dealings with Staff Members of the University: ......................................................... 251
Appendix 4: Vendor Profile Form .......................................................................................... 253
Appendix 5: Vendor Price Sheet............................................................................................. 261
(a)
(b)
16
Abbreviation / Acronyms
APO Asian Productivity Organization
A/c Account
BCBN Bilateral Collaboration between NPOs
CAFF College of Agriculture, Forestry, & Fisheries
CBHTS College of Business, Hospitality, Tourism, & Studies
CBT Competency Based Training
CEST College of Engineering, Science, & Technology
CHE College of Humanities & Education
CMNHS College of Medicine, Nursing & Health Sciences
College Consists of a group of Schools and or Departments
Course A set of units to complete a certain programme
CR Credit
Credit
Point Value tagged to each unit taken as part of a programme
CSO Customer Support Officer
DON Development of NPOs
DR Debit
FA Fixed Assets
FJD Fiji Dollar (currency unit)
FNPF Fiji National Provident Fund
FNU Fiji National University
GL General Ledger
GMCS General Manager Customer Services
GPA Grade Point Average
HOD Head of Department
HOS Head of School
IDF Industry Discussion Forum
JV Journal Voucher
Major Majoring in Specialized field
Minor Minoring in Specialized field
NATD National Apprenticeship Training Department
NPO National Productivity Organization
NQF National Quality Framework
NSCA National Safety Council of Australia
(a)
(b)
17
NSW New South Wales
NTPC The National Training & Productivity Centre
NTTD National Trade Testing Department
PL Principal Lecturer
PPD Productivity Promotions Department
Programme Certificate, Diploma, Degree, Postgraduate, Masters, Short Course
etc.
FHEC Fiji Higher Education Commission
RFP Request for Proposal
RMID Research and Marketing Department
RPL Recognition to prior learning
TAFE Technical and Further Education
TAO Training Officer
TES Technical Expert Services
TIN Tax Identification Number
TNA Training Needs Analysis
TO/GT Training Assessment Officer/Grants Officer
UASR University Academic & Student Regulations
UIMS University Information Management System
Unit Subject taken
UOF University of Fiji
USAR University Student Academic Regulations
USP University of the South Pacific
VLE Virtual Learning Environment
(a)
(b)
18
SECTION A – GENERAL TERMS AND CONDITIONS
1. Background
The Fiji National University (FNU) was formed in 2010 by the Government of Fiji and has
five colleges: College of Agriculture, Fisheries and Forestry (CAFF), College of Business,
Hospitality and Tourism Studies (CBHTS), College of Engineering, Science and
Technology (CEST), College of Humanities and Education (CHE), and College of Medicine,
Nursing and Health Sciences (CMNHS) and the National Training and Productivity Centre
(NTPC). These provide a broad selection of courses and programmes at Certificate, Trade
Certificate, Diploma, Advanced Diploma, Degree and Postgraduate levels, with multiple,
flexible, entry and exit points and part time studies that accommodate life opportunities and
career schedules. FNU has a roll of 25,958 student numbers with a full time equivalent (FTE)
of 8,841 students and more than 2,000 staff (865 academic & 1,800 support) that are located
in campuses, centers and operational units across 35 locations in the Fiji Islands.
Background of Current Solutions
As per the merger, the University also adopted data, processes and the systems of the former
institutes. Currently, the University has three different student management systems as follows
1. Premium – Internally developed and maintained which is being used by College of
Engineering Science & Technology, College of Humanities & Education, College of Business
Hospitality & Tourism Studies and College of Agriculture, Fisheries & Forestry’s.
2. StudentSoft – Developed externally and currently on SLA with the vendor. This solution is
used by the College of Medicine, Nursing & Health Sciences.
3. PPMS (People Participative Management System) – Developed by an international firm which
has ceased operation. This solution does not have the source codes and is currently used by the
National Training & Productivity Center.
Apart from the above mentioned specialized student management systems, the University also uses
the following software as follows:
1. Microsoft Dynamics NAV 2013 R2 Version 7.10.36366- Financial Management System
2. PayGlobal version 4.26.0.1 and ESS version is 4.2.3.0- HR Management System
3. Moodle version 3.2.1 stable- Learning Management System
4. Horizon version 7.5- Library Management System.
The existing applications have been functioning as standalone systems and are not integrated.
However, keeping in view the current state of advancement in technology and IT infrastructure, as
well as future business requirements, the University is planning to acquire a robust University
Information Management System that can communicate with other business systems and support
both internal and external stakeholder requirements, bringing more efficiency, transparency and
responsiveness.
The staff and student number currently exist for the university:
(a)
(b)
19
Student Numbers
Table 1: Student Head Count For 2016
College 2016
1 NATIONAL TRAINING & PRODUCTIVITY CENTRE 9,363
2 COLLEGE OF AGRICULTURE, FISHERIES & FORESTRY(CAFF) 1,252
3 COLLEGE OF BUSINESS, HOSPITALITY & TOURISM STUDIES(CBHTS) 4,703
4 COLLEGE OF ENGINEERING, SCIENCE & TECHNOLOGY(CEST) 5,589
5 COLLEGE OF HUMANITIES & EDUCATION(CHE) 2,650
6 COLLEGE OF MEDICINE, NURSING & HEALTH SCIENCES 2,401
Grand Total 25,958
A student can enroll into 3 trimesters in 2016, Trimester1, 2, 3 but will be counted once in
headcount
Staff Numbers
Table 2: Number of Current Users
Number of Users by College & Division Users
1 Users in Student Administration (Academic) 132
2 Users in Colleges CEST 347
3 Users in Colleges CBHTS 114
4 Users in Colleges CMNHS 266
5 Users in Colleges CHE 129
6 Users in Colleges CAFF 103
7 Users in NTPC 266
8 Research office 3
9 VC's office 4
10 Users involved in Finance 72
11 Users in Human Resources 41
12 Halls of Residence 6
13 Library 80
14 System administration users 10
Total Users 1,573
Currently the above is the approximate number of users using existing systems.
(a)
(b)
20
2. Introduction The University Information Management System (UIMS) will include all Institutional
Administrative Systems, Student Services, Timetabling Service, Facilities booking and will not
operate in isolation; as it will integrate with other systems such as Virtual Learning Environment
(VLE), financial system, and Student portal, communications platform thus providing a holistic
service to students, staff and all stakeholders, as per map below. The proposed solution may
gradually replace standalone systems.
Aim
To deliver a secure portfolio of integrated and resilient information systems which:
provide a platform for accurate and high quality management information reporting
underpin the University’s strategic goals in achieving excellence in education and student
experience
Enable efficient and effective delivery of the University’s administrative functions.
Project Objectives
The desired outcomes of this project are:
Improved Institutional Data Reporting
Improved Regulatory Data Reporting
(a)
(b)
21
Improved decision making with better and more timely information
Improve data integrity, management, ownership and reporting
Improved data integration leading to efficiency in the Academic Services &
Colleges
Enable Self-Service opportunities to all approved stakeholders
Improved information security and management
Gradually replace the older systems and existing manual processes
The system shall have functionalities but not limited to:
Student recruitment, enrolment, admission, readmission, student ID cards, results,
graduation, cards, exams, discipline
Payments, Financial Aid
Institutional and Regulatory Reporting
Course schedule (Timetabling)
Portals and Mobile platforms for students and required sponsors and staff.
Purpose for Request for Proposal
The purpose of this Request for Proposal (RFP) is to invite quotations for the design,
supply and implementation of a University wide Information Management System,
hardware, software, licenses and on-going support; and deliver the appropriate training and
skills transfer to FNU staff.
RFP Negotiation & Award
Upon the successful completion of the RFP process FNU intends to negotiate the final
contract for the provision of the requested outcomes, software, hardware and services.
(a)
(b)
22
3 Project Timetable
3.1 Proposed Timeframe
The following is our proposed timetable for this RFP:
5th June 2017 Issue RFP
7th August 2017 Closing Date 4 p.m. Fiji Time
28th August 2017 Initial Evaluation of RFP and shortlisting of preferred
suppliers,
12th September 2017 Vendor discussion, demonstrations, reference checks, possible
site visits
26th September 2017 Expected award
16th October 2017 Contract negotiation
1st November 2017 Project Implementation initiation
The quotations shall be valid for 3 months after the bid closing date for acceptance by
FNU.
This timetable is indicative only and may be subject to change at the sole discretion of FNU.
FNU will notify participants of any changes.
(a)
(b)
23
4 Circulation of RFP 4.1 Advertisement & Publication of RFP
This RFP will be advertised in the Local Newspaper Fiji Sun and in the FNU Website, FNU
Tender Site: http://www.fnu.ac.fj/new/tenders. FNU does not intend to disclose the identity or
organizations that have responded to this RFP.
4.2 Submission of RFP
RFP must be lodged no later than 4:00pm Fiji time, on Monday the 7th August,
2017. The RFP must be enclosed in a sealed envelope or package and clearly be marked
as follows:
Ref: FNU021/17
RFP - Supply and Implementation – University Information Management System
for FNU
The Tender Committee
Fiji National University
Nasinu Campus:
All RFP bids must be deposited in the Tender box provided at the Department of Management
Accounting, Nasinu Campus, or sent through email via [email protected].
No later than 4.00pm (Fiji Time), Monday 7th August, 2017. Late bid submissions delivered,
Emailed, faxed or posted will not be accepted.
4.3 Clarification of RFP
For any further clarification or technical issues regards to this RFP, Vendor may consult the UIMS
team via email on [email protected].
(a)
(b)
24
5. Vendor Eligibility Criteria 5.1 The Prequalification bidding requirements are that:
5.1. 1 The Bidder should be an established IT Company/IT System Integrator and should have
been engaged in management of Student Management Systems in Universities for a period
of least five years as from now.
5.1. 2 The Bidder should have experience of implementing University Information Management
System in at least two reputed dual sector Universities preferably in the Oceania region.
5.1. 3 Reference-contacts in these universities for verification of solutions and services
provided.
5.2 Vendors may have solutions which may have the features mentioned in this document as
well as new features that can be beneficial for the University.
Vendors are required to highlight clearly what requirements:
Are fully supported by their solution?
Are partially supported by their solution and can be customized to meet the requirements
Are partially supported by their solution however it cannot be customized to meet the
requirements
Are currently not supported by their solution but can be developed
Cannot be met by their solution.
(a)
(b)
25
6. Evaluation Criteria
Quotations will be evaluated by FNU’s evaluation panel using the following evaluation criteria
(not listed in any order of importance):
6.1. Commitment and Ability to demonstrate the Proof of Concept (PoC) of the
functionalities is essential.
6.2. Information about your organisation – Company size, financials, what is your
position in the market place, number of clients, quality of service, partners and awards
6.3. Ability to supply all the required products and in a timely manner
Vendor’s methods of implementation and training
Explain the data migration proposed
Provide a suggested project plan
Reference checks with newly implemented clients
6.4. Conformance and suitability of proposal to the general specifications and purpose
of requirements meeting FNU’s expected outcomes.
How well the proposed solution/software applications meet the total
needs of FNU.
How well these applications improve the operations and services of the
stakeholders (Academic Services, Colleges, Finance, Students, etc.)
6.5. Ease of Use of the Solution offered;
Does the solution have a self-service portal?
Does it have an easy end user report writer?
What is the availability of dashboards?
Is a data warehouse provided with the solution?
Does it have a CRM functionality?
How are Institutional reports provided?
How are Regulatory reports provided?
6.6. Technology and compatibility with FNU’s current, future operational and
logistical, systems
What is the Vendor’s vision of technology relating to information
management in universities?
Does it use an industry standard relational database?
(a)
(b)
26
What is the proposed architecture?
What is the proposed Security model?
What is the proposed Training plan?
What is the on-going training and professional development program
for FNU staff?
What is the data migration plan?
What is the system Testing plan?
6.7. Vendor Support
Explain the Vendor’s support over the life time of the product.
Provide customer support options.
6.8. Evidence of appropriate resources to support FNU throughout any transition stage
6.9. Cost of Solution and services
The total cost of the solution/system, including software,
implementation, system integration, travel, data conversion, warranty,
on-going maintenance support costs for software –licensing, upgrades,
training and hardware (if purchased).
6.10. Value added initiatives
6.11. Overall value of the proposition
6.12. What is the proposed total implementation Time Frame for Project
Completion?
6.13. References – provide full Client of those who are using this solution.
6.14. FNU reserves the right to apply weightings to the above criteria. Any such
weighting shall be agreed by the evaluation panel prior to the evaluation process.
6.15. The Following Needs to Filled and Completed by Vendor:
1. Evaluation Criteria: State and provide information of all vendor evaluation
criteria stated.
2. Section B: General System Requirements: The vendor Must response for
each functionality in Details and provide information that will be used to
evaluate Vendor solution proposed.
3. Section C: Pricing Schedule : The vendor Must response for each functionality
in Details and provide information that will be used to evaluate Vendor Solution
proposed
(a)
(b)
27
4. Section D : Appendix :
a. Appendix1: Vendor Reporting Form - The Vendor Must response for
each functionality in Details and provide information that will be used to
evaluate Vendor solution proposed.
b. Appendix2: National Trading Productivity Center (NTPC)
Requirements (Appendix2) - The Vendor Must response for each
functionality in Details and provide information that will be used to
evaluate Vendor solution proposed.
c. Appendix4: Vendor Profile Form - The Vendor Must response for each
functionality in Details and provide information that will be used to
evaluate Vendor solution proposed.
d. Appendix5: Vendor Price Sheet - The Vendor Must response for each
functionality in Details and provide information that will be used to
evaluate Vendor solution proposed.
5. Vendor Profile Form and Price Sheet
a. Vendor Profile Form- Form Must be Filled and completed by the
Vendor (Annex1)
b. Vendor Price Sheet- Form Must Be Filled and completed by the
Vendor(Annex2)
6.16. Vendor to shall submit Dual copies of the tenders. Softcopy to be email to the
email address stated and the hard copies to send to the location stated in the RFP.
(a)
(b)
28
SECTION B – GENERAL SYSTEM REQUIRMENTS
The vendor shall response to Each Requirement stated in detail and provide information of how
the solution proposed meets the requirements.
Systems Features The solution must have General Setup of the application to support multiple faculties (Colleges of
the University) across multiple campuses distributed across the whole of Fiji Islands. It must also
support pre-defined study terms such as Semesters and Trimesters however it must also support
custom block level study terms.
7. Student Administration
This feature must support admitting a student into programme until graduation and beyond as an
alumnus.
7.1. Course Management
This feature must support managing programmes and courses.
The solution must allow;
i. Creation of new programmes and setting up Total credit point for each programme. Each
programme is tagged to a department, school, and College and must have a programme
code and a programme name. Each programme code will be unique.
ii. A programme can have one major, or double major, or one major and minor subject.
iii. Creation of new units and setting up credit point for each unit. Each unit is tagged to a
department, school, College, and will have a unit code and a unit name. Each unit code
will be unique.
iv. Setting up pre-requisites for programmes and units.
v. Allocating of core and elective programmes and units.
vi. Allocating Industrial attachment requirements.
vii. Editing of programme and unit details but ensuring that prior records, such as programme
code and name or unit code and name or credit points, will not affect students’ enrolment
and results that have already registered and completed these courses before any
modification. Previous course structures must be kept as it will be used by students who
will continue their studies using same structure. Any changes to course structure will be
followed by new intake of students. The solution must ensure that for any change in course
structure is captured and can be identified.
viii. Upload and attach documents relating to a particular programme or unit.
ix. View and print uploaded documents.
(a)
(b)
29
x. Registering or attaching of units to a particular programme to set up a course. One unit can
be registered to more than one programme. One programme can have many units attached
to it.
xi. De-registering of old units attached to a programme.
xii. Allocate unit minimum and maximum coursework weighting, and attendance weighting.
7.2. Study Term Management
This feature must support managing study terms and scheduling course offering.
i. The solution must allow the creation of academic study term, enrolment dates, and lecture
start and end date for every study year. Example, Trimester1 enrolment term is between
01/05/2018 to 07/05/2018, and lecturer start date is between 28/02/2018 and 31/04/2018.
ii. Creation dates must also cater for Short courses where duration of study term can be a
month or a day long only. If a day is the duration of a study term, then lecturer start time
and end time must be inclusive when setting up study schedules.
iii. All courses are activated according to dates in refer 7.2. i. & ii. But only units that are
taught by Colleges for the given term will be offered. Example 24 units are registered
under Bachelor of Accounting and have been activated but only 8 units are offered in
Trimester1. Students can select and enroll into any of the 8 units offered for the current
study term but can view when other 16 activated units will be offered within the year.
iv. The solution must allow creation of new campus names and study terms.
v. All active courses are activated and offered for a selected year, term, school, and campus.
vi. Courses can be activated under franchise schools when selecting campus of study such as
Ratu Kadavu Secondary School (RKS). Courses are owned by FNU, who set up the
teaching and learning curriculums, but are taught by teachers at RKS.
vii. The solution must be able to set up the minimum and maximum numbers of students that
can enroll into a unit or programme, setting up quota based programmes and or units, for a
particular year, term, school, and campus.
viii. Tag each programme activated to a programme coordinator.
ix. Tag each unit to a principal lecturer.
x. Courses activated and offered in the current year, term, and campus is automatically
transferred to the next study term and campus in the following year. Solution must allow
for modification or de-activation of offered programmes, units, and study schedules.
xi. View and print details of courses activated and offered, and lecturers tagged to units.
(a)
(b)
30
7.3. Admission Management
The solution must support provisional admission of a prospect student and or admission of an
approved applicant into a programme of study, until graduation and beyond as an alumnus.
7.3.1. Provisional Admission
The solution must allow the processing of admission into the system for potential candidates, who
are still attending secondary school and matured applicants. These are secondary school students
who are in their final year of study and have not yet sat and received their external exam scores
but wish to study at FNU after attaining their external exam final scores. These can also be matured
applicants who are either working or do not have any academic qualification at all.
i. Receive applications and enter details of applicants into system.
ii. Upload the following documents in PDF or Excel format;
a. Secondary school assessment scores
b. Prior External assessment scores for Fijian citizens. Example for a final Year 13
student, they will require their external final exam scores for Year 12.
c. Birth Certificate
d. TIN -Tax Identification Number - in Letter
e. Copy of Passport for Non-Fijian citizens
iii. Insert prior external secondary school exam scores into the system.
iv. System should be able to allocate a Provisional Application number. Provisional Student ID
format will be 12 characters, consisting of 2 letters (PA), then four digits for year, and six
digits for student provisional number; PAYYYYxxxxxx. Example PA2017000001
v. Print provisional offer letter to student, having the following information;
a. Provisional Application number
b. Student Names, Address, and other contact details
c. Provisional programme of choice of study, term of study, and campus.
vi. The solution must allow the modification of Provisional Offer letter.
vii. Generate and print list of provisional applications processed.
viii. Track the application through the various stages of processing.
ix. View and Edit application.
x. External exam final scores to be inserted into the system once received.
xi. Once external exam final scores are entered, then student details need to be transferred to the
Admission Master.
(a)
(b)
31
7.3.2. Admission of Students into Programmes (Admission Master)
Applicants can apply into the University in a programme of their choice, a student has three choices
of programmes they can apply to, but can only be offered a place in that programme should they
meet the Minimum Entry Requirements. Otherwise, they will be provided with an alternative
programme recommend by the Student Academic Officers for non-working students and College
Dean for working students. The students are provided with the offer letter upon acceptance in a
programme by the University that is provided by the solution.
i. Receive applications and enter details of applicants into system. Details such as;
a. Student First, Last, and other names
b. Residential address and phone contact (this includes land line number and mobile
number), Study Term address and phone contact, Emergency address, Emergency
contact person’s name and phone contact, Vacation Address and phone contact
c. Mailing address (PO Box…), Personal email address, and student email address
d. For working students; current work address, current phone contact, and current
work fax number. Other work experiences and description, and start and end year
e. Birth Certificate number, Date of Birth, and Place of Birth
f. Gender, Citizenship, and Ethnicity
g. For Fijian Citizens; TIN number and FNPF number
h. For Non-Fijian Citizens; Passport Number, Passport Expiry Date, and Issuing Date
i. Secondary or Tertiary qualification details such as name and year attended
j. Language fluency
k. Any Medical Illness
l. programme of choice(s), campus, year, and term of study
m. Funding source is entered in system; is student private or sponsored. If sponsored
then sponsor details is entered in the system such as name and contribution.
ii. Upload the following documents in PDF or Excel format, these which can also be retrieved
and viewed at any later time;
a. Birth Certificate
b. Secondary and Tertiary qualification transcripts and results
c. Work CV and experience
d. For Fiji Citizens; TIN Letter
e. For Non-Fiji Citizens; Copy of Passport
iii. System should be able to allocate an Application number. Application Student ID format
will be 12 characters, consisting of 2 letters (AP), then four digits for year, and six digits
for student application number; APYYYYxxxxxx. Example AP2017000001
iv. Ability to import data from Excel. Example Ministry of Education provides FNU with a
list of students’ external exam scores, for Years 12 and 13, and this is imported into the
system and is used to verify students’ external exam scores.
v. Edit application details or de-activate an application
vi. Allow Student Academic officers and College Deans to select alternative programme of
study should student not meet minimum qualification requirement of their choice
(a)
(b)
32
vii. Ability to generate the following lists;
a. Applicants that met the minimum qualification requirements and those that did not
b. Applicants by programme, term, or venue of choice
c. Applicants that were provided an alternative programme
d. Applicants that were provided with an Offer Letter
e. Applicants that have not been provided an Offer Letter but application has been
processed and approved
f. Applicants that have not been provided an Offer Letter but application has been
processed and no programme of study has been approved
g. Applicants by Citizenship, Ethnicity, and residential address
viii. View and print Offer Letter of Approved programme of study
ix. Notify student via email on Acceptance and Offer Letter
x. Once student accepts Offer Letter, then student details need to be transferred to Enrolment
Master.
7.4. Enrolment of Students into Units
The solution should have the ability in enrolling students into units.
i. New students who have received their Offer Letter can enroll into offered units.
ii. Once a new student enrolls into a unit, student is assigned a student id.
iii. System should generate a Student ID once a new student enrolls into any offered unit.
Student ID format will be 10 characters, consisting of four digits for year and six digits for
student application number; YYYYxxxxxx. Example 2017003122
iv. Continuing students enroll into units for their current programme of study
v. Transfer the student details from the Admission Phase
vi. Add a new programme of study for continuing students
vii. Withdraw unit and or add new unit
viii. View student details such as;
a. prior and current enrolment details; programme, units, year, venue, term of study,
unit code, unit name, lecture start and end dates, status (enrolled, invoiced, paid,
partially paid, de-registered, written-off, etc.)
b. Student’s results that have been completed and graded with total attendance mark,
coursework mark, total exam mark, and total unit mark.
c. Student’s invoice where having outstanding fees
d. Student photo
ix. Solution must have the ability to search by student id or name
x. Restrict students from enrolling into any unit or programme if having any of the following;
(a)
(b)
33
a. Not meeting unit or programme pre-requisite
b. Student having any academic (e.g. Penalties) or financial hold (e.g. Outstanding
fees)
c. Student personal details are not entered in the system (refer to 7.3.2. i.)
d. Students who have been banned from enrolling or applying into a specific
programme due to academic holds but is allowed to enroll or apply into other
programmes
e. Students cannot enroll into any programme if passed lecture start date
xi. Add or Edit student funding source, example from private to sponsor.
xii. Allow for restriction on the number of units that a student can enroll in
xiii. Deactivate student id if student has more than one id
xiv. The solution should allow backdate enrolment into programmes or units where term of
study has completed or passed lecture start date. This function is only provided to the
approved Student Academic Officers.
xv. Each programme and or unit may have a limit on its enrolment number and therefore each
will have its own quota.
xvi. Restrict enrolment for students who are performing unsatisfactory.
7.5. Cross Credit of Units
The solution must allow appropriate courses as part of student’s programme to be credited with
another Internal or External Unit.
i. The solution must have the provision to charge monetary value per course which requires
cross credit (Preadmission). (UASR to permit Tagging of Courses)
ii. It must also allow the upload of documents relating to qualification details and transcripts.
iii. The solution must have the ability to remove or modify any Internal or External cross-
credit processed.
iv. Internal and External cross-credit unit code, unit name, and grades must be shown on
University Transcript.
Cross Credit Bank – agreed Cross Credits data to be available so that courses can be tagged
without students having to reapply for cross credit.
(a)
(b)
34
7.6. Halls of Residence, Hostel Management
The solution must efficiently and effectively manage the entire residential facility in the
University. It must be able to keep records of students, hostel details relating to rooms, transfers,
hostel fees, etc. and other facilities.
Solution must;
i. Have the ability to process student hostel applications and admission into hostel.
a. Process student's check-in and check-out dates and record the total number of days
student will stay in hostel.
b. Have the ability to add, edit, and attach items such as accommodation and meal
items to student record.
c. Record and update student records and update the current term of study.
d. Allot room to student and keep track of available rooms.
e. Have the ability to withdraw student from residence.
f. Allow students to apply for deferment of residence that can be due to any financial
difficulties, health problem, urgent family reasons, etc.
g. Have the ability to edit information such as change of room, edit check-in or check-
out dates, student details, etc.
h. Register student into hostel if they have passed the check-in and check-out date.
i. Maintain records of authorized guests and visitors who are allowed to stay in hostels
and other residential facilities.
ii. Manage student hostel fees and payments. Solution must have the ability to;
a. Charge hostel fees and generate invoice (also refer to 7.7.3.). Fee charges may
vary due to various items such as accommodation and meal having different
standard fee per day. Caution fee is also charged and is only refundable when
student checks-out and there are no damages to any residential facilities.
b. Issue receipts and refund (also refer to 7.7.6. & 7.7.8.).
c. Insert due dates for payment of hostel invoice
d. Defer Payment of hostel fee for student should they have any difficulties in paying
fees before due date or place a note in system that can be verified by any user.
(a)
(b)
35
e. Invoice and receipt guests and visitors residing in any of the University residential
facilities.
iii. Users having access to either view or process student accounts can view hostel details.
iv. Generate Hostel reports. Refer to Appendix 1.
7.7. Financial Management
The solution must have the ability to facilitate the creation of debtor accounts, setting up and
tagging of fees to programmes and units, miscellaneous items such as library fine, recording of
transactions such as invoices, credit notes, collection of payments and issuing receipts, and the
generation of statements.
7.7.1 Fee Management
The solution must allow the tagging of fees to programmes and units.
i. Fees are tagged to programmes and units and are recorded in a Master Fee table.
ii. The solution must be able to setup various fees for a particular programme and unit. These
fees include Local Private Fee, Local Sponsored fee, Regional Sponsor fee, Regional
Private Fee, and Franchise fee.
iii. Allow Add and Edit of Programme and Unit Fees in Master Fee table
iv. When activation and offering of courses in each term, the solution must automatically
allow the activation and setup of fees.
v. Offered Courses can either be charged by Programme alone or Programme with Units.
vi. Any amendments to Master Fee table must not affect prior fee activation for prior offered
courses.
vii. View details in Master fee table and also fees tagged to offered courses.
viii. Generate reports for Mater fee and for offered courses. Refer to Appendix 1.
7.7.2 Fee Statement
To allow students to view fees before generating their invoice, solution must have the ability to
generate and print fee statement of the programme and units they are enrolled in.
i. This module must allow Search by Student ID or name
ii. View student’s current term of study
iii. View various fees setup by the system such as private, sponsored, and regional fees that is
tagged to the programme and units student is enrolled in.
iv. Select fee type, private fee or sponsored fee or regional fee, and print fee statement
(a)
(b)
36
v. Fee statement must include Student ID, address, programme and unit fees, programme and
unit details, year, term, and venue of study, etc.
7.7.3 Invoicing
The solution shall display detailed student information relating to their current or prior enrolment.
The solution shall allow users to generate and print invoice.
i. This module must allow Search by Student ID or name
ii. Generate invoice, issuing an invoice number, for student’s tuitions, programme fee,
miscellaneous fees (e.g. Library fine, late enrolment fee, hostel fees, etc.)
a. Solution shall generate batch invoicing
b. Solution shall allow users to generate invoice per student’s enrolment contract
(consist of current study term, year, venue, programme and unit(s) of study)
iii. Edit funding source from private to sponsor; this will determine whether to charge a student
Local private or local sponsored fee, regional private or regional sponsored fee,
international private or international sponsored fee, or franchise.
iv. Solution shall display following details;
a. Student’s prior and current enrolment and personal details
b. Student’s prior and current invoices and invoice items charged
c. Cost of each item charged before generating invoice
v. Add fee concessions
vi. Insert Due dates for Full Payment of fees, Withdrawal with refund, De-registration, etc.
vii. The solution must have the ability to generate two invoices for the same study contract,
one charging with Private fee and the other with Sponsor fee. Example Student A is a
sponsored student for the year 2018 Trimester1 but Programme fee that will include
Enrolment fee will be invoiced privately as student will be liable to pay this. The second
invoice, containing tuition fee, will be generated and charged sponsored fees, as sponsor
will be liable to pay this.
viii. One study contract can have more than one invoice generated due to unit or programme
adjustment.
ix. Print Invoice that includes the following information;
a. Student ID, Student Name, Debtors (Private/Sponsored) address and contact details
b. Year, Study Term, Venue, Programme and unit code, name, and fee amount
c. Total Amount Fee Invoiced, Total Amount Paid, Total Amount Credit Noted, Total
Amount Owing.
d. Date Invoice created
e. Due Dates for, Full Payment of fees, Withdrawal, etc.
f. Bank deposit slip to allow students to pay fees at the bank.
g. Programme and unit code, name, and fee amount
(a)
(b)
37
x. Automatically place students on financial hold if having outstanding fees and passed the
due date of full payment of fees.
xi. Automatically email students with outstanding fees, if passed the due date of full payment
of fees.
xii. Automatically de-register students with outstanding fees, before exam period.
xiii. Print Invoice reports. Refer to Appendix 1.
7.7.4 Debit Note
The solution must have the ability to bill sponsors that consists of a list of invoices, invoice items,
with fees charged to sponsored students. The bill is provided to sponsor.
i. The solution must allow to Search by Sponsor Name for the selected Year and Study term.
ii. Issue a unique id, Debit Number, to the bill issued to sponsors.
iii. The bill will consist of the following details;
a. Debit Note Number, Sponsor Name, Sponsor Address and contact details.
b. Date when bill was issued
c. Two bills are issued;
Summary document consisting of invoice number, Student ID, Name,
Total fee owing, Year of study, Venue of study, Programme Name, Total
Bill Amount Charged, Total Bill Credit note amount, Total Bill Paid
Amount, Total Bill Owing Amount.
Detail document consisting of invoice item details, such as unit code, unit
name, accommodation, invoice item fee amount charged, invoice item fee
amount credit noted, invoice item fee amount paid, invoice item fee amount
owing, etc.
iv. Print Summary and Detailed Debit Note.
v. Generate report on bills issued to sponsors. Refer to Appendix 1.
7.7.5 Credit Note
Add a credit note for a student that is linked to their invoice. A credit note is issued if it is to fully
or partially cancel a student’s invoice, which can be due to withdrawal, programme or unit
adjustment, change of funding source from private to sponsor debtor, etc.
i. The solution must have the ability to search by Student ID or Student Name.
ii. Select an invoice in order to tag to generate a credit note, invoice is allocated to a study
contract.
(a)
(b)
38
iii. A credit note cannot be generated or transaction cannot be saved unless a note or a reason
is provided.
iv. Issue a Credit Note number.
v. View student’s prior and current, if any, credit note details. And view student ID and name.
vi. Add concession
vii. Cancel Credit note
a. Print Credit note that will have the following details;
a. Credit note number
b. Issue date of credit note
c. Student ID, Name, Student address and contact details
d. Invoice number that is being issued a credit note
e. Credit note item details and credit note amount
viii. Generate credit note report. Refer to Appendix 1.
7.7.6 Receipt of Payment
Fees collection and management are critical operations for the University. The solution must have
the ability to record fee collection from students and issue receipts.
i. The solution must have the ability to search by Student ID or Student Name.
ii. Record the collection of payments made by students and Sponsors
iii. A Receipt is provided to any collection of payment and a receipt number is issued.
iv. Payments can be processed into either two categories;
a. Payment can be processed individually or per debtor
b. Payment can be made in a batch, where by a Debit Note number is used to make a
lump sum of payment to batches of invoices that is tagged to a specific sponsor. To
each batch payment, only one receipt is issued.
v. The solution must allow the viewing of the following details;
a. Student ID, Name, debtor’s details, contact details
b. Student’s outstanding invoices awaiting payment
c. All payments allocated to a student’s invoice, therefore any payment made
privately or sponsored.
vi. Payments can be allocated to more than one invoice
vii. Payments can be undistributed from the invoice it was initially allocated to, allowing debtor
to have a credit balance
viii. Prior payments made, having credit balance, can be allocated to student’s outstanding
invoice
ix. Solution must allow full or partial payments to be processed through superannuation.
x. Solution must have the ability to Add, Edit, and Remove methods of payment that a user
selects to tag how a debtor makes payments. Examples of method of payment are Cash,
Bank, FNPF, Cheque, etc.
(a)
(b)
39
xi. Solution must have the ability to accept list of payments made to bank (student can use the
deposit slip on invoice to pay at the bank) relating to students account and automatically
update student records
xii. The solution must also support electronic payments through credit cards and other digital
currency such as mobile money.
xiii. Print receipt and they must have the following details;
a. Receipt Number and date receipt is recorded and printed
b. Student ID, Name, Debtors Address, contact details
c. Invoice item details in which payment is allocated and item amount paid.
d. Total Amount Paid, Total Amount refunded, Total Credit balance Amount.
xiv. The solution must have the ability to transfer or allocate a student’s credit balance to
another student’s outstanding invoice.
xv. The solution must allow waiving student fees for students who are deemed eligible by the
University.
xvi. Generate Payment reports. Refer to Appendix 1.
7.7.7 Student Identification Card
The solution must allow printing of Smart ID cards to a standard template, possessing authentic
mode of verification.
i. The solution must allow checking of validity of card (by active enrolment, Fee status, Hold
status etc.) by security personnel’s, Library Services, IT Services, and Examination Offices
etc.
ii. The solution must also allow printing of ID cards where student is enrolled in more than
one programme simultaneously.
iii. The solution must also allow managing ID card printing for Alumni’s.
iv. There shall be a centralized record of ID Cards processed and where student photos are
uploaded. Student Photo shall be available to Student Search Module, ID Card Module
and Online Student Portal.
v. Electronic validation via Smart Card – system to authenticate if fees have been cleared for
entry to examination hall.
vi. Re-issuing of ID cards should a student lose their id card and keep track of all re-issuing
of cards.
vii. An invoice is generated for any re-issue of ID card and payment is collected, providing a
receipt.
7.7.8 Refund
The solution must facilitate the refund of debtors credit balance. A debtor’s credit balance is
referred to if a payment they made exceeded what they owed.
i. The solution must have the ability to search by Student ID or Student Name.
ii. Have the ability to view the following details;
(a)
(b)
40
a. Student ID, name, Debtor’s details, addresses and contact details
b. Debtor’s payments having credit balance which can be refunded
c. Any refund transactions made to debtor’s account
iii. Generate Payment refund and issue refund number
iv. Allow user to add a note or reference, or upload a document (PDF format) relating to
payment refund
v. Add voucher number and cheque number to payment refund transaction
vi. Edit refund details but by authorized personnel only
vii. Print Refund voucher and must have the following details;
a. Student ID, Name, Debtor’s details, contact details
b. Refund Number, date refund processed and print date
c. Amount Refunded
d. Receipt number in which refund was processed from
viii. Cancel Refund transaction
ix. Print Refund reports. Refer to Appendix 1.
7.8. Holds Management
The solution must effectively and efficiently be able to place students account on Hold by
preventing them from accessing any University service such as registration, access of transcripts
or results, use of Library and Lab facilities, etc. The solution will only release the Hold unless
student has carried out the necessary requirements such as, payment of full fee, return pending
borrowed library books, etc.
i. The solution must have the ability to search by Student ID or Student Name.
ii. Have the ability to view Holds placed on student’s account and view student details
iii. Issue hold on student account. Various sections within the University that handles student
account can issue a Hold;
a. Student Academic Services can issue a Hold on student that may relate to any
academic penalty, counseling sessions, disciplinary, dishonest practice, etc.
b. Library may issue a Hold on student that relates to delay in return of borrowed
books, Library fine, etc.
c. Finance may issue a Hold on student relating to unpaid fees
d. Hostel may issue a Hold on student that relates to the damages of residential
facilities
e. Other Holds issued by other sections within the University handling students’
account
iv. Holds issued to students’ accounts will prevent them from;
a. Registering to the next study term
b. Viewing Transcripts and results
c. Accessing Library and Lab facilities
d. Accessing any Learning materials via Moodle
e. Accessing other University services
(a)
(b)
41
v. Add a start and end date on Hold
vi. Place a note or provide reason of the Hold placed on student’s account
vii. Edit Hold placed on student’s account
viii. Release Hold placed on student’s account, which will then allow them to access University
services
ix. Print Hold report. Refer to Appendix 1.
7.9. Results Management
The solution must have the ability to allow and manage tagging lecturers to offered units that they
teach, manage student’s assessment entry of the units they are enrolled into with the various year
and term of study, monitoring students’ progress, view class list and results, and upload of
student’s final scores and grades that will affect their final transcript.
7.9.1. Results Upload Calendar
The solution must have the ability to schedule dates of when to allow lectures to enter students’
assessments, when to restrict any late entry, and when to upload final scores and grades.
i. Solution must have the ability to view any schedules made to any term of study
ii. Add Dates for the following;
a. Start and End dates for Assessment Entry – date the solution is open to allow
lectures to enter students’ assessments. If passed the End date, the solution will
restrict and not allow any lecturer to further enter any assessment.
b. Date to upload Final Score – date the solution will automatically upload students’
final coursework score, final exam score, final attendance score, and will
automatically calculate the final grade according to UASR.
iii. Edit or Delete schedules
iv. Each Term of study will have different schedules; therefore solution is to ensure that each
study term is catered for.
7.9.2. Allocate Lecturers to Offered Units
Solution must manage the allocation of lecturers to offered units.
i. The solution must have the ability to allow Colleges to select there offered units and tag
units to lectures teaching these units. The solution must prohibit each College to only tag
lecturers to units that are owned by them or rather which they service. Units are offered
in a specific school or department, year of study, term of study, venue, and selected
programme.
ii. Tagging lecturers to units will include inserting lecturer’s name and Employment ID.
(a)
(b)
42
iii. A College will have many schools or departments. The solution must allow a Principal
lecturer tagged to same unit offered within same school or department. With the same unit
offered in a different school or department, it may be tagged to another Principal Lecturer.
iv. Units will be issued their Final and Minimum Coursework Weighting, Final and Minimum
Exam weighing, and Final Attendance Weighing
v. A unit can either be an examinable unit, having assessment based on coursework and exam,
or a fully coursework unit where assessment is based on coursework only and no exam.
7.9.3. Assessment Entry
Solution must allow lecturers to create various assessment items for a particular year and term of
study and add students’ assessment scores.
i. The solution must allow lecturers to view student information such as enrolment details,
final results of units that students have completed, any outstanding invoices
ii. Principal lecturer can view class list; list of students who are enrolled into a unit and have
paid mandatory or tuition fee
iii. The solution must have the ability to tag students enrolled in a specific unit into a class or
a batch.
iv. A Class can be further broken down into more than one group, as more than one lecturer
can teach a unit for a specific year, school, term of study, and venue. Each group is issued
a Class ID to differentiate between groups. Students are then allocated to these various
groups and they can be due to students attending Day Class and students attending Evening
Class. The Principal Lecturer will assign the various groups to Lecturers and allocated
students to various groups.
v. Lectures to create and add Assessment item and assessment weighting and total marking
score. Example Assignment 1 weighs 30% (out of the Total Coursework weighting of 100)
and is marked out of the Total Score of 50.
vi. Insert Assessment Date
vii. Add or Edit student score
viii. Edit or Delete Assessment Item
ix. Principal Lecturer (PL), Head of School (HOS) or Head of Department (HOD), College
Dean can view students’ assessment progress
x. The solution must have the ability to notify Lecturer, PL, and HOS or HOD, Dean of any
student who is performing with unsatisfactory
xi. After completing student’s assessment entry, solution must be able to notify lecturer of
those students who qualify to proceed to next unit of enrolment and those who do not
qualify and either require repeating unit or sitting a Supplementary Assessment. Please
refer to UASR.
xii. Solution must have the ability to allow Lecturers to enter scores for students who are either
being assessed as Special Exam, Special Assessment, Repeat, etc., and solution to be able
to distinguish these details when printing assessment reports.
xiii. Solution to ensure that results notations and criteria in UASR are strictly followed.
(a)
(b)
43
xiv. Print Assessment Item having student details and scores entered for each student
xv. Print Assessment Reports and these include result spreadsheets, statistic reports, and
graphs, etc. Refer to Appendix 1.
7.9.4. Attendance Tracking
The solution must have the ability to capture and provide data captured in regards to the students
attendance for the classes.
i. A smartcard is scanned on entry to a room.
ii. The solution should only allow authorized persons to make any amendments to class
attendance.
iii. Solution should support a need-based Attendance Roster generation for the classes at the
time of marking the attendance.
iv. Solution should support an auto-posting of specified grade in case of Attendance shortfall.
The shortfall criteria should be configured in the solution.
7.9.5. Final Results Upload
Once Term of Study has reached its due date for assessment upload, refer to point 7.9.1, all
students’ final assessments that fall under that study term will be uploaded in the final Academic
Record to be viewed by Authorized University users, students, and sponsors. Students’ final
coursework, and or final exam, and final attendance score will automatically be uploaded and
solution will also calculate and assign final grade according to UASR.
7.9.6. Add Late or Edit Final Results
The solution must have the ability to add total scores for student’s results who were not entered
within the period of assessment entry by lecturers and have been submitted late and Edit any total
score of those whose results have been uploaded.
i. The solution must be able to Search by Student ID and Name
ii. View the following information;
a. Student’s enrolment details; programme and unit details
b. Results of the unit which student has completed; total coursework, total exam score,
total attendance score, and final grade
(a)
(b)
44
iii. Add total coursework score, total exam score, total attendance score, and total assessment,
where solution will automatically calculate grade according to UASR
iv. Edit total coursework score, total exam score, total attendance score, and total assessment,
where solution will automatically calculate grade according to UASR
v. The solution must have availability to notify, via email, senior officers of any edit made to
a student’s total score.
vi. Addition and Edit of any results will be processed by authorized personnel only
vii. Solution to ensure that results notations and criteria in UASR are strictly followed.
viii. Generate results that were added and edited via this method. Refer to Appendix 1.
7.9.7. Academic Transcript
Solution must have the availability to print student’s academic transcript.
i. Search by Student ID and Name
ii. View following information;
a. Enrolment details
b. Results of units that students have completed
c. Any Internal or External cross-credit of units
iii. The solution must have the availability to print academic transcript either by;
a. Enrolment contract – showing results of units a student had enrolled into, completed
and passed for a specific study year and study term or
b. Full Academic Transcript – showing all units with their results, and or cross-credit
that a student had enrolled in, only if within the same programme of study.
iv. Solution must keep track of all Academic print outs.
v. An Academic transcript will have the following information;
a. Student ID, name, address and contact details
b. Date transcript was issued
c. Programme with either major or minor, which student is enrolled in and completed
d. Unit code, unit name, grade, credit point, and year and term of study in which
student sat for unit
e. Total credit point of the unit has completed and passed over the total credit point of
the programme of study to be completed
f. GPA; but this is only shown on Full Academic Transcript and according to UASR
results notation.
vi. Generate GPA reports by College, programme, term, year, sponsor, total GPA, etc. Refer
to Appendix 1.
(a)
(b)
45
7.10. Completion Tracking
The solution must flag list of students who have completed the unit requirements of a programme
and are eligible for graduation after industrial attachment or any other special requirement.
i. The solution must allow students/Colleges/Academic to view the students programme
structure and tick against the units completed (core as well as electives)
ii. It must indicate the credit points completed and check for the prerequisites
iii. The solution must show the number of units left to be completed and indicate whether
industrial attachment or any other requirements for the programme is pending
iv. The solution must flag list of students who have completed 90% (should be customizable)
of their programme requirements.
v. It must have the availability to notify students of their completion status by showing the
number of units successfully completed.
7.11. Examination Management
The solution must be able to automate exam schedules according to venue and units for a specific
study year and study term. Student can view their exam venues, dates, exam seat numbers and
results online. Students to be issued a seat number for exam.
7.12. Graduation
The solution must effectively and efficiently capture all records of students applying for
graduation.
i. Show eligible student to graduate when they have completed all the subject requirements
with no outstanding debts. Students are able to see this in the student web portal.
ii. Ability to export list of students “eligible to graduate” to send invitation letters to a
graduation (based on campus)
iii. The solution must support processing records of graduating students, assigning certificate
numbers and printing of certificates.
iv. There shall be provision for Transcript available organized by Levels with Grades and
Credit Points for Programme Audit for graduation
v. Allow the upload, view, and print of documents relating to student graduation applications
and transcripts
vi. Process and record any hire of gown by students and issue an invoice. Receipts will be
issued for any payment. Gown stock-take is required to keep track of gown being
dispatched and returned.
vii. Generate Graduation Reports. Refer to Appendix 1.
(a)
(b)
46
7.13. Certification Management
Refer to NTPC requirements in Appendix2 for complete process.
7.14. Alumni Management
The solution must allow records to be kept and updated in respect of past students and graduates
of the University.
i. The solution must have the availability to maintain all degree and certificate related
information for each student that relates to the College and school from which they
obtained their area of study and the date they graduated and received their degree or
certificate.
ii. Update their profile information, if any current work related information to be recorded
and maintained, such as current organization where they work, work contact details, their
skill, etc.
iii. Alumni members are issued and ID card in which they can use to access and use University
Services
iv. All invoices and payments collected relating to Alumni membership must be recorded and
maintained.
v. Alumni members can receive notification through their account from Marketing with calls
or emails for specific skills
vi. Setup committees, clubs, and offices (e.g. Alumni club officer and president), term dates
and allow alumni members to be part of.
7.15. User Management
This module is used by the administrator to prevent unauthorized access to the system. Any user
logging into the system can access only those functions for which he/she has been granted rights
for.
i. Transparency in University management
ii. Secure in case of unauthorized access
iii. Can reserve the rights to access
iv. Authorized person or principal can check detail of any module on his/her system; prevent
unauthorized access to the system
v. Any user logging into the system can access only those functions for which he/she has been
granted rights for.
8. Reports Management
The below are general Reporting types, frequency and departmental reporting requirements.
Specific reporting requirements which consists for departmental reporting, Names of the reports
(a)
(b)
47
and General content are attached in Vendor Reporting Form Appendix1. The vendor is to clearly
state the Reporting tool currently available, Reports already existing with the solutions to generate
the stated reports, Which reports will be Customized to meet the requirements and Other good to
have reports.
REPORT TYPES
The following are the key types of reports that the system must be able to generate:
8.1. Academic Reports
The solution should be able to generate student lists for the entire course as well as selected course
groups. The solution should also generate reports to show student fee status. The solution must
also allow generating, progressive records, coursework, examination attendance sheets, grade
reports and summary reports in tabular and graph format for exam and enrollment statistics.
8.2. Colleges Reports
The solution should be able to generate College reports, such as programmes offered by colleges,
dropped programs, student numbers by colleges and programmes, revenue and enrollment by
college, display time tabling reports of Class Available, Which class are booked for which room
and which class and lectures are available, clashes of class for students and this will be displayed
to the students as changes are executed and student class list by college.
8.3. Finance & Audit Reports
The solution must allow generating of reports for all invoices, receipts, refunds, de-registration
of enrollments, withdrawals of enrollments, credit notes, payments for overdue invoices and
detailed invoice reports.
8.4. International Research and Planning Office
The solution must be able to generate reports for Enrolment for Current and Past years, Forecast
Data on Enrolment & Admission patterns
8.5. NTPC Reports
The solution should be able to generate for FNU training and productivity center which offers
short course and certification, diploma programs enrolment reports, certification, invoicing,
programmes and student management progress
(a)
(b)
48
8.6. Library Reports
The solution must allow generating of reports for all Books items, Books issues, Books
Outstanding, Books for Future booking, fines for student on the books.
8.7. ICT Reports
The solution must be able to generate reports for User access, profiles, access by Modules,
functions, reports and Number of active users
8.8. Uniservices Reports
The solution must be able to generate various reports for Accommodations of rooms and
occupancy, Book Center management of books and costing and profit, Fleet management reports
of vehicles, vehicle services history and Cafeteria Reports of daily sales, Cost of goods sold and
stock on Hand.
8.9. Properties Reports
The solution must hold all information for property, where each location, building, classroom has
been identified and the status of availability. This will be linked to time table as classes are
booked for student’s tutorials and lectures. All property repairs needs to be tracked and which
service (Air-con, Table& Chairs) is associated with building and classes and the status. Inventory
reporting of all stock ordered, at hand, used in repair should be available.
8.10. Reports Requirements for External Parties
The education sector in Fiji is governed by a national body “Fiji Higher Education Commission
(FHEC)”. FHEC must have the flexibility to generate and extract real time reports. The solution
must also have API’s allowing FHEC to interface their applications to extract real time reports,
or best possible fit solution proposed by the vendor to support this requirement.
The solution must allow sponsors (Scholarship agencies) to extract progressive reports, grade
books, Fee status of their sponsored students and other custom reports as per their requirements.
8.11. Other Reports
The solution must be able to generate summarized reports and vendor needs to state which
reports currently exist in the systems for the following if any:
(a)
(b)
49
a. Executive managements Reports
b. Student portal Reports
c. Human Resources Reports
d. Security & Performance Reports
e. Integration Reports
f. Other good to have reports
8.12. Report Filter
The solution should be able to filter the reports based on the following parameters:
a. Year
b. Month
c. Campus
d. Faculty (College, School & Department level)
e. Study Term
f. Custom Date Range
g. Gender
h. Combination of all of the above filters
i. And any other fields for Filter should be flexible to apply to the existing report parameters
8.13. Report Scheduling
The solution must be able to support scheduling of one time and recurring reports.
8.14. Report Formats
The solution must support the following report formats at least:
a. Emails
b. Word
c. Excel
d. PDF
e. Charts, Bars and graphs presentation of the reports
8.15. New Report Generation
Changing Internal and External reporting requirements, the University requires new reports on on-
ongoing basis, Vendor Must state process of new report generation.
8.16. Data Warehouse and Report Tool Setup
(a)
(b)
50
FNU will also like to generate reports using past years Data to analyses, forecast and projector
future patterns for the University. As one of the requirements of the solution is to provide data
ware house, the vendor must ensure that the reporting solution must integrate with this data
warehouse to generate this sort of reports
9. NTPC Student Administration, Levy and Grants Management
NTPC has similar setup like TAFE School. It has got its own Programme, student administration
and gradation programs.
Levy is the sum payable to FNU by all employers in Fiji, which is also managed by the University.
The amount of levy payable is 1% of the Gross Wages and Salaries of the organizations. This
scheme is then reinvested into these organizations by enhancing the training and skill development
of their human resources and at the same time improving the productivity of the nation. One
method of training used is employees of these organizations, being part of this scheme, are enrolled
into the courses at the University and are trained on specific skills.
Grants can be claimed on all courses offered by FNU and this is whereby organizations claim
Grant from the Levy. In addition, trainings provided by other training institutions that have been
given grant claimable status for specific training may also be claimable.
The solution must be able to register the receipt of levy as well as support registering the employees
of those Employers as students upon their application to study. The solution must be able to process
the grants for the employers. Details of these requirements, since it’s different from the some of
the process highlighted in this RFP are highlighted in NTPC Requirements in Appendix2. Please
Response to each requirement stated in the appendix2 for NTPC.
10. Online Portals
The solution must have an online portal for students (new and existing), staffs, and sponsors to
allow easy access to information and having a user friendly platform to better perform their task
and activities.
10.1. User Login Portal
To log into any online portal the solution must allow user to type in their username and password
for user authentication. No unauthorized user can access the system.
i. Generate Username and password for students, staffs, and sponsors
ii. Solution must have the ability to allow users to Edit their Password
iii. Login Access to be automatically de-activated if there are any Student Hold or Staff Hold.
Example students having outstanding fees, student with disciplinary case, etc. and if Staff
related due to disciplinary case or staff contract date has ended.
(a)
(b)
51
STUDENT AFFAIRS
10.2. Online Admission
10.2.1. Online Admission Application
i. Offers an Online Admissions application for the electronic submission of applications
by the applicants. Applicants can select three programmes of choice.
ii. Each programme may have a limit on its enrolment number and therefore each will
have its own quota.
iii. Should allow detailed capture of the application details, bio data, work experience,
etc. Refer to 7.3.2.
iv. Allows students to change programme choices, and applicants to change their
personal information as well.
v. Upload Results, Transcripts, etc. Refer to 7.3.2.
vi. Should support online tracking of application statuses.
vii. Generates and provides and Application Number to student (Refer to 7.3.2.) which
they can use to track their application.
viii. An acknowledgement email will be issued to student for the receivable of their online
admission upon online application submission.
ix. Provides facilities to let students transfer, defer and withdraw from programmes/
courses.
x. Maintains different status for students i.e. Active or Non Active, Postpone Trimester
or Semester, etc.
10.2.2. Application Evaluation and Merit Generation
i. The solution must be able to verify applicant’s date-of-birth to determine age and
automatically forward applicant’s below the age of 32 to Student Academic Offices
and applicants above the age of 31 will be forwarded to College Deans for vetting and
admission selections.
ii. Automatically evaluates applicants based on user-defined criteria.
iii. Merit ranking of applications should be established based upon the evaluation score.
For example verifying applicant’s Fiji School Leave Certificate final scores to
determine programme MQR.
iv. Eligibility of applications should be determined based upon user defined criteria.
v. The solution should allow and maintain standard rules for the generation of Merit List.
10.2.3. Admission Selection and Admission Decision
i. The solution must be able to verify applicant’s date-of-birth to determine age and
automatically forward applicant’s below the age of 32 to Student Academic Offices
(a)
(b)
52
and applicants above the age of 31 will be forwarded to College Deans for vetting and
admission selections.
ii. Automatically evaluates applicants based on user-defined criteria.
iii. Merit ranking of applications should be established based upon the evaluation score.
For example verifying applicant’s Fiji School Leave Certificate final scores to
determine programme MQR.
iv. Eligibility of applications should be determined based upon user defined criteria.
v. The solution should allow and maintain standard rules for the generation of Merit List.
10.3. Online Student Services
The solution must have the ability to allow new applicants that have offered a place in the
University and continuing students to view their personal, academic, financial profiles, and allow
them to enroll into units for the term of study that is active.
10.3.1. View Student Profile
Allow students to view their personal profile such as residential addresses, contact
details, photo, etc. This will allow students to ensure their personal information is updated.
10.3.2. Student Registration
i. The solution must allow students to enroll into and or withdraw from offered units
online.
ii. New applicants will be provided a Student ID number when they have enrolled into
an offered unit. Refer to point 7.4.
iii. Each unit may have a limit on its enrolment number and therefore each will have its
own quota.
iv. Students in the following criteria cannot enroll into unit offered;
a. Having passed the enrolment end data
b. Financial or Academic Hold
c. Not meeting unit prerequisites
d. Student personal details are not entered in the system
v. Unit cannot be withdrawn if invoice has been generated
vi. View and Print enrolment details
10.3.3. Student Financial Accounts
i. The solution must allow generation of invoices online
(a)
(b)
53
ii. Any outstanding debt can be paid online
iii. Request for refund, credit transfer, or payment waiver, etc. can be issued online.
Solution must allow students to track their requests.
iv. View and print Invoices and Receipts
10.3.4. Results
i. The solution must allow students to View and track the progress of their current term
assessment, such as assignment score, attendance, etc.
ii. View unit final grades of unit
iii. The solution must notify students, if their final grade is a fail grade, whether they are
to repeat unit or sit for supplementary assessment.
iv. Print Provisional Transcript by study contract or rather study term wise only
10.3.5. Course Tracking and Completion
The solution must display the programme student is currently registered and enrolled in
and display all units registered under that programme that must be completed to receive a
Degree.
The solution must have the ability to track and display all units student has passed and
completed and units that he/she has yet to complete.
10.4. Online Submission
The solution must have the availability to allow submissions of student related requests via online
application submissions.
10.4.1. Cross-Credit Registration
i. Solution to allow student to select unit for either internal or cross-credit
ii. Solution will automatically capture and transfer student personal, enrolment, and unit
result details, upon processing a cross-credit request
iii. Edit personal details to ensure information is correct
iv. Solution must notify student if having any Academic or Financial Hold and restrict
them from submitting any application
v. Upload documents in PDF format of transcripts and results
vi. Upon submission of request Student will receive a cross-credit application number, in
which they can use to track their application
vii. Cancel cross-credit request
viii. College will verify and update status of application (approved, rejected, waitlisted)
(a)
(b)
54
ix. Student Academic Services will verify College approved list and upon confirmation
will only process cross-credit application
x. Notification will be provided to student via email or SMS on cross-credit application
status
xi. Generate Cross-credit Application statuses List (Approved, Rejected, Waitlisted)
10.4.2. Supplementary Assessment
Students should be able to apply for Supplementary Assessment, Special Consideration
(Special exam, compassionate pass, arrogate pass) reconsideration of results, pass
terminating of units online.
10.4.3. Student ID card
i. The solution should allow students and alumni to apply for ID cards online.
ii. Photos can be uploaded and used for ID creation.
iii. The solution must have the ability to charge fees to any re-issue of ID cards and collect
payments
iv. Track and keep record of number ID cards issued to each student and alumni
v. Students can be notified via email or SMS that ID card is ready for collection
10.4.4. Halls of Residence
The solution must allow students to register into Halls of residence online. Refer to point
7.6. Halls of Residence registry can also be applied by a non-student or non-staff of the
University.
10.4.5. Graduation
i. Solution to accept graduation applications where applicants will be in their final Term
of study or have finished their course and have received grades when applying.
ii. Upon submission of request Student will receive a Graduation application number, in
which they can use to track their application
iii. Solution to notify students who have met the academic requirements and have
qualified for graduation.
iv. Solution will automatically capture and transfer student personal, enrolment, cross-
credit, program and course details to Graduation Application Listing.
v. Student Academic Services to process application to ensure information is correct or
to update upon liaising with student.
(a)
(b)
55
vi. After application is vetted and is correct, solution to allow application to be verified
with College, Finance, Library, Halls of Residence, this is to verify and update status
of application with their department and tag as (approved, rejected, waitlisted). This
is to ensure there are no student Holds for the applicant.
vii. Solution must notify student if having any Academic or Financial Hold that will hold
their graduation application. Students to clear Holds before final graduation listing
are processed.
viii. Student Academic Services will verify and process final list upon confirmation and
approval from all Colleges and Divisions.
ix. Notification will be provided to student via email or SMS on Graduation application
status
x. Generate Graduation Application master List (Approved, Rejected, Waitlisted)
xi. Prepare final student listing for Graduation.
10.5. E-Learning Management
The solution must have the ability to support e-learning, fostering collaboration amongst the
students. Feature such as discussion forum, online exam must be included.
i. A portal for handling electronic materials including curriculum, syllabi and teaching
and learning materials to facilitate the learning process
ii. Administering and submission of assignments and quizzes etc. through electronic
means
iii. Possibility of discussion forums related with various training programmes
10.6. Alumni
The solution must have a web portal for graduated students of the University to register as Alumni.
Also refer to 7.13 for further requirements.
10.7. Job Placement Service
i. The solution should allow students who are about to complete their programme to view
and apply as a job seeker. Registered employers can browse through the candidates’
profiles and select students for employment.
ii. The solution should also indicate on the screen when the employer’s offer expires.
iii. The solution should also have a customer feedback link. (Web page).
(a)
(b)
56
COLLEGE AND ADMINISTRATION AFFAIRS
10.8. Assessment Entry
Solution must allow Lecturers to access and update student assessments via web portal. Lecturers,
HOS or HOD, and College Deans can view and print class list, assessment reports, students’
progressive reports, etc. Also refer to point 7.9.3.
10.9. Information for Sponsors
The University values its relationship with the local and international sponsors, parents and
guidance of our students. The solution must provide a web portal to allow sponsors and parents
to access students’ information and their progress.
The solution must allow the viewing of students;
i. Progressive assessment details and attendance for the current term of study
ii. Halls of residence information such as accommodation details
iii. Invoice and payment details
iv. Final unit coursework, attendance, and or exam scores with their final grades
v. Print provisional transcript
vi. For sponsors that provide scholarship for batches of students, the solution must allow
viewing and printing of students’ unit final grades by programme, year, and term of study
in a batch.
10.10. Information for University Staffs
The solution must provide a web portal to allow Colleges and other administrations that handle
student accounts to access and view student information.
The solution must;
i. Allow the viewing of students Progressive assessment details and attendance for the current
term of study
ii. View student profile and photo
iii. View Halls of residence information such as accommodation details
iv. View Invoice and payment details
v. View Final unit coursework, attendance, and or exam scores with their final grades
vi. View and print class, programme, and sponsor list
vii. Print provisional transcript
viii. Allow batch viewing and printing of students’ unit final grades and GPA by programme.
ix. View student Academic history consisting of current and prior enrolments and results
(a)
(b)
57
10.11. Customer Relationship Management
The solution must provide an easy and efficient on-line help facility to students, staffs, sponsors,
parents, and public.
i. The solution must allow students, staffs, sponsors, parents, and public to issue any query,
matters arising, grievances, etc.
ii. The solution must allow users to track phone calls, email messages, tasks, and other
information in one centralized database so that they work is more productive.
iii. The solution must allow the viewing of all queries and matters received and all their
histories. This should include contact information of who issued the complaint, their
account information, service request history, activities, tasks, escalations etc.
iv. The solution must be able to automatically send an acknowledgement for an incoming
email to whoever sent the email.
v. The solution must be able to automatically send the email containing the complaint to the
college, division, or section in which the matter is raised.
vi. The solution must be able to create and manage cases to capture caller issues.
vii. The solution must be able to create and log several of case types.
viii. The solution must have the availability to track the progress of a case from open till
closure.
ix. The solution must be able to search for duplicate cases and link the duplicate service
x. The solution must be able to create multiple tasks under a case
xi. The solution must be able to send the notification messages via email
xii. The application should be configured to Track Response Time for handling Customer
calls and or queries
xiii. The solution must provide an integrated reporting tool for new reports to be created as
required.
xiv. The proposed solution must be able to generate various reports which can be exported in
PDF or and Excel format.
10.12. Bulletin Board
The solution must support event publication, university calendar, campus shuttle transports etc. on
a bulletin board easily accessible upon login on student portal. This would serve as a core
communication tool with active students.
11. System Integration and Additional University System Requirements
The solution must be able to integrate with other popular applications to ensure accurate and up-
to-date data. The solution must allow phasing out other systems to use the built in system with
minimum effort with Data migration
(a)
(b)
58
11.1. Library
i. The solution must be able to integrate with library management system to search for books,
reserve books, pay fines etc.
ii. The solution must have a library management system of its own, which may replace
University’s current solution
11.2. Learning Management System
i. The solution must have able to integrate with Moodle LMS on real time basis.
ii. The solution must have a learning management system of its own, which may replace
University’s current solution
11.3. Finance System
i. The solution must be able to integrate on real time basis with any Financial system for
student invoicing, payments, receipts and reversals
ii. The solution must have a finance system of its own, which may replace University’s
current solution.
11.4. Bank Systems (Online Payments) & Other Electronic Payment Modes
The solution must be able to integrate with banks, government organizations and other solutions
such as mobile money to empower students to make payments from any of these modes.
11.5. Human Resource Management System
i. The solution must be able to integrate with Human Resource System and to generate staff
workload.
ii. The solution must have a HR system of its own, which may replace University’s current
solution
iii. The solution must have capability to take staff attendance through biometric devices and
to process payroll
(a)
(b)
59
11.6. Properties Management
The solution must have a Properties Management system which would enable keeping records of
multi campus buildings, fleet, their maintenance schedule etc.
11.7. Inventory Management
The solution must have Inventory management system with ability to tag fixed assets by location
and departments.
11.8. Document Management
The solution must have Document Management system to allow
i. Support paperless concept to apply for services, track application, seek approvals etc.
ii. Support filing of approved organizational documents in vaults with limited access to read
only.
11.9. Timetabling of Lectures and Examinations
The solution must be able to automatically generate timetables based on certain constraints keeping
in consideration of student and staff clashes. The lecture timetable must also consider time for
movement of students across multiple campuses for specialized classes. Also timetabling software
should be able to determine the staff work load for teaching staffs.
11.10. Scheduling Applications
The solution must be able to meet Universities scheduling needs.
11.11. Facility Management
The solution must support booking for conference rooms and other similar facilities
11.12. Canteen/ Bookshop Management with Point of Sale Support (POS)
The solution must have Point of Sale feature to cater for students who are residence other users of
the canteen.
(a)
(b)
60
11.13. Fleet Management
The solution must be able to support scheduling of transport, bookings and publishing shuttle time
to online portals
(a)
(b)
61
University Information Management System Technical Requirements
System Architecture
12. Deployment Methodology
The bidder must specify the deployment architecture and bandwidth requirements. FNU has
multiple campuses with different number of staff and students.
Deployment Methodology
Cloud ☐
On-Premise (Standalone Server) ☐
On-Premise (Distributed Server) – Separate Application Processing and Separate Database
Server ☐
On-Premise (Distributed Server at different locations) - Separate Application Processing
and Separate Database Server at multiple Locations ☐
Hybrid – (Vendor needs to provide additional details) ☐
Other – (Vendor needs to provide additional details) ☐
13. Bandwidth Requirements
Campus Size Maximum Staff Users Maximum Student Number Bandwidth Requirements
Small 10 50
Medium 50 500
Large 200 1000
Very Large 500 3000
14. Supported Database
The bidder must specify all the database’s that are supported. The licensing cost and support and
maintenance of the database must be included as part of the total price.
Any additional tool required to perform big data analysis for reporting purposes must be included
as part of the overall solution.
15. Operating System
The bidder must specify the supported operating systems, and recommend the operating system
for optimal system performance. The bidder must ensure that any patches or updates applied to the
operating system shall be supported by the application.
(a)
(b)
62
16. Virtualization
The bidder must specify if the application can run effectively in virtualized environment.
VMWare ☐
Hyper-V ☐
Nutanix ☐
Simplicity ☐ Other – List any others that are supported
The vendor must specify any constraints and limitations of running the application on virtualized
infrastructure. Concepts such as Hot-Add of CPU or Memory, Cloning, Migrating, running under
EVC Mode, Snapshots, and Replication etc. must be supported and if not then it needs to be
clarified.
17. Physical Resource Requirements
a) Processor
The bidder must specify the processor requirements (Supported Type/ Family, minimum speed,
core, etc.) to run the application with best performance.
b) Memory
The vendor must specify the memory requirements.
c) Operating Storage
The vendor must specify the type of physical storage media, RAID requirements and the size
required to run the application under best performance. The bidder must also specify if running
the application under software defined storage, or under auto-tie ring will have any performance
issues.
18. Backup Storage
The University policies requires the University to keep data up to seven years. The University
currently keeps daily full backups and hourly incremental backups. The bidder to clarify if there
are any built-in forensics capabilities of the application that can allow going back to the time and
identify who performed the transaction. Additional information such as from where the transaction
was performance (IP and MAC address), the exact date and time of the transaction, the previous
value of the transaction will also be required. The bidder to recommend the backup solution and
storage requirements that allows the University to perform backups as well as restore the backups
and run comparative analysis on the data.
(a)
(b)
63
SECTION C – PRICING SCHEDULE
19. Total Pricing
a) Please complete the Microsoft Excel spreadsheet that is attached UIMS02/17-Vendor
Price Sheet with this document.
b) All pricing is to be submitted in USD or Fiji F$ Dollars or specified currency.
c) You must include details in all areas. Do not combine costs.
d) Should there be other cost areas that have not been included please just add extra rows to
the spreadsheet.
e) Ensure all costs associated with the purchase and implementations of the system are
provided. Should there turn out to be additional costs that you have failed to specify then
FNU may disqualify you from any further participation in the RFP process.
20. License Costs
Provide details of all costs for software and components or modules that are required to
meet the requirements in the RFP.
Vendors are to provide details of how, the basis of licensing costs is calculated; concurrent
users, all users – if applicable.
21. Total Costs
Vendors are to provide a grand total of both the one-off and ongoing costs, being the sum
of all itemised costs.
22. Data Conversion (Migration)
Vendors are requested to make a provision in their costs for the conversion of Existing
Data to the New System. The proposal should identity of any data cleansing is needed and
must guarantee no loss of data.
(a)
(b)
64
SECTION D – APPENDIX 23. APPENDIX 1: Vendor Reporting Form
The below are general Reporting types, frequency and departmental reporting requirements.
Specific reporting requirements which consists for departmental reporting, Names of the reports
and General content is stated in the reports.
The vendor is to clearly response the Reporting tool currently available, Reports already existing
with the solutions to generate the stated reports, which reports will be customized to meet the
requirements and other good to have reports in the tables below.
Report Types
The following are the key types of reports that the system must be able to generate:
1. Academic Reports
The solution should be able to generate student lists for the entire course as well as selected course
groups. The solution should also generate reports to show student fee status. The solution must
also allow generating, progressive records, coursework, examination attendance sheets, grade
reports and summary reports in tabular and graph format for exam and enrollment statistics.
Report Name Report Contents and Data Report Purpose
Vendor Response
Comments
1 Units
Assessment
Mark(s) Not
Entered
Displays the list of units for
which the lecturer has/hasn’t
entered any Assessment
marks
Student Progress or
Assessment Mark Audit
2 Premium
Activated and
Offered Units
Display the list of units that
have been offered and
activated in premium Enrollment Progress
3
Results Not
Exported
Displays the list of pending
results that haven’t been
exported from premium Student Progress
4
Sponsor Results
Shows the results of students
for sponsored under Tertiary
Education Loan Scheme Student Progress
5
User
Application
Processing
Displays the Academic Staff
who processed the particular
students application form,
cross-credit form Academic Audit
6
User Enrollment
Processing
Displays the Academic Staff
who processed the particular
student’s enrollment form. Academic Audit
7
GPA Report
Displays the various units
the student has completed
Graduation Approval or
Student Progress
(a)
(b)
65
with the unit total marks and
GPA calculations
8
Assessments
Grades
Displays the assessment
totals and GPA text for all
students enrolled in
VAN501 and VBC501 for
Trimester 1, 2014
Student Progress or
Assessment Mark Audit
9 Class List By
Program Student List by Program
Student List by
Program
10 Class List By
Course Student Class List Student Class List
11 Programs
Offered Programs Offered in term
Programs Offered in
term
12
Student Results Report for student results
Report for student
results
13 Enrollment
Audit Report
New enrolled students audit
report
New enrolled students
audit report
14 Cross Credit
Report student cross credit report
student cross credit
report
15 Editing Of
Results
User audit listing for editing
results
User audit listing for
editing results
16 Hostel Student
Data student hostel report student hostel report
17 Registered
Students Paid 73
student listing who have paid
73 enrollment fee
student listing who have
paid 73 enrollment fee
18 All student
enrolled student
courses
All student enrolled student
courses
All student enrolled
student courses
19 Student class list
by course Student class list by course
Student class list by
course
20 Student list by
program Student list by program Student list by program
21 GPA Report GPA report by Students GPA report by Students
(a)
(b)
66
22 Enrollment
Audit Listing
New Enrolled students
listing
New Enrolled students
listing
23 Graduation
Listing Graduating Students Listing
Graduating Students
Listing
24 Courses Offered Courses offered in term Courses offered in term
25 Exam Results Student Exam results Student Exam results
26
ROL Data
Student by Courses report
for FHEC
Student by Courses
report for FHEC
27
Roll Report
FHEC
Displays the student details
such as the programme
enrolled in, units taken for
that program, contact details
and academic user who
processed the application
Student Progress or
Assessment Mark Audit
28 Registered
students who
have paid F$53
Displays student have paid
the mandatory fee e.g F$53
enrolment fees Student Enrolment
29 Hostel student
data by campus,
sponsor, gender Displays student Bio Data Student Hostel Bio Data
30 Disciplinary –
Total number of
students tagged
under
disciplinary,
students who
have been
charged by year,
term, campus,
student ID
Displays students have got
disciplinary actions Student Disciplinary
31
Graduation
gown collection
finance report (gown hire
payment report for a
particular period/ gown hire
refund processed for a
particular period) Student Graduation
(a)
(b)
67
32 Record Of
Learning Report
- Audit Report
Display data as per FHEC
data request with audit trail
for user who entered.
FHEC and internal
updating by staff
33 Cross Credit –
Audit Report by
user ID, Term,
programmed,
Student Details
Displays the cross credit
processing date with audit
trail
Report and analysis
34 Record Of
Learning Report
as per the DPD
template
Displays the ROL request
for submission to FHEC FHEC report
35 GPA Report -
Detailed
Displays the Result sheet for
student and GPA calculation
Resolving query by
student
36 User Access
Report for
Academic
Modules
Displays the list of staff who
have access to Premium
Academic Modules
To update and audit
access
37 Programme/Uni
t Activations
Report
Displays the Activation
38 Enrolment
Audit report
Displays the enrolment
report with audit trail Verify enrolment
39 Student
Financial Aid-
GPA Report -
by term and
Sponsor
Displays the GPA report for
submission to the sponsor Sponsor request
41 Editing of
Results – Audit
Report
Display the user who
manually edited the students
results
Report and analysis
42 Completion
Rate by Term
Displays completion rate as
per formula Reporting
43 Retention Rate
Term
Displays the retention rate as
per formula
(a)
(b)
68
44 Supplementary
Assessment/Re-
sit/Special
Exam Report
Displays students who
applied for the various
categories
Preparation of exam
45 Units offered
per term, by
Coursework or
Final
Examination
Displays the courses offered
as per criteria
Preparation of exam
Timetable
46 Enrolment
numbers per
Unit per term
Displays enrolment numbers
per unit Printing of exam papers
47 Units with no
grades assigned
Displays the list of units with
no results
Follow-up and analysis
on exporting of results
48 IDs with no
results for units
enrolled
Displays the list of units with
no results for each student
Follow-up and analysis
on exporting of results
49
Disciplinary
report by
college
Displays the disciplinary
hold details Follow-up and report
(a)
(b)
69
2. Colleges Reports
The solution should be able to generate College reports, such as programmes offered by
colleges, dropped programs, student numbers by colleges and programmes, revenue and
enrollment by college, Display time tabling reports of Class Available, Which class are
booked for which room and which class and lectures are available, clashes of class for
students and this will be displayed to the students as changes are executed and student
class list by college.
Report Name
Report Description &
Data Report Purpose
Vendor Response
Comments
1 Student class list by
course
Student class list by
course data reconciliation
2 Student list by
program Student list by program data reconciliation
3
Enrollment List By
Course
Displays the enrollment
list of students by Course
who have or haven’t
generated their invoices Enrollment Progress
4
Enrollment List By
Program
Displays the enrollment
list of students by
Program who have or
haven’t generated their
invoices Enrollment Progress
5
Premium Activated
and Offered Units
Display the list of units
that have been offered
and activated in premium Enrollment Progress
(a)
(b)
70
3. Finance & Audit Reports
The solution must allow generating of reports for all invoices, receipts, refunds, de-registration
of enrollments, withdrawals of enrollments, credit notes, payments for overdue invoices and
detailed invoice reports.
Report Name Report Description Report Purpose Vendor Response
Comments
1 This report contains
all the financial entries
done in the system
This report contains all
the financial entries done
in the system
Post this entries in
Navision for data
reconciliation
2 All invoice entries. Has all invoice entries. Data reconciliation
3 Detailed with more
description of
invoices generated.
Detailed with more
description of invoices
generated.
Data reconciliation
4 Payment done by
Private and Sponsored
student
Payment done by Private
and Sponsored student.
Has all payment
transaction done in
system
Data reconciliation
5 Student Debtors
reported in days
Student Debtors reported
in days
Data reconciliation
6 Student book
allowance
Student book allowance Data reconciliation
7 Money deposited
college student as
security
Money deposited college
student as security
Data reconciliation
8 Student to correct a
mistake on invoice or
to refund.
Created for student to
correct a mistake on
invoice or to refund.
Data reconciliation
9 MOH receipts created MOH receipts created Data reconciliation
10 Student Debtors by
Sponsor
Student Debtors by
Sponsor
Data reconciliation
11 Student Debtors by
Private
Student Debtors by
Private
Data reconciliation
12 Private Debtors by
term
Private Debtors by term data reconciliation
13 Private Debtors by
year
Private Debtors by year Data reconciliation
14 Sponsor Debtors by
term
Sponsor Debtors by term Data reconciliation
15 Sponsor Debtors by
year
Sponsor Debtors by year Data reconciliation
16 Student Association
financials transactions
done
Student Association
financials transactions
done
Data reconciliation
(a)
(b)
71
17 Student refunds done Student refunds done Data reconciliation
18 Student class list by
course
Student class list by
course
Data reconciliation
19 New Student created
into system
New Student created into
system
Data reconciliation
20 Invoices revered Invoices revered Data reconciliation
21 All Transaction made
into system - detail
All Transaction made
into system - detail
Data reconciliation
22 All Receipts made
from system
All Receipts made from
system
Data reconciliation
23 Student Debtors by
Sponsor
Student Debtors by
Sponsor
Data reconciliation
24 Student Debtors by
Private
Student Debtors by
Private
Data reconciliation
25 Private Debtors by
term
Private Debtors by term Data reconciliation
26 Private Debtors by
year
Private Debtors by year Data reconciliation
27 Sponsor Debtors by
term
Sponsor Debtors by term Data reconciliation
28 Sponsor Debtors by
year
Sponsor Debtors by year Data reconciliation
29 Debtors Report With
Contacts
Displays a listing of fees
owed by various debtors
along with their contact
details
reconciliation
30 Invoice Report Displays a listing of all
invoices generated with
fee amount for 2017 till
march 17st
reconciliation
31 Outstanding Report Display the total fee
owed by various debtors
till 17th March 2017
reconciliation
32 Caution Fee Displays the list of
students with caution fees
payable
reconciliation
33 Student with ABS or 0
as Attendance
Displays the listing of
students with ABS or 0 as
the score of attendance
entered in premium
reconciliation
Gown Report Displays the listing of
students charged and
amount owed for gown
hire
reconciliation
(a)
(b)
72
34 No Course Work
Report
Displays a listing of
student who don’t have
any coursework entered
in Premium
reconciliation
35 Payment Report Displays the listing
payments made for
various students from
2013 to 2016
reconciliation
36 Re-registration Report Displays a listing re-
registration fee paid by
students
reconciliation
37 Tuition Report Provides a listing of
students whose tuition
fee were generated and
whether fee were credit
noted
reconciliation
38 Units Assessment
Mark(s) Not Entered
Displays the list of units
for which the lecturer
has/hasn’t entered any
Assessment marks
Student Progress or
Assessment Mark
Audit
39 Results Not Exported Displays the list of
pending results that
haven’t been exported
from premium
Student Progress
40 User Access Review Displays the list various
users in premium and
which modules they have
access to
Staff Usage Audit
41 Credit Note Listing displays a List of credit
note
reconciliation
42 Debtor Listing Aging displays a list of debtor -
aging
reconciliation
43 Debtor Listing Audit displays a list of debtor -
audit
reconciliation
44 Debtor Listing New displays a list of debtor -
with contact details
reconciliation
45 Debtor Listing Old displays a list of debtor -
old
reconciliation
46 Invoice Listing displays a list in invoices reconciliation
47 Payment Listing displays a list of
payments
reconciliation
48 Prior Credit Note
Listing
displays a list of prior
credit note
reconciliation
49 Prior Invoices displays a list of prior
invoices
reconciliation
50 Refund Listing displays a list of refunds reconciliation
(a)
(b)
73
51 Department Wise
Invoice Details
displays a list of invoices
by department
reconciliation
52 GL Receipt Report displays a list of receipts
generated by user and
posting date
reconciliation
53 Receipt Report After
Post
system copy of receipts reconciliation
54 Receipts Report
Summary
displays a summary of
receipts
reconciliation
55 Sponsor Balance
Summary
displays a summary of
sponsor balance
reconciliation
56 Statement of Account statement of account by
course and batch or
student
reconciliation
57 Statement of Account
Reminder
reminder notification reminder notification
given to debtors
58 Statement of Account
Inv Vs. Pay
reconciliation
59 Student Due With
Course &Unit
displays a list of students
with fees due by course
and unit
reconciliation
60 Certification Admin
List
displays a list of
certification admin users
staff audit
61 Certification
Approver List
displays a list of
certificate approvers
staff audit
62 Certification
Requestor List
displays a list of
certificate requestors
staff audit
63 User Windows Login displays a list of users
with windows login
staff audit
64 CAFF-Variance
Report
Variance Report
65 CBHTS-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
66 CEST-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
67 CHE-Variance Report Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
68 CMNHS-Variance
Report
Displays College's
Consolidated Variance
Variance Report
(a)
(b)
74
Analysis with
Department
69 DPD-Variance Report Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
70 FINANCE-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
71 HR-Variance Report Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
72 ICT-Variance Report Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
73 Library-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
74 MARITIME-
Variance Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
75 NTPC-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
76 Office of the
Registrar-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
77 Office of the VC-
Variance Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
78 Properties-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
79 Research- Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
(a)
(b)
75
80 Uni Farm-Variance
Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
81 Uni Services-
Variance Report
Displays College's
Consolidated Variance
Analysis with
Department
Variance Report
82 TB March 2017 Displays list of closing
balances of ledger
accounts on a certain date
Ledger Report
83 CONSOLIDATED
NEW
TEMPLATE_030217
Displays the consolidated
Financial Performance
for the period
Consolidation Report
84 Common Report Displays Matched
PO/Released PO/Pending
Approval- PO/Open
PO/Pending Prepayment-
PO
Prepayment Reports
85 CHE Transacting
Listing
Display detail transaction
listing with all dimension
Transaction Listing
reporting
86 FHEC Acquittals Extract acquittals based
on allocations provided.
FHEC reports
87 Other Debtors Invoices -newly
created/updated
Debtors management
88 International Trade
Unit Survey Form
Prepare all overseas
payments and filter by
GL level to determine the
category
89 Census Of Education Prepare audited P&L and
filter by GL level to
determine the category
Audit Report
90 Vehicle Template -
2014
The report provides the
cost of maintain a vehicle
Vehicle Management
report
91 Utilities Template Provides summary per
water meter, phone
number and FEA meter
Utilities report
92 Fringe benefit 2016 -
2nd qtr. Final
FBT Calculation for the
quarter
Fringe Benefit report
93 Staff Debtors FRC
March 31st 2017
Provides staff debtors
balance
Debtors management
4. Institutional Research and Planning Office
The solution must be able to generate reports for Enrolment for Current and Past years,
Forecast Data on Enrolment & Admission patterns
(a)
(b)
76
Report Name Report Description Report Purpose Vendor Response
Comments
1 Enrolment Report
Enrolment report by program for
invoiced and non-invoiced
students (detail and summary
reports)
Enrolment
Management
2 Enrolment by Class
List
Enrolment class List by unit for
invoiced and non-invoiced
students - (detail and summary
reports)
Enrolment
Management
3 List of Enrolled
Students
List of enrolled students with
credit points for a given year and
term
Enrolment
Management
4 Number of students
by College
Colleges by Student Number
and Term
Student
Management
5 Students by Venue Students By Venue, Colleges,
Schools and Department
Student
Management
6 Student Sponsored
Status Sponsored and Non Sponsored
Student
Management
7 Student hostel
Report Hostel for students
Student
Management
5. NTPC Reports
The solution should be able to generate for FNU training and productivity center which offers
short course and certification, diploma programs enrolment reports, certification, invoicing,
programmes and student management progress
Report Name Report Description Report Purpose
Vendor Response
Comments
1
Class List
shows a list of invoiced students by
course and batch Enrollment
progress
2 Class List By
Payment Mode
shows a list of invoiced students by
payment mode Enrollment
progress
3 Class List By
Gender
shows a list of invoiced students by
gender Enrollment
progress
4 Course And
Venue List shows a list of courses by venue Enrollment
progress
5
Course List shows a list of courses offered Enrollment
progress
6 Course Wise
Student List shows a list of students by course department audit
(a)
(b)
77
7 Course and unit
wise status
shows a list of students by course and
unit status department audit
8 Course List By
Day Evening
shows a list of courses offered by day
or evening department audit
9 Course wise
Enquiry Vs.
Enrolment
shows a list of enquiries against
enrolment department audit
10 Employer
Invoice
Summary New
shows a summary of invoices by
employer department audit
11 Enquiry Count
Location Wise shows a list enquiries by location Enrollment
progress
12 Enquiry Count
Year Wise shows a list of enquiries by year Enrollment
progress
13 Enrolled Course
Wise List
shows a list of enrolled students by
course Enrollment
progress
14 Enrolled
Department
Wise List
shows a list of enrolled students by
division Enrollment
progress
15
Enrollment List
shows a list of enrolled students by
student or employer Enrollment
progress
16 Fee Due
summary
Student wise
shows a summary of fees paid and due
amount by course and batch department audit
17 In house
Enrollment List
shows a list of students enrolled in a In
House Program Enrollment
progress
18 ITTD Result
Notice
notification of results of student
enrolled in Trade Test Department result notification
given to students
19 Participant Due
List
shows a list of participants with fees
due by programmed and batch department audit
20 Participant
Invoice
shows the invoice statement by invoice
number department audit
21
Participant List
shows a list of participants enrolled in
a program with unit attached Enrollment
progress
22 Participant List
Without Unit
shows a list of participants enrolled in
a program without unit attached Enrollment
progress
23 PPD Statement
of Account
Statement of Account for PPD
department department audit
(a)
(b)
78
24 Printed
Certificates shows a list of printed certificates certification audit
25 Programs in
Particular Period Shows list of programs by batch department audit
26 Student Batch
Transfer Details
shows a list of batch transfers by
student Enrollment
progress
27
Student History
Shows a list of programs and units
with status department audit
28 Student Payment
Receipt by Date Shows payment receipts by date department audit
29 Student Wise
Enrollment List Shows list of student enrolled Enrollment
progress
30 Student
Withdrawal List Shows list of students withdrawn Enrollment
progress
31
Trade Test Mark
Sheet
Student report for TTD
Trade test mark
sheet showing
student subject
marks
32 TTD - Trainee
Sheet Trainee report for TTD Trainer Trade test
mark sheet
33 Unit wise Paid
and Outstanding Shows outstanding VS paid by units Enrollment
progress
34 Certification
Admin List
displays a list of certification admin
users staff audit
35 Certification
Approver List displays a list of certificate approvers staff audit
36 Certification
Requestor List displays a list of certificate requestors staff audit
37 User Windows
Login
displays a list of users with windows
login staff audit
38
enrollments
displays a list of invoiced student by
course and gender DPD audit
39 Credit Note
Listing displays a List of credit note Account
reconciliation
40 Debtor Listing
Aging displays a list of debtor - aging Account
reconciliation
41 Debtor Listing
Audit displays a list of debtor - audit Account
reconciliation
42 Debtor Listing
New
displays a list of debtor - with contact
details Account
reconciliation
(a)
(b)
79
43 Debtor Listing
Old displays a list of debtor - old Account
reconciliation
44
Invoice Listing displays a list in invoices Account
reconciliation
45 Payment Listing
displays a list of payments reconciliation
46 Prior Credit Note
Listing displays a list of prior credit note Account
reconciliation
47
Prior Invoices displays a list of prior invoices Account
reconciliation
48
Refund Listing displays a list of refunds Account
reconciliation
49 Department
Wise Invoice
Details
displays a list of invoices by
department Account
reconciliation
50 GL Receipt
Report
displays a list of receipts generated by
user and posting date Account
reconciliation
51 Receipt Report
After Post system copy of receipts Account
reconciliation
52 Receipts Report
Summary displays a summary of receipts Account
reconciliation
53 Sponsor Balance
Summary displays a summary of sponsor balance Account
reconciliation
54 Statement of
Account
statement of account by course and
batch or student Account
reconciliation
55 Statement of
Account
Reminder reminder notification
reminder
notification given
to debtors
56 Statement of
Account
Inventory Vs.
Payment
statement of account VS Payment
report Account
reconciliation
57 Student Due
With Course
&Unit
displays a list of students with fees due
by course and unit Account
reconciliation
6. Library Reports
(a)
(b)
80
The solution must allow generating of reports for all Books items, Books issues, Books
Outstanding, Books for Future booking, fines for student on the books.
Report
Name Report Description Report Purpose
Vendor Response
Comments
1 Audit
Report Fines report for each library Fine management
2 Borrower
Report
Details of each borrower is shown in
this report
Borrower
Management
3 Weed out
Report
This is basically a item report that Is
used to filter and other sorting methods Book Management
4 Item
Report Details of each item in the system. Book Management
7. ICT Reports
The solution must be able to generate reports for User access, profiles, access by Modules,
functions, reports and Number of active users
Report Name Report Description Report Purpose
Vendor Response
Comments
1 User access
report
Displays all FNU user access
level in various modules and
functionalities User access review
2
System log files
Display all the additional,
edition and deletion or
records System Audit
8.Uniservices Reports
The solution must be able to generate various reports for Accommodations of rooms and
occupancy, Book Center management of books and costing and profit, Fleet management
reports of vehicles, vehicle services history and Cafeteria Reports of daily sales, Cost of goods
sold and stock on Hand.
Report Name Report Description Report Purpose Vendor Comments
1 Uniservices
Trading activates
Financials
Reports
Displays Financial reporting
for trading executed by
Uniservices
Profit and Loss
statement
(a)
(b)
81
2 Financial Details
Reports
Displays details of each
Financial Income and
Expense activities
Profit and Loss
statement
3 Graphical Reports
Sales and COGS,
Monthly, year to
Data and As At of
any particular date Graphical representation of
sales, COGS by date Sales & COGS
4 Inventory
Variance
Summary reports
by Month, year
and Year to data Displays Inventory Item by
date range
Inventory
Management
5 Total Sales vs.
Purchase report Displays the sales volume
against the purchase volume
Sales and Purchases
Analysis
6 Total Inventory
reports by
Departments,
location, Period
by Details and
summary
Display inventory details
and summary at hand by
location
Inventory
management
7 Catering reports
by Location,
period Displays Catering reports by
Location, period
Canteen
Management
8 Fleet
Management
reports by Work
Orders, Fuel
Consumption,
vehicle &
Maintenance
Services History
& Log and
Drivers Logs
Displays the fleet details and
all services and logs for
vehicles and drivers Fleet Management
9 Book Center
Costing Reporting Displays the costing and
Markup on books
Book Center
Management
10 Security Costs
Report
Displays the costing of
security services at each
location
Security
Management
(a)
(b)
82
11 Security Incidents Displays all security
reported cases
Security
Management
12 Accommodation
Report Costing-
Details of Specify
Site
Displays the
accommodation allocated to
students and payments and
occupancy outstanding
Accommodation
Management
13 CCTV reports Displays all CCTV Videos
by dates and location
Security
Management
9. Properties Reports
The solution must hold all information for property, where each location, building, classroom
has been identified and the status of availability. This will be linked to time table as classes are
booked for student’s tutorials and lectures. All property repairs needs to be tracked and which
service (Air-con, Table& Chairs) is associated with building and classes and the status.
Inventory reporting of all stock ordered, at hand, used in repair should be available.
Report Name Report Description Report Purpose
Vendor
Response
Comments
1 Property and
Building reports
Displays information of all the
location, building, campus, rooms
and the capacity and status of each
facility. Also the current state of the
rooms, is it usage, which services
are available for each room.
Should also display historical data
like repairs execute and usage of
the rooms.
Property & Class
Management
2 Property Log
Reports
This report highlights all the
complains logged by the Property
uses who faces issues with property
and track the status and resolution
Property Incident
Reporting
3 Space Utilization
Report
This report highlights all the
Property and class which is
currently being used and available
and also gave historical usage of
class & property Utilization.
Space Utilization
Report
4 Minimal Stock
Reports
This reports highlights all the Stock
used by property which has reached
a minimal level and generates alerts
Stock minimal
Report
(a)
(b)
83
10. Reports Requirements for External Parties
The education sector in Fiji is governed by a national body “Fiji Higher Education Commission
(FHEC)”. FHEC must have the flexibility to generate and extract real time reports. The solution
must also have API’s allowing FHEC to interface their applications to extract real time reports,
or best possible fit solution proposed by the vendor to support this requirement.
The solution must allow sponsors (Scholarship agencies) to extract progressive reports, grade
books, Fee status of their sponsored students and other custom reports as per their requirements.
Report Name Report Description Report Purpose Vendor Response
Comments
1
Number of
trained/graduate
teachers coming out
of tertiary
institutions for
Primary and
Secondary
(Annually).
Display the year of graduate
and either for primary or
secondary school
Provided to External
Stakeholder: FHEC
2 FHEC HEI
Reports displays what level
FNU provides Employment
outcomes for the nation and
the justification for grant
request amount from the
government
Provided to External
Stakeholder: FHEC
3 FHEC ROI
Record of learning report
displays students individual
qualification details and bio
data
Provided to External
Stakeholder: FHEC
4
Fiji Bureau of
Statistic Data
Request
Provide Students Enrolled
Numbers by Semesters
offered by FNU
Provided to External
Stakeholder: FHEC
11. Other reports
The solution must be able to generate summarized reports and vendor needs to
state below which reports currently exist in the systems for the following if any:
1. Executive managements Reports
2. Student portal Reports
3. Human Resources Reports
4. Security & Performance Reports
5. Integration Reports
6. Other good to have reports
(a)
(b)
84
12. Report Filter
The vendor needs to state below all the reporting filters available in the solution.
The solution should be able to filter the reports based on the following parameters:
1. Year
2. Month
3. Campus
4. Faculty (College, School & Department level)
5. Study Term
6. Custom Date Range
7. Gender
8. Combination of all of the above filters
9. And any other fields for Filter should be flexible to apply to the existing
report parameters
13. Report scheduling
The solution must be able to support scheduling of one time and recurring
reports. The vendor needs to state below all the reporting scheduling available
in the solution
14. Reports Formats
The vendor needs to state below all the reporting formats available in the solution.
The solution must support the following report formats at least:
1. Emails
2. Word
3. Excel
4. PDF
5. Charts, Bars and graphs presentation of the reports
15. New Report Generation
Changing Internal and External reporting requirements, the University requires new
reports on on-ongoing basis, Vendor Must state process of new report generation.
16. Data ware House and Report Tool Setup
FNU will also like to generate reports using past years Data to analyses, forecast
and projector future patterns for the University. As one of the requirement of the
solution is to provide data ware house, the vendor must ensure that the reporting
solution must integrate with this data warehouse to generate this sort of reports.
The vendor needs to state below how Data ware housing will be executed and
business intelligence used to generate reports.
(a)
(b)
85
24. APPENDIX 2: National Trading Productivity Center (NTPC) Requirements
Introduction
National Training Productivity Centre (NTPC) provides short courses, certificate programs and
Diploma courses to students at various centres. NTPC covers Student Life cycle from Admission
to gradation and also has Grants management, Levy Management and web portal Systems which
is part of this requirements. Also include in this requirements are Financial aspect relating to
student management of invoicing, refunds and payments, and Financial Systems management for
its Student Management and Financial Operations Management.
Life cycle for each Process and requirement stated.
The vendor Must respond to each functionality in Detail and provide information that will be used
to evaluate Vendor solution proposed:
Vendor is required to highlight clearly for EACH requirement below:
Are fully supported by their solution?
Are partially supported by their solution and can be customized to meet the requirements
Are partially supported by their solution however it cannot be customized to meet the
requirements
Are currently not supported by their solution but can be developed
Cannot be met by their solution.
(a)
(b)
86
1. Process for NPTC Admission
1.1 Enquiry
All the enquiries made for the courses are handled through the system. The enquiry can be made
through phone, Email, Web or by direct visit to NPTC.
At the time of enquiry the following information will be captured. Enquiry ID will be generated
for every enquiry process. And the candidate/student can enquire more than one course at a time.
From the enquiry page THE SYSTEM will have flexibility of switching between windows to
access other documents while communicating to the potential students/participants. The mails can
be sent from the enquiry template such as email address, subject, contact and other detail. THE
SYSTEM’s ability to attach relevant documents and forwarded to the person making enquiries as
an email or fax.
First Name (*Mandatory)
Surname
Individual/Organization
Employment Status (Employer Name, and years of Exp)
Date of Birth
Gender
Telephone – Business
Telephone – Home
Mobile No.
E-mail id (*Mandatory any of Email id, Mobile number or Telephone No.)
Course (Multiple option) (*Mandatory)
Course Venue
1.2 Enrolment
The candidate/student can get the application directly from NPTC office or directly through online.
Once the candidate/student submitted the filled application to the Customer support officer (CSO)
then CSO will find the applicant is existing student or new student. If the applicant is a new student
(a)
(b)
87
then NPTC should collect the Bio data detail from them and candidate has to provide any of the
following ID proofs.
Birth Certificate
Driving License
Passport
Medical Report
School Report
Employment Proof (Employee ID)
Transcript
Police Clearance
FNPF ID
Visa permit
Specialized License
RTO ID
Photo (Most recent photo)
CV
If the applicant is an existing student then CSO has to check whether the student has any dues,
but THE SYSTEM has to check and popup with message that either there is an outstanding fee or
has not met the screening requirements. If the student has any due he has to clear that first, then
the CSO will enroll the student for course. Some course will have the option of screening while
enrolling the candidate/student into the course.
Once the candidate/student will clear the screening then only he will be enrolling for the course.
After enroll the students then the CSO will generate the Performa invoice with offer letter and give
to the students/employer/participants to make the financial arrangement for the fees.
After the student pay the fees the email notifications send to the respective department.
Need to update the course completion at the end of each semester. System to have a feature to
force the CSO to close a student’s account as per the expected course/unit end date. System should
not permit additional enrolment unless the previous units have been course completed. This shall
be subject to by-passing the feature by authorized personnel. All incomplete courses will appear
(a)
(b)
88
for enrolment the following semester. Additional data will be incorporated in THE SYSTEM.
Additions and deletions will be based on roles and permissions.
ENROLMENT PROCESS FOR NPTC
(a)
(b)
89
The following fields will be captured and few fields will be mandatory.
First Name (*Mandatory)
Surname
Date of Birth (*Mandatory) format DD/MM/YYYY
Resident Address (*Mandatory)
Postal Address
Phone – Office/Home/Fax/Email ID (*Any one Mandatory)
Employee Status – if yes then Employer details (*Mandatory)
Work Experience
Reports:
1) Performa Invoice
2) Offer Letter
3) Confirmation Letter
4) List of Enrolled students
5) List of Enrolled course wise/Unit wise.
6) List of Enrolled Department wise.
1.3 Course
The student enrolled in the course and unit wise. This course can be categorized by two types. One
is Award program and another one is short course. These courses are offered by most of the
departments to students. Award programs will be the long program and its goes from 2 months to
more than years. Short courses will be held from one day to maximum of a week.
Enrolment of students will be based on the version and units offered in semesters. Semester based
units enrolment based on the cyclic (session) enrolments, by location. By default system will
restrict units to Semester based; however, provision will be to enroll for other units.
(a)
(b)
90
1.3.1 Award Program TAFE
Any TAFE Courses student has to fill the Enrollment finalization form first. TAFE enrollment
finalization form will available for students to download.
In this form the information about the student details like name, address, Date of Birth, TAFE id
if known, Course/unit Details and etc. After received the form from the student then NPTC will
analysis whether student will part of RPL (Recognition to prior learning).
AWARD PROGRAM PROCESS AT NPTC
(a)
(b)
91
1.3.2 Recognition to Prior Learning (RPL)
1.3.2.1 TAFE to TAFE
The student already part of TAFE who studied same courses in the other TAFE recognized
institute. They have to fill the Enrolment Adjustment-Recognition-TAFE NSW Credit Transfer.
The student completed any units and we will enroll him for the remaining units, we will charge for
the balance units.
1.3.2.2 NPTC to TAFE
The student will get enroll in the pre-arranged (agreed – Fundamentals of Business Accounting
and Advanced Business Accounting) NPTC course which will be accredit to TAFE. And he will
fill the Enrollment adjustment recognition of prior learning form. Then he will enroll for the
balance units and will pay for that. Once the student enrolls for TAFE course, then only RPL will
be considered.
1.3.2.3 THIRD PARTY to TAFE
The student already studied same type of courses which is not recognized by TAFE. He has to fill
the Enrollment Adjustment- Recognition –Recognition of prior learning (RPL). Then he can
choose the balance units which wants to continue his studies but he has to pay for the entire units
fees in that course. Only thing he has exemption in not attending the units which he already cleared.
The student pays for all units.
RPL applies only upon enrolment.
1.3.3 TAFE Enrolment Process
All the TAFE courses will have separate enrolment and withdrawal. System will capture all details
from the TAFE enrollment finalization form. Multiple units can be selected from THE SYSTEM
during enrollment process.
1.3.3.1 Enrolment to TAFE
Based on student enrollment, NPTC will segregate the student according to the course name and
units in the TAFE’s predefined formats and prepare the Enrollment listing then send these details
to TAFE.
TAFE enrolment details are also captured in THE SYSTEM. NPTC students ID (Primary) with
TAFE ID (Secondary), FNPF number (option – for grant purpose). And system has to
accommodate this feature to export data in whatever format the report is required.
(a)
(b)
92
1.3.3.2 Late Enrolment
The student not comes under the Enrollment to TAFE and still he wants to join in any additional
units, he has to pay the additional fees for those units. Then NPTC prepare the late enrollment list
and send these details to TAFE for further TAFE’s registration process. System constraints to
block enrolments are after certain date and only authorized personnel can late enrollment.
1.3.3.3 Units Withdrawal
Those students already registered for any course or units who failed to pay the fees within the due
dates then the department will prepare the student list and their units which the students want to
withdraw within TAFE courses at NPTC. After the withdrawal the confirmed enrollment list will
get finalized. And also if the student wants to withdrawal any units which he already paid using of
Course withdrawal & Refund of fee form they can withdrawal the units and the refund amount (as
per withdrawal policy). Awards withdrawal period is different, therefore, may not be able to
adopt the refund process as stipulated in the policy. Deposits for the students will be configurable
based on the $value or the percentage of the course fee. So if the students want to withdraw from
the units or any course then department needs to look for any admin cost involved for that student.
If yes then those will be deducted from student’s deposits if any, else student needs to pay the
admin cost involved.
1.3.3.4 Finalized Enrollment list to TAFE
At this point of time department can have finalized list for the course and units. This list will be
considered as finalized enrollment list for that particular semester for the TAFE course. NPTC will
verify with department’s list in turn and they will cross verify the same with TAFE’s enrollment
list. This is the final enrollment list for the semester and TAFE will generate the invoice to NPTC
for Franchise fee based on number of students enrolled & number of hours of the course and one
time annual fee for that year. Certificates and mark sheets will be generated only for final enrolled
list.
1.4 Course Detail
Currently courses are created by accounts department and units will be updated by respective
departments and other details like attainment, version, and units are maintained in manually. In
the proposed system all these details will be captured in the course master itself. Additional courses
and providers will be configurable in the masters. All these will be maintained by the respective
department as per their roles.
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COURSE STRUCTURE
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1.4.1 Hierarchy of the courses
Course Version Units
1.4.1.1 Course
Courses will have the master details about related with which department and course
commencement detail, start and end date, whether attendance required for this course if attendance
required and then attendance percentage will be given. Course level any screening checks list will
be attached here and also course fees. Type of course like award course or short course and the
certificate detail like attainment, participant and etc. Fee will be configurable one the user can
define whether it will be course wise fee or unit wise fee. There will be a provision to attach faculty
to the course master can be attached and based on the faculty wise reports can be generated.
The proposed system will permit the training departments to create courses and units (Master and
Course Master) according to roles and permissions of the user.
1.4.1.2 Version
Each course will have its own units when any units get changed then the version will be
maintained. And new student will have the latest version units and old student will have old one.
THE SYSTEM has tracked these changes by version. At the time of enrollment CSO/Training
officer can choose the latest version not the old versions.
1.4.1.3 Units
Unit will be the lowest in the structure. Each unit will have duration and unit fees. Most of the
courses the course fees will arrive from sum of its units but some time course fees not depend on
unit fees.
Pre-qualification (requisites) can be one or multiple units. Enrolment should not be permitted
Unless pre-requites are met. Authorization to be available to deviate from the default set-up
1.4.2 Attendance
In NPTC, some courses attendance is mandatory of percentage will vary from course to course so
it will be configurable subjects to the change. Minimum attendance percentage needs to be
maintained to attain the attainment certificate else the student is advised to re-enroll for those units.
Attendance will be captured by the training officer and then will be captured in THE SYSTEM.
Tutors should be able to update the attendance records as well as the administrators.
1.4.3 Examination Process
Only TAFE course’s units will be categories by A, B and D. A & B categories will be 50% assed
by TAFE and remaining 50% by NPTC. D will be assed only by NPTC and the results will be sent
to TAFE for the certificates issue to the students.
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Other local award courses will be examined and assessed locally. Grading will be based on grade
master for each unit.
1.4.3.1 Re-Sit Examination
If the student fails in any units then student can re-sit for the exam for particular unit if that
particular unit has provision to re-sit. He has to pay re-sit fee for that unit. The student can re-sit
maximum of two times for the unit. Student cannot re-sit for more than two times for that particular
unit. Then the student need to re-enroll for the unit otherwise he will get only the course completion
certificate and not the attainment certificate. All these certificates will be in course level and only
transcripts will be printed for unit wise evaluations and results. System will generate invoice for
financial activities pertaining to student.
Re-sits will be restricted to one by default and is subject to change. Re-sit fee is uniformed and re-
counts/amendment depends on the nature of the units. For re-sits the internal assessment data is
carried forward by default.
System should allow the students to enroll online for re-sit as well. The re-sit enrolment period
shall have a closing date after which enrolment cannot be done.
1.4.3.2 Recount
Any student wants to recount his exam results he has to pay the special fees and its standard one.
This recount fee attached to the units.
System should allow the students to enroll online for re-count as well. The re-count enrolment
period shall have a closing date after which enrolment cannot be done. System will generate
invoice for financial activities pertaining to student.
1.4.3.3 Amendment
Any changes in marks awarded by NPTC has any mistakes and later this information comes to
knowledge, then they will sent the amended marks to TAFE for reissue of certificate of the results.
In this case NPTC won’t charge to student. Incase if the student gave any wrong information about
his details then if it come to NPTC knowledge they will correct those information sent to TAFE
for the amendment, and then for this NPTC will charge the student. In cases where student does a
late submission of assignment after results are submitted to TAFE, amendment is done and sent to
TAFE and charged to student. System will have a late amendment date after which this privilege
is blocked unless by-passed by an authorized person.
By default the invoice will be generated against the student.
1.4.3.4 Re-Issue of Certificates
Students lost their certificate they can apply to get the new one certificate for that they have to pay
standard fees.
Invoice linked to Master (Local and TAFE) – course wise re-issue of certificate fee will be capture
in course master,
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1.4.3.5 Assessment
Assessment will be based on course wise and unit wise. In the unit level there will be an external
and internal assessment. Assessment details and number of assessment will be decided by the tutor
of the course. Some time they do the assessment of matrix level to arrive the student can get the
competency or not. Competency level will be decided based on students mark and if the student
pass the units they he can get the grade Credit, Distinction otherwise the Fail. System shall have a
provision for workplace based assessment. The student will submit their assessment through
online. System will have a provision of configuring the Master for the grading system for each
unit. And they want forum like the place students and tutor will discuss. Online assessment will
available in the proposed system .TAFE will assess and give the final results of the student at the
graduation period. And also students need to request for the certificates where TAFE will send
those certificates to NPTC.
All assessment inputs will be in the Unit Master. Assessments can be incorporated with 3 levels
of indentation for Technical Training team. They can categorize each level and there is no
limitation in the category and finally based on the 3 level they will update the assessment result
into THE SYSTEM. The assessment will be divided into theory and practical. Then the number of
assessments for each exam will be configured in THE SYSTEM.
Results – ungraded (Competent or Not Yet Competent)
- Graded (Distinction, Credit, Competent, Not yet Competent)
Online submission of assessment – last date of submission is configurable to THE SYSTEM (can
be changed) feedback can be given by student wise and generic to all students as well. Submission
document will be read only. For comments this can be saved as another documents and feedback
can be given on the same document to the student.
System will permit generation of TAFE Marks to excel in TAFE format ready to submission.
1.4.3.6 Authorization for approval of Marks Entry
Once the student assessment is completed the training officer will grade all the students and the
marks will be entered by Tutor/ CSO. Marks to be entered by the tutor and verified by the
administrative staff with the raw marks submitted by the tutors. Once the marks entered there will
be approval authority, might be the manager of the department in this case who will approve all
the students’ marks entered by CSO. If manager need to amend the marks then he need an approval
from the Second level might be from the general manager of the department.
1.4.3.7 Time Table Scheduling
Time table will be generated by the department based on the few criteria or prerequisite such as holidays,
same target group, and same discipline will be considering while generate the timetable. Time table will be
generated based on courses, location, Hall/room and faculty. All the prerequisites will be analyzed outside
THE SYSTEM and based on the information gathering and industrial feedbacks like IDF, industry visits
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and other surveys, the planning and budgeting will happen. So at that stage we will know what all maximum
prerequisites needed. These prerequisites will be given as the input to THE SYSTEM to assist to generate
the time table. The prerequisites are discipline, target groups, dates and courses. This prerequisites template
will be standard one and the use can change or configurable. The user will update the prerequisites manually
based on the feedback results. After the schedule there will be flexibility to change the schedule. THE
SYSTEM will generate time table/schedules with the constraints built up by the pre-requisites. This will be
a real-time process; since a few of these constraints are limited (e.g. room availability of a particular day is
limited). CSO’s will be notified with the mail notifications when the room booking having been scheduled.
The cutoff date will be fixed in THE SYSTEM so that the notification will be send to the CSO for official
purpose. Pre-requisites to be completed before the Planning/budgeting/course outline.
System has to support in filtering data from these surveys in scheduling courses, such as,
duplication of target groups, discipline and location simultaneously.
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1.4.3.8 Advertisement and Marketing
This advertisement will be predefined format of reports and based on the course master detail and
time table. This advertisement report will pick the course detail, venue, target groups and other
related information to the courses. This report can be exported into excel worksheet and word
format for further amendments. THE SYSTEM will generate the advertisement as per the template.
1.4.3.9 Re-Issue of Materials
Re-issue of materials/text/teaching aid/training equipment will be picked from the materials
master. The fees are configurable.
System will have Provision for text books to be charged to student where applicable – unit basis,
details subject to change. Invoice will be raised against the student.
1.5 Short Course
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SHORT COURSES PROCESS AT NPTC
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1.5.1 Registration for Short Course
Student need to complete the payment or meet some other requirement before being recognized as
the student/participant. Once this stage is completed then only registration will apply. Once the
enrollment is done, if the student is sponsored then the invoice will be raised against the sponsor
else invoice will be against the student. The student will be provided with the registration from
which indeed student needs to fill at the first day of the course. This will ensure that the student is
accepting to attend the course. Most of the details of the student will be covered at enrollment
process itself. Some of the other remaining details of the student will be captured at the registration.
After completion of registration the delivery of the course to the students will commence.
Billing will be directed to the sponsor (Employer/Third party/Scholarships/Government, etc.).
A list can be generated for all students who are enrolled in the course. Payment of fees and/or
triggering of sponsorship will update the final class list for actual students and affect the accrued
Revenue. Registration details will be uploaded in the student Master. A new tab for the registration
will be available for data entry.
1.5.2 Attendance for short courses
Attendance is compulsory for all the short courses. With the final class list the tutor will start the
course based on the commencement date and time. Then the students need to fill in the registration
for the confirmation to appear in the final class list. Those registered students will be the final class
list for that particular course. Attendance setup will happen at course level. The percentage of the
attendance will also be captured in THE SYSTEM. If the attendance percentage is low for student
then no certificates will be issued to the student. Attendance is mandatory field for the course.
Training officer will ensure that he keeps track of the attendance of the students and will have the
attendance details and will give it to CSO’s after end of the day. Once CSO get that attendance,
they will enter the same in THE SYSTEM to capture the attendance of the students. Attendance
can be entered by the training officers also.
By default the reference will be made to the details in the master, however, provision to overcome
for genuine reasons (roles to be established). Confirm class list will be utilized for attendance.
1.5.3 Assessment for short courses
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It is not mandatory that all short courses will have the assessment. Most of the short courses will
have just a participation acknowledgement or completion acknowledgement. Assessment will be
based on course. Assessment details and number of assessment will be decided by the tutor of the
course. Some time they do the assessment of matrix level to arrive the student can get the
competency or not. Competency level will be decided based on students’ performance. After the
student completes the course then certificates will be issued to the student and also transcripts will
be issued if any. The provision of assessment records in THE SYSTEM. TO/GT shall input the
results for the students/participants for confirmation of attainment certificate.
1.5.4 Certificate Requisition for short courses
Once the course is completed successfully then with the final class list of students, tutor will
request to generate transcripts and certificates if any to the certificate printing department. Tutor
will also mention the type of certificates needs to be printed like completion certificate or
attainment certificate or participation certificates. All the details will be captured in the course
master itself. If it is going to be employer sponsored course then tutor might also request for
employers name also to be printed in the certificate.
Class list (requisition for certificate) will be taken to the class for students to check and endorse.
Amendments to be made into the master based on the roles and permissions. Any changes in the
names due to marital status will keep the history in THE SYSTEMs (effective date). By default
the entry date will be captured to permit history to be maintained. This has to be authorized by the
respective managers before certificate can be printed. (Refer to 5.18 Certificate Printing)
Certification types: attainment, participation, completion, in-house, consultancy, APO – NPTC,
APO, etc.
1.5.5 Feedback (Reaction Evaluation)
At end of the course tutor is responsible to collect the reaction feedback from the students about
the course, tutor and facilities everything. Also tutor will give the feedback about the students and
also about the course. Feedback consists of course administration, achievement of course
objectives, presentation of the trainer, trainer’s knowledge of the subject, relevance of course and
workplace, quality of teaching aids and also inclusive of catering facilities. Tutor will collect the
general comments about the course from the student. All the individual feedback will be dumped
in to THE SYSTEM to get the overall consolidated feedback information. This type of feedback
will improve the department to see through what all courses industry needs and also it makes the
department to amend some process according to the reaction feedback.
IDF/Industry visit Feedback/Market survey/TNA Feedback to be dumped as per templates. New
configurable templates can be created and data dumped into THE SYSTEM by authorized
department users. Comments also recorded based on the codes the comments will be categorized.
Reports will be generated based on these inputs and displayed into the graphical representation
(Bar chart, Pie chart, Line Graph and point Graph).
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System will allow the feedback to be populated as per a standard template; summary will be
automatically generated by THE SYSTEM, with graphical representation. Data to be captured by
course and reports can be generated by any date or range of dates.
1.5.6 Certificate Generation
Once the course completed with the students class list the certificate requisition list will be filled
and tutor will receive all the certificates of the students. There tutor will come to know the students
yet to pay their fees for that course. The certificates will be issued only for the students who have
cleared all the fees in NPTC. Else the certificate will be put on hold till the student clears his fees
due.
All certificates will be generated as per the requisition. Certificates will be issued to the
students/participants who have cleared their fees. Payments updates will be made as notifications.
Approval of certificate issue to unpaid students/participants will be bestowed upon the GM’s or
DG (senior management). Tracking of certificates issued will be updated into THE SYSTEM
(provision for comments/remarks for other means of certificate issue).
1.5.7 Feedback (Post course feedback)
Post course feedback forms will be sent to the individuals who attend the course or to the
organization where the course took place. These will be filled in and captured in THE SYSTEM
for analysis of consolidated feedbacks. This feedback can happen anytime like 3 months after the
completion of the course. These types of feedbacks and surveys department will concentrate to
understand industry needs and requirements for emerging up new course.
Templates have provision for both quantitative and qualitative feedback, filled by the participant
and the employer. Notification will be triggered (by THE SYSTEM) awaiting approval from the
training department. Aging report will be used for selection of the courses to be evaluated. System
to send feedback emails to the sponsored organization or individuals. The list produced will select
the sponsored email address by default (subject to change – drop-down). Feedback to be entered
manually and THE SYSTEM will provide a summary with graphical representation.
1.5.8 Complaints
All the complaints from students, customers, organization and also general complaints will be
registered in THE SYSTEM to have the corrective measures to improve the training methodology
and also to inspire the customer for better training services.
1.6 In-House programs
In house programs are conducted by NPTC for any organization which in turn wants any training
activity to enhance their feature and according to business needs the departments will deliver it for
organization and also for the individuals in the organization.
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In-house request proposal will be generated from THE SYSTEM (inputs to be selected) roles to
be established for amendments to the document. In-house feedback report will be filled and
submitted to the organizations by the professional trainers, endorsed by the managers. Normal
evaluation feedback template is applicable. This feedback form will be generated from THE
SYSTEM with data captured from THE SYSTEM and additional input from TO/GT.
1.6.1 Identification of industry needs
The department has more concern about the market survey research, industry feedback, employee
feedbacks, student feedbacks and also other general feedbacks. Industry visit – reports to be
generated from THE SYSTEM to ensure necessary data is captured and does not require manual
input .After analyzing all the feedbacks and also from the market survey research the department
will come to know that what the industry really expects. The department will come up with the
course the industry wants and will propose the same to the industry for conduct In house programs.
Once the program is finalized they will propose the same to the organization and follow up the
process to conduct in house programs.
1.6.2 Acceptance by the client (Organization)
Once the proposal has been raised then the department needs to follow up the same with the
organization regarding the course content and target audience. Most of the In house programs will
be sponsored by the employer. All invoices will be raised against employer. If client accepts what
the department offers then the acceptance needs to happen from client side so that the department
can proceed further with course and other activities related to development of the offered program.
The acceptance shall be sufficient to recognize the client as a student. Acceptance applies to
consultancy, in-house courses and other types of courses.
1.6.3 Development of Delivering of In house program
After the acceptance, the department will develop the course which industry really needs and the
department will propose the client with program outcomes. Most of the facilities will be provided
by the client to conduct in house programs. Client with suggest the department with the participants
who will be involved in the program. Those participants will be the student of NPTC. The
department needs to keep track of all other details of the students like date of birth and mandatory
fields in THE SYSTEM. Then the delivery mode of the program will happen.
All necessary data need to capture for the participants as students.
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1.7 Feedback
At end of the course tutor is responsible to collect the reaction feedback from the students about
the course, tutor and facilities everything. Also tutor will give the feedback about the students and
also about the course. Feedback consists of course administration, achievement of course
objectives, presentation of the trainer, trainer’s knowledge of the subject, relevance of course and
workplace, quality of teaching aids and also inclusive of catering facilities. Tutor will collect the
general comments about the course from the student. All the individual feedback will be dumped
in to THE SYSTEM to get the overall consolidated feedback information. This type of feedback
will improve the department to see through what all courses industry needs and also it makes the
department to amend some process according to the reaction feedback.
1.8 Certificate Generation
Once the course completed with the students class list the certificate requisition list will be filled
and tutor will receive all the certificates of the students. There tutor will come to know the students
yet to pay their fees for that course. The certificates will be issued only for the students who have
cleared all the fees in NPTC. Else the certificate will be put on hold till the student clears his fees
due. For in-house course the fees will be paid by the organisation. Normal certificate requisition
procedure will follow.
1.9 Consultancy
NPTC will create the contract which contains about the course, duration, consultancy service detail with
terms and condition. The proposal will be generated in THE SYSTEM. THE SYSTEM shall support in
capturing the progress of the consultancy. The client has to approval it and gets signed. Once the sign off
get completed, then the department will enroll employers into THE SYSTEM. In consultancy services will
track such as the time sheet and activities details by date and time. If the services got extended, it’s not
completed and any division then the department will charge for that as per the agreement. The tutor may be
internal or external people to handle this service. The billing will be partial or full and should be borne by
the client. The usual enrollment process will be followed with sponsorship by the employer.
Maintain worksheet to trace the work done to date invoice accordingly. Option for either fixed
monthly charges or based on worksheets
Worksheet – date, time, employee, supervisor, support staff, task, number of hours, amount.
Monthly charges – fixed and repeatedly invoiced on a monthly basis.
Training part of the consultancy will not be charged separately, but will require certification. This
will be considered as the Participatory program in the system. The individuals will be considered
as participants.
CONSULTANCY SERVICES AT NPTC
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1.10 Asian Productivity Organization (APO)
APO International Workshops
APO will have the council and council member in the most of the Asian countries. NPTC is also
one of the council members from Fiji. APO will conduct international workshops and all the
international participants will attend that. The program everything will be design and decide by
APO. APO will have the budget for that based on that they will give advance to the NPTC but
major expenses will take care by APO. NPTC will arrange the participants and also visa, gifts,
manuals and some stationary things. The program will be designed by the NPTC and get funded
from APO for all APO programs.
Capture participant details, program name, venue, certificate from APO and details of costs
captured, report to APO.
APO has the following types.
1) HOST WORKSHOPS
2) BILATERAL COOPERATION BETWEEN NPO’s
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3) DEVELOPMETN OF NPO’s
4) TECHNICAL EXPERTS SERVICES
5) DEMO PROJECTS
6) PARTICIPATORY PROJECTS
1.10.1 Bilateral Collaboration between NPOs (BCBN)
APO will assist NPTC will identifying international attachments for local organization create the
program and they will send the experts to conduct the program. And the program will contains
seminar and some industry visit. The participants will visit APO member countries. NPTC will
organize this program, collect the payment from client, list the other expense borne (airline
booking and others) and then NPTC will send these details to APO for reimbursement. If the
employer is eligible then they can get the grants which offered by NPTC. Individuals will be
treated as participants under participatory management.
THE SYSTEM will capture Employer details, participant details, venue (international), cost
sharing ratio (NPTC, APO, Host country), project, formal proposal and acceptance with the
employer, comment, feedback from participants, feedback from NPTC to APO (progressive
report), track attendance, report to APO
1.10.2 Development of NPOs (DON)
DON is more or similar like governing body. APO will advertise the program details and also they
send the experts to handle this program. NPTC will provide the infrastructure, and they will treat
as participants and NPTC will track the schedules, attendance.
Participant details, venue, cost sharing, track attendance, evaluation feedback, report to APO. All
APO feedback to be generated from THE SYSTEMs to maintain a copy and details of the reports
1.10.3 Technical Expert Services (TES)
TES will have the short courses and APO will send the expert to conduct this short courses. APO
will fund to conduct the program and NPTC will provide the infrastructure. Experts will train the
trainers. Before the end of course NPTC will give the feedback form to the participants and also a
special feedback forms are filled by NPTC for APO.
Student enrolment details, invoicing, attendance, evaluation, report to APO, APO evaluation
feedback. Certificates will be issued with both NPTC and APO signatories.
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1.10.4 Demo Projects
NPTC will take initiative to do these types of projects with help of the APO. Find the expert in
those area and set contract with organization in terms of number of years and other details. APO
will fund for experts demo projects and NPTC will track participant as participants. If the projects
completed successfully then the department will prepare a report for APO. So for NPTC not
charged any fees to the participants. But they will charge in the future.
Individuals will be treated as participants under participatory management.
1.10.5 Round Table Conference
APO will also conduct Round table conference programs. Here everyone will be tracked as the
participants in the solution.
1.11 Strategic Alliances or Third-party
In NPTC, few departments franchised with other international institutions. Following are some of
institutions,
NSW – Technical and Further Education (TAFE)
Qantas Airways
Air Pacific
SAI Global
The Style Gallery Fiji
Pacific Medicare (NZ)
The University of the Sunshine Coast
NZ Computing
National Safety Council of Australia (NSCA)
Fisher: Kidd & Associates
For all NSCA courses they will provide the experts to train the student. NPTC will enroll the
student as regular course as TAFE. NPTC will pay per session onetime fee to NSCA and they
also collect the fees from student. Assessment will be done by NSCA and finally they issue
the certificates. NPTC will track the details when the NPTC get the certificate and date of issue
to the student. If the student has any dues and NPTC will hold the students certificate. Here
Re-sit will be there based on unit wise and Re-sit fee will applicable. This program will also
require students’ progress monitoring and upon successful completion will be awarded with
NSCA certificates
For all The Style Gallery Fiji programs they will provide the experts to train the student. NPTC
will enroll the student as regular course as TAFE. NPTC will pay monthly onetime fee to
BEAUTICIAN ACADEMY and they also collect the fees from student. Assessment will be
done by BEAUTICIAN ACADEMY and finally they issue the certificates. NPTC will track
(a)
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the details when the NPTC get the certificate and date of issue to the student. If the student has
any dues and NPTC will hold the students certificate. Here Re-sit will be there based on unit
wise and Re-sit fee will applicable.
Training departments can include additional third parties as need arises.
1.12 Participants Program
Department will conduct the participant programs such as seminar and conference. These
participants are not the student because the department people can’t get more information. So in
system we will maintain separately. Each participant will have system generated ID. In this case
we may the employers and all the invoice will be raised to the employer. If participants will
maintain like that we may have the duplicate records and there won’t be any relation between
student and the participants. Other than which seminar or conference the participant attending date,
time will be captured. Participant may get the completion certificate as usual if they cleared the
dues. And also in system will have the certificate issued details. System will have the provision to
link Participants with the Student ID of NPTC, where the duplication cannot be checked for the
participants.
Participant details captured through registration forms.
1.12.1 PPD and RMID Requirement in the solution
PPD and RMID need to keep track of all the workshop, seminars, conferences and conventions
they are organizing on behalf of NPTC. This type of detail will be captured in THE SYSTEM
including the scheduling of programs, venue, date, time, number of participants etc…
For In-house programs or any other employer sponsored programs, the invoice will be raised
against the employer for the payment. In THE SYSTEM the participants list of these programs
will be tracked and entered in THE SYSTEM with all relevant details of the participants.
Those participants will not be the student of NPTC. They will be treated like the participants.
All the participants will get the certificate after the program. Certificate details also will be
captured in THE SYSTEM. Duplication of the participants might be happen program wise.
Employer’s enrollment will happen once the employer is been updated in the database by
LEVY team. Only registered employers with LEVY can attend the program and send their
participants.
There will be provision for automated mass mailing system for both students and employers
for things like newsletters and feedback forms for circulation.
(a)
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1.12.2 Feedback
After the completion of program the participants needs to give their feedback regarding the
program and activities involved in the program including trainer’s involvement in the
program. This feedback will be captured in THE SYSTEM for analysis purpose and the
consolidated report for each program can be generated from THE SYSTEM to reduce the
manual consolidation process.
1.13 National Apprenticeship Training Department (NATD)
Training under Apprenticeship:
1.13.1 Theoretical
The Fiji Institute of Technology provides the apprentices with the necessary theoretical
training. The NATD is responsible for:-
1) monitoring the progress of training of the apprentices in each stage and their placement at
FNU
2) informing the apprentices through their respective employers of the results and of any re-
sit/repeat examinations
Monitoring attendance and progress through each stage and providing counseling where
necessary.
1.13.2 Practical
The NATD ensures that the quality and standard of practical training are in accordance
with the prescribed on-the-job training guides.
1) The NATD officers make visits to the industry to monitor an apprentice’s progress and
make reports and recommendations to the employer and the apprentice.
2) Each apprentice is required to maintain on-the-job training record book which is also
inspected by the NATD officers.
3) Detailed discussions with relevant personnel are held to ascertain an apprentice’s progress
at work.
4) Under CBT, industry based assessors are also involved in the assessment of apprentices
competency capabilities against the standards of NQF.
1.13.3 Apprenticeship requirements for the solution.
All apprentices will be treated as the student of NPTC with unique student ID. To join to
apprenticeship scheme then student might directly apply to the employer. Else employers can
also advertise for apprenticeship intakes where candidates may apply for that. A list of
employers to engage in apprenticeship training will be available in THE SYSTEM database.
(a)
(b)
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If the employers already had been engaged with NPTC will be available in THE SYSTEM
database, the new employers who wish to engage in apprenticeship training are required to
apply to NATD team which then submits to inclusion in THE SYSTEM database by LEVY
team. LEVY will create the employer master and NATD will link the trade permits to the
employer.
Basic screening process will happen when a candidate had been applied to apprenticeship
program. Minimum age of the apprenticeship is 15 years. For enrollment the candidate need
to submit birth certificate and medical certificate. These two are mandatory for any
apprenticeship program.
The student will go the regular enroll process to became the student of the Apprenticeship
program. This process already covered earlier.
1.13.4 Apprenticeship Contract
Once after the enrollment the candidate will become the student of NPTC. Apprentices are
indentured under a form of contract confirming to the Apprenticeship by signing up the
contract.
The contract is between the
1) Employer
2) Apprentice; and
3) Director general of NPTC
Student will chose the trade of which he needs an apprenticeship before signing up the
contract.
The apprentices are inspected on the job site to ascertain the type of job situation they are
working in and how effectively the different aspects of their training guide is covered. A report
with appropriate recommendation is then available to the apprentice, employer and also to
NATD records.
All assessments and evaluation are competency based. The required practical training for each
trade is more specific as to the tasks allocated, repetition of tasks completed, and hours spent
on the job and the assessment of performance and competence shown. Those CBT
(Competency based training) results will be stored in THE SYSTEM.
1.13.5 Contact Nature
Apprenticeship contract can be extended, shortened, transferred, or terminated according
to the contract signed between NPTC, employer and the apprentice. Contract can also be
suspended for some period based on the nature of the contract (such as the winding up of
company)
(a)
(b)
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1.13.6 Data Migration
NATD is maintaining huge volume of data manually for the archive purpose. Entire
apprenticeship contract is maintained in a hard copy ledger and some from year 2000 are
maintained in excel. Initially as per the discussion with NATD, the records from year 2000 to
date will be migrated in to the solution. Later all the other details from year 1963 will be
archived and will be dumped in to the solution for further reference purpose.
1.13.7 Certificates
For having successfully completed the training, the apprentice will be issued 2 local
certificates that have international recognition; one for completing the apprenticeship and one
for completing the required coursework.
If the apprentices seek additional training elsewhere in NPTC the training department
concerned shall have access to the candidates THE SYSTEM data. Any course certificates
issued then shall be between the department and the candidate and not referred to NATD
which only handles apprenticeship training matters.
1.14 National Trade Testing Department (NTTD)
The NTTD does this in consultation with representatives of employers, trade unions and relevant
government bodies to ensure that the standards set are relevant and specific to the needs of the
industry and are in line with a larger national strategy to:
1) Increase productivity;
2) Ensure that quality products are in accordance with national needs;
Ensure that quality products are in accordance with national priorities of economic development
and manpower planning.
1.14.1 NTTD requirements for THE SYSTEM
All candidates who are going to take up the Trade Test exams will be treated as student of
NPTC. They have to undergo the normal enrollment process which is proposed for NPTC in
THE SYSTEM.
Recognition of trade skills is a way of gaining formal recognition as a tradesperson in Fiji. It
allows trades people to have their skills fully recognized in this Country and the region. The
trade testing scheme awards recognition at three levels:
1) Class III – Junior Tradesman level
2) Class II – Qualified Tradesman level
(a)
(b)
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3) Class I – Advanced or Supervisor level
Work experience of the student need to be produced at the enrollment process for the
screening. The appropriate test fee will be entered in the Performa invoice. Other
Prerequisites like date of birth, work experience, employer’s reference etc… will be
collected at enrollment.
After the enrollment process candidates whose application are accepted and screened will
be notified with date, time and place of the test. If some candidates failed in screening those
candidates whose application are rejected will be notified accordingly.
Each level will have their own work experience criteria for the student to take up the Trade
test exam. All the exams will have both theory and practical. Minimum pass mark for the
theory and practical will setup in the Course master. Similarly each level of exams will
have the prequalification to appear for the exam.
1.14.2 Exemption
Students have an exemption to appear from one level of exams to others like if the candidates
who have completed a formal NPTC apprenticeship contract or similar and also have an
additional 2 years of relevant experience will have an exemption to sit at Class I directly.
Sit class II direct: Candidates who have just completed a formal NPTC apprenticeship
contract, or similar.
Sit class I direct: Candidates who have completed a formal NPTC Apprenticeship
contract, or similar, and had additional 2 years relevant experience.
Candidates with a minimum of 20 years’ experience in the trade, and have reached the
age of 40 years are exempted from the Certificate class III and II Trade tests. However,
these candidates may elect to sit the Class III and class II test.
1.14.3 Re-sit
All exams will have both theory and practical. If a student fails in theory then he can appear
for the theory exam by paying applicable re-sit fee for particular theory exam. Re-sit fee will
differ from each class. And there is standard fee for group wise and also individual fee which
will be different fee from the group wise.
Example:
Re-Sit theory Test: Class III …. $ 37.50
Class II …. $ 57.50
Class I …. $ 72.50
(a)
(b)
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Those will be configurable parameters in Class wise and also by Course. If the student fails in
practical then he is not eligible for the Re-Sit. He will be advised to take up the entire exam
again by re enrolling.
1.14.4 Other Miscellaneous Fees
System will have a provision to collect other fees from students like
1) Re-Issue of Certificate
2) Re-Issue of Results
3) Verification Letter
4) Search Fee
5) Appeal Fee
6) Early process of results
7) Trade Test Booklet Fee
All the above will be configured in the proposed system.
1.14.5 Certificate
The students who have successfully completed the trade test will be issued a transcript and
also the Trade test certificate to them. The certificate will be printed with a NPTC logo on it
with an approved designator’s signature on it. Student can’t have any due to NPTC for getting
the certificate printed. There will be no provision in THE SYSTEM to generate the certificate
without the due clearance of the student.
1.15 National Quality Framework (NQF)
National Quality Framework is a framework on which standards and qualifications will be
registered and agreed upon the stake holders throughout the country. All Qualification will be
aligned to NQF based on the national industry standards.
NPTC will have a centralized database for THE SYSTEM (Participant program management
system). Out of that to maintain the standards, NQF needs the following reports:
Reports:
1) Students List
2) Students list course wise
3) Course list
4) Qualification
5) Student’s history
Students certificate details.
(a)
(b)
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1.16 Publication Department
Through publication department, other departments will print their manual, Student ID cards and
copies. There will be requisition raised by the department respective, approved by the
manager/section head and finally it goes to the publication department who approve it and they
started working on it. Some time they will reject the request if improper information is provided
to them with the time not permits or less time to finish.
For manual printing the staff/external tutor will create requisition which contains the
manual as a softcopies number of pages and number of copies. Then the manager/section head of
department will check all the details and give the approval to that requisition and it goes to the
publication department for further level. In the publication department will check the content as
per the standard policy, if everything is fine then they will approve it and start printing the manuals.
Even some times publication department will reject the requisition or ask the tutor to amend the
document if any changes in the manuals.
For Student ID card, from any department respective person will create the requisition
about the course and student details. And then the manager of the department will approve and
finally it will goes to publication for student ID card preparation. This student ID cards will
applicable for award programs and other long term courses only. For TAFE course students
initially will have dummy cards and later once they get the ID from TAFE, then those students
will have the new ID card with TAFE and NPTC ID’s will be there on it.
Printing/reprography includes, exam papers (requires immediate printing under supervision from
the requesting department – staff to be assigned from the employer master)
Requests for the Printing (including – brochures/flyers/color printing). Request for Reprography
(includes all photocopying in black & white).
Student ID cards will be issued once by the departments and will be activated for the period for
study as a student only and inactive in the other periods. Any re-issue will be charged to the student.
As soon as the student triggers accrued income, automated requisition for ID card shall be made
to the publications departments, awaiting approval from the training department. Notification will
be received by the training department on the task list for approval or rejects with
reasons/comments. Upon approval, publication departments will print ID cards and close the
transaction in THE SYSTEM and forward the cards to the training departments. Training
departments will receive the cards from publications and cross check against the requisition made
and update records in THE SYSTEM. Training department will dispatch the ID cards to the
students as per the dispatch procedure. For re-issue the student’s request, an invoice is raised and
upon the payment of the fee then the printing process commences.
More than one third party ID needs to be captured in the ID cards.
(a)
(b)
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1.17 Certificate Printing
Once the course get completed the Training Officer, CSO or any other user dedicated to this task
will request for the certificates to the Certificate printing department mentioning the course details,
Department/Section, Venue, Type of Certificate, conducted by and List to be confirmed class list.
Upon request another user/dept head would approve request and submit. For all individual
requests, user will select option to either request for employer details to be printed. System to have
check box to ensure user check consent received, scan and upload and attach to request. By default
system would not display employer details to avoid legal issues with NPTC. Every certificate
request, system will check for all course prerequisite has been met and outstanding due cleared for
by student or employer than request successful, else report to be generated on exceptions for
follow ups. System to provide option to allow user to email directly to another authority with
attached confirmed class list or report and the same for exceptions. Audit trail and tracking enabled
for the whole certificate workflow. Certificates are of following types:
Certificate of completion
Certificate of Attainment
In-house program completion certificate
APO TES certificate
The confirmed class list will be generated from THE SYSTEM and send as the certificate
requisition to the certificate requisition department with the prior approval in THE SYSTEM
from the department. Those requests will be queued up and then it will be ready for printing.
Approval from the department will happen in THE SYSTEM for certificate printing. All pre-
printed certificates bearing NPTC logo will not have signatory and pre assigned certificate
number. Publications will print blank certificates. It Publication to confirm the details that will
be preprinted like the type of certificate, Certificate number, Director Generals authorized etc.
Approval request for certificate printing will be in system to assist the same. Department head
would approve the request first, then comes to another department (Certificate
printing/Directorate) who review and confirm printing Numbering series to be in format
YYYY the system the system etc.
Once those certificates reside with Directorate, then the requisition from the Departments
regarding the certificate printing will be processed from Directorate. Directorate will be printing
the certificates with the preprinted format from the publications department. The certificates will
contain Name of the student, sponsored name if any and also the details about the course, venue
and date of the program. Directorate will have the control to print the Date of issue of the certificate
on it. Some certificates will have the extra notes on to it from the department’s request. All the
certificates will have NPTC’s logo on it. If its third party certificate like APO TES, then third
party’s logo will also needs to be printed on the certificate and also space for the designators
signature needs to be provided on the certificate. Certificates will be endorsed by Directorate.
Once the certificates printed System will updated status of request to notify staffs/heads on
completion and ready to be dispatched etc. then it will be dispatched to respective training
departments. Directorate will have overall control of assigning certificate number to the student to
(a)
(b)
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keep track of the history. Certificate numbering to be system generated, user may define or change
the format in future with audit racking and authorization.
System will have various facilities at system level prior to printing
Direct Printing- This feature allows for student first name, surname, qualification etc.
(*to be listed here) details to be printed on preprinted certificate from publication.
The certificate number would be picked from system generated current sequence. The
signatory details will not be printed and signatory will sign the same with ink
Batch printing/predefined- system to have an option to select scanned signatory data
for printing into certificates. The scanned image is the facility where by scanned
copies of signatory details to be uploaded into system in appropriate format, details
attached and authorized for use. System to have facility to do dummy printouts to
check for the same before approval following which it will be available in printing
option. System to have scheduled printing in case of batch prints
System to have option to include employer details from employer master printed on
certificate if department sent the same through system request.
System will allow for rectification of certificate prints due to wither human error, need to void a
print, cancel existing prints etc. whereby reversals to be done and sequencing number to be reuse
if user opt for it. This is different from reprint whereby current sequence number used with same
details but with re-issue clause.
1.17.1 Replacement and Re-Issue of the certificates
Separate requisition form needs to be filled by the student for the Re-Issue for the certificate. This
will come from the training department to the Directorate. Directorate will have all the details
about the earlier certificate which have been issued to the student, System will have report
capabilities to view all re-issue requests and completed requests as well. Re-issue fee for the
certificates will be charged to the student. Once the re-issue request is made, then the Directorate
will generate the certificate for that particular student with different certificate number which will
be sequenced to current number series. And the certificate will be sealed at the top as Re-Issue.
Directorate will verify the history of the certificates printed and same type of certificates will be
printed for that student. System will have the provision to upload all the scanned certificates in to
THE SYSTEM for a history of records.
Reprint- System will have facility to view status of printing requests. All history of certificate
printing, reports to be available as follows (user to define it). Any rectification related to certificate
data, requests will not be made to the printing department but the training department would rectify
the same and send another request. This is to maintain consistency in data specially profile
(a)
(b)
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maintenance. The role can be assigned to any user on NPTC’s decision. User will have facility to
cancel, reject any request from department with comment column to capture the same.
Workflow for Certificate Printing
1.18 Fee Collection
Fee collection details are to be captured based on Payment Mode - Cash, Cheque, and FNPF, Other
sponsorship, online payment and Credit card. The private students will pay their fees by cash,
cheque, online payment and credit card.
Once the payments get collected from student or financial arrangement as scholarship from FNPF,
employer and other sponsorship then he will be in the class list of that course.
Once fee collected from the students or the commitment from the student that time only the
department will recognize as actual revenue.
(a)
(b)
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1.18.1 Sponsorship Details
Student can get the sponsorship from Fiji National Provident Fund (FNPF). And also student can
get sponsorship from his employer or even some time other sponsorships. All these sponsors will
be updated into our master. For employer sponsorship, third party sponsorship the Performa
invoice will raised to the employer/third party otherwise the Performa invoice will raised to
student.
1.19 Withdrawal
Any student wants to withdrawal from course the following rules will be applicable. And he has
to fill the withdrawal form and if amount sponsored from FNPF it has to refund to FNPF.
WITHDRAWAL PROCESS
The withdrawal rules follows,
1) Fully refund shall be given for withdrawals made 7 or more days before the commencement
of the course.
2) A 20 % administration cost shall be charged for withdrawals made less than 7 days before
the commencement of the course.
3) There shall be no refund after attendance of more than 25% of a course that runs for more
than two days.
4) There shall be no refund for withdrawals after the commencement of 1 or 2 day course.
(a)
(b)
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5) Only 50% of the course fee shall be refundable for nonattendance after the commencement
of the course.
Withdrawal for Awards will be based on fixed dates.
1.20 Fund Transfer
Fund transfer currently handled by the finance department under approval from the respective
department head.
Any student can transfer their amount to any courses if they have the surplus amount in their
account. Even some time the student can transfer his amount to his friends or relative or whom he
nominate. And if the student withdrawal from the course the refund amount can be transfer to other
course which he applied. If the amount sponsored from FNPF it has to refund to FNPF because
FNPF sponsor is based on course so we can’t transfer those amount to any course and any student
nor deduct any administrative costs. Consent for transferring one person’s surplus funds to another
student needs to be captured.
Fund transfer currently handled by the finance department under approval from the respective
department heads. Any student can transfer their amount to any courses if they have the surplus
amount in their account without passing any journal entry. Even some time if the student wants to
transfer his amount to his friends or relative or whom he/she nominates it requires additional
journal entry to be passed debiting the original student and crediting his nominee student account.
1.21 Facility Department
It’s a centralized system which will have the room master and whenever the department want to
schedule the course they can book the room. But the facility department will approve it until
otherwise it’s not booked. The facility department will take in-charge for the class or meeting
booking. Initial approval will be from the department managers looking after respective facilities.
The parameters mentioned in facility management will be configurable and changed according to
the business rules.
1.22 Library
Library staff will have the login to THE SYSTEM solution to raise invoice against the students for
library fine and receipts will be handled by accounts. And also before issue the book to the student
(a)
(b)
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the librarian will check the student whether he has any due or not. Only those who don’t have any
dues can eligible to get the books.
All library dues/fines will be available on THE SYSTEM for referral.
1.23 Uploading of documents in THE SYSTEM
System will have the provision to upload the scanned documents. System will not rigid with
departments. ICT will provide the infrastructure like centralised database for all the departments
and divisions. All the files will reside in the server and THE SYSTEM will have provision to link
the file for each student and each transaction. Files like student’s birth certificate, Passport; Driving
license etc… will be linked to the student. Similarly student’s academic records and also
apprenticeship records can be uploaded to THE SYSTEM.
(a)
(b)
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2 Levy Management A levy is hereby imposed on every employer in respect of all his employees unless exempted;
Levy is the statutory payment by the Employer and NPTC is the authorized authority to collect the
Levy from the Employer. Employer must pay the Levy on every half yearly (Jan-June & July-
Dec). The formula for calculation of Levy is 1% of total payroll cost Including benefits and
allowances.
Levy Process Flow
REGISTER
EMPLOYERS
GENERATE
ARBITRARY
ASSESSMENT
FINANCE
Start
End
LEGAL
SUN SYS/PPMS/
GRANTS
GRANTS
FILING
EMPLOYER
DETAILS
TRAINING,
MANPOWER &
RESEARCH
EMPLOYER
COPY - External
EMPLOYER
COPY – Levy File
EMPLOYER
DETAILS
REPORTS
VERIFICATION
GL INTERFACE
IINDUSTRY
VISIT(S)
REPORTS GENERATE
ASSESSMENT
INVOICE
(a)
(b)
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2.1 Creation of Employer Record
Levy is the Sole proprietor in creating the Employer Master and also the sole right to edit the
existing one. THE SYSTEM shall generate an Employer ID on all newly registered Employers
with NPTC. THE SYSTEM will also allocate a number based on the Year of Registration followed
by the District and then the unique number series. Example -Year of Registration is 2010 and
District/City/Town is Suva as 013 then the Employer ID will be 2010013….
For the existing Employer Records, a full listing of all Employers shall be provided to Vendor on
an Excel Worksheet. THE SYSTEM shall prompt the User in the event that the Employer is in
existence while creating the same Employer Name. The user shall carry out an investigation to
confirm status of Employer name before continuing.
Employer Fields
The following are the fields to be capture in the proposed system. They are as follows:
2.1.1 Mandatory Fields
The user must define mandatory fields in the Employer master, system won’t allow the user to
proceed further if the mandatory fields are not been entered in THE SYSTEM. The following are
the mandatory fields they are as follows:
1. GEOGRAPHICAL
1) Province
2) Division
3) District/City/Town
4) Suburb
5) Registered Office
6) Street/Road
7) Street - Grouping of Streets/Roads
2. TYPE OF INDUSTRY
1) Division
2) Group
3) Class
4) Sub-Class
(a)
(b)
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3. STATUS OF (EMPLOYER) - Anyone will be mandatory
1) Active
2) Active - further breakdown of the Status
3) Active - legal - major
4) Active - legal - minor
5) Inactive
6) Inactive - further breakdown of the Status
7) Returned Correspondence
4. Name of Employer
5. Phone
6. Postal Address
7. Physical Location
8. Verification Details
9. Comment(s) - allow a lot of characters – pop up screen to appear before updating: STATUS
OF EMPLOYER, Name of Employer, Postal Address and Physical Location
10. Assessment details
11. Year of Registration – Format (Year/Month)
12. Method Type – Option are (Method A, Method B and Others)
Method A field – create a link to subsidiaries
METHOD A MAPPING – to create a link to map the subsidiaries to one common ID – the purpose
of this is for Revenue identification.
Mapping will be provided during data migration.
2.1.2 Optional Fields
The user must define these optional fields in the Employer master, system will allow the user to
proceed further if these optional fields are not been entered in THE SYSTEM. The following are
the optional fields they are as follows:
1) Employer ID - FNPF Registration Number
2) Employer ID - Co Registration Number
3) Fax
4) Mobile
(a)
(b)
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5) Email Address
6) Website Address
7) Skype Address
8) Contact Person
9) Designation of Contact Person
10) Chartered Accountant(s)
11) Companies partially owned by Government
12) Outer Islands
2.1.3 AUDIT TRAIL
THE SYSTEM will track the each user who has modified this field. System will also provide the
information about who has changed and on what date and time the changes happened. The
following are the Audit Trial fields they are as follows:
1. Status of Employer – Active and Further breakdown of the status
2. Status of Employer – Inactive and Further breakdown of the status
3. Waiver of Interest –- Provision
4. Any amendment carried out in the Employer Master file
2.2 Employer Search
In the new system any field can be used for search the employer master.
Category One – Select Officer - districts/city/town falling under officer’s area will appear
We will provide mapping during data migration – linking the officers’ names against the Division,
District/City/Town, Suburbs, and Streets.
Category Two – Open – You select by the NPTC ID, FNPF ID or Employer Name
Category Three – Method A Queries. Method A Employer is such that some of the levy payments
come from one source and the other half come from subsidiaries. A common ID will be used for
companies that payments are coming from one source. Example – Bank of Baroda – different
branches prepare and submit their own levy. In this case THE SYSTEM will consolidate all
subsidiaries into one source. Upon extraction of the levy contributions for Bank of Baroda it will
only show one amount for total of all branches.
(a)
(b)
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2.3 VERIFICATION ON WAGES AND SALARIES PAID
Levy department will randomly verify the Employer details. One of the officers will go to the
Employer place and he/she will conduct the audit of their payroll details and they will capture the
detail like what they have provided to us and what is the actual one. If they found some variation
between the two records, they will raise the invoice for the difference, which employer needs to
pay.
For tracking the verification, levy wants to systemize these details and needs to feed into THE
SYSTEM for the future record. Currently they are having a format, where they collect the
information from the employer and store it in the employer file. In the proposed system, this
format will be designed accordingly hence if the officer going for any verification, he/she needs
to take the printed copy from THE SYSTEM with some of the employer details will be filled in
automatically in the report.
There will be the option to store the information under the Employer master, so that at any given
point of time we can easily know when the audit has taken place and who conducts the verification
and what the deviation is.
2.4 Levy Assessment
Levy department will generate the Assessment Notice on every 31st December and 30th June. The
notice will be the pre-printed form, where Employer No., Assessment No. and due date will be
filled by system and remaining fields like Total Gross Enrolments and Levy due and some other
details will be filled by the employer and send across to us along with the Cheque for the levy
payment. Levy department requires in the proposed system Employer should download his
assessment notice and also sending the assessment notice through E-mail.
Each assessment will have a due date and the due date for Jan-June assessment will be 30th
September and for the July-Dec assessment due date will be 31st March. If the employer who has
not paid the levy amount within the due date then, NPTC will consider this assessment as the
arbitrary assessment.
When the assessment notice form dispatched to the Employer he is liable to pay the levy amount.
As soon as the notice received by the employer, he will calculate his total payroll cost he incurred
during the assessment period and fill the assessment notice form. Once he filled the form with the
calculated levy amount he will send assessment notice across to TAPF along with the Cheque or
money order. Then levy department will receive the cheque and post the receipts journal and credit
the particular Employer A/c. when amount received is less or more than the Levy Assessment
amount (accrued amount), adjustment entry will be passed adjusting the accrued Levy Income.
Normally every company pay the levy amount on by own and currently in the existing system for
those employer who has one or more subsidiary company and he wants to pay the levy amount for
all his subsidiary company for the assessment these are manually tracked and while receiving the
payment from the group company also they are tracking it manually. Hence in the proposed system
provision should be there for the employer who has one or more subsidiary company and if he
(a)
(b)
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wants to pay the levy amount for all his company, system should not generate assessment notice
in the name of subsidiary company it should generate notice in the name of the Group company
who will be liable to pay the levy amount.
Accounts with Subsidiaries
Provision for subsidiary companies that exist and payment coming in from one source, THE
SYSTEM will block those companies from generating a notice.
For subsidiary companies that exist and payment coming from all subsidiaries, a linkage is to be
created to map all payments received to one Common ID.
2.4.1 Due Dates for Assessments
Levy due period follows below,
1) January to June Assessment – Due on 30th September
2) July to December Assessment – Due on 31st March
2.5 Generation of Assessment Notices
THE SYSTEM will generate an Assessment Notice on every 31st December and 30th June. The
notice will be printed on pre-printed form and sent out to the Employer in the month of January
and July. The Employer Name & Address, Employer ID and Assessment Number will be filled
by THE SYSTEM and the remaining fields will be filled by the Employer – Total Gross
Emoluments, Levy Due, No of Employees, Payment type, Physical Address, Signature,
Designation, Date, Nature of Business, Person to be contacted on levy matters, Contact Details.
The Employer will then enclose a payment equivalent to 1% and forward to NPTC as levy payment
for that period.
The officers concerned will print the Assessment Notices in an order in the predefined format.
THE SYSTEM shall only generate an Assessment Notice when the Employer Status is flagged as
“ACTIVE”.
THE SYSTEM shall provide an option to upload data from an excel work sheet to THE SYSTEM
on employers that dispatch has been made.
The Selection Criteria for printing shall have the following fields:-
Year and the Period you want to print from. Notice that there are two periods – Period 1
is from July to December and Period 2 is from January to June;
Order by Division, District/city/Town, Suburb, Street;
Status – Major, Minor;
Alphabetical or Numerical
Employer ID
(a)
(b)
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2.5.1 ASSESSMENT FORM
Three options to be available in THE SYSTEM
Option 1 - The following information to be captured in the Pre-printed Form:-
System generated information –
1) Employer Name and Postal Address
2) Employer ID
3) Assessment Number
Option 2 – THE SYSTEM to print the Assessment Form with full details.
Option3 – THE SYSTEM to allow the Employer to download and fill the Assessment Form.
2.5.2 Capturing date Post of Assessment Form
In proposed system, Levy will update the physical post of assessment form to every employer
directly in THE SYSTEM. They also need provision of uploading these detail from the excel into
system, for that we will be have a predefined template after consulting with Levy department. And
then they can directly import these data into system.
2.6 Levy and Interest Calculation
In the proposed system, levy shall be calculated on the previous assessment levy amount. Example
- For the assessment of Jan 2017-June2017 levy amount will be calculated on the base amount of
July 2016-December 2016. Hence at the end of the assessment period, THE SYSTEM will
generate an Invoice against every Employer on an accrual basis where Income is recognized. The
previous assessment amount is the Actual receipts together with the outstanding levies for the same
period and that will form the basis for the levy revenue. Accruals are calculated at the end of June
and December. THE SYSTEM will then adjust accordingly based on the actual levy received
against the earlier accrued amount.
2.7 Arbitrary Assessment
When the employer who has not paid any levy amount within the stipulated due date (30th
September & 31st March), then his assessment will be arbitrary assessment. We will generate
invoice for the every employer who has not paid the current period levy amount by debiting his
account and crediting the revenue account of arbitrary account. The difference between the normal
assessment and arbitrary is, in normal assessment as soon as we received the amount from the
employer we will be consider as revenue as a cash basis, hence crediting the revenue account called
Levy account. Where else in arbitrary assessment after the due date we will raise the invoice as an
accrued income when the employer has not paid the amount after due date.
The following are the four different type of arbitrary assessment will be assessed. They are as
follows:
(a)
(b)
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2.7.1 Levy paying employer not paid in current period
An accrued amount will be reflected in the Employer account before the calculation of the
Arbitrary Assessment in the month of March & September.
In the event that the Employer does not pay by the due dates, THE SYSTEM shall calculate 5%
based on the Accrued amount initially calculated.
Example – The Accrued levy amount is $500. THE SYSTEM shall calculate 5% of the $500(based
on the Accrued Amount) which is equal to $25.00. The total outstanding levy for the period now
comes to $525.00.
2.7.2 If there is no payment
If there is no Accrued amount, than THE SYSTEM shall look at the latest payment amount and
calculate 5%.
Example Accrued Amount – 0 Latest Payment - $500 THE SYSTEM shall calculate 5% of $500
which is equivalent to $25.00 the total outstanding levy for the period is $525.00
2.7.3 If there’s an outstanding amount paid based on accrual and pending for further
investigation
THE SYSTEM shall not calculate a 5% on any partial payment relating to an accrued amount.
An arbitrary assessment is carried in the event that the Employer does not pay or submit his levy
by the due dates. The due dates are 31st March and 30th September.
In arbitrary assessment system will calculate 5% of the last invoice amount or actual payment
amount and post the transaction in the employer accounts. It won’t reverse or adjust the existing
ledger amount; it will create a new ledger entry to the tune of the arbitrary amount. The Arbitrary
amount is equivalent to 5% of any previous assessment or payment. Revenue will be recognized
during the creation of Arbitrary Assessments.
2.7.4 Due Dates for Arbitrary
Levy due period follows below,
1) January to June Assessment – 1st October
2) July to December Assessment – 1st April
2.7.5 Arbitrary - GL Mapping
(a)
(b)
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Calculation of
Arbitrary Invoice
reflected in the
subsidiary Ledger
Payment More than –
system generates
an invoice
Less than –
system generates
an Adj journal
2.7.6 Printing Arbitrary Assessments
The Selection Criteria for printing shall have the following fields:-
Year and the Period you want to print from. Notice that there are two periods – Period 1
is from July to December and Period 2 is from January to June;
Order by Division, District/city/Town, Suburb, Street;
Status – Major, Minor;
Alphabetical or Numerical
Employer ID
2.8 Calculation of Interest Amount
After the due date (31st March & 30th September) still the employer has not paid the levy
amount, NPTC will be charging the Interest amount of 1% on the outstanding levy amount only.
While calculation of interest amount system should consider only the outstanding levy amount,
not the charges like Legal charges and last Interest amount. For calculation of interest amount there
will be no pro-rata in the interest amount i.e. if the employer pays the levy on 10th still we calculate
the levy for the whole month. While calculating the interest, amount should be rounded off to the
next higher dollar. Every month end Interest amount should be calculated automatically.
Ex. Employer has due of $440 and interest rate will be 1%, hence in this case interest amount will
be $4.4 but it should be rounded off to $5.
In case of arbitrary assessment, if the management of NPTC wants to give some credit note to the
employer, though for the particular month interest will already been calculated on the original
amount. Due to the credit note on the original amount interest for the subsequent month will need
to re-calculate.
Ex. Employer has due of $2000 in the month of April and system will calculate interest of %1 on
$2000 will be $20 on 30th April it will get posted. On 15th May, if the management wants to give
credit note to him for the tune of $200. Then at the end of 31st May system should re-generate the
interest amount on the base amount (2000-200) $1800, now the interest amount will be $18, hence
system should pass the reversal of interest to the tune of $2.
System to be flexible on the date of interest penalty for future calculations should it is brought
forward to mid-month.
2.8.1 Interest – GL Mapping
(a)
(b)
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Calculation of
Interest Invoice
reflected in the
subsidiary Ledger
Payment More than
system generates
an invoice
Less than system
generates an Adj
journal
2.9 Journal Adjustment - Normal Assessment (Receipts is less than the Levy amount)
If the employer pays the amount lesser than the accrued invoice amount before the due date i.e.
31st March and 30th September and by selecting the Transaction code type Current Levy (Adj) system
will recognized it as the full payment to the original invoice amount and it will automatically raise
the credit note for the difference amount to fully knockdown the invoice amount. Hence necessary
Revenue A/c get debited with Employer A/c get credited, so that it will not know any debit balance
in Employer A/c.
This type of credit note has not required any authorization for posting the transaction, anyone who
posting the receipt entry can post the credit note.
Ex. Accrued amount - $500.00 Actual payment received - $467.00
System automated adj (Credit Note) - $33.00
The Transaction code type for this entry is Current Levy (adj) – the minute this description is
entered in THE SYSTEM, THE SYSTEM should automatically raise a credit note for the
difference.
2.9.1 Credit Note – GL Mapping
Credit Note Adjustment –
Normal Assessment
DR-
CR-Employer ID
2.10 Journal Adjustment - Normal Assessment (Receipts is more than the Levy amount)
If the employer pays the amount more than the accrued invoice amount before the due date i.e. 31st
March and 30th September and by selecting the Transaction code type Current Levy (Adj) system will
recognized it as the full payment to the original invoice amount and it will automatically raise the
Levy Invoice for the difference amount to fully knockdown the receipt amount. Hence necessary
Revenue A/c get credited with Employer A/c get debited, so that it will not know any credit balance
in Employer A/c.
This type of credit note has not required any authorization for posting the transaction, anyone who
posting the receipt entry can post the credit note.
Ex. Accrued amount - $467.00 Actual payment received - $500.00
(a)
(b)
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System automated adj (Levy Invoice) - $33.00
The Transaction code type for this entry is Current Levy (adj) – the minute this description is
entered in THE SYSTEM, THE SYSTEM should automatically raise a Levy Invoice for the
difference.
2.10.1 Credit Note – GL Mapping
Credit Note Adjustment –
Normal Assessment
DR-Employer ID/
CR-
2.11 Journal Adjustment - Arbitrary Assessment
Level of Authorization of Credit Notes
First point of entry – In the instance that the Credit Note was initiated – email advice to Accounts
Officer Levy for notification to staff concerning area of responsibility.
Upon confirmation of verification from the officer concerned and authorization from GMCS, the
Accounts Officer Levy will then activate and approve the “Held Journal”. THE SYSTEM shall
automate the “Held Journal” and post accordingly to the GL Accounts concerned
2.11.1 Credit Note – GL Mapping
Credit Note Adjustment –
Arbitrary Assessment
DR-
CR-Employer ID
2.11.2 Credit Note Form
The Credit note form shall have the following features:-
Employer Name & ID
Levy Amount
Reason for Adjustment
Credit Note Number
Print Date
System Generated Arbitrary Amount
Period of Adjustment
Reason for Amount
(a)
(b)
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Keyed in By
Authorized By
2.12 Credit Note – Interest Portion
Level of Authorization of Credit Notes
First point of entry – In the instance that the Credit Note was initiated – email advice to Accounts
Officer Levy for notification to staff concerning area of responsibility.
Upon confirmation of verification from the officer concerned and authorization from GMCS, the
Accounts Officer Levy will then activate and approve the “Held Journal”. THE SYSTEM shall
automate the “Held Journal” and post accordingly to the GL Accounts concerned
2.12.1 Credit Note on Interest – GL Mapping
Credit Note Adjustment –
Interest
DR-5010
CR-Employer ID
2.13 Journal Entry
In the proposed system, by using Standard General Journal functionality we can use any type of
journal like adjustments relating to business closures, wrong postings, Double Entries, Waiver of
Interest and Assessment Adjustments can be posted in employer account.
2.13.1 Finance – Data Entry The Data Entry Menu controls all transaction movements and automates all postings to their
individual Employer Account Codes and the correct corresponding GL Account.
The following fields shall be available while posting the Invoice, Receipts or a General Journal of
Levy.
1. Company ID
2. Company Name
3. Period of Payment
4. Type of entry(receipt/Invoice/Journal)
5. Receipt Type(cash/chq/direct deposit)
6. Bank details
7. Cheque No. and cheque date
8. Receipt No.(automatic)
9. Transaction date – system automated
10. Amount – levy/Interest/others
(a)
(b)
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11. Account Details – THE SYSTEM to provide a drop down Arrow Key for provision of account
details should the user wish to query while in the process of issuing a receipt.
12. Revenue Band
In the event that the Employer record does not exist during data entry, the shall allow the user to
create an Employer Year & Period to complete the entry of a receipt, invoice or a general journal.
2.13.2 Revenue Band
The Revenue band is a field where the amount of levy is recorded and system generates the band
code it falls under at a range of $50.00
The Band Code will be identified by period basis.
The Structure of the Revenue Bands
Identified by the Year and Period of payment
Band Code for the different range in Dollar Value
Levy Amount
No of companies
2.13.3 Revenue Trends
THE SYSTEM shall indicate by Graphs the Revenue collections and to be able to identify the
trends by any of the fields specified in the “Employer Master Maintenance Fields”. THE SYSTEM
shall also identify ALL Employers that levies are continuously decreasing in the past 3 six monthly
periods.
2.14 Levy Receipts
Levy department wants to allocate different receipt numbers to the different Centers.
RECEIPT FORM
The following information to be captured in the Form:-
System generated information –
1) Receipt number
2) Date of receipt issued
3) Employer Reference number
4) Employer Name and Postal Address
5) Details
6) Period of Payment
7) Assessment Number
8) Amount
(a)
(b)
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9) Cheque Details
2.14.1 Types of transaction codes
Transaction Code Type Description about the code
Current Levy Is applied when the payment is for a current period or any other
period that does not have an invoice in THE SYSTEM
Pay off - levy (equal to or more
than)
Is applied when the payment is for an overdue levy and is equal to or
more than the arbitrary assessed amount
Pay off - interest (equal to or more
than)
Is applied when the payment is for an Interest Penalty and is equal to
or more than the interest amount
Part payment – levy Is applied for a partial payment of levy
Part payment – Interest Is applied for a partial payment to an Interest penalty
Arbitrary Receipt When the payment of levy is less than the arbitrary assessed amount
Dishonored cheque Raising an invoice to a dishonored cheque
Bank Fee Raising an invoice for bank fee charges
Other payments Receiving a payment for legal and other fees
Advance payment Receiving a payment for a future period
Current Levy(Adjustment) Is applied when a current levy payment applied is lesser than the
Accrued Amount
2.14.2 General Journal Entry
To have the following information:-
1) Period & Year of Adjustment
2) Employer Name and ID
3) Journal Description – allow 50 characters
4) Transaction Reference Number – system generated
5) Transaction Code
6) Date
7) Amount
(a)
(b)
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8) Debit/Credit- default to the credit field meaning that the defaulted account is the GL Code
1300/T Client – but allow for manual changes whether it’s a credit or debit depending on
the type of adjustment
9) GL Code – drop down arrow key to enter correct code
10) The Centre to automatically appear should it be a transaction affecting the cash (GL Code
1000)
11) Total debits & Credits
2.15 Reminders
Levy department want to send the reminder to the Employer by Email stating about their
outstanding. In the proposed system reminder can be send from THE SYSTEM in the file format
of pdf and excel. There is a provision in the proposed system after sending the reminder you can
manually update under Employer master for our future reference.
Pop Up Messages/Reminders -
1) System Generated reminders in the beginning of March & September to those Employers
that are yet to pay their current levy –
2) Manual Reminders on part payment issues, dishonored cheques and other reminders as
well –
Pop up screen and note dates
2.16 GL Integration
The same GL integration will be done in the new system.
2.16.3 External Link
In proposed system, by using the standard Data port functionality, after consulting with Levy
department a predefined fixed template will be designed in THE SYSTEM. When the data received
from Register of Company in excel file, levy department need to import those file in the predefined
template in THE SYSTEM.
3 Grant The Training Grants Scheme of the NPTC operates under the provisions of the NPTC of Fiji Act.
The Scheme provides grants for Industrial Training based on individual employer’s basic levy
payment.
The following are the activities The Grant Department are doing in the NPTC. They are as follows:
(a)
(b)
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1. Processing and payment of Grants
2. Registration of Training Staff
3. Approval of training offered by Training Providers as grant claimable
4. Approval of In-House/Overseas training for Method B Employers for grant claim purposes
Types of Grants
There are three types of grants. They are as follows:
1. Method A
2. Method B (including Daily and Residential Grants only for Apprenticeship Training)
3. Trade Union
3.1 Receive Of Claim
Every employer comes under the Method A will be sending the Grant Form G1 to NPTC, in the
form they will be specify their claim in the above four category (A, B, C &D). As soon as grant
department receive the form they will update the date of receive in the form. In the proposed system
THE SYSTEM will be generated the claim reference number in the following logic. They are as
follows:
1. Method A – AO-2010-followed by unique No. series
2. Method B – BO-2010-followed by unique No. series
3. Trade Union – TU-2010-followed by unique No. series
As soon as claim form has been received by grant department, in proposed system a mail should
be sent to the employer acknowledging the receipt of the form to their mail id specified in the
employer master. The Employer Master will need to be updated by Grants separately as Grants
has its own employer contact persons and their emails would be different from those in the
Employer Master, as created for Levies.
The Method A Claim Record must include the following fields in order to show the details required
in the emails that are sent out:
Claim Reference
Year of Claim
Date received
Claim Authorized by (i.e. name of company personnel signing the G1 Claim Form)
Claim Submitted by (this may or may not be the same person authorizing the Claim).
The due date of Claims (G1 Form) for Method A employers is 31st March following the year of
training. Employers are currently allowed to submit their claims as late as 30 September following
(a)
(b)
137
the year of training. However the claim submission date will have an impact on the percentage
pre-assessment grant. Also claims received after 30 September are currently not paid any grants.
The current due date and the grace period that is currently allowed till 30 September could change
with the review of the Grant Scheme. THE SYSTEM should therefore allow flexibility in date
settings so that these can be altered subject to need and proper authorization. Where grace period
may be allowed, either in terms of number of working days or number of months after the due date
or by a set date, such parameters should be in THE SYSTEM so that these could be changed, if
need be, at selected user level.
3.2 Method ‘A’ Calculation
In order to qualify to operate under Method A an organization must fulfill the NPTC requirements.
These requirements will be kept outside system and those employers who were qualified under
this Method will get updated in the proposed system. Under this Method grant will be assessed as
a fixed percentage of the levy paid by an organization.
The main condition for the payment of grant is that, Employer should have paid his total levy
amount pertaining to first half and second half for the year of claim.
Grants will not be paid if only one half year levy is received, where both the first and second half
levies were expected for a group or main parent company. That is, both 1st and 2nd half levies must
be received to qualify for grant payment. For group companies that have subsidiaries that may
only pay one half levy this will have to be allowed provided the group total (1st and 2nd half) is
intact.
1. Generally, if the levy amount is less than the expected, but where both halves have been
paid, Grants will be paid. Any additional levies collected from an employer following grant
payment (balance) should be picked up by THE SYSTEM and additional grant calculation
should be allowed using the same claim reference number. THE SYSTEM should prompt
Grants for such payment adjustments that may be required for an employer.
2. Total levy for grants calculation purposes should be only the paid up value of levy expected
(i.e. base amount). This should not include any arbitrarily assessed value or any interest
charged.
3. For Group companies, only one levy amount should be picked up by THE SYSTEM for
Grants calculation purposes, and this should be the sum total of 1st and 2nd half levies for
the parent company and all its subsidiaries or sister companies. For this purpose THE
SYSTEM should recognize one key Employer name and FNPF No. (For parent company)
as the key reference for the Group levy total for transfer from the levy to the grants module
for grant calculation.
(a)
(b)
138
4. For all calculation of grant the 1st and 2nd half levies should be for the same year and the
levy total will be applied to the same year of claim (i.e. year of training = year of claim =
year of levy).
3.2.1 Training Plan Data
Employer under this Method has to submit his yearly training plan to NPTC. The Training Plan
should cover the following occupational groups of employees. They are as follows:
1. Category A - Management and/or Technologist
2. Category B - Supervisory and/or Technician
3. Category C - Skilled workers
4. Category D - Clerical and all other employees
System should capture the pre-defined check list, which will be provided by the grant department
and the same will be updated in THE SYSTEM for the training plan data received from each
employer. And also system should be tracked whether the training plan received from the
employer is received on or before due date or even after the due date. In the proposed system as
soon as we received the training plan from the employer there will be the provision to update that
in THE SYSTEM. In that date receive of plan, date of approving the plan and Turnaround time
will be tracked.
3.2.2 Calculation of Accruals
In the proposed system accruals for each New Year of Claim for Method A should be calculated
by system. The accruals will be calculated on some previous year total points awarded to the
employers (depending on choice & relevance of data) and will not necessarily be based on the
awards for the year immediately preceding the year of Claim. Grant department will be provided
the historical points for each employer for the past years. On the basis of those points system will
calculate the accruals for the subsequent years. THE SYSTEM will allow the total points that are
to be used for calculation purposes, for each employer, to be adjusted by an incremental percentage
to reflect appropriate changes expected in points to be awarded for the year of accrual.
3.2.3 Pre-Assessment
When grant department receive the Form G1 under Method A for the claim from the employer.
These claims will be processed in two stages one at the time of Pre-assessment and second will be
the Final assessment. Those applications received within the specified timeframes will be eligible
for the Pre-assessment. Before processing these forms grant department will check whether the
employer has paid the entire levy for the claiming year.
The following are the fields that will be in the Pre-assessment Form. They are as follows:
1. Employer ID
2. Employer Name
3. FNPF No.
4. Date Claim Received
(a)
(b)
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5. Pre-assessment Entitlement i.e. 25% or 15% (% and time frames allowed could vary with
changes in payment policy over time)
6. Total Levy paid
7. Pre-assessment grant ($)
8. Pre-assessment date
9. Processed By ID & Date
10. Approved By ID
11. Approval Date
3.2.3.1 Claim received on or before 31st March
The pre-assessment will be processed for those claims received on or before 31st March. These
claims will be eligible for 25% of the Total levy amount. For example: Employer pays both 1st and
2nd half levies amounting to $10,000 in total. If the employer submits it’s Claim on or before 31st
March, then the employer is entitled to 25% pre-assessment grant. Pre-assessment grant will be
calculated as 25% of $10,000 (total levy) = $2,500. (The condition for 90% maximum allowable
grant will be applied when calculating the final balance). The format for the pre-assessment will
be provided by the grant department and same will be updated in THE SYSTEM. And then grant
department will raise the invoice against the employer for the pre-assessment in the voucher and
update in their manual excel and then send the payment request to accounts department for the
payment to employer towards pre-assessment.
3.2.3.2 Claim received after 31st March and till 30th June
The second type of pre-assessment will be processed for those claims received after 31st March
and till the 30th June and these will be eligible for 15% of the Total levy amount. Ex. In the above
case the employer will be eligible for 15% on $10,000 = $1,500 towards pre-assessment. After
assessing the pre-assessment grant department will raise the invoice against the employer and send
request to accounts for the payment.
3.2.3.3 Claim received after 30th June till 30th September
When the claim received after 30th June, those applications will not be considered for the pre-
assessment and they will straight away be processed for the final assessment. Even though they
have paid the total levy amount they are not eligible for the pre-assessment due to late receipt of
the claim form. Grant department will process their claim based on final assessment (%), that is,
balance of grant, not exceeding 90% of levy total.
3.2.3.4 Claim received after 30th September
When the claim received after 30th September they were not eligible for any assessment (both pre-
assessment and final assessment). Though the employer has paid the entire amount of levy amount
they will not get any grant amount under any circumstances due to late filing of the claim unless
and until Board approves to proceed further. In such cases system shall allow for specific
comments to be input to indicate reason for no payment (EG. NCR = No Claim Received). Any
exceptional grant payment that is allowed will only be subject to proper workflow authorization.
(a)
(b)
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3.2.4 Points Allocation Table
After receiving the claim and if pre-assessment if required will get processed and then assessment
will be processed though these process will be kept outside proposed system. After the assessment
is over user will update the points awarded to each employer in the point’s allocation table in THE
SYSTEM. There by THE SYSTEM will get updated with the summary points for each employer
and these points will be used for calculation of final balances of grants as well as future year
accruals.
3.2.5 Final Assessment
On the basis of the points awarded in Points allocation table for each and every assessment of the
employer, final assessment will be processed on the basis of total points awarded to the employer.
While processing the final assessment, pre-assessment percentage will be deducted and net amount
only be paid to the employer. Ex. If the employer is awarded 85% as final assessment and we
already paid them 25% as pre-assessment then the remaining of 60% only be paid to the employer.
If employer is assessed at say 95% on final assessment then final balance will be calculated as
90% less 25% pre-assessment =65% of total levy. The condition for 90% limit on payments will
apply in this case.
The final percentage (%) that is awarded is subject to approval by the Training Grants Committee
and will be based on the Grant Assessment Report which will include the Points Allocation table
that is referred to in section 7.2.4 above. Grant payments to a Method A employer will be closed
with the settlement of the final balance.
3.2.6 Tracking the Turnaround Time
In Method A system should track the turnaround time of each and every process from the date of
receiving the claim till the final assessment. Turnaround Times to be calculated in terms of number
of working days.
The following are the processes where turnaround time should be tracked:
1. Date of receipt of Claim
2. Date of payment of pre-assessment
3. Date of on-site field assessment
4. Date of completion of Training Data & Analysis
5. Date of completion of Grant Assessment Report
6. Date Report Checked and finalized for approval by Training Grants Committee
7. Date of Approval of final Grant percentage (%) by Training Grants Committee
8. Date of payment of final assessment (Balance of Grant)
In proposed system, provision will be given for calculating the Turnaround time for all type of
Grant Method i.e. Method A, Method B and Trade Union. And also turnaround time will also be
calculated for in processing the approval of courses for the Training Provider.
(a)
(b)
141
3.2.7 Training Data from Assessment Reports
Although the on-site assessment and the Grant Assessment Reports to employers will be kept out
of THE SYSTEM, certain data from these reports will need to be captured in THE SYSTEM, for
each employer, to allow for department and management specific reports to be generated through
THE SYSTEM. The fields that should be captured will include the following:
1. Employer ID
2. Employer Name
3. FNPF No.
4. Year of Claim
5. Industry
6. Company size ( that is, total population or total staff numbers)
7. Number of Actual Staff Trained
8. Numbers by staff categories ( i.e. A, B, C, D & Total)
9. Average Trainee Hours (by staff categories A, B, C, D & Total for all staff)
10. Points Allocation by ten assessment criteria (under the four phases of training)
11. Details of Training Types (these would include: In-house Training/ External Training/
Overseas Training/ on-the Job Training /Total Training Volume. Each training type to be
further sub-divided into total number of participants and total training hours)
3.3 Creation of Participation ID
In the proposed system we need to create the participation id for each participant, if there is an
already existing participant we won’t create the new record else we will be creating the new record.
System will be generating the unique id based on the combination of the training institute and their
registration no. Ex. NPTC 20101001, USP20108765. The following fields are to be added in the
participation master they are as follows:
1. Participation ID
2. Participation Name
3. Age
4. EDP No.
5. FNPF No.
6. Present Job
7. Place of Employment
3.3.1 Tracking the participant salary
As soon as each participant has been created in THE SYSTEM they need to attach these participant
under the employer master with their current drawn salary. And if there is any different in the
participant salary, we will update the salary details in this master, so that we can track the each
participant salary and while processing the claim system will automatically bring the salary from
(a)
(b)
142
this master and you can cross verify the salary what they have specified in the claim form, if there
is any huge variation in the salary, we can stop the processing the claim and ask them about the
variation. Hence system will have checks and controls while processing the claim.
3.4 Method ‘B’ Calculation
The objective of this Method is to encourage employers to train employees for specific occupations
without having a fully systematic approach to training. This will benefit generally the small and
medium sized organizations. In this Method employers will get reimbursed for training their
employees if the employers sponsors any short or award course to his employees in the form of
grant like daily grants, residential grant and travel grants. Though he will not claim the full amount
on the cost of the program, he will be entitled to get grant what NPTC specified grant based on the
employee salary range and other conditions.
Method B Grant is claimed using Grant Claim Form G2. These have to be completed for each
training. In each Claim Form all the names of participants that have attended the training must be
provided. As soon as a Method B G2 Form is received by the Grants department, in proposed
system a mail should be sent to the employer acknowledging the receipt of the form to their mail
id specified in the employer master.
The Employer Master will need to be updated by Grants separately as the employer contact persons
for Grant Claims and their emails would be different from those in the Employer Master, as created
for Levies. The details of Method B Contact persons for claims and their emails will be updated
from the G2 forms each time there is a change.
Method B Grants are to be calculated based on individual employer levies. Levy amount to be the
base amount only and should not include any other values such as arbitrary assessment or monthly
interest charged. Grant payments will be limited to maximum 90% of levy.
For calculation purposes, the 90% of 1st half and 90% of 2nd half of the same year are to be
calculated separately. Payments should commence against the 1st half levy even though the 2nd half
may not be received. However in any case the limit to be maintained at maximum 90% of levy.
Balance of Grants should be calculated upon each claim payment and should be carried forward
to the next transaction for the same employer.
The following are the specific conditions for grant payment for Method B :
1. Each day the trainee is away from his or her normal work to receive daily grant.
2. If the participant travels more than one hour from his normal work place to attain any
training course, he/she will be eligible for the residential grant.
3. If the cost of the return journey by bus transport is more than $2 then they can claim the
travel grants.
4. If the residential grant is paid to the participant for 2 or more day’s program, then travel
grant will be paid only at the beginning and end of the course. For one day course attracting
(a)
(b)
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residential grant travel return fare for same day will be paid. NOTE: Residential Grant for
one (1) day training will only apply to claims from 2010 onwards. For 2006 to 2009 claims,
one day residential grant will not apply. For 2006 to 2009 Claims, Residential Grants to be
calculated only for 2 days training or more.
5. If the participant travelling in airline, they can claim the full travel fare on submitting the
necessary evidence.
6. The employer should not have any levy dues before claiming for the grants. Note if 1st half
levy is received in March but second half is not paid till September (due date) and there is
a claim received in between this period then payment should be allowed, limited to 90%
of 1st half levy.
7. The due date for Method B claims is 15th January following the year of training. However
if the claim already received required further information or evidence may be submitted by
30th June following the year of training.
8. The courses offered by NPTC, USP, FNU and UOF are automatic approval entitlement.
Other course offered by the Training provider or other organization should be approved by
grant department before claiming for grant. NOTE: UOF courses not grant claimable in
the period 2006 to 2009.
9. In case of In-house training, participant attendance should be at least 3/4th of the total
number of days of approved training to qualify for grants. Grants for in house training will
be calculated on the basis of the number of days of attendance.
Example: If training was approved for 4 days and participant attended for full 4 days then grants
will be calculated for 4 days. If another participant attended for only 3 days then grants will be
calculated for 3 days only and not for 4 days. If another participant attended for 2 days then no
grants will be calculated for this participant as the 75% requirement on attendance is not met.
In calculating the number of days of attendance all half days will be considered so long as the total
number of days attended is tallying up to 75% or more.
10. If the participant attends the training program conducted by the training provider for both
in-house or external course and grant department will check the validity period of the
training provider, course and trainer if anyone the things has expired they won’t process
the claim and they will reject the claim.
(a)
(b)
144
3.4.1 Daily Grant
Daily grant will be entitled to the entire eligible person. The participant claiming for the daily grant
should attend each day of training program that will consists of at least six hours. If the training
program does not have the course duration of six hours a day then they are not eligible for the daily
grant. If the training program covers course duration in terms of hours and not in days, then grant
department will divide the hours with six hours and then take the rounded days for the calculation
of daily grant.
Ex. If the course duration is 20 hours then claiming for daily grant will be 20/6=3.33 rounded to 3
days.
Daily Grants will be calculated on the basis of number of days of training. Where the no of days
are specified, say in the NPTC Training Master, Method B In-house course Master or Training
Provider Course Master, the specified number of days of training will be taken. Where the days
are not specified these will then be calculated on the basis of specified course duration in hours,
where the hours will be converted to days. In some cases however this rule will not apply as there
may be a standard provision for number of days. These are as follows:
3.4.1.1 Local full time approved course
The participant who has attended any local full time approved course offered by USP, FNU, UOF,
for first semester daily grant will be paid on the basis of 46 days per semester. Here condition will
be each of the passed units will only be considered for calculation of daily grant. The payment will
be made proportionally for the number of units passed against number of units taken. Ex. In the
first semester though participant attends five units out of which he has passed three units in this
case daily grant will be calculated as (3/5)46=27.6 rounded to 27 days.
For second or subsequent semester flat $300 will be paid irrespective of how many units he/she
attends on which units passed. Here we won’t calculate what we have done in the above case. In
both the case the participants should attach the necessary evidence along with the claim form. And
also in both the cases No residential and travelling grants will be paid. These participants will be
only eligible for the daily grant.
3.4.1.2 Local part time approved course
The participant who had attended any local part time approved course offered by local training
institution, daily grant will be paid equaled to eleven days per unit per semester, based on five
attendance’s per week for a fourteen-week semester or as per proof of attendance records
submitted, provided the participant passes the unit.
3.4.1.3 Distance & Flexible learning programs
The participant who attends distance education course offered by USP, FNU and UOF will be paid
at the rate of 11 days per unit for the years 2010 onwards. NOTE: For the years 2006 to 2009,
Distance & Flexible Learning (DFL) programs offered by USP and FNU only are to be paid a flat
$75 per unit.
3.4.1.4 Approved Overseas Training
Any overseas training courses approved by grant are alone eligible for the overseas block grant.
(a)
(b)
145
For the years 2010 onwards, if the approved overseas training course will be the fulltime course
then flat grant of $2,500 per unit shall be paid on the passed units. And if the overseas training
course is a short term training course then a block grant of $1,500 per participant shall be paid. In
both the case grant will be paid off within the grant eligibility limit.
For the years 2006 to 2009, grant cover for overseas training will only be $1,200 for a maximum
of two participants per company and this would only be for short training overseas and there will
be no cover for full time studies overseas.
As changes will be expected in the overseas grants rates, THE SYSTEM features should be
adaptable.
3.4.1.5 In-house training programs
If the participant who attends the training program conducted by the training provider for in-house
and then grant department will check the validity period of the training provider, course and trainer
if anyone the things has expired they won’t process the claim and they will reject the claim. The
participant’s attendance is required for the grant payment. The daily grant will be calculated for
each participant based on the gross salary that the employer is declaring in the claim form.
3.4.1.6 Daily Grant Rates
Presently there are two sets of rates that will apply, that is:
a. for claims for the years 2006 to 2009 and
b. for claims for the years 2010 onwards
These Rates will change further in the next few years as the Grants Scheme gets reviewed. Also
there may be more complex changes requiring alteration to existing salary bands as well as rates
or inclusion of new salary bands and rates, hence configurable parameters for rates need to be set
to allow changes to be made at either selected user level or master setup depending on level of
complexity.
The table of Daily Grant Rates applicable to the years 2010 onwards is provided below:
Group Wage/Salary Range Per annum Daily Grant
1 Up to $6,000 $30
2 $6,001 – 9,000 $45
3 $9,001 – 12,000 $60
4 $12,001 – 15,000 $65
5 $15,001 – 20,000 $86
6 $20,001 – 25,000 $108
7 $25,001 – 35,000 $151
8 $35,001 – 45,000 $194
9 More than $45,000 $216
*Note this table should be flexible for given year as Regulatory changes are applied to this tables
(a)
(b)
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3.4.2 Residential Grant
Each night spent away from home if the training is given at a place more than one hour’s travelling
time away from the trainee’s normal work place is eligible for the Residential grant. The residential
grants will be provided for both full time and part time courses (e.g. for both full time and part
time award courses offered by NPTC). Residential Grant not allowed for any USP, FNU or UOF
courses. These will be allowed for training by others.
To calculate the number of days for residential grant, number of days will be equated to the number
of days for Daily Grant. That is, if daily grant is to be paid for 4 days then Residential Grant will
be calculated also for 4 days.
NOTE: application of Residential Grant for 1 day training will only apply for 2010 onwards. For
2006 to 2009 one day residential will not apply. For 2006 to 2009 claims Residential Grant to be
calculated for 2 days training or more.
If residential grant is claimed then the travelling grant will be paid only at the beginning and at the
end of the course.
The table of Residential Grant Rates applicable to the years 2010 onwards is provided below:
Group Wage/Salary Range Per annum Residential
Grant
1 Up to $6,000 $50
2 $6,001 – 9,000 $50
3 $9,001 – 12,000 $50
4 $12,001 – 15,000 $50
5 $15,001 – 20,000 $60
6 $20,001 – 25,000 $60
7 $25,001 – 35,000 $60
8 $35,001 – 45,000 $60
9 More than $45,000 $60
*Note this table should be flexible for given year as Regulatory changes are applied to this tables
These Rates will change in next few years. Also there may be more complex changes requiring
alteration to existing salary bands as well as rates or inclusion of new salary bands and rates, hence
configurable parameters for rates to be set to allow changes to be made at either selected user level
or master setup depending on level of complexity.
3.4.3 Travel Grant
Travel grant will be paid in addition to the daily and residential grant for each participant. The
participants eligible for the travel grant if the cost of bus fares including of the return journey is
more than $2. For calculating the bus fares, grant department currently maintain in the matrix
template, where cost of the bus travel applying between routes (city) will be updated. Based on the
(a)
(b)
147
routes i.e. starting point and ending point travel grant will be calculated. Starting point will be the
company location from where the participant commenced travel and ending point will be the venue
of training. For companies that have various outlets, the start point will be the place where the
participant is employed (place of employment).
There will be two ways of calculating the travel grant. They are as follows:
3.4.3.1 Travel Grant with Residential Grant
When the participant is eligible for the residential grant and If the course duration is of more than
one days course, participant eligible for one return journey (one starting and ending point) and he
is not eligible for travel grant daily.
Ex. If the course has duration of 10th March - 17th March though the participant is attending for the
eight days and claiming the full residential grant but restricted to one return journey.
3.4.3.2 Travel Grant without Residential Grant
When the participant is not eligible for the residential grant and if the course duration is of more
than one day’s course, participant is eligible for one return journey (one starting and ending point)
of number of days attended and he will be eligible for claiming the travel grant daily. Ex. If the
course has duration of 10th March - 17th March though the participant is attending for the eight
days and travel grant will be calculated as eight return journeys.
3.4.3.3 Travel Grant Rates – Master Record
The master record of standard rates will be provided by the Grants Department. As these may vary
frequently, THE SYSTEM should be set to capture the rates at different points in time as the rates
applied to claims will depend on the rates that were applicable at the time of training. If the Master
record of travel grants is kept to a fixed standard then there will be complications in picking up the
right rates at any given point in time. Hence parameters should be set in THE SYSTEM to capture
travel rates in the Master record at different points in time and for records to remain until such
time as all claims pertaining to that period are cleared. This effectively means that at any one point
in time the Master record should allow for multiple rates to be entered in the Master record for the
same distance and these should be differentiated by the dates when the rates became effective.
Also during claims processing parameters should be set to allow relevant rates to be picked up by
dates, at the times when these were applicable.
The following below is the data flow diagram of Method B process in grant department. They are
as follows:
(a)
(b)
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Processing and Payment of Method ‘B’ Grant
Clerical Officer Grants Grants Officer Accounts/Finance RetentionGeneral Manager
Corporate Services
START
Receive Claims
State Date Receive;
Commit Grant Payable
(Estimate)
File Claims in Claims
Receive File
1.Update
Commitment in
Excel sheet
Check Claims for
Completeness,
Training Evidence/
Additional Information
File Complete Claims
‘Grant Claims-In-
Process’ File
“Is Claim Complete”
Yes
Request Information
Lacking from Clients
“with blue copies”
No
Yes
“Is Claims TPAF or
Other Training Provider
or In-house”
Verify TPAF training with
Directorate Record, State
Cert. No.
Check Proof of Attendance,
State Grant Claimable/No.
of Days
Yes No
Calculate Grant Payable
using
“Grant Scheme 5 -Method B”
Rates
Check & Endorse Claim
Check & Endorse
Payment VoucherPayment Authorization
Post Approval in Sunsystem Raise Cheque
Write letter (2 copies) to
Employer
Check & Endorse
Payment Letters
Update relevant Files
Forward claim to AccountsForward claim to AccountsForward claim to Accounts
Cheque & Claim Received
Dispatch cheque & Letter
Reconcile Al relevant data &
Report to GO on a Monthly
basis
Refer Grants
Reconciliation
Procedures
(a)
(b)
149
3.4.4 Source of Training Details for Method B Claims
For claims processing THE SYSTEM should allow for training details to be sourced as follows:
1. NPTC Courses – from the NPTC Training Master
2. PPD Workshops & Training etc. – either from NPTC Training Master or from PPD records
in system for training not captured in the NPTC Training Master
3. USP Courses – training details to be input from Claims
4. FNU Courses – training details to be input from Claims
5. UOF of Courses – training details to be input from Claims
6. Other Training Providers - from Grants Training Provider Master
7. Method B In-House Courses – from Grants In –House Master
8. Method B Overseas Courses -from Grants Records – Overseas Block
9. Others (Unspecified) -training details to be input from claims
For NPTC Training and Method B In-House courses, THE SYSTEM should allow for training
records to be sorted by Employer to enable the user to select the relevant training pertaining to a
Claim when processing Method B Claims.
3.4.5 Method B Grant Calculation The Method B Daily, Residential and Travel Grants are calculated as follows:
Example 1:
Company Location (where participant employed) – Suva; Training held @ NPTC Narere;
Employee salary $12,500; Approved 5 days training; 2010 Rates applicable.
Daily Grant = 5 days $65 = $325
Travel Grants = $1.05 2 (Return Fare)5days =$10.50
Residential Grants = Not applicable
Total Grants in respect of participant = $335.50
Example 2:
Company location (where participant employed) – Lautoka; Training held @ NPTC Narere;
Employee salary $45,200; Approved 2 days training; 2010 Rates applicable.
Daily Grant = 2 days $216 = $432
(a)
(b)
150
Travel Grant = $14.75 2 (return fare) = $29.50
Residential Grant =2 days $60 = $120
Total Grant in respect of participant = $581.50
Example 3:
Company location (where participant employed) – Suva; Training held @ Company Location (In-
house- Suva Office); Employee salary $25,500; Approved 2 days training; 2010 Rates applicable.
Daily Grant = 2 days $151 = $302
Travel Grant = Not applicable
Residential Grant = Not applicable
Total Grant in respect of participant = $302
Example 4:
Company location (where participant employed) – Lautoka; Training held @ Company Location
(In-house- Suva Office); Employee salary $25,500; Approved 2 days training; 2010 Rates
applicable.
Daily Grant = 2 days $151 = $302
Travel Grant = $14.75 2 (return fare) = $29.50
Residential Grant = 2 days $60 = $120
Total Grant in respect of participant = $451.50
Example 5:
Company location (where participant employed) – Suva; Training Provider – USP, Suva; Training
type - Part-time/Semester based; Employee salary $12,000; 2010 Rates applicable.
Daily Grant = 11 days $60 = $660
Travel Grant = Not applicable
Residential Grant = Not applicable
Total Grant in respect of participant = $660
3.4.6 Calculating Method B Claim Total & Monitoring Available Balance For grants calculation purposes: the training year = Claim year = levy year. While processing
claims each of these should be checked so that claims are paid out of the correct years levy.
Method B Grants is calculated for each participant attending an approved training. In each claim
grants will need to be calculated for each participant and then tallied to get the claim total. If in a
claim there are 10 participants listed then there will be ten different sub totals. All of these will
have to be added to get the claim total.
(a)
(b)
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The claim total is then matched against the available levy balance of the employer for the year of
claim to determine eligibility for payment. Where there is sufficient balance available to meet the
grant (claim) entitlement then the claim will be paid on the basis of the entitlement or calculated
amount. If the balance of levy available is not sufficient to meet the claim entitlement then the
claim will be adjusted to the available balance. For example: If the calculated value on the Claim
is $540, but the available balance out of which this can be paid is only $500, then the claim will
be settled only at $500.
The available balance out of which claims can be paid under Method B is limited to 90% of the
individual employers levy. The available balance needs to be checked before a claim value is
finalized for payment. The available balance for each employer needs to be monitored in THE
SYSTEM, for both the 1st and 2nd half levies. These need to be monitored on payment of each
claim to an employer.
THE SYSTEM must provide an automatic check on the available levy balance following payment
of the last claim to an employer. This information should be readily available and THE SYSTEM
should block any payment after exhaustion of the 90% available limit to an employer. If an
employer has only paid one half levy and claims are processed for payment against this amount
then THE SYSTEM should block payments to the employer as soon as 90% of this half is utilized.
THE SYSTEM should automatically update the Method B Claims records for all exhausted
accounts. In showing this the words ‘Grants Exhausted’ should be automatically picked up by THE
SYSTEM for input into the claim with which this was exhausted.
3.4.7 Incomplete Method B Claim A Method B Claim will be incomplete if the following are not in the Claim:
1. Course Title
2. Course Date(s)
3. Participant’s Name
4. Participant’s Salary
5. Participant’s place of employment
6. No Employer Authorization for Claim (Not signed)
7. No Employer Authorization for Participant’s Salary (Not signed)
8. No Training Evidence
System should not allow for an incomplete claim to be processed for an Actual Payment Amount.
However system should allow an incomplete claim to be assigned an estimated value until such
time as it is ready to be cleared as payable at which point in time an actual payment value should
be automatically picked up by THE SYSTEM. To proceed with an incomplete claim that is already
in THE SYSTEM and has an assigned estimated value, the estimated value must be reversed.
(a)
(b)
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3.4.8 Training Evidence for Method B Claims Training Evidence will comprise of any one of the following:
1. Course Certificate
2. Letter of Confirmation from Training provider
3. Result Transcript/Notice
4. Attendance Record
5. Others
THE SYSTEM should provide options to select for training evidence (for standard letter advising
– No payment). When training evidence option is selected, for claim processing, THE SYSTEM
should check if the evidence is acceptable or okay for proceeding. If okay then claim processing
should continue. If not acceptable then claim processing should be blocked until this is cleared. If
blocked THE SYSTEM should allow for comments to be inserted indicating the reasons for
evidence not being acceptable and the follow up required.
3.4.9 Method B - Accrual basis for recognizing expense & Provision adjustments
All Method B Claims will be recorded in THE SYSTEM as commitments. As each claim is input
into THE SYSTEM it will calculate the grant payable. For complete claims the worked out value
will denote the value for payment. For incomplete claims however THE SYSTEM will not be able
to work out a fixed claim value. In the case of incomplete claims THE SYSTEM should allow an
estimated value to be input so that there is an available commitment value at month end. THE
SYSTEM should therefore have provision for an actual value to be picked up by THE SYSTEM
or for an estimated value to be input directly. THE SYSTEM should be set up to reverse an
estimated amount with the actual value once this is calculated with the claim being complete. The
authority for reversal to be given to the officer who inputs the claim. At each month – end the total
value of all claims received (paid and unpaid) will then provide a total amount that can be
recognized as expenditure for the month. The accrued portion or the estimated values for claims
received and unpaid can then are used to adjust in the Sun system the Provision for Grants. This
then will be the basis for adjusting any grants expenditure or existing provision.
3.4.10 Method B In-house Courses
These are courses that are conducted internally by companies for their own employees. Method B
Employers can apply to NPTC for approval of In-house Training. These applications are processed
by Grants and in some cases these may be referred to NPTC Training Departments or outside for
assessment.
The assessment part of applications will be kept out of THE SYSTEM. However all application
details, that is, Daily log record of training applications and Course Master for approved training
will be kept in THE SYSTEM. The details of approved training in the Method B In-House Course
Master will be available for selecting approved training and relevant details for processing Method
(a)
(b)
153
Grant Claims. The Method B In-House Log Record will maintain a complete record of all
applications received and relevant processing details.
As soon as an application is received by the Grants department for in –house approval, in proposed
system a mail should be sent to the employer (applicant) acknowledging the receipt of the
application to their mail id specified in the In-House Log Record. The email of the contact person
for in-house training application will be different from that for Method B Grant and hence should
be picked up from the In-House Log Record.
3.4.11 Overseas Training Approval for Block Grant
These are courses that will be held overseas and will be sponsored by the Method B Employer for
its own employees. Method B Employers can apply to NPTC for approval of Overseas Training
in two categories, that is, full time studies or short training. These applications are processed by
Grants and in some cases these may be referred to NPTC Training Departments or outside for
assessment.
The assessment part of applications will be kept out of THE SYSTEM. However all application
details, that is, Daily log record of training applications and Course Master for approved overseas
training will be kept in THE SYSTEM. The details of approved overseas training will be available
for selecting approved overseas training and relevant details for processing Method B Grant
Claims. The Overseas Training Log Record will maintain a complete record of all applications
received and relevant processing details.
3.5 Trade Union
A limited number of grants not exceeding a total budgeted amount for the year, these claims will
be processed on first come first basis to the extent of the total fixed amount. Every year this amount
may or may not be varied, currently the amount has been fixed as $10,000. This amount will be
paid to the respective Trade Unions to meet the wages of their members during the period in which
they are required to attend a trade union course of training or seminar. Whilst FTUC and FICTU
would claim for Trade Union Education Grant on behalf of their members, individual unions not
affiliated to the FTUC and FICTU may apply directly to the Authority for consideration.
The criteria for paying the claim in this method are if the trainees have lost salaries or wages during
the period of training and they should provide the evidence i.e. copy of training certificate and
employer confirming that absence was on leave without pay and amount of salary lost during the
training period. This grant cannot be utilized if employees are on paid leave during the training
period. The due date for all the claims is 15th January following the year of training. The last date
for submitting outstanding evidence in case of an incomplete claim is 30 June following the year
of training.
Trade Union Education Grant is claimed using a standard Grant Claim Form. These have to be
completed for each trainee separately. As soon as a Trade Union Education Grant Claim Form is
received by the Grants department, in proposed system a mail should be sent to the Union
(Confederacy) acknowledging the receipt of the form to their mail id specified in the Claim Form.
(a)
(b)
154
3.6 Training Provider
Every training provider in FIJI has to apply to NPTC for the registration to conduct the courses
which are eligible for grant claim. They will apply for the specific program by paying the
application fees to the NPTC, after then grant department will process the application and they go
through the application and check whether they are eligible for approval. Grant department will
evaluate the training provider that will be kept outside THE SYSTEM, after successful evaluation
if they are qualify for the training, we will bring that in THE SYSTEM by creating the course
master for the those providers with expiry date for courses.
When training provider will forward the application to the grant department for applying any
course or renewing the course, in the proposed system grant department will create the pro-forma
invoice to the provider. If the provider has not paid the application fees, their application will not
be processed.
The following are the application fees will be charged from the training provider. They are as
follows:
Type of Application Fee
On-going course $60 per course
Short, one-off training (between 1-5 days) $50 per course
One-off training which is to be held more than
1 week
$50 per course
Approved short duration program where the
Training provider seeks approval on additional
days of training
$10 per course
Additional Trainers $10 per application
When the Method B claim is received from the employer towards training provider program, grant
department will check it from register whether that training provider is an approved one and they
will check the validity period of the course and also they will check the whether the authorized
trainer has conducted the course, these detail currently grant department is manually tracking the
each training provider.
In the proposed system as soon as training provider is approved to conduct any program, we will
be creating the course master, in which following are the mandatory fields to be entered. They are
as follows:
1. Training Provider Code
(a)
(b)
155
2. Training Provider Name
3. Training Provider File Ref (19/6/no. series)
4. Course Subject Type/ Category
5. Approved Course Title(s)
6. Start Date
7. End Date
8. Approved Course Duration Hours
9. Approved Course Duration Days
10. Approval Period/Application Type
11. Approval date
12. Year of Approval
13. Approved Trainer(s) Name
14. Approved Trainer(s) Start Date (dd/mm/yyyy)
15. Approved Trainer(s) End Date (dd/mm/yyyy)
16. Comments
As soon as we update these details in the course master and while processing the Method B claim
when we select this training provider and course detail, system will check all the condition (which
you are manually tracking) if the conditions are satisfied, then only system will allow proceeding
further process.
The following are the mandatory fields to be entered for the In-House training course master. They
are as follows:
1. Employer Code
2. Employer name
3. Approval Code
4. Course Classification (E-learning, CBT)
5. Course Subject Type/Category (e.g. Management/Customer Service/ IT)
6. Course Title
7. Approved Course duration Hours
8. Approved Course duration Days
9. Approved Date(s) of Training
10. Approval Code (e.g. IH000001)
11. Month of Training Approval
12. Year of Training Approval (yyyy)
13. Approval Period General (e.g. 6 Month)
14. Approved Trainer
15. Approved Trainer(s) Start Date
16. Approved Trainer(s) End Date
17. Comments
(a)
(b)
156
3.7 Log Book about training provider
When the training provider is applying for any course or renewing any existing course, they will
be routed through the grant department. After receiving the application grant department will send
the application to the concern NPTC training department for evaluating the provider. Grant
department will have regular interaction with training provider and NPTC training division.
Currently all these interactions have been through mail only. Hence grant department if they want
to know anything or want to update something they need to track the old mails about the training
providers.
In the proposed system there will be like log book, any interaction happening between training
divisions (NPTC), training provider and grant department will be updated manually by the users.
In the log book fields are to be designed according to the needs of the grant department. As soon
as we update the information about any application for the training provider, both internally
(Training division) and externally (update from provider), we can get any information in the log
book by applying the filter, we will get the ready information.
As soon as an application is received in the Grants Department from a Training Provider for course
approval for grant claim purposes, in the proposed system a mail should be sent to the Training
Provider acknowledging the receipt of the application, to their mail id specified in the Log Record.
Format for this shall be provided by Grants.
3.8 Trainer details
The Training & Productivity Authority of Fiji registers Trainers. All categories of the training staff
may apply to be registered with NPTC and these trainers will be registered only upon application
after paying the necessary fees to the authority. Training staff will be registered either as Training
Officer, Training Instructor or Resource Professional. A Training officer is someone who manages
the entire training process in an organization. A training Instructor is a person who spends most of
the time preparing, delivering and evaluating training program. A resource professional is a line
employee who may be called upon to deliver training every time there is a need for relevant
training. And grant will forward the trainer application to concern training division of NPTC for
evaluating the trainer. As soon as the training division assessed those trainers they will send the
result to the grant department for further process.
Training staff will be registered twice in a year, in March and in October. All applications must be
received by 31st January for the March registration and by 31st August for all registration in
October. Grant department as soon as receives the application form the trainer, in the proposed
system they will be generating the pro-forma invoice and after paying the necessary fees the trainer
application will be processed..
In the proposed system evaluation of the trainer will be kept outside system and only results will
get updated in THE SYSTEM.
(a)
(b)
157
As soon as an application is received by the Grants department for Trainer Registration, in
proposed system a mail should be sent to the Applicant acknowledging the receipt of the
application to their mail id specified in the Trainer Registration Log Record.
The following are the Trainer application fees (effective from 2010):
Training Officer - $115
Training Instructor - $86
Resource Professional - $35
The cost of renewing registration upon expiry shall be as follows (effective from 2010):
Training Officer - $92
Training Instructor - $69
Resource Professional - $28
Trainer Registration Certificates are printed by the Grants Department on pre-printed company
certificates for approved trainers. Format for this will be provided by Grants for Certificates to be
printed from THE SYSTEM. Trainers seeking a replacement Certificate of Registration may apply
to the Authority and can be issued a replacement Certificate upon payment of the necessary fees.
The fees for this will depend on the company policy at the time of such application.
3.9 Levy/Grants Awareness – Record of Training
The proposed system should have the provision to input details of these training into THE
SYSTEM without having to go through the elaborate enrollment process for training conducted
by NPTC Training Departments. These training do not attract any fees and some of the mandatory
field requirements for NPTC Training Department Courses (such as Date of Birth of Participants)
will not be met here.
Data input access to this module should be restricted to the Grants Department.
Fields Required -
1. Name of Program
2. Date of Program (DD/MM/YYYY)
3. Start Time (e.g. 8.30am)
4. Finish Time (e.g. 12.30pm)
5. Duration (Hours)
6. Program Venue
7. Participant ID
8. Name of Participant
(a)
(b)
158
9. Name of Employer
10. Employer FNPF No.
11. Employer Category (e.g. Method A or Method B)
12. NPTC Department
13. Certificate (e.g. Issued/Not Issued)
14. Grant Claimable (e.g. Approved/Not Approved)
This training will also be conducted for NPTC staff, hence employer in this case will be NPTC
and the Department needs to be noted.
3.10 Tracking the Turnover Time
3.10.1 Turnover Time for Method B and Trade Union Claim
Turnaround time for Method B claims to be tracked from the date of receiving the claim till the
final payment. The following are the processes where turnaround time should be tracked:
1. Date of receipt of Claim
2. Date of receipt of complete claim where claim was received as incomplete
3. Date when claim was processed
4. Date when claim was approved for payment
5. Date when claim was paid
THE SYSTEM should track the turnaround times as follows in terms of number of working days:
1. Time taken to process complete claims
2. Time taken to process incomplete claims
3. Total time taken to turnover complete claim from date of receipt to payment date
4. Total time taken to turnover incomplete claim from date of original receipt to payment date
5. Total time taken to turnover incomplete claim from date of receipt of complete
information/evidence to payment date
3.10.2 Turnover Time for Application of Training Provider/In-house/Overseas
In the proposed system the Turnaround times of applications should be automatically calculated,
in terms of number of working days, as well as converted to months, where one month is equal to
20 days, for the following dates:
(a)
(b)
159
1. Date application received – Date fees received
2. Date application received – Date application checked
3. Date application received – Date Training Provider advised of additional requirements
4. Date application received – Date of complete application
5. Date application received – Date Training Checklist compiled by TAO
6. Date application received – Date Training Checklist endorsed by GO
7. Date application received – Date Application submitted to Training Department for
assessment
8. Date application received – Date Application received from Training Department
9. Date application received – Date Clarifications sought from Training Department
10. Date application received – Date Feedback received from Training Department
11. Date application received – Date Checklist completed for Grants comments & signed by
TAO
12. Date application received – Date Checklist comments endorsed by GO
13. Date application received – Date application referred to TGC
14. Date application received – Date approved by TGC/or otherwise
15. Date application received – Date of Letter of Approval /or otherwise
16. Date application received – Date letter faxed/Emailed
17. Date application received – Date letter posted
18. Date application received – Date fees received
3.10.3 Turnover Time for Application of Trainer Registration
In the proposed system the Turnaround times of applications should be automatically calculated,
in terms of number of working days, as well as converted to months, where one month is equal to
20 days, for the following dates:
1. Date application received – Date fees received
2. Date application received – Date application checked
3. Date application received – Date Trainer advised of additional requirements
(a)
(b)
160
4. Date application received – Date of complete application
5. Date application received – Confirmed Date of Workplace Assessment
6. Date application received – Date Training Checklist compiled by Grants (TAO)
7. Date application received – Date Trainer Assessment Report received by TAO
8. Date application received - Date Trainer Assessment Report finalized by Grants (TAO/GO)
9. Date application received – Date application referred to TGC
10. Date application received - Date application approved by TGC/ or otherwise
11. Date application received – Date of Notification of Approval (to successful applicant
only)
12. Date application received – Date of Formal Advise to Unsuccessful Applicant
13. Date application received - Date Letter faxed to Unsuccessful applicant
14. Date application received - Date Letter posted to Unsuccessful applicant
15. Date application received - Date Certificate Raised ( for successful applicant)
16. Date application received - Date Certificate Signed
17. Date application received - Date of Letter of Approval (to successful applicant only)
18. Date application received - Date Letter of Approval Faxed/ Emailed
19. Date application received - Date Letter of Approval Posted
3.11 Financial Implication
In the new system, accruals will be calculated automatically based on the points allocated to the
employer’s. The user has to select the year on basis of the points awarded to the particular year
accruals will be calculated automatically.
3.11.1 Method A
For Method A before starting of the new financial year, Grant department will calculate the
accruals based on the previous or past year awarded points with some buffer percentage by which
they will calculate the budgeted grant payment for the year. These amounts they will apportion
into 12 months and account for it every month. At this point of time they will book the budgeted
amount as the accrued actual expenses, so they will pass the following entry:
At beginning of the month
(a)
(b)
161
Grant (Expense A/c) A/c Dr
To Provision A/c
When claims are approved (For Pre-assessment & Final assessment)
Provision A/c Dr
To Employer A/c
At stage of grant payment to Employer
Employer A/c Dr
To Bank A/c
Currently these are entries that will be passed on the different occasions. Finally at year end, grant
department will reconcile the provision a/c, grant a/c (Expense) and Employer a/c and they will
pass the final adjustment entry pertaining to that year and close the year transaction.
Grant department will continue in the same way, that which is currently practiced in the existing
system and will continue to do the same in the proposed system.
3.11.2 Method B
In Method B Grants will be calculating the budget amount before starting the new financial year.
This amount they will apportion into 12 months and account for it every month as the accrued
expenses.
The following are the entries will be posted. They are as follows:
At beginning of the month
Grant (Expense A/c) A/c Dr
To Provision A/c
When claims are approved (For Payment)
Provision A/c Dr
To Employer A/c
At stage of grant payment to Employer
Employer A/c Dr
To Bank A/c
(a)
(b)
162
During the year the expenditure for Method B Grants is recognized as the amounts that are
apportioned on a monthly basis as per the budgetary allocation. At year end, with the final
reconciliation of Method B grant the Grants department will reconcile the provision a/c, grant a/c
(Expense) and Employer a/c and they will pass the final adjustment entry pertaining to that year
and close the year transaction. In doing so, they will update the expenditure and provision accounts
to reflect outstanding commitments.
Grant department will continue in the same way, that which is currently practiced in the existing
system and will continue to do the same in the proposed system.
The only difference, however will be that, if THE SYSTEM assigns estimated values to all
outstanding claims (incomplete claims) and a monthly total of these can be picked up then the
expenditure and provision amounts can be easily reconciled each month to the total value of all
commitments (claims received) and will not have to apportion against the budgeted value. The
accounts for Grants will be maintained on accrual basis.
3.11.3 Trade Union
For Trade Union Education Grant, a fixed amount by budgetary allocation is apportioned each
month to recognize the expenditure and current liability. Currently this is kept fixed at $10,000
and in the existing system, the following entries are recorded:
At beginning of the month
Grant (Expense A/c) A/c Dr
To Provision A/c
When claims are approved (For Payment)
Provision A/c Dr
To Payee A/c
At stage of grant payment to Trainee/Union
Payee A/c Dr
To Bank A/c
During the year the expenditure for Trade Union Education Grant is recognized as the amounts
that are apportioned on a monthly basis as per the budgetary allocation. At year end, with the final
reconciliation of Trade Union Grant the Grants department will reconcile the provision a/c and
grant a/c (Expense) and Payee a/c and they will pass the final adjustment entry pertaining to that
year and close the year transaction. In doing so, they will update the expenditure and provision
accounts to reflect outstanding commitments.
Grant department will continue in the same way, that which is currently practiced in the existing
system and will continue to do the same in the proposed system.
(a)
(b)
163
The only difference, however will be that, if THE SYSTEM assigns estimated values to all
outstanding claims (incomplete claims) and a monthly total of these can be picked up then the
expenditure and provision amounts can be easily reconciled each month to the total value of all
commitments (claims received).
3.12 Reports- the following are reporting requirement
1. Training Plan Approval Letter
2. Acknowledgement Advice/ letter for Additional Information for Training Plan
3. Acknowledgement Advice/letter for Training Plan Variations
4. Advice/Reminder Letter for Training Plan
5. Advice/Reminder Letter for Grant Claim
6. Method A Estimated Payments (Accruals)
7. Method A Status Report
8. Method A Grant Report
9. Method A Monthly Progress Report
10. Method B Payment Advice
11. Method B - No Grant Payable (i.e. No-payment Advice)
12. Method B Standard Reminder Letter/Advice for incomplete claims
13. Method B Status Report
14. Method B Turnaround Time of Claims Report
15. Method B Comparative Period Report
16. Monthly Method B Claims Report for Apprenticeship Training
17. Method B Standard Report – Levies & Grants Distribution
18. Trade Union Education Grant - Payment Advice
19. Trade Union Education Grant - No Grant Payable (i.e. No-payment Advice)
20. Trade Union Education Grant Status Report
21. Trade Union Education Grant Turnaround Time of Claims Report
22. Trade Union Education Grant Comparative Period Report
23. Standard Letter of Approval for Training Providers
(a)
(b)
164
24. Importing Training Provider Records into Excel
25. Standard Letter of Approval for In-House
26. Importing In-House Training Records into Excel
27. Overseas Training Approval for Block Grant
28. Notification of Approval- Trainer Registration
29. Trainer Registration- Letter of Approval
30. Trainer Registration - Trainer Registration Certificate
31. Trainer Registration - Importing Trainer Registration Records into Excel
(a)
(b)
165
4 Web Portal
4.1 Student Login
Award students or those doing long course will have the web portal login to access the following
detail. This student login is not applicable for the student doing the short courses at NPTC.
Every student will have their own ID and password to access the web portal. If the student forgot
their password the moderate will give access or change the password.
4.1.1 Student Profile
Student can view their profile and also they can edit the following fields/information.
1) E-mail
2) Marital Status
3) Correspondence Address
4) Resident Address
5) Phone No.
6) Mobile No.
Other information the student can only view the detail and he can’t modify the information. Those
are First name, Surname and Date of Birth.
4.1.2 Student Academic activities
Student also access their academic detail those follows
1) Course and units
2) Statement of accounts
3) Fees dues
4) History
5) Feedback
6) Grading
7) Complaints
8) Transcript ( with water mark)
Student can view which course applied and which units. And he can view the statement of accounts
reports to check the financial transaction between the student and NPTC. If he has any due and
those due also display to know if the student has any dues. And also he can view whatever course
(a)
(b)
166
he studied/completed from NPTC so far. Students should be able to download assessments, notes
and other announcements.
Student can give his feedback through online. THE SYSTEM will capture which student given the
feedback and based on the feedback the department can improve their course delivery or other
services better.
He can view his grading based on the assessment details and also the assessment result. The student
can also raise any type of complaints through his login. THE SYSTEM will capture those
complaints for further analysis.
Finally he can view his transcript with water mark will be there in the background of the certificate.
The student should not use this transcript for any official usage.
All the above are the student can only view from THE SYSTEM. He doesn’t have rights to modify
those details.
4.1.3 Online Assessment
The student can submit their assessment through online to the tutor. There should be the deadline
or cut-off date within that time the student has to upload his assessment otherwise THE SYSTEM
never allow or never accept the assessment. This will be verified by the tutor by tutor logins.
4.1.4 Discussion Forum
Forum is the place for discussion where student can interact with tutor. Tutor can circulate any
official news in the forum where student can view and reply it.
4.1.5 Application for Enrolment
Any existing student can apply for new course in any department. So he can fill the application
form for the enrolment through online. Enrolment will extend to re-sit, amendments and re-issue
of materials.
4.1.6 Withdrawal
Student can send the withdrawal request through online. He has to mention the course with units
which he withdrawal. Student cannot withdraw from course or unit after the withdrawal date.
4.1.7 Hyperlinks to other related sites
Few hyperlinks will be added to the student login.
4.2 Tutor Login
Every tutor will have the login and he can access his time table schedule. And he updates the
student attendance and assessment details.
4.2.1 Time Table
The tutor can view his own timetable. This will be scheduled by the department based on the
prerequisite.
(a)
(b)
167
4.2.2 Students Assessment
Students will have provision to upload their assessment detail the tutor can receive the assessment
file from student and they will assess those detail and update to the student. For TAFE course the
tutor will send those assessments to the TAFE directly.
4.2.3 Student Attendance to updated
Tutor can update the attendance detail about the student based on the course and units.
4.2.4 Forum
Forum is the place for discussion where student can interact with tutor. Tutor can circulate any
official news or any assessment related in the forum where student can view and reply it.
4.2.5 Facility to upload files
The tutor can upload any document of files to the students. There will be a provision the tutor can
upload any files to the forum.
4.2.6 Tutor Complaints
Tutor can log a complaint. From department side they can check the complaints and based on that
they can improve their services.
4.2.7 Hyperlinks to other related sites
Tutor can also have hyperlinks on his login. This will be updated by the moderator.
4.3 Employer Login
Employer will have the login to access the company profile.
GRANT:
4.3.1 Status of claims paid
Employer can view his submitted claim status online.
4.3.2 Training provider’s approved courses
Employer can view all the training providers and their approved course. And they can check the
training providers are eligible for the grant from NPTC
Levy:
4.3.3 Company Profile
Employer can access their company profile they won’t have rights to change any information. Just
they can view their profile.
(a)
(b)
168
4.3.4 Assessment form
Online assessment will be filled by the employer and he can submit through that.
4.3.5 Accounts Details
Employer will access their account details such as statement of account.
4.3.6 Progress of assessment details
Those employer falls under the arbitrary period category can view their progress details.
4.3.7 Online Payment
Employer can pay their levy payment through online.
4.4 Moderator Login
Moderator will be most responsible login. And he can track the form and he has full rights to block
any student login and any issues rose in the web portal he will handle it.
4.5 Dash Board
Departments will have target for every year which will be based on courses, location (branch),
number of participants and revenue. Based on these details Department heads wants a dashboard
which shows the target and what currently achieved by them by graphical representation. This will
help them to understand the current situation and also make the decision to achieve the target.
Gadgets need to demonstrate the performance of the department (Revenue, number of participants,
number of courses, efficiency, customer satisfaction, and trainer competence). Actual compared
with targets to reflect the outcome of each gadget.
(a)
(b)
169
5 Financial Systems Management
5.1 Student Management
5.1.1 Pro-forma Invoice
The entire training department in NPTC will be linked together and it will be the centralized
database and any department can see any student’s record’s and details. After Enrolment process
is get over in the SYSTEM, system will generate the Pro-forma Invoice where course, course and
unit details with total amount will be specified. During this stage this will not be revenue to NPTC.
But currently after raising the invoice we will consider this as revenue to NPTC. When private
student has enrolled for any courses, pro-forma will be raised against the student account and when
any company is sponsoring the private student, pro-forma will be raised in the company’s name.
When FNPF is sponsoring any private student, pro-forma will be raised in the student’s name not
in FNPF name.
5.1.2 Actual Invoice
After receiving the pro-forma invoice, those student who fulfills the financial payment terms i.e.
brings the confirmation letter from FNPF, Employer Sponsor, Other Sponsor, Agreement between
the NPTC and student and those private student pays the cash on their own. On getting the financial
payment commitments, then only Accounts department will convert the Pro-forma invoice into
actual invoice, during this stage only we will be recognized this as our revenue and necessary
revenue account will gets credited.
So if any department creates as many pro-forma invoice it won’t mean all will be consider as the
income, only those student or company is willing to pay against the pro-forma invoice will alone
be consider as our income.
5.1.3 NPTC Staff Board Sponsor
NPTC Staff Board sponsor motivates its Employee’s and their relatives to attend the training
course to enrich their knowledge. For which if any NPTC Employee’s or their relatives enrolling
for any short term courses after getting prior approval letter from the NPTC Staff board, they will
pay only 60% of the course fees and remaining 40% will be sponsor by the staff board. In the
SYSTEM, if any training department enrolls them towards any short courses, system will generate
two invoice for these student’s i.e. system will create Invoice number as 100-A and 100-B instead
of 100 and 101. There will be separate field will be captured in the Student master where we will
be capturing the NPTC employee code by which we can get who all the employee attends the
course during the year.
5.1.4 FNPF Invoice
In the proposed system, Account department needs the validation of those student enroll for any
course to be funded by FNPF then in the student master, Student FNPF number or his/her parent’s
(a)
(b)
170
FNPF number should be filled or captured and if those detail is not found in the student master,
then system should not allow them to proceed further unless and until they provided the necessary
FNPF number.
When student gets the approval letter from FNPF and then we will raise the actual invoice to the
student. In this case, though we get the conformation letter from FNPF for funding the course we
will be debit the student account for the course amount and additionally we will be capturing the
mode of payment as FNPF.
Periodically FNPF will be sending the batch wise payment to NPTC, in those batches it will list
out Student ID and amount. Currently Accounts department manually entering these batch
information in the journal and manually applying the receipts against the invoice. What they want
in the proposed system, we will be creating the pre-defined template in the SYSTEM where you
need to convert the batch detail in excel and import into system and after running the validation
report where system will automatically select the student and search for the FNPF invoice and will
apply the receipt against the invoice and then you can post the receipts.
5.1.5 Student Receipts
In THE SYSTEM the entire student receipts of both cash and cheque will get posted. Student can
make payment of the receipts in the entire NPTC branches, for easy reconcile and tracking the
branch activities; every branch will have their separate journal batch with different running number
series (document number). Hence by seeing the document number, Finance department can easily
identify the transaction pertaining to which branch it is.
In the proposed system while receipts, Accounts department needs the validation for payments
against the receipts. At that situation cashier needs to compulsory apply the receipt against the
invoice, unless and until, if he/she not applies against the invoice they can proceed further to post
the transaction.
5.1.6 Withdrawal
Any student wants to withdrawal from course the following rules will be applicable. And he has
to fill the withdrawal form and if amount sponsored from FNPF it has to refund to FNPF.
WITHDRAWAL PROCESS
(a)
(b)
171
The withdrawal rules follows,
Fully refund shall be given for withdrawals made 7 or more days before the commencement
of the course.
A 20 % administration cost shall be charged for withdrawals made less than 7 days before
the commencement of the course.
There shall be no refund after attendance of more than 25% of a course that runs for more
than two days.
There shall be no refund for withdrawals after the commencement of 1 or 2 day course.
Only 50% of the course fee shall be refundable for non-attendance after the commencement
of the course.
In addition to the above rules, withdrawal will be classified into following two types. They are as
follows:
5.1.6.1 System Generated Batch Withdrawal
In the proposed system, Accounts department wants to know those courses which not have
minimum strength of students and after consulting with the respective departments, they don’t
want to manually withdrawal the student from the batch and it should be system generated
withdrawal of students for the particular batch. They need a provision to see in the Student Ledger
entry, whether the withdrawal is happening manually by the student or its THE SYSTEM
generated withdrawal.
(a)
(b)
172
5.1.6.2 Withdrawal by Student
In the proposed system while student comes for withdrawal for any course, system will check the
withdrawal course batch start date and it will compares to the date of withdrawal and then NPTC
withdrawal policy comes into place by which refund amount will get calculated automatically after
deducting the necessary admin charges (if required) based on those configurable rules in THE
SYSTEM.
Student will have the provision to login to web portal and fill in their withdrawal form. The request
will be processed by individual departments and posting routines will be handled by Accounts
department.
5.1.7 Refund
In the proposed system if the student has withdrawal from any course, system will checks whether
the original invoice amount if funded by FNPF, if so amount will not get credited to student
account it will be refunded to FNPF. If he is the private student and has his own funding then
amount will be credited to the student account.
5.1.8 Fund Transfer
Fund transfer currently handled by the finance department under approval from the respective
department heads.
Any student can transfer their amount to any courses if they have the surplus amount in their
account without passing any journal entry. Even some time if the student wants to transfer his
amount to his friends or relative or whom he/she nominates it requires additional journal entry to
be passed debiting the original student and crediting his nominee student account.
5.1.9 Reports
The following are the Financial Reports required. They are as follows:
1) Aged Debtor Report A – Full Detail Report
2) Aged Debtor Report B – Summary By ID
3) Cash Flow Report
4) Outstanding Statement Report
5) Receipt Report
6) Daily Banking Record
7) FNPF Batch Summary
8) Revenue Report
9) Revenue Summary Report
10) Student Withdrawal/Refund/Non Class List-Part Payment
11) Report By Unit
12) Student Statement Format
(a)
(b)
173
13) Sponsor Student Statement Format
14) Student Invoice Report
15) Total Receipt Report
16) Total Invoice Generation By Department Report
5.2 General Ledger
5.2.1 Chart of Accounts
The Vendors, Customers, Employees & Fixed Assets will be part of the sub ledger & therefore
these will not be part of the Chart of Accounts.
5.2.2 Dimensions
Following dimension codes will be created
T1
T2
T3
Dimension code T1Company
Value Name Explanation
10 Suva
20 Narere
30 Namaka
Dimension code T4
Value Name Explanation
100 Fin & Administration
200 Purchase & Operations
300 Sales
400 Product Development
Dimension code T5
Value Name Explanation
1010
Advanced Diploma of Quality
Management
1020 Advanced Accountancy
1030 Diploma In Quality Management
(a)
(b)
174
5.3 Cash Management
5.3.1 Bank accounts
At present NPTC Group is transacting through various banks:
All the banks are being operated in FJD currency.
Bank account cards will be created manually in the Development phase. On the Bank card you fill
in the Bank account number, Currency code and Bank account posting group i.e. integration with
GL-Chart of Accounts.
Most entries on Bank accounts will be made by Cash receipts and Payments Vouchers. Special
journals can be created for that.
5.3.2 Payables The grant invoice should be match with the claims. PO will be done during the invoice booking
by the Purchase bill booking user.
The manual invoices can be booked for the expenses by going to Financial
ManagementPayables Invoice. Authorization levels are available in the base product for
Purchase and Sale transaction.
Cheque Payments
Cheque payments can be recorded in the Payment Journal. The Suggest Vendor payments batch
job creates lines that meet selections you enter (Items on –hold are not selected). Lines can be
viewed and deleted, if the user does not want the payment to be done.
Manual Application
Payments can also be reconciled manually in the Payment Journal and other General Journals.
Payments (such as pre-payments) can also be applied later, from the vendor card in the Apply
Vendor entries window.
With the [Function] button a user can open the Apply Vendor Entries window. Debit and credit
entries that have not been applied (in case they have not been applied automatically, in the Bank
book, or in a payment batch) can be applied manually in this window.
Off-Setting Advance:
While booking the Purchase bill, THE SYSTEM will check whether there is any advance against
this PO no (the PO no will appear on the invoice)
THE SYSTEM will also check whether the remaining amount for the advance line against this PO
is more than zero (0)
(a)
(b)
175
If the remaining amount is more than zero, THE SYSTEM should ask for applying the advance
payment against the invoice
Current Issue:
Amount payable for each vendor on account of rent needs to be tracked.
Resolution:
Separate vendor posting will be created to track the same.
5.3.3 Receivables
These invoices will be created against the shipment done from a sales order
In the Bank Receipt Journal and General Journals it is possible to register the receipt of one invoice
per line. It is also possible to register a combined receipt of more invoices in one line, via the
[Functions – Apply entries] button.
Manual application
Application of receipts with invoices can also be applied later on, from the customer card in the
Apply Customer entries window.
Document date field will be used as Date of Deposit in the Cash receipt Journal.
5.3.4 Bank reconciliation
Current Issue:
Once in a while bank statements are received or printed (from the internet). The statement balance
amount is checked with the bank account balance in the financial system.
Manually entries are made for interest amount, bank costs etc. These lines are copied to a general
journal by the Transfer to General journal function, and posted to the G/L.
5.4 Journals
5.4.1 General Journals
NPTC intends to make manual G/L postings through following journals.
Following are the vouchers’ covered under Journals.
Cash receipt Vouchers
Bank receipt Vouchers
Cash Payment Vouchers
Cash Receipt Vouchers
Journal Voucher(JV)
(a)
(b)
176
Contra Voucher.
In some normal journals a distinction must be made for different users, users can create entries
simultaneously.
Following journal templates will be created for manual entries.
Name Type Recur-
ring
Bal. acc.
Type
Bal. account
no.
No. series
/Posting No.
series
Source
code
CASHRECP
T
Cash
receipts
CASHRCPT CASHRCP
T
PAYMENT
S
Payments PAYMNTS PAYMNT
S
GENERAL General GENJNL GENJNL
WAGES General Yes WAGJNL WAGJNL
REVERSAL General Yes REVJNL REVJNL
The number series that are attached to the journals contain following settings
No. series /Posting
No. Series
Starting date Starting no. Ending no. Default Nos. Manual Nos.
* If separate batches are created for individual users, a separate No: series needs to be attached to
the batch to avoid any conflict of voucher No: while posting the journal entry.
For each batch name a separate number series will be created containing the initials of the user in
the number series.
5.4.2 Recurring Journals:
A journal should be provided for monthly posting of provisions & accruals.
Recurring Journals can be used for posting of monthly provisional expenses & accruals
With a recurring journal, entries that will be posted regularly need to be typed in only once. That
is, the accounts, dimensions and dimension values and so on that you enter will remain in the
journal after posting. If any adjustments are necessary, it can be made with each posting.
(a)
(b)
177
5.4.3 Allocations
Allocation can be done through recurring journal as follows (e.g. for advertisement expenses)
As can be seen above the allocation percentage can be defined .This allocation percentage or ratio
has to be specified by the user manually.
Note: Allocations can only be done from Recurring Journals.
5.4.4 Posting allowed from-till
THE SYSTEM administrator (or the authorised personnel with administrative rights) must be able
to change the period that postings are allowed. This can be done at two levels:
General
User Specific
In the General ledger setup you can change the fields Allow posting from and Allow posting to.
Exceptions can be introduced for specific users e.g.: in day one of a new month the period allowed
for posting has been changed. However some users from the accounts departments must still make
some postings in the previous month (some invoices, bank accounts, etc.)
It is important to know that users always report G/L information by using the date filter
functionality and report the balance from sub ledgers in the same way (This allows users to
generate a report of outstanding customer ledger entries, at a later point of time as though it was
on the previous year) with the proper reports:
1) Customer – Balance to date
2) Vendor - Balance to date
5.4.5 Create new fiscal year
A new year is created in a few clicks:
5.4.6 Close income statement
The Batch Job Close income statement makes reverse balance postings on a transition date
(between the two years) of all P&L accounts.
The job can be run more than once.
(a)
(b)
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6 Fixed Assets
6.1 Setup
6.1.1 Number Series
Fixed asset are to be assigned individual no. series in system. In system, users can assign fixed
asset numbers either manually or automatically.
6.1.2 FA Classes, subclasses and locations
Fixed assets can be categorized by classes, subclasses and locations. These classifications have no
impact on G/L posting routines, they can only be used in FA sub ledger reporting (with totals or
filters based on these classifications).
Following FA classes will be setup for NPTC:
6.1.3 Valuation
6.1.3.1 Fixed Assets cards
In the fixed assets menu new cards are created.
In the lines section user can fill in posting and depreciation settings, for each depreciation book.
It is possible to divide depreciation over dimension codes with percentages.
Further you can register additional information on the fixed assets card:
6.1.3.2 Acquisition
Acquisition is posted in a FA journal or directly from a purchase invoice. More than one invoice /
entries can be posted on a fixed asset card (it is not required to create a separate FA card for each
invoice)
In the invoice line Type is set to Fixed Asset, and in the No. field user can choose the fixed asset
card no. In a purchase invoice you can post Acquisition and Maintenance cost. Depending on the
posting group for this fixed asset the invoice will be posted on the G/L account that is assigned.
Besides General ledger entries, FA ledger entries are created on posting.
6.1.3.3 Depreciation
Based on the FA posting date, and for each Fixed asset the specific settings of a depreciation book
(starting- and ending date, depreciation method, salvage value and the accumulate amount of
depreciation that has already been posted) THE SYSTEM must calculates and creates lines in an
FA journal.
(a)
(b)
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When the lines are posted in the FA journal, THE SYSTEM must create G/L entries as well as FA
ledger entries with type Depreciation.
6.1.3.4 Appreciation and write down
It is also possible to change the book value of a Fixed Asset with appreciation and write down
postings.
6.1.3.5 Disposal
Disposal of a fixed asset can be posted by a sales invoice, or by using FA journal
The solution must calculates the difference between the book value of the fixed asset and the
gained disposal price (if any, you can also fill in an amount of 0,-, if a user intends to dispose the
FA).
Posting the disposal will create several G/L and FA ledger entries, based on the setup of the Posting
Group of the fixed asset: accumulate values for acquisition, depreciation, etc. are reversed and gain
or loss is posted on the G/L accounts set up for it.
(a)
(b)
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25. Appendix 3: University Academic & Student Regulations (UASR)
The below is to provide reference for the vendor to understand the University process and
procedures for academic and Students. It details information of detail process flow and how
business rules are applied to the process of academic and student management. Please note this the
current UASR, changes to this is executed on random basis, is important to consider the flexible
of the solution to support the changing academic and student process and rules.
Part I - Preliminaries
1.0 Preamble
1.1 The Academic and Student Regulations of the Fiji National University are prepared by
and under the hand of the University Council under the powers prescribed by the Fiji
National University Decree 2009 and the Fiji National University (Amendment) Decree
2010. These regulations shall also henceforth be known in abbreviated form as the
UASR.
1.2 The Academic and Student Regulations are intended to advance the objectives of the
University as stated in the University’s enacting laws, and to regulate and protect
students’ learning interests.
1.3 These Regulations shall apply to all awards granted by the University. The purpose of
the UASR is to prescribe the conditions under which awards of the University shall be
granted, and to regulate the conduct of students at the University.
1.4 Where a programme of study leads to an award of an external body, that programme must
also satisfy the requirements of the University Academic and Student Regulations.
1.5 Where a programme is subject to regulations by both the University and another authority,
and there is conflict between those regulations, then the regulation of the Authority under
whose seal an award is granted, shall prevail.
1.6 All programmes shall comply with these Regulations, and shall have the formal approval
of the Senate.
1.7 All new, as well as pre-existing student-related processes, shall comply with these
Regulations.
2.0 Definitions
2.1 In these Regulations, unless the context otherwise requires:
2.1.1 University Academic and Student Regulations (UASR) refers to all the regulations
contained in the document herein and titled ‘University Academic and Student
Regulations’.
2.1.2 Academic conduct refers to the conduct of the student that relates directly to an
academic matter.
2.1.3 Academic Freedom is as defined in s3.2, Part 1 of the UASR.
2.1.4 Academic misconduct is misconduct by a student as it relates to any academic matter.
2.1.5 Aegrotat Pass is an assessment grade given to a student who meets the
requirements as per the provisions of the UASR.
2.1.6 Auditing of Courses/Units refers to, on approval, attending lectures in a course/unit
(a)
(b)
181
without submitting oneself to any assessment for the unit(s)
2.1.7 Author, creator, inventor, developer, discoverer refer to the same contextual meaning
as defined in the Intellectual Property Policy of the University.
2.1.8 Awards of the University refer to all the awards as provided for under these
Regulations.
2.1.9 Award programmes refer to the programmes of study that lead to an award of the
University.
2.1.10 Block is a term of instruction, which requires 1 week of full-time class- room
instruction.
2.1.11 College Academic Appeals Committee is the committee established by the College
to consider appeals from students against any decision made on their academic
performance, under procedures prescribed in these Regulations.
2.1.12 College Academic Board refers to the Academic Board of the respective College.
2.1.13 College Examination Board refers to the Examination Board of the college as
established by the College.
2.1.14 Compassionate Pass is an assessment grade given to a student who meets the
requirements contained in these Regulations.
2.1.15 Contact hours are the hours spent in direct contact with lecturers/instructors and such
as, in lectures, tutorials, workshops and practicals and formal student face-to-face
consultations.
2.1.16 Course refers to a series of related topics in a subject taught and assessed within a
time-specific period, usually a given term. A course is also known as a unit.
2.1.17 Credit points refer to the points commensurate with classroom contact hours and
specified self-directed learning. One credit point comprises 15 hours of such
classroom studies and specified self-directed learning.
2.1.18 Credit Transfer refers to a course/unit that is taken at the same level within the
University or at another institution, which the University recognizes and accepts as
fulfilling the requirements of a programme at the University.
2.1.19 Department Academic Board refers to the Academic Board of the respective
Department.
2.1.20 Department Examination Board refers to the Examination Board of a Department
within a College as established by the College or the Centre.
2.1.21 External Examiner refers to a person or persons appointed by the Dean of a College
or the Director of a Centre to examine and advise on any component of an assessment
within the provisions of policies that may regulate this.
2.1.22 External Reviewer refers to a person or persons from outside the University
appointed by the Vice Chancellor to review one or more programmes or courses of
the University.
2.1.23 External Moderator refers to a person or persons duly appointed by a College
or Centre to provide a report on an examination paper to the examiner before or after
the paper is administered to students.
2.1.24 Final Examination Script refers to the written material submitted by a student for
(a)
(b)
182
assessment to a lecturer-in-charge, in response to an examination conducted under
the authority of the lecturer-in-charge following the examination regulations.
2.1.25 Franchised programme refers to a University programme run by another
organization under a franchise agreement with the University.
2.1.26 Full load per year for a student means enrolment in two semesters, or two trimesters,
or three quarters, or four pensters, or eight semesters, or 34 blocks per year. To be
classified as a full-timer, a student needs to enroll for 60 credit points per semester,
or 50 credit points per trimester, or 40 credit points per quarter, or 27 credit points
per penster, or 13 credits points per semester, or three credit points per block. A
variation of plus or minus 20% is allowed in the credit point for each term.
2.1.27 Grade Point Average (GPA) is the average grade point, weighted by the credit point
in each unit included in the calculation of the GPA. For units which students have
repeated, the grades in all the attempts shall be included in the calculations.
2.1.28 Hardship refers to any situation within the control of the University, but which is
beyond the control of a student and which places the student in an adverse position
in terms of an outcome of an assessment.
2.1.29 Industrial/work experience refers to the requirement that a student be attached to a
relevant industry as part of his/her study and training for graduation in any given
programme.
2.1.30 Internship refers to the requirement that a student be attached to a relevant industry
as part of his/her study and training for graduation in any given programme.
2.1.31 Lecturer/Trainer-in-charge of a unit refers to the person who has been duly
appointed under the authority of a Dean or a Centre Director or the Vice
Chancellor to be responsible for teaching/training and assessment for the unit.
2.1.32 Learning hours are the prescribed contact hours and self-directed learning for a topic,
a unit or a programme.
2.1.33 Misconduct is conduct on the part of a student or staff and which is seen to impair
the reasonable freedom of others to pursue their studies, research, duties and other
lawful activities at the University or on-site or to participate in University life, or
which hinders the pursuit of academic excellence by circumvention of duly
established procedures in relation to student assessment or research; or which
amounts to improper use of University facilities or information or improper use of
the property of others onsite; or is a breach of any policy of the University; or is
conduct that is disallowed by University regulations.
2.1.34 Modified Assessment is an assessment given to a student when a student is able to
complete an assessment but not in the form set out in the course guide or programme
document, but where the assessment meets the requirement as per the Academic
Regulations.
(a)
(b)
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2.1.35 Official Records are all records of the University that deal with any matter relating to
the operation or functioning of the University.
2.1.36 Pass Terminating is a grading terminology for an award given to a student in
exceptional circumstances where the student has failed a particular unit which is not
in the major area of the student’s programme and is the last unit required for
graduation.
2.1.37 Penster is a term of instruction which requires seven weeks of full-time classroom
instruction.
2.1.38 Personal conduct refers to the conduct of a student or a staff that is not related to
academic conduct.
2.1.39 Plagiarism refers to submitting or presenting someone else’s work, writing,
invention or other creative work, as his/her own work, writing, invention or other
creative work.
2.1.40 Programme validation refers to all the processes that are necessary for the
development of new academic programmes to the point of submission of the
programme proposal for consideration by the University Senate.
2.1.41 Programmes refer to a set of courses that lead to an award of the University in the
named programme.
2.1.42 Quarter is a term of instruction which requires ten weeks of full-time classroom
instruction.
2.1.43 Recognition of Current Competencies refers to the recognition by the University of
Competencies that a person has acquired through education training, work, and/or
life experience. Sometimes, this is also referred to as recognition of prior learning.
2.1.44 Recognition of Prior Learning refers to the recognition by the University of a
person’s abilities, skills and knowledge acquired through training, education, work
experience and/or life experience prior to attempting to join the University and/or
a related programme of the University, and that recognition is processed for credit
points at the University.
2.1.45 Registrar refers to the person appointed by the University to be the University
Registrar.
2.1.46 School Academic Board refers to the Academic Board of the respective School. It is
interpreted to include the Academic Board of a specialized Centre that offers award
programmes.
2.1.47 School Examination Board refers to the Examination Board for a School within a
College as established by the College. It includes the Examination Board of a
specialized Centre that offers award programmes.
2.1.48 Self-Directed Learning (SDL) refers to learning a student undertakes through
formal/structured study by one’s self as per the course prescription.
(a)
(b)
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2.1.49 Semester is a term of instruction which requires 14 weeks of full-time classroom
instruction.
2.1.50 Senate is the University Senate as established by s32 of the Fiji National University
Decree.
2.1.51 Sponsored Research refers to research carried out by a staff member of the University
and which is funded by an entity outside the University.
2.1.52 Student refers to any person enrolled in any programme or unit of study whether on
a full-time or part-time basis. For definitive purposes, to be ‘enrolled’ means that
the student has paid the prescribed fee as per the University’s Fee Policy.
2.1.53 Student Grievance refers to a point or item of dissatisfaction that a student may have
over any matter concerning his/her studentship at the University.
2.1.54 Students’ General Disciplinary Committee is the Committee established by the
University to deal with breaches of this policy by a student, other than a breach
concerning examinations and assessments.
2.1.55 Students’ Academic Disciplinary Committee is the Committee established under
these regulations for each College to deal with breaches of these policies by
students where such breaches concern examinations and assessments.
2.1.56 Students’ Appeals Committee is the Committee established by the University to
consider appeals from the Students’ General Disciplinary Committee, the College
Appeals Committees, and any other appeal from students not covered by any other
provision and as allowed under these regulations.
2.1.57 Semester is a term of instruction, and requires three weeks of full-time classroom
instruction.
2.1.58 Supplementary Assessment refers to an assessment that may take the form of a
special examination, an assignment, an oral examination, a full re-sit of an
examination, or any other appropriate assessment instrument within a particular
discipline, with the proviso that the supplementary assessment task(s) must be
equivalent, though not necessarily identical, to the initial assessment task(s).
2.1.59 Term is the division of an academic year during which in-class learning and
assessment take place. A term could be a semester (14 weeks of classes), trimester
(12 weeks of classes), quarter (10 weeks of classes), penster (7 weeks of classes),
semester (3 weeks of classes), or block (1 week of classes).
2.1.60 Trimester is a term of instruction which requires 12 weeks of full-time classroom
instruction.
2.1.61 Unclassified Study refers to enrolment in a University course/unit by a
student, who is not enrolled in a defined University programme.
2.1.62 Unit refers to a series of related topics in a subject taught and assessed in a time-
specific period, normally in a given term. A unit is also known as a course.
(a)
(b)
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2.1.63 Unsatisfactory progress refers to a situation where a student fails the same course
twice, and/or fails 50% or more of the enrolled programme load for the relevant
teaching period; and/or fails to comply with a conditional enrolment agreement set
by the Academic Adviser, Programme Coordinator, the Dean, or any committee that
is established under the authority of the Dean.
3.0 Academic Freedom
3.1 Obligation: The University is to ensure that academic freedom is preserved and
enhanced at the University.
3.2 Definition: Academic freedom means the freedom of the University, within the best
traditions of academia and the highest ethical standards:
3.2.1 To determine the content of subjects taught at the University, and to establish the
mode of teaching and assessment that best promotes learning.
3.2.2 To allow staff and students to question and test received wisdom, to put forward
new ideas and to state controversial or unpopular viewpoints within the best
traditions of advancing such ideas.
3.2.3 To engage in research and publication; and to employ and to determine the terms and
conditions of its staff.
3.3 Exercise of Academic Freedom: In exercising academic freedom, staff and students are
to, at all times, exercise academic responsibility. This requires them to faithfully
perform their academic duties and undertake obligations according to the demands, and
within the traditions of scholarship.
3.4 Academic Freedom for Staff
3.4.1 For academic staff, the objective of academic freedom is to promote and protect
freedom of inquiry, research and publications, and the freedom of teaching so that
these contribute to the objective of advancing knowledge.
3.4.2 The objective of academic freedom is not to enable staff and students to be
empowered over and above the ordinary citizen but only for the purpose of
expressing opinions, or expressing in class or through publications, views supported
by academic research.
3.4.3 The fundamental objective of bestowing this freedom is to allow the University to
carry out the mission of knowledge advancement in the best traditions of
scholarship.
3.5 Academic Freedom for Students
3.5.1 For students, academic freedom requires the University to create an environment at
the University that encourages students, through physical, financial and human
resources provided by the University:
3.5.1.1 To learn.
3.5.1.2 To engage in free inquiry and exchange of ideas.
(a)
(b)
186
3.5.1.3 To critically examine, analyze and enter into discourse amongst themselves or with
their teachers on matters that may be sensitive or controversial.
3.5.1.4 To advance in the classrooms, laboratories, workshops, farms and through all
teaching facilities, a wide range of interpretations, views, and results in accordance
with the best standards of scholarly inquiry and professional ethics.
3.5.1.5 And in carrying out the above, to be judged fairly and transparently by the content
of their knowledge rather than on the basis of any extraneous motivation or the
demeanor or conduct of the student and/or on his/her ethnicity, gender, color,
sexual orientation, views on religious beliefs, mother-tongue, political opinions,
nationality, origins, or tribal/clan affiliation.
3.6 Qualification: The University recognizes that the best traditions of scholarship require that
the teaching, research and publication activities of the University’s teaching and
professional staff be evaluated through the processes established by the University for such
purposes.
(a)
(b)
187
PART II ADMINISTRATIVE STRUCTURE
1.0 Senate, Boards and Committees
1.1 The University shall establish the Senate of the Fiji National University in
accordance with the Fiji National University Decree, 2010.
1.2 The membership of the Senate shall be as determined by the University Decree,
2010.
1.3 To aid in its decision making, the Senate shall establish College Academic
Boards, and may establish such other Boards as may be necessary to effectively
and efficiently work on the directions given by the Senate, and in meeting the
objectives of the University that the Senate is entrusted with.
2.0 Senate
2.1 The Senate is responsible to the Council, through the Vice Chancellor, for all
academic matters of the University, including academic direction, academic
development and academic policies of the University.
2.2 The Senate shall regulate and control:
2.2.1 All aspects of programmes, courses/units of study at the University, and
establish the conditions necessary to get the awards of the University;
2.2.2 the types, balance, placement and priorities of programmes and units;
2.2.3 the development, conduct, validation and quality standards of programmes
of studies;
2.2.4 the introduction of new programmes and withdrawal of existing
programmes;
2.2.5 the admission of persons and categories of persons to the University for the
purpose of pursuing any programme of study;
2.2.6 the continuation of students in programmes of study, their transfers to other
programmes, and their withdrawal from the University;
2.2.7 all examinations, assessments, tests, or other methods of evaluating student
performances that are necessary for the granting of any award by the
University, including appointment of examiners, assessors and moderators;
2.2.8 approval of results of students;
2.2.9 the granting of awards by the University;
2.2.10 the recommendation for the granting of academic distinctions, including
Honorary Degrees, by the Council and acting on the Council’s decisions on
granting such distinctions;
2.2.11 the recommendation to the Council of the terms and conditions under which
any institution may affiliate with the University, and the terms and conditions
of any association or co-operation between the University and any institution,
and also the terms and conditions of agreement for the incorporation of any
institution in the University;
2.2.12 the discipline of students of the University, including considering appeals
from students on any matter of discipline;
(a)
(b)
188
2.2.13 the provision of academic support services such as but not limited to Library,
Information Communication Technology, and Audio-Visual facilities;
2.2.14 the development of appropriate operating procedures relating to academic matters;
2.2.15 the development of priorities for resource allocation which is related to the
development or delivery of programmes;
2.2.16 such other matters as are assigned to the Senate by the Vice Chancellor or/ and the
Council of the University; and
2.2.17 such other matters as are incidental to the functions listed above.
2.3 The Vice Chancellor shall chair the meetings of the Senate. In the absence of the Vice
Chancellor, the Acting Vice Chancellor, and in his/her absence, the Deputy Vice
Chancellor shall chair the meetings.
2.4 The Vice Chancellor is an ex-officio member of all committees established by the Senate
3.0 Academic Boards
3.1 College/Centre Academic Boards are responsible to the Senate for:
3.1.1 Ensuring that the curriculum is continuously developed and maintained as relevant to
the objectives of the programme(s).
3.1.2 Ensuring the development and maintenance of quality standards of teaching,
learning and student performance.
3.1.3 Providing advice on procedures and criteria for recruitment, selection and admission
of students.
3.1.4 Providing advice on resource requirements for effective delivery of the programmes.
3.1.5 Submitting proposals on new programmes of study and withdrawal of existing
programmes, for the Senate’s consideration.
3.1.6 Any other matter as required by the Senate or the Vice Chancellor.
3.2 Membership of each Academic Board shall be determined by the Senate.
3.3 When a review of a programme is due, an Academic Board may require the services of
one or more External Assessor(s) to assess the programme and make recommendations
or give advice to the Board.
3.4 Each College Academic Board shall establish a College Examination Board. The
College Academic Board may also establish School and/or Department Examination
Boards that shall be accountable to the College Examination Board.
(a)
(b)
189
4.0 Examination Boards
4.1 Each College/Centre Examination Board shall be responsible, through the respective
College Academic Board, to the Senate, for all matters relating to examinations and
assessments.
4.2 The functions of a College/Centre Examination Board are to:
4.2.1 Approve the results of all units/courses and programmes that are offered through the
College/Centre for release.
4.2.2 Report to the Senate through the College Academic Board on examination and
assessment outcomes for each academic term.
4.2.3 Bring to the Senate’s attention, through the College Academic Board, any issue
relating to examinations and assessments on which the Senate needs to deliberate.
4.3 The membership of College/Centre Examination Boards shall include, but need not be
limited to:
4.3.1 The College Dean, who shall chair each Examination Board.
4.3.2 The Head of the academic division (School and/or Department) responsible
for the programme or groups of programmes.
4.3.3 The leader(s) of the programme(s) covered by the Examination Board if the
programme does not report to any specific department or school.
4.3.4 The Registrar or a nominee of the Registrar.
4.4 A College/Centre Academic Board may establish School and/or Department
Examination Boards. Any Examination Board so created shall be given specific
programmes, and the respective Board will be primarily responsible for examinations
in the allocated programmes.
4.5 The functions of a School or a Department Examination Board are:
4.5.1 To recommend to the College Examination Board the approval and release of all
results in the programmes for which each is responsible, including grades and
credits, for all units/courses and programmes offered by the School/ Department.
4.5.2 To recommend to the College Examination Board any matter concerning standards
in granting credits in the School/Department.
4.6 The membership of School/Department Examination Boards shall include, but need not
be limited to:
4.6.1 The College Dean or Centre Director or their respective nominees as approved by
the Vice Chancellor, who shall chair each Examination Board.
4.6.2 The head of the School and/or Department.
4.6.3 The leaders of the programmes whose results are being considered by a particular
Examination Board.
4.6.4 All teaching staff of the School/Department whose results are being considered.
4.6.5 The Registrar or a nominee of the Registrar.
4.7 The minutes of each School/Department Examination Board shall be tabled at each
College Academic Board, and the minutes of each College Academic Board shall be
submitted to the Senate as a paper for information.
(a)
(b)
190
5.0 Student Academic and General Disciplinary Committees and Appeals
Committees
5.1 All matters relating to student conduct shall conform to the regulation on General
Student Behavior and Conduct.
5.2 The following Committees are established to deal with general student conduct and
grievances at the University:
5.2.1 Students’ Academic Disciplinary Committee
5.2.2 Students’ General Disciplinary Committee
5.2.3 College Academic Appeals Committee
5.2.4 Students’ Appeals Committee
5.3 The membership and functioning of these Committees are provided for in these
regulations.
5.4 The University shall reimburse the earnings loss of a student’s representative if the
decision is in favor of the student.
6.0 Meetings, Membership, Secretariat and University Records
6.1 Meetings
6.1.1 At all meetings of the Boards and Committees established under these Regulations,
other than the Students’ General and Academic Disciplinary Committees, College
Academic Appeals Committees and the Students’ Appeals Committees:
(a) A quorum shall consist of one-half of the number of members.
(b) If no person is authorized by these Regulations to chair the meeting, or if the
chairperson is absent, then those present shall elect one of their members to take
the chair.
(c) All resolutions shall be proposed by one member and seconded by another; and any
such resolution shall be passed or rejected according to the voting of the members
present, and the voting shall be by show of hands, or by affirmation, unless the
Chair, in consideration of all matters before him/her, decides that the objective of
the matter at hand shall be best achieved by a secret vote.
(d) The chair of a meeting shall have a deliberative vote, and in the case of an equality
of votes, also have a casting vote.
(e) The proceedings and resolutions of every meeting shall be recorded in a minute
book kept for the purpose.
6.1.2 Subject to this section and any other Regulations of the Council in this regard, or
directive of the Council or Senate creating a Board of Committee, each Board or
Committee shall regulate its own procedures, provided that all such procedures
allow for rules of natural justice to prevail.
(a)
(b)
191
6.2 Membership
6.2.1 Membership of Boards and Committees established under these Regulations, if not
by virtue of staff office or position, shall be for a term of two years unless
determined earlier by resolution of the Council, or the Board to which the Board or
Committee is responsible.
6.2.2 Any conflict of interest of a member shall be dealt with as per the University’s
UASR, and/or the principles established by the University’s Corporate Governance
Policy, or where such policies do not provide for the matter, then the generally
acceptable conduct in cases of conflict of interest.
6.3 Secretariat
6.3.1 The Office of the Registrar shall be the University’s Secretariat.
6.3.2 Except for meetings of the Council and the Senate, any reference to the ‘Registrar’
in these regulations includes any office holder who may be duly, and in writing,
delegated by the Registrar to handle the particular matter under consideration.
6.4 Official Records and Representations
6.4.1 The Secretary of each committee must keep minutes of all proceedings, as well as
maintain a full record of the proceedings, including a recording of the entire
proceedings of the Committee. For clarity, records include electronic records.
6.4.2 Unless otherwise provided for by any regulation, or decided by the Council and/or
the Senate, all official records:
(a) Involving records on student enrolment, grades obtained, and graduation shall be
maintained in perpetuity;
(b) Involving minutes of committees, including decisions of the University Council,
the Senate, University Council committees, University Senate committees, and
Academic Boards shall be maintained in perpetuity; and
(c) Involving proceedings of committees, student assessments, and examinations shall
be maintained for a period of at least seven years.
6.5 No record provided to or kept by the University shall be released to any person or
organization outside the University, other than law enforcement officers duly seeking
such records on the strength of a court order, or unless authorized in writing by the
person whose record is so kept.
6.5.1 No staff and/or student records shall be released to any person other than the staff or
the student concerned, provided that if the person requesting the record is a former
staff or student of the University requesting his/her own records, the request shall be
made in writing, upon which the records shall be released.
(a)
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6.5.2 If a third person or if any organization requests for records kept on a former staff or an ex-
student of the University, the records shall only be released upon a written authorization
by the respective former staff or ex-student. Such a request ought to be witnessed by a
notary public.
6.6 To avoid any doubt, communication by a student through email using the official email
account of a student, or using the official name of a student in the email address, or using
any email address which the student logged with the Office of the Registrar during the time
of his/her enrolment at FNU (which a student can periodically update as per the procedures
for this), shall be treated as official communication.
6.7 Representations and communications from a student to the University will only be accepted
from the student, parent, legal guardian or sponsor unless specified otherwise in the UASR.
The University is not obliged to act on any communication to the University from any
person or entity other than the student, parent, legal guardian or sponsor.
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PART III AWARDS OF THE UNIVERSITY
1.0 Awards Offered
1.1 Qualifications awarded by the University shall be:
1.1.1 Certificates at Levels I, II, III & IV as described in s4.2 below.
1.1.2 Higher Education Certificates as described in s4.2 below.
1.1.3 Trade Diplomas as described in s4.3 below.
1.1.4 Higher Education Diplomas as described in s4.3 below.
1.1.5 Advanced Diplomas as described in s4.4 below.
1.1.6 Degrees of Bachelor as described in s4.5 below.
1.1.7 Graduate Certificates as described in s4.6 below.
1.1.8 Graduate Diplomas as described in s4.7 below.
1.1.9 Postgraduate Certificates as described in s4.8 below.
1.1.10 Postgraduate Diplomas as described in s4.9 below.
1.1.11 Degrees of Master as described in s4.10 below.
1.1.12 Degrees of Doctorate as described in s4.11 below.
1.2 The University’s awards shall be granted upon the successful completion of an
approved programme determined by the accumulation of the required number of
credits at a defined level or levels as described in the Regulations for that
programme.
1.3 The University’s awards shall be classified by Levels1, 2, 3,4,5,6,7,8,9 and 10
according to the number of credits accumulated at these defined levels.
1.4 The Office of the Registrar shall publish a list of the University’s awards at
Each graduation of the University.
2.0 Programmes
2.1 The Fiji National University is a dual sector University. It shall offer
Technical and Vocational Education and Training programmes at Certificate
and Diploma levels, and higher education programmes at the Advanced
Diploma, Bachelor Degree and Postgraduate levels, as determined by the
Senate. The University’s Diploma and Advanced Diploma programmes
straddle the TVET and the Higher Education sectors, and provide the
necessary bridge between TVET and Higher Education.
2.2 The University utilizes Levels 1-10 programme structure as per the University
Qualification Framework.
2.3 The University shall offer programmes at the first three levels only if the
University establishes that there is a credible unfilled gap in education and
training at this level in the country in terms of quality and quantity.
2.4 Each programme shall have an industrial/work experience or internship
component ranging from three months to one year or more for students to
qualify for graduation. The Senate may, however, grant specific exemption
from the requirement of industrial/work experience or internship required
for specific programmes. Individual students may, upon written
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applications, be granted exemption on the basis of their continuing or prior
work experience in the industry/sector that normally absorbs
attaches/interns from the respective programme. Industrial/work
experience or internships may be supervised, in which case this period
would attract credits. Unsupervised industrial/work experience and/or
internships shall not be granted credit points. Assessing employer reports
on attachments that are not supervised by the instructor does not comprise
supervised attachment. Supervision of industrial experience attachment
/internship involves:
2.4.1 organizing student placements in industry;
2.4.2 ongoing structured monitoring of student work and progress, which may
include instructor site-visits, and/or the instructor organizing industry
supervisors to supervise, monitor and guide the student; and final
assessment of student learning and performance during the placement.
3.0 University Credit Recognition
3.1 All courses/units offered by the University that are used for any certification of
Attainment shall have associated credit points.
3.2 The University recognizes that learning takes place both, in class and outside class.
3.3. Outside class learning comprises self-directed learning and learning through
Absorption of information as a student advances in training
3.4 Self-Directed Learning (SDL) is learning that a student undertakes through
formal/structured study on one’s own. This could be from reading prescribed materials,
carrying out prescribed homework or assignments or determined practical work. None
of these would require an instructor to be present. It is, as the title suggests, self-directed.
Other than SDL, a student also learns outside the formal structure. For calculation of
credit points, only self-directed learning as prescribed in the unit outline or programme
document shall be considered.
3.5 Total hours recognized for calculation of credits, therefore is the total hours spent in
contact with the instructor (for example, in laboratories or workshops and in private
instruction/consultation) and the total hours required to be spent in self-directed
learning.
3.6 Each programme of study will specify the total credit points that are needed for a person
with the minimum entry requirement to successfully complete the programme at the
required level of competency/achievements.
3.7 The total credit points for a programme of study shall normally be divided into a number
of courses or units, with clear specification of the total credit points for each unit. As the
credit point system depends on the time necessary to successfully complete a unit,
credit points may differ for different units within a programme.
3.8 Education and training is concentrated in a number of terms within a year. Classes may
be offered in the following terms at the University:
3.8.1 Semester, which requires 14 weeks of classroom instruction.
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3.8.2 Trimester, which requires 12 weeks of in-class instruction.
3.8.3 Quarter, which requires ten (10) weeks of in-class instruction.
3.8.4 Penster, which requires seven (7) weeks of in-class instruction.
3.8.5 Semester, which requires three (3) weeks of in-class instruction.
3.8.6 Block, which is one week of in-class instruction.
3.9 Students may enroll in more than the minimum necessary to be classified as a full-time
student. A student may enroll in a combination of terms if the programme permits this.
3.10 During terms, students are expected to study for 50 hours per week on average.
3.11 Over an academic year, a full-time student is expected to spend between 1,500 to 1,800
hours on learning, including studying and training.
3.12 One credit point is allocated for 15 hours of learning. Table one provides credit points
for various terms at the University.
Table 1: Credit Points Per Term
Semeste
r
Trimeste
r
Quart
er
Penster Semes
ter
Block
Weeks of Classroom
Instruction
14 12 10 7 3 1
In-term breaks (weeks) 1 1 0 0 0 0
Pre-exam Study (weeks) 1 1 1 0 0.9 0
Exam Period (weeks) 2 1 1 1 0.1 0
Total Weeks Available for
Study
18 15 12 8 4 1
Total Hours Available 900 750 600 400 200 50
Credit Points per term 60 50 40 27 13 3
Normal Student load/yr.:
Terms
2 2 3 4 8 34
Normal Student
Load/Yr.: Credits
120 100 120 108 104 102
Maximum No. of Terms
possible per year
2 3 4 5 11 45
Maximum Credit Points
possible per year
120 150 160 135 143 135
3.13 To be classified as a full-time student, the student needs to enroll for 60 credit points per
semester, or 50 credit points per trimester, or 40 credit points per quarter, or 27 credit
points per penster, or 13 credit points per semester, or 3 credit points per block. A
variation of plus or minus 20% is allowed in the credit point for each term. To be
classified as a full-time student over a year,
A student must be enrolled for 2 semesters per year, or 2 trimesters per year, or 3
quarters per year, or 4 pensters per year, or 8 semesters per year or 34 blocks per year.
3.14 Credit points measure only the learning hours, not the level of difficulty of the unit. An
examination ascertains whether the effort invested by the student has been successful.
3.15 Credit points are awarded on the all-or-nothing principle, which means that there would
be no distinction on the credit points awarded in a unit on the basis of grades obtained
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in the unit.
3.16 Grade Point Average (GPA) is calculated as the average grade point, weighted by the
credit point in each unit in the calculation of the GPA. For units which students have
repeated, the grades in all the attempts shall be included in the calculations. Units that
the students have attempted but failed shall be included in the calculation of the GPAs.
4.0 Characteristics of Programmes
4.1 Characteristics of Short Courses
4.1.1 A Short Course Certificate of Attainment may be awarded on the successful
completion of a defined programme of study. Short courses here refer to courses that
are formally assessed. These courses attract the offer of certificates of attainment.
4.1.2 Short courses may be special courses in some specified area of study, or could be
components of courses that are offered as part of an established programme.
4.1.3 The certificate awarded shall specify any unit completed, including the level and
number of credit points awarded for each unit.
4.2 Characteristics of Certificates
4.2.1 Certificates at all levels require a minimum of 120 credit points in courses/units
offered at the respective level.
4.2.2 Certificates at Levels I, II, III & IV shall be characterized by study that emphasizes
technical knowledge. In generate, these programmes:
4.2.2.1 Provide the quantitative and analytical knowledge for study at the
Trade Diploma level.
4.2.2.2 Provide for direct supervision of learning.
4.2.2.3 Include basic theoretical knowledge.
4.2.2.4 Emphasize practical and technical skills.
4.2.2.5 Prepare graduates for areas that emphasize technical or practical skills.
4.2.2.6 Promote the capability to perform skills with predictable outcomes.
4.2.2.7 Develop basic language fluency, and reading and writing skills for study.
4.2.2.8 Expect graduates to show an awareness of the continuing need to acquire new
knowledge, develop new skills, and to work independently and responsibly.
4.2.2.9 Develop appropriate ethical standards and values in the g r a d u a t e s .
4.2.3 The Higher Education Certificates comprise the first year of a degree programme in
all areas except Medical Science. These Certificates emphasize the academic
foundation of a degree. In general these programmes:
4.2.3.1 Provide a basis for continuation of specialization in the subject. 4.2.3.2 Provide students with a systematic and coherent introduction to a body of
knowledge. 4.2.3.3 Provide students with a systematic and coherent introduction to the
Underlying principles and concepts.
4.2.3.4 Provide students with a systematic and coherent introduction to problem solving and associated basic techniques of self-directed work and learning.
4.2.3.5 Develop the academic skills and attitudes needed to comprehend and evaluate new information, concepts and evidence from a range of sources so that students can continue to review, consolidate, ex- tend and apply what they have learnt in
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their undergraduate studies. 4.2.3.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context. 4.2.3.7 Develop high ethical standards and values in the graduates.
4.3 Characteristics of Diplomas
4.3.1 Trade Diplomas shall be awarded at Level 5 and shall comprise a mini- mum of 240
credits, of which a minimum of 60 credits shall be at or above Level 5.
4.3.2 Trade Diplomas shall be characterized by study in areas which emphasize applied
knowledge and advanced technical skills. In general, these programmes:
4.3.2.1 Provide a basis for further study.
4.3.2.2 Encourage independent learning and learning without direct supervision.
4.3.2.3 Provide students with advanced technical and applied knowledge and
understanding.
4.3.2.4 Prepare students for vocational areas that emphasize advanced technical skills.
4.3.2.5 Promote good communication skills for documenting and reporting.
4.3.2.6 Develop the ability to source information.
4.3.2.7 Develop the ability to analyze and solve theoretical and practical problems.
4.3.2.8 Promote the capability to plan, design and prioritize.
4.3.2.9 Take responsibility for the supervision of colleagues.
4.3.2.10 Enable students to acquire new skills.
4.3.2.11 Develop high ethical standards and values in the graduates.
4.3.3 The Higher Education Diplomas comprise the first two years of a three year degree
programme. Higher Education Diplomas shall be awarded for a combination of units
at Levels 5 and 6 where successful completion shall comprise a minimum of 240
credits, of which 120 credits shall be at Level 5, and 120 credits at Level 6. In
general, these programmes:
4.3.3.1 Provide a basis for specialization in the subject.
4.3.3.2 Provide students with a systematic and coherent introduction to a body of
knowledge.
4.3.3.3 Provide students with a systematic and coherent introduction to the underlying
principles and concepts.
4.3.3.4 Provide students with a systematic and coherent introduction to problem solving
and associated basic techniques of self-directed work and learning.
4.3.3.5 Develop the academic skills and attitudes needed to comprehend and evaluate new
information, concepts and evidence from a range of sources so that students can
continue to review, consolidate, extend and apply what they have learnt in their
undergraduate studies.
4.3.3.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.3.3.7 Develop high ethical standards and values in the graduates.
4.4 Characteristics of Advanced Diplomas
4.4.1 Advanced Diplomas are offered generally as a bridging programme between a trade
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diploma and a degree. Students with a Trade Diplo- ma would need a minimum of
120 credit points at or above Level 6 to get an Advanced Diploma. Students enrolling
directly into the Advanced Diploma programmes would need 360 credit points to
graduate, of which a minimum of 120 credit points shall be at Level 5 and a minimum
of 120 credit points at or above Level 6. Students with a Trade Diploma will have the
relevant units from the Trade Diploma cross-credited to the Advanced Diploma.
4.4.2 Advanced Diplomas shall be characterized by study in areas that emphasize applied
knowledge and advanced technical skills coupled with a need to analyze and synthesize
information and make informed judgments to create solutions to complex problems. In
general these programmes:
4.4.2.1 Provide the quantitative and analytical knowledge for study at the Bachelor level.
4.4.2.2 Encourage independent learning and research without direct supervision.
4.4.2.3 Provide students with advanced technical and applied knowledge and
understanding, and the ability to evaluate information.
4.4.2.4 Prepare students for vocational areas that emphasize a high degree of technical
knowledge used without supervision.
4.4.2.5 Promote good communication skills and a high level of literacy for documenting,
analyzing and reporting.
4.4.2.6 Develop the ability to source information related to areas not previously studied.
4.4.2.7 Develop the ability to analyze and solve theoretical and practical problems without
supervision and in a wide range of contexts.
4.4.2.8 Promote the capability to plan, design and prioritize, and to take responsibility
for the supervision of colleagues.
4.4.2.9 Encourage students to be innovative in seeking solutions to new problems.
4.4.2.10 Expect graduates to show an awareness of the continuing need to acquire new
knowledge and to develop new skills.
4.4.2.11 Develop high ethical standards and values in the graduates.
4.5 Characteristics of a Bachelor’s Degree
4.5.1 A three year Bachelor’s degree shall comprise a minimum of 360 credit points at or
above Level 5, with a minimum of 120 credit points at or above Level 6, and a
minimum of 120 credit points at or above Level 7.
4.5.2 A four year Bachelor’s degree shall comprise a minimum of 480 credit points at or
above Level 5, with a minimum of 120 credit points at or above Level 6 and a
minimum of 240 credit points at or above Level 7.
4.5.3 A five year Bachelor’s degree shall comprise a minimum of 600 credit points at or
above Level 5, with a minimum of 120 credit points at or above Level 6 and a
minimum of 240 credit points at or above Level 7.
4.5.4 A Bachelor’s degree with honors shall comprise an additional minimum of 120 credit
points at Level 8. In exceptional circumstances, the University may grant a
Bachelor’s degree with honors where all the 120 credit points at Level 7 are attained
with a GPA of 5. A Bachelor’s degree with honors shall be characterized by greater
emphasis on independent knowledge. Students are expected to acquire skills of
research, critical analysis and constructive synthesis and application to be able to
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demonstrate independence of thought in their area(s) of specialization.
4.5.5 A Bachelor’s degree shall be characterized by study in a discipline for which a
significant body of knowledge is available and develop graduates capable of
pursuing postgraduate study, research, higher level of creative writing and original
scholarship.
4.5.6 Bachelor’s degrees are awarded at Level 7. In general these programmes:
4.5.6.1 Provide a basis for post graduate work.
4.5.6.2 Provide students with a systematic and coherent introduction to a body of
knowledge.
4.5.6.3 Provide students with a systematic and coherent introduction to the underlying
principles and concepts.
4.5.6.4 Provide students with a systematic and coherent introduction to problem solving
and associated basic techniques of self-directed work and learning.
4.5.6.5 Develop the academic skills and attitudes needed to comprehend and evaluate
new information, concepts and evidence from a range of sources so that students
can continue to review, consolidate, extend and apply what they have learnt in
their undergraduate studies.
4.5.6.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.5.6.7 Develop high ethical standards and values in the graduates.
4.6 Characteristics of Graduate Certificates
4.6.1 A holder of at least a Bachelor’s degree in one field may enroll for studies in a different
field. Where such a student obtains a minimum of 120 credit points at Levels 5 or above,
the student qualifies for a Graduate Certificate.
4.6.2 A Graduate Certificate shall be characterized by study in a discipline for which a
significant body of knowledge is available and develop graduates capable of utilizing
the knowledge gained in the certificate to complement the professional skills they
possess from a degree in another field. Graduates should also be able to enroll in the
graduate diploma programme in the same subject.
4.6.3 A graduate certificate shall be characterized by an emphasis on independent knowledge.
4.6.4 Graduate Certificates are awarded at Level 5 or above.
4.7 Characteristics of Graduate Diplomas
4.7.1 A Graduate Diploma shall comprise a minimum of 240 credit points with at least 120
credit points at or above Level 6 in a subject area that is different from that in which a
student already has a Bachelor’s level qualification.
4.7.2 A Graduate Diploma shall be characterized by study in a discipline for which a
significant body of knowledge is available and develop graduates capable of utilizing
the knowledge gained in the certificate to complement the professional skills they
possess from a good degree in another field.
4.7.3 A Graduate Diploma shall be characterized by an emphasis on independent knowledge.
4.7.4 Graduate Diplomas are awarded at or above Level 6.
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4.8 Characteristics of Postgraduate Certificates
4.8.1 A Postgraduate Certificate shall comprise a minimum of 80 credit points at Level 8. It
shall be characterized by study in a discipline for which a significant body of knowledge
is available. Graduates should be able to write papers at the postgraduate level, and be
able to complete a Master’s degree by research.
4.8.2 A Postgraduate Certificate shall be characterized by greater emphasis on independent
knowledge. Students are expected to acquire skills of research, critical analysis and
constructive synthesis and application so as to demonstrate independence of thought in
their areas of specialization.
4.8.3 Postgraduate Certificates are awarded at Level 8. In general these programmes:
4.8.3.1 Provide a basis for further study and research, and a basis for a thesis at the
Master’s degree level.
4.8.3.2 Provide students with a systematic and coherent introduction to a body of
knowledge.
4.8.3.3 Provide students with a systematic and coherent introduction to the underlying
principles and concepts.
4.8.3.4 Provide students with a systematic and coherent introduction to problem solving
and associated basic techniques of self-directed work and learning.
4.8.3.5 Develop the academic skills and attitudes needed to comprehend and evaluate
new information, concepts and evidence from a range of sources so that students
can continue to review, consolidate, extend and apply what they have learnt in
their undergraduate studies.
4.8.3.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.8.3.7 Develop high ethical standards and values in the graduates.
4.9 Characteristics of a Postgraduate Diploma
4.9.1 A Postgraduate Diploma shall comprise a minimum of 120 credit points at Level 8.
4.9.2 A Postgraduate Diploma shall be characterized by study in a discipline for which a
significant body of knowledge is available and develop graduates capable of writing a
thesis of a high standard at the Master’s level.
4.9.3 A Postgraduate Diploma shall be characterized by greater emphasis on independent
knowledge. Students are expected to acquire skills of research, critical analysis and
constructive synthesis and application to be able to demonstrate independent thinking
in their area(s) of specialization.
4.9.4 Postgraduate Diplomas are classified at Level 8. In general these programmes:
4.9.4.1 Provide a basis for further study and research, and a basis for a thesis at the
Master’s degree level.
4.9.4.2 Provide students with a systematic and coherent introduction to a body of
knowledge.
4.9.4.3 Provide students with a systematic and coherent introduction to the underlying
principles and concepts.
4.9.4.4 Provide students with a systematic and coherent introduction to problem solving
and associated basic techniques of self-directed work and learning.
4.9.4.5 Develop the academic skills and attitudes needed to comprehend and evaluate
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new information, concepts and evidence from a range of sources so that
students can continue to review, consolidate, extend and apply what they have
learnt in their undergraduate studies.
4.9.4.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.9.4.7 Develop high ethical standards and values in the graduates.
4.10 Characteristics of a Master’s Degree
4.10.1 A Master’s Degree shall comprise a minimum of 240 credit points with at least 120
credit points at or above Level 8 and 120 credit point sat Level 9.
4.10.2 Credits awarded at Level 9 can be acquired either through in-class courses,
independent study, or a written thesis.
4.10.3 A Master’s Degree shall be characterized by study in a discipline for
which a significant body of knowledge is available and developed.
4.10.4 A Master’s Degree shall be characterized by greater emphasis on independent
knowledge. Students are expected to acquire skills of research, critical analysis and
constructive synthesis and application to be able to demonstrate independent thinking
in their area(s) of specialization.
4.10.5 Master’s Degrees are awarded at Level 9. In general, these programmes:
4.10.5.1 Provide the ability to do research of publishable quality, and a basis for a doctorate
degree.
4.10.5.2 Provide students with a systematic and high standard of knowledge in the selected
area of study.
4.10.5.3 Provide students with a systematic and coherent exposure to the principles, concepts
and analytical foundations of the subject matter.
4.10.5.4 Provide students with a systematic and coherent basis to problem solving and
associated techniques of self-directed work and learning.
4.10.5.5 Develop the academic skills and attitudes needed to comprehend and evaluate new
information, concepts and evidence from a range of sources so that students can
continue to review, consolidate, extend and apply what they have learnt in their
undergraduate studies.
4.10.5.6 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.10.5.7 Develop high ethical standards and values in the graduates.
4.10.6 A Master of Philosophy Degree shall comprise a minimum of 240 credit points at Level
9.An MPhil degree is normally a terminating qualification.
4.11 Characteristics of a Doctorate Degree
4.11.1 A PhD Degree shall comprise a minimum of 360 credit points worth of advanced
study at Level 10.
4.11.2 A PhD Degree shall be characterized by study in a discipline for which a significant
body of knowledge is available. It shall be characterized by greater emphasis on
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independent knowledge. Students are expected to acquire skills of research, critical
analysis, constructive synthesis and application to be able to demonstrate
independent thinking in their area of specialization.
4.11.3 PhD Degrees are awarded at Level 10. In general, these programmes:
4.11.3.1 Require students to produce original research of publishable quality.
4.11.3.2 Provide students with a systematic, coherent and detailed examination of a
body of knowledge.
4.11.3.3 Provide students with a systematic, coherent and detailed approach to problem
solving and associated techniques of self-directed work, learning, research and
publication.
4.11.3.4 Develop the academic skills and attitudes needed to comprehend and evaluate
new information, concepts and evidence from a range of sources so that students
can continue to review, consolidate, extend and apply what they have learnt in
their undergraduate studies.
4.11.3.5 Equip students with the practical skills and techniques needed to apply their
knowledge effectively in a professional and managerial context.
4.11.3.6 Develop high ethical standards and values in the graduates.
5.0 Non-Credit Courses
5.1 The Universityshallofferongoingcoursesaspartofindustrialoron-the-job education
and training, and/or adult/continuing education.
5.2 Where courses build towards or attract, certificates of attainment, they shall be
credited, and thus regulated through the policies prescribed in these regulations.
5.3 Where courses do not attract any certificate of attainment, or where courses are
unrelated to any accreditation, certificates of participation shall be offered to
participants.
5.4 Students enrolled for certificates of participation shall pay the required fees for the
course, but shall not gain any credit towards a certificate of attainment.
6.0 Student Entry and Admission
6.1 The general admission requirement for programmes shall be that the student in the
course should be able to achieve the standards required for that award.
6.2 To gain admission, students must apply to the University through the prescribed form.
This form could be submitted either electronically or in hardcopy.
6.3 Admission to Certificates at Levels I, II, III & IV
6.3.1 While the University shall not normally offer programmes at Levels I, II III & IV,
students who have obtained certificates at these levels may apply for admission to the
University.
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6.3.2 For the University to recognize Certificates at Levels I & II, fresh school leavers should
have been admitted to Certificates at Levels I & II programmes only upon successful
completion of studies up to Fiji Junior Certificate Examination (ten years of continuous
progression), or equivalent. Recognition would also be granted to students who did not
meet the ten years of continuous progression requirement, but who were admitted to
these certificates on the basis of maturity, work experience, or prior learning.
6.3.3 For the University to recognize certificates at Level III, fresh school leavers should
have been admitted to the certificate only upon successful completion of 11 years of
education with continuous progression, or equivalent. Recognition would also be
granted to students who did not meet the 11 years of continuous progression
requirement, but who were admitted to these certificates on the basis of maturity, work
experience, or prior learning.
6.3.4 The minimum entry requirement for fresh school leavers to Certificate IV programmes
is successful completion of studies up to Fiji’s Sixth Form (12 years of continuous
progression), or equivalent. Applicants may also be admitted to Certificate IV
programmes who may not meet the 12 years of continuous progression requirement,
but who are able to demonstrate their ability to succeed in programmes at these levels
on the basis of maturity, work experience, or prior learning. The Dean may require
such an applicant to sit for any specific or general examination as a prerequisite for any
such enrolment, or may restrict enrolment only to certain prescribed courses, which
must be passed to progress further. For the record, the Certificate IV programme of the
University is equivalent to the former Fiji Institute of Technology’s Trade Certificate
programme.
6.3.5 Students must complete 120 credit points for a certificate. A full-time student who
meets no more than the minimum entry requirement for the certificate shall normally
need one year to complete the respective certificate. The industrial/work experience
period may be in addition to the normal time/required for supervised study and training.
Some programmes may require industrial/work experience to be completed between
the relevant terms of studies, or contemporaneously with supervised study.
6.4 Admission to Higher Education Certificates
6.4.1 The minimum entry requirement for fresh school leavers to Higher Education
Certificate programmes is the same as the requirement for admission into a
Bachelor’s degree in the area. Generally, this is a pass in the Fiji Seventh Form
Examination (13 years of education with continuous progression), or its equivalent,
with at least 50% in subjects designated in the relevant programme regulations.
Some programmes may have specific subject or aggregate mark threshold for
admission.
6.4.2 Students must complete 120 credit points for a Certificate. A full-time student who
meets no more than the minimum entry requirement for the certificate shall normally
need two semesters or three trimesters to complete the respective certificate. The
industrial/work experience and/ or internship period may be in addition to the normal
time for supervised study and training. Students who transfer to a Diploma or a
Degree programme in the same subject may apply for a waiver of the industrial/
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work experience requirement in favor of an industrial/work experience to be
undertaken for the higher qualification. Those who wish to receive a Higher
Education Certificate would need to complete the industrial/ work experience
requirement.
6.5 Admission to Trade Diploma Programmes
6.5.1 The minimum entry requirement for fresh school leavers to a Trade Diploma
programme shall be a pass in the Fiji School Leaving Certificate Examination (12
years of education with continuous progression), or its equivalent with at least 50%
mark(s) in the subject(s) designated in the relevant programme regulations.
Applicants who have successfully completed Certificates at Level III also meet the
minimum entry criteria for admission to the Trade Diploma programmes in the
respective subject areas.
6.5.2 Applicants may also be admitted to Diploma programmes who may not meet the
requirement on the years of continuous education progression, but who are able to
demonstrate their ability to succeed in the respective programmes on the basis of
maturity, work experience, or prior learning. The Dean may require such an applicant
to sit for any specific or general examination as a prerequisite for any such
enrolment, or may restrict enrolment only to certain prescribed courses that must be
passed to progress further.
6.5.3 Trade Diplomas comprise a minimum of 240 credits, of which at least 120 credits
shall be at or above Level 4 units and 120 credits at or above Level 5. A full-time
student who enrolls fresh from high school would normally take two years of full-
time study to complete a Trade Diploma program- me. Some programmes may
require industrial/work experience to be completed between the relevant terms of
studies, or contemporaneously with supervised study. A student who enrolls into a
Trade Diploma after completing a Certificate IV programme in the same area of
study may be granted the necessary credit transfer from the latter into the former.
6.6 Admission to Higher Education Diploma Programmes
6.6.1 The minimum entry requirement for admission to a Higher Education Diploma
programme shall be the same as the requirement for admission into a Bachelor’s degree
in the area. Generally, this is a pass in the Fiji Seventh Form Examination (13 years of
education with continuous progression), or its equivalent with at least 50% in subjects
designated in the relevant programme regulations. Some programmes may have
specific subject or aggregate mark threshold for admission. Successful completion of a
Higher Education Certificate also meets the entry requirement criteria for a Higher
Education Diploma in the respective subject area.
6.6.2 Higher Education Diplomas comprise a minimum of 240 credits, of which a maximum
of 120 credits shall be at Level 5, and a minimum of 120 credits at Level 6. A full-time
student who enrolls fresh from high school would normally take four semesters or 5
trimesters of full-time study and a further period of 6 months of industrial/work
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experience or internship to complete a Higher Education Diploma programme.
6.6.3 Students who transfer to a Degree programme in the same subject may apply for a
waiver of the industrial/work experience or internship requirement in favor of an
industrial/work experience or internship to be undertaken for the degree programme.
Those who wish to receive a diploma would need to complete the industrial/work
experience or internship requirement.
6.7 Admission to Advanced Diploma Programmes
6.7.1 Advanced Diplomas are offered as bridging programmes between a trade diploma and
a degree.
6.7.2 The minimum entry requirement for the Advanced Diploma programme is a Trade
Diploma. However, students who meet the minimum entry requirements for a Trade
Diploma may be provisionally enrolled in the Advanced Diploma Programme. The
enrolment status to the Advanced Diploma would only be confirmed upon the
attainment of a minimum of 240 credit points of which at least 120 credit points are at
Level 5 or higher units. Some programmes may also require industrial/work experience
to be admitted to the respective Advanced Diploma programme.
6.7.3 Applicants may also be admitted to the Advanced Diploma programmes who may not
meet the requirement on the years of continuous education progression, but who are
able to demonstrate their ability to succeed in programmes at these levels on the basis
of their maturity, work experience, or prior learning. The Dean may require such an
applicant to sit for any specific or general examination as a prerequisite for any such
enrolment, or may restrict enrolment only to certain prescribed courses that must be
passed to progress further.
6.7.4 Students with a Trade Diploma would need a minimum of 120 credit points at or above
Level 6 in the same area, and an industrial/work experience of a minimum of three
months, to get an Advanced Diploma. Students who enroll provisionally in the
Advanced Diploma Programme would require 360 credit points of which a minimum
of 120 credit points shall be at Level 5 and a minimum of 120 credit points at or above
Level 6, and an industrial/work experience of six months, to graduate.
6.7.5 Students who transfer to a Degree programme in the same subject may apply for a
waiver of the industrial/work experience requirement in favor of an industrial/work
experience to be undertaken for the degree programme. Those who wish to obtain an
Advanced Diploma certification would need to complete the industrial/work
experience requirement.
6.8 Admission to Bachelor’s Degree Programmes
6.8.1 The minimum entry requirement for admission to a Bachelor’s Degree programme
shall be a pass in the Fiji Seventh Form Examination or equivalent. Some degree
programmes would require the students to obtain aggregate or subject mark thresholds.
Details are provided in the College Handbooks.
6.8.2 Applicants may also be admitted to the Bachelor’s degree programmes who may not
meet the requirement on the years of continuous education progression, but who are
able to demonstrate their ability to succeed in programmes at these levels on the basis
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of their maturity, work experience or prior learning. The Dean may require such an
applicant to sit for any specific or general examination as a prerequisite for any such
enrolment, or may restrict enrolment only to certain prescribed courses that must be
passed to progress further.
6.9 Admission to Graduate Certificate Programmes
6.9.1 The minimum entry requirement for admission to a Graduate Certificate is a Bachelor’s
Degree in any field other than the subject of Graduate Certificate. Some Graduate
Certificates may require the students to obtain GPA thresholds. Details are provided in
the College Handbooks.
6.9.2 Applicants may also be admitted to the Graduate Certificate programmes who may not
meet the requirement of a Bachelor’s degree, but who are able to demonstrate their
ability to succeed in programmes at these levels on the basis of maturity, work
experience, or prior learning. The Dean may require such an applicant to sit for any
specific or general examination as a prerequisite for any such enrolment, or may
restrict enrolment only to certain prescribed courses that must be passed to progress
further.
6.10 Admission to Graduate Diploma Programmes
6.10.1 The minimum entry requirement for admission to a Graduate Diploma is a Bachelor’s
Degree in any field other than the subject of Graduate Diploma. Some Graduate
Certificates may require the students to obtain GPA thresholds. Details are provided in
the College Handbooks.
6.10.2 Applicants may also be admitted to the Graduate Diploma programmes who may not
meet the requirement of a Bachelor’s degree, but who are able to demonstrate their
ability to succeed in programmes at these levels on the basis of maturity, work
experience, or prior learning. The Dean may require such an applicant to sit for any
specific or general examination as a prerequisite for any such enrolment, or may restrict
enrolment only to certain prescribed courses that must be passed to progress further.
6.11 Admission to Postgraduate Certificate Programmes
6.11.1 The minimum entry requirement for admission to a Postgraduate Certificate
programme shall be completion of the Bachelor’s degree program- me in the subject
with a minimum GPA of 3.0, or equivalent.
6.11.2 Applicants may also be admitted to the Postgraduate Certificate program- me who may
not meet the requirement as per s6.11.1 above, but who are able to demonstrate their
ability to succeed in the programmes at this level on the basis of their maturity, work
experience, or prior learning. The Dean may place any relevant prerequisite
requirement for such a student to progress, or require such an applicant to sit for any
specific or general examination as a prerequisite for any such enrolment, or may restrict
enrolment only to certain prescribed courses that must be passed to progress further.
6.12 Admission to Postgraduate Diploma Programmes
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6.12.1 The minimum entry requirement for admission to a Postgraduate Diploma programme
shall be completion of the Bachelor’s degree programme in the subject with a minimum
GPA of 3.0, or equivalent.
6.12.2 Applicants may also be admitted to the Postgraduate Diploma programme who may not
meet the requirement as per s6.12.1 above, but who are able to demonstrate their ability
to succeed in the programmes at this level on the basis of maturity, work experience,
or prior learning. The Dean may place any relevant prerequisite requirement for such a
student to progress, or require such an applicant to sit for any specific or general
examination as a prerequisite for any such enrolment, or may restrict enrolment only
to certain prescribed courses that must be passed to progress further.
6.13 Admission to Master’s Degree Programmes
6.13.1 The minimum entry requirement for admission to a degree of Master shall be the
completion of a Bachelor’s degree programme in the subject with a minimum GPA
of 3.0, or equivalent.
6.13.2 Applicants may also be admitted to the Master’s degree programme who may not
meet the requirement as per s6.13.1 above, but who are able to demonstrate their
ability to succeed in the programmes at this level on the basis of maturity, work
experience, or prior learning. The Dean may place any relevant prerequisite
requirement for such a student to progress, or require such an applicant to sit for
any specific or general examination as a prerequisite for any such enrolment, or may
restrict enrolment only to certain prescribed courses that must be passed to progress
further.
6.14 Admission to Doctorate Degree Programmes
6.14.1 The minimum entry requirement for admission to a degree of Doctorate shall be the
completion of a degree of Master or equivalent in the subject of the doctorate. A
Bachelor’s with Honors obtained at Level 8 may qualify a student to be admitted to
study for a degree of doctorate. Students with MPhil degrees shall normally not be
admitted into the doctorate programme.
6.14.2 Applicants may also be admitted to the Doctorate degree programme who may not
meet the requirement as per s6.14.1 above, but who are able to demonstrate their
ability to succeed in the programmes at this level on the basis of maturity, work
experience, or prior learning. The Dean may place any relevant prerequisite
requirement for such a student to progress, or require such an applicant to sit for
any specific or general examination as a prerequisite for any such enrolment, or may
restrict enrolment only to certain prescribed courses that must be passed to
progress further.
6.15 Unclassified Studies
6.15.1 Unclassified studies refer to enrolment in the University courses/units by students
(a)
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who are not enrolled in a defined University programme. These are formal
units/courses that may be offered in isolation from any full programme. Transcripts
and records of study will be given to those successfully completing the course/
unit(s).
6.15.2 A candidate may apply to take courses under Unclassified Studies.
6.15.3 The normal admission regulations for the respective programme to which the course
belongs, shall apply. Alternatively, the applicant must meet the prerequisites of the
courses to be granted admission to the course.
6.15.4 The regulations on assessment, fees and academic services shall apply to students
admitted in unclassified studies.
6.15.5 A candidate who has passed a course/unit under Unclassified Studies may at a later
date, have this course/unit credited towards a degree, diploma, or certificate,
provided the necessary conditions for admission into the relevant programmes are
fulfilled.
6.15.6 There is no limit to the number of courses/units a student may take under Unclassified
Studies.
6.16 Independent Study:
Colleges may make provision to provide the opportunity to students to study independently
under supervision of a nominated staff; such study may be listed as “Independent Study”.
6.17 Auditing of Courses/Units
6.17.1 The University may permit a limited number of persons to audit its Courses.
6.17.2 Auditing of courses/units shall be limited to attendance at lectures. There shall be no
entitlement to tutorial assistance, to take tests, to have assignments marked and graded,
to use Library or IT facilities, or to use the University’s laboratory facilities.
6.17.3 Persons seeking permission to audit a course/unit shall submit an application in writing
to the appropriate Dean stating their qualifications and the reasons for wishing to audit.
After initial screening and endorsement by the Dean, the application will be forwarded
to the Registrar for final approval. Applicants may be required to attend an interview
before per- mission to audit is granted.
6.17.4 A decision to accept an applicant to audit a course/unit may only be made after the end
of the first week of the term.
6.17.5 Students whose applications are approved shall, on payment of the fees, be issued with
a letter authorizing them to attend lectures for the course(s)
/unit(s) named therein. The letter must be produced on demand.
6.17.6 A certificate of attendance may be issued at the end of the course/unit.
6.17.7 The fee for auditing is 25% of the normal fee of a course/unit.
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6.18 Credit Transfer, Recognition of Prior Learning, Recognition of Current
Competencies
6.18.1 Students may be admitted to any appropriate point of the programme through
exemption of course/unit or programme requirements if they are granted Credit
Transfer, Recognition of Prior Learning credit, or Recognition of Current
Competencies (RCC) certification.
6.18.2 The University may allow credit transfers to a programme from credits obtained by a
student in an equivalent course at another institution. Applications for credit transfer
must be made to the College Dean on the prescribed form.
Courses allowed for cross-crediting will be reflected in the transcripts as “CT”, and
defined as “Credit Transfer”.
6.19 Honorary Degrees
6.19.1 An honorary degree is awarded for the recognition of exceptional contributions
made by an individual to a profession, or to society at large, whether at local,
national or international level.
6.19.2 Honorary degrees include honorary degree of Master, honorary degree of Doctorate,
and such other honorary degree as the Council may determine.
6.19.3 The Council shall establish the procedures for determining the award of honorary
degrees.
7.0 Conferment of Awards
7.1 A candidate shall qualify for an award on the date on which he or she is credited with
all units and completes all other requirements for the award.
7.2 Every certificate, diploma, advanced diploma or degree shall be conferred or awarded
in pursuance of the decision of the University Senate of such conferment or award.
7.3 Every award of a Short Course certificate shall be confirmed by resolution of the
appropriate School/Centre or Department Academic Board.
7.4 In order to receive a Short Course certificate, a candidate shall apply to the office of the
respective School or Department. The School/Department shall submit the list of
students selected to the Office of the Registrar for payment of fees and maintenance of
official records. No student shall be allowed to participate in any short course without
the payment of the necessary fee.
7.5 In order to receive a certificate, diploma, advanced diploma or a degree, either in person
or in absentia, a candidate shall apply to the Office of the Registrar.
7.6 Any qualified person wishing to have the certificate, diploma, advanced diploma or a
degree presented at a scheduled graduation ceremony shall apply to the Office of
Registrar no later than the date advertised for such applications to be made.
7.7 Subject to the provisions of these regulations, every candidate who has qualified and
applied for the presentation of a certificate, diploma, advanced diploma or degree shall
receive a document, sealed with the University’s seal certifying that the requirements
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for the award of the respective certificate have been completed.
7.8 The Senate may withdraw or refuse to grant any academic award if it is satisfied that
the candidate made an untrue or misleading statement or was guilty of any breach of
regulations or dishonest practice in relation to the award. This authority of the Senate
cannot be delegated.
7.9 The name on the certificate shall be that contained in the official University records
maintained by the Registrar. It is the responsibility of the students to ensure that their
names are correctly spelt and other personal details in the official records are correct.
7.10 In case of the death of a candidate:
7.10.1 If the candidate has, before death, applied to receive the award, then the award
shall be granted posthumously unless the candidate’s personal representative or next-
of-kin has withdrawn the application.
7.10.2 In any other case, the candidate’s personal representative or next-of-kin may apply
and the award shall thereupon be granted.
7.11 Replacement Certificates
7.11.1 This policy shall apply to all graduates of FNU and former graduates of the Fiji Institute
of Technology (FIT), Fiji School of Medicine (FSM), Fiji School of Nursing (FSN),
the Fiji College of Agriculture (FCA), Fiji College of Advanced Education (FCAE),
Lautoka Teachers College (LTC), and the Training and Productivity Authority of Fiji
(TPAF) who request replacement certificates.
7.11.2 Replacement certificates may be issued by FNU under the following circumstances:
7.11.2.1 If the original certificate was destroyed in a natural disaster or a human disaster
beyond the control of the student.
7.11.2.2 If the original certificate was stolen in a burglary.
7.11.2.3 If the original certificate was mutilated or damaged.
7.11.2.4 If the original certificate was lost.
7.11.3 For any of these grounds to be considered, the applicant is required to submit an original
statutory declaration stating clearly the reason for the request of a replacement
certificate. Where reasons are destruction through natural disasters or theft/burglary, or
fire/arson, the declaration must also provide details of the event (for example the date
of the flood, reports from authorities on the impact of the flood generally and
specifically on the applicant, or a police report for theft or fire). For certificates that are
mutilated or damaged, these need to be submitted together with the statutory
declaration. For certificates that are lost students must advertise in the major newspapers
where the certificate is considered lost, under the ‘Lost and Found’ section, at least four
weeks before requesting the University for a Replacement certificate.
7.11.4 All replacement Certificates issued by FNU in respect of the Fiji Institute of
Technology, Fiji School of Medicine, Fiji College of Agriculture, Fiji School of
Nursing, Lautoka Teachers College, Fiji College of Advanced Education, and the
Training and Productivity Authority of Fiji, must state clearly that it is not a certificate
of Graduation from FNU and that it is a Replacement Certificate for the formerly existing
institution but shall have the seal of the Fiji National University.
7.11.5 Reissued Certificate
7.11.5.1 The name appearing on are placement certificate shall be the same name which
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appeared on the original certificate and/or under which the student enrolled and
graduated from FNU, FIT, FSM, FCAE, LTC, and FCA.
7.11.5.2 No change of name shall be allowed in the certificate.
7.11.5.3 The reissued certificate shall state the following in the certificate: “This is a
Replacement of the Certificate No. …. [insert No., if numbered] Issued on…..
[Insert date] under the formerly existing….. [Insert name of institution] which
since.... [insert month] 2010 merged to form the University.”
7.11.6 Replacement Certificates for incorrect names
7.11.6.1 All certificates shall be issued in the name as recorded in FNU’s official student
record and that includes the records of all constituent institutions.
7.11.6.2 If it is established that FNU issued the student a certificate with an incorrect name
then the student would be issued a replacement certificate.
7.11.6.3 No replacement certificate would be issued where a student has changed his/her
name subsequent to graduation.
7.11.7 The Replacement Certificate shall be a clean certificate, with no endorsement on
it.
7.11.8 Academic Record
7.11.8.1 The Academic Office shall ensure that an appropriate entry is made in FNU’s
record book of the issue of the replacement certificate.
7.11.9 Application and Fee
7.11.9.1 Applicants for replacement certificates shall fill in the form ‘Application for
Replacement Certificate’.
7.11.9.2 An appropriate fee shall be paid for all applications other than those made for
correction of incorrect names. The FNU shall periodically review the application
fee for a replacement certificate.
8.0 Academic Dress
8.1 Graduates shall appear for the University graduation ceremonies in the academic
dress proper to their respective qualification as described.
8.2 Graduates of the University attending or taking part in public ceremonies may
choose to wear the academic dress appropriate to their qualification.
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PART IV PROGRAMME APPROVAL AND REVIEW
1.0 New Programme Validation
1.1 Each College Academic Board must develop and propose to the Senate for its
adoption, the processes necessary for the development of new academic
programmes for the College and the submission of proposals for new programmes
to the College Academic Board.
1.2 No programme shall be offered by any College unless such programme has been
approved by the Senate. In considering the proposal for a new programme, the Senate
shall give regard to the report from the College Academic Board on the programme.
1.3 The Senate shall determine whether or not to approve programmes, having regard to the
following:
1.3.1 Compliance with the UASR.
1.3.2 The appropriateness of the programmer’s aims and objectives to the industry or
profession for which the programme prepares the students, including the
constitution, size, effectiveness and representative nature of the bodies consulted in
the development of the new programme.
1.3.3 Programme structure.
1.3.4 The level of the award(s) and the criteria for recommendation of the award(s).
1.3.5 Admission requirements and time-limits for completion of the programme.
1.3.6 The appropriateness of the teaching and learning methods, including attendance and
practical work requirements.
1.3.7 The appropriateness of the methods used for student assessment, and reconsideration
of assessments.
1.3.8 The adequacy of staffing levels, staff qualifications, staff development plans, and
methods for appraising staff performance.
1.3.9 Quality control measures, including the appropriateness of mechanisms established
for internal and external reviews of the programme.
1.3.10 The appropriateness of the resources (financial, human, and physical resources) to
deliver a quality programme and the resource impacts on the University.
1.3.11 Potential risks and threats, and sustainability of the proposed programme.
1.3.12 Any other matter considered necessary for ensuring quality standard of the
programme.
1.4 When there is conflict between the UASR and the programme regulations the
provisions of the UASR shall apply.
2.0 Programme Review and Monitoring
2.1 Every programme shall be monitored internally through appropriate processes
established by the College Academic Board.
2.2 The internal review report shall be presented to the Senate within three months of it being
considered by the respective College Academic Board.
2.3 Programmes shall be externally reviewed every 4 years, except for the MBBS
programme which should be reviewed every 6 years. For programmes which are
externally accredited, reviews shall also be conducted as per accreditation
requirements.
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2.3.1 The external reviewer(s) shall be appointed by the Vice Chancellor in
consultation with the respective College Dean.
2.3.2 The report of the external assessor(s) shall be presented to the Senate, together with
the comments from the College, within four months of the report being completed
by the external assessor.
2.4 On the basis of the review report and the comments, the Senate may:
2.4.1 require further examination of the report(s);
2.4.2 maintain or withdraw the validation of a programme; and
2.4.3 Take all actions necessary to ensure quality standing and sustainability of the
programme.
2.5 After validation and before enrolment of students, the College offering a programme
shall enter the details of the programme in the College Handbook.
PART V ACADEMIC REGULATIONS
1.0 Enrolments
1.1 To enroll in any unit/course or programme at the University, a student shall provide
evidence of meeting any criteria for entry to the unit or programme as specified in the
programme regulations.
1.2 Where there are insufficient places available in a unit/course or programme to
accommodate the number of applicants, selection shall be as follows:
1.2.1 For programmes that only the University offers and for which Pacific Island
governments have no option other than outside the Pacific, places remaining after
allocation to Fiji Government-sponsored students and students sponsored by Pacific
island governments, as determined by the Council from time to time, shall be
allocated strictly on academic merit.
1.2.2 For programmes that other institutions in the Pacific also offer and for which Pacific
island governments have an option within the Pacific, places remaining after
allocation to Fiji Government-sponsored students shall be allocated strictly on
academic merit.
1.3 Students must comply with the relevant enrolment, exemption and transfer procedures
applying to each programme or unit.
1.4 The University reserves the right to decline admission to applicants who may have the
necessary academic qualifications, but who may lack any necessary physical or medical
attribute that may, in the University’s view, limit them in acquiring or performing in the
required profession or vocation.
1.5 The University reserves the right to cancel or withdraw admission if there is evidence
that an applicant made a willfully untrue representation or misled the University in
his/her application.
2.0 Fees
2.1 The Council shall establish the fees and charges for studying in any programme or course
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at the University.
2.2 No student shall be enrolled for a unit or programme contrary to the policy on fee
payment as established by the Council.
3.0 Withdrawal, Discontinuance or Transfer
3.1 A student may withdraw from a course/unit or a programme by submitting an
application for withdrawal to the Academic Office.
3.2 Where a student withdraws or is withdrawn, his/her name shall be removed from the
course/unit list and his/her academic transcript shall record a result or grade of “W” as
“Withdrawn from Unit” in respect of that unit.
3.3 Students who discontinue a course without submitting the application for withdrawal to
the Registrar in accordance with s3.1 above shall be recorded as having not completed
the course, with his/her academic record showing a result of “DNC” as “Did Not
Complete” for the unit.
3.4 Students withdrawing from a course(s) would be entitled to fee refunds as prescribed,
from time to time, by the Senate.
3.5 Any withdrawal from a unit or programme shall be without prejudice to the student’s
right to apply for re-enrolment in the future.
3.6. A student may transfer from one programme to another following the processes
established by the University for change of programmes.
3.7 A student may change units/courses undertaken following the processes established by
the University for Change of units/courses.
4.0 Granting of Credits
4.1 Credits shall be granted to students by the Examination Board responsible for the
programme on the basis of assessments.
4.2 The responsibility for determining whether or not a student has accumulated the
required number and level of credits for an award, and whether or not other programme
requirements have been fulfilled, lies with the Examination Board responsible for the
programme.
5.0 External Examiners
5.1 As and when necessary, the College Dean/Centre Direct or may decide to appoint
External Examiners for any or all programmes or for any or all units/courses leading to
the award of a University certificate, diploma, advanced diploma or degree.
5.2 The terms of reference of the external examiners shall be established by the appointing
authority.
6.0 External Moderation
6.1 A College may have student assessments in one or more specific programme(s)
moderated externally.
6.2 The terms of reference for external moderation shall be drawn by the College.
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6.3 Where there are Appeals, the Registrar may, in consultation with Vice Chancellor, require
the programme/unit to be externally moderated.
7.0 Franchising University Programmes
7.1 The University may franchise its programmes to approved institutions within and
outside Fiji.
7.2 The University shall develop and adopt a Franchise Policy that would regulate
franchising of its programmes and courses.
8.0 Student Assessment
8.1 Each programme of study shall specify the forms and methods of student assessment and
progression. This may include specifying the conditions to be met to pass a unit, minimum
mark requirements to qualify for end-point assessment, and class or workshop attendance
requirements.
8.2 Work presented by a student for assessment must be the work of the student.
9.0 Student Progress
9.1 The University reserves the right to monitor the progress of students through various
stages of any defined programme of study. The University’s approach to monitoring
progress places students at the center of the process and encourages them to work
together with staff to reflect upon their progress in a purposeful and critical way. In doing
so, students are encouraged to own their learning experience so that they can shape
supportive strategies best suited to meet their personal objectives. Student progress
monitoring is premised upon the principles of early identification of students not making
satisfactory progress, responsive communication and supportive intervention, tracking
and reporting of student progress, and open and fair processes and transparent decision
making.
9.2 A College Dean and/or Centre Director, as the case may be, shall put in place procedures
for monitoring student progress in each programme and unit. The Dean/Director is
responsible for all matters involving the administration, monitoring and management of
student progress. Deans/Directors shall provide an enabling environment that gives
students every opportunity to make satisfactory progress and ensure that students
receive timely feedback on performance and progress. The University expects students
to take responsibility for monitoring their own progress and understand the structure of
their programme and the requirements for satisfactory progress.
9.3 Any decision made or action taken shall, wherever possible, take into account the
individual circumstances presented by the student. Relevant student records and
evidence of previous results and supportive interventions shall be available at every
stage of the process. Student progress procedures shall incorporate reasonable
provisions for appeal of decisions. The principles of natural justice will apply in all
formal unsatisfactory progress proceedings. Non-compliance with, or non-attendance at,
proceedings by a student shall not be grounds for delay or invalidation of decisions.
Where formal unsatisfactory progress proceedings are implemented, these shall allow for
student representation at all stages of the process by a person nominated by the student
other than a currently practicing solicitor or barrister.
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9.4 A student is considered to have made unsatisfactory progress in a programme of study,
if that student: 9.4.1 fails the same course twice; and/or 9.4.2 fails 50% or more of the enrolled programme load for the relevant teaching period;
and/or
9.4.3 Fails to comply with a conditional enrolment agreement set by the Academic
Adviser, Programme Co-coordinator, the Dean, or any committee that is established
under the authority of the Dean.
9.5 Thelecturer-in-chargeofaunitshallinformstudentsdirectlyoftheircontinuous
assessment marks. Assessment marks shall not be posted publicly by student names. It
is also the responsibility of students to monitor their own progress through consultation
with relevant lecturers and/or counselors.
9.6 It is the responsibility of the lecturer-in-charge to ensure that at least 40% of all internal
assessment for a unit is completed by the mid-term, and that a report on all students who
fail to meet the pass mark in this portion of the internal assessment is provided to their
Dean through the reporting structure no later than one week after the mid-term. Students
with unsatisfactory progress in the continuous assessment shall be notified of this by the
Dean. The sponsor of a student may also be advised of the unsatisfactory performance
of the sponsored student.
9.7 The Officer responsible for quality at the University may also require Deans and
Directors to provide regular reports on student progress to his office for development of
remedial measures as necessary.
9.8 Each programme shall have noted in its programme document specific procedures for the
monitoring and tracking of students performing poorly.
9.9 The University reserves the right to require students with unsatisfactory progress to
undergo counseling. The University reserves the right to suspend from the programme
of study, students whose performances continue to be unsatisfactory in the programme
despite counseling. The period of suspension shall be determined by the Dean, in
consultation with the Registrar.
9.10 A student may be terminated from a programme if he/she fails to meet the progress
required for continuing studies in a programme.
9.11 Neither a suspension nor a termination from a programme of study prevents the student
from changing programmes and continuing in another programme of study, or from
getting cross credits in another programme for the units passed in the programme(s)
from which the student was suspended or terminated.
10.0 Recording of Assessment
10.1 Result Notations: For all award programmes, results shall be specified in terms of marks
obtained, letter grades, and grade points for each unit. The result sheet issued to the
students shall also contain notes on the equivalence of the letter grades with marks and
other forms of notations used. Table 2, below shows these equivalences.
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Table 2: Result Notations
Grade Marks Grade Points
A+ 90-100 High Distinction 4.33-5.00
A 85-89 Distinction 4.00-4.27
A- 80-84 Distinction 3.73-3.93
B+ 75-79 High Credit 3.33-3.60
B 70-74 Credit 3.00-3.27
B- 65-69 Credit 2.67-2.93
C+ 60-64 Pass 2.33-2.60
C 55-59 Pass 2.00-2.27
C- 50-54 Pass 1.67-1.93
D+ 45-49 Fail 1.33-1.60
D 40-44 Fail 1.00-1.27
D- 35-39 Fail 0.67-0.93
E Below 35 Fail 0
DNQ Did Not Qualify: Student received over 50% of total marks but did not meet other specified conditions for a pass Fail 0
W Withdrawn from Unit 0
CT Credit Transfer Cross credit (CT) 0
NV Null & Void for Dishonest practice 0
I Result withheld/Incomplete assessment 0
X Continuing course 0
DNC Did Not Complete 0
CP Compassionate Pass 0
Aeg Aegrotat Pass 0
PT Pass Terminating 0
P Pass 0
NP Not Passed 0
Note:
a. The result sheet shall record the % mark of the student, the respective grade point, and the
Cumulative grade point to the time of the result notification.
b. The conversion from a mark to a grade point is as follows: for each mark less than 100, from 5
subtract the following: 100 less the mark obtained, multiplied by a factor of 0.066667.
(For example:
5-([100-mark obtained]*0.066667). Thus, for a mark of 90%, the GP = 5-([100-90]*0.066667)
=4.33. Or for a mark of 54, the GP =5-([100-54]*0.066667) =1.933). Refer to Conversation
Table: Letter Grades to Grade Points provides the full conversions for al marks. c. The formula for calculating Grade Point Average (GPA) is: ∑ ,where Xi is grade point in unit
i, and Yi = (credit point in unit i as % of total credit points For units done to the time of calculation of the GPA, irrespective of whether passed or failed).
d. GPAs, calculated as the sum on the grade points weighted by the credit points in each unit/course,
include all units/courses that record a mark (%) or a letter grade ranging from A+ to E+ and
including DNQ.
e. Grade points for credits transferred shall not be included in the calculation of GPAs.
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10.2 The internship/industrial attachment/work experience component of a
programme shall be given a Pass (P) or Not Passed (NP) grade.
10.3 For all competency based training, results shall be specified in terms of competencies
obtained as shown below:
Result Notation Description
Comp Competent
N-Comp Not Competent
10.3.1 These competencies may be at different levels, such as credit, distinction and high
distinction.
10.4 Credit Transfers
10.4.1 Applications for credit transfers are to be made to the respective College through
the submission of the Credit Transfer Application Form.
10.4.2 The College Dean shall establish the processes through which credit transfer
applications shall be processed. The processes, or any amendment to these, shall be
submitted to the Senate for approval. The consideration of applications for credit
transfers shall always be within the FNU’s Qualifications Framework.
10.4.3 The University shall provide for a flexible environment for students to obtain
quality qualifications. While a College has full authority on awarding credit
transfers within the provisions of the FNU’s Qualifications Framework, no College
shall place any requirement that a student needs to do more than 15% of one’s
studies at the University to obtain a University Qualification.
10.5 Pass Terminating
10.5.1 In exceptional circumstances, the Examination Board responsible for the
programme, and on appeal, the College Examination Board, may at its discretion
grant a “pass terminating” (PT) grade.
10.5.2 When a pass terminating is granted for a particular unit, the student cannot enroll in a
unit for which a pass in that particular unit is a prerequisite.
11.0 Special Consideration
11.1 Candidates who are prevented from sitting end-point assessment(s) through no fault of
their own, or consider that their performance in the examination(s) will be or was
seriously impaired, may make written applications to the Chair of the College/Centre
Examination Board, for consideration of the award of an aegrotat pass, compassionate
pass, or to sit a special examination.
11.2 The application should be made on the prescribed form, as soon as possible, and
normally prior to the examination or examinations being held. Evidence shall support
the application as the Dean shall require.
11.3 Applications for aegrotat and/or compassionate pass would only be considered where
options for alternative assessments in lieu of the originally s c h e d u l e d end-point
examination are not available within eight weeks of the scheduled examination.
(a)
(b)
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11.4 In order to be eligible for Special Consideration, the student must submit the application
on the prescribed form. Where this application relates to a specific assessment task, it must
be submitted within three working days of the due date for the assessment task, unless
prevented by circumstances beyond the candidate’s control. Under exceptional
circumstances, the Dean may waive these time requirements.
11.5 Provisions for Special Consideration will be consistent across all programmes at the
University.
11.6 Situations that may lead to an application for Special Consideration could include:
11.6.1 Sudden ill health or injury of the student as certified by an approved medical
practitioner.
11.6.2 An adverse event relating to the student, a family member or close associate of the
student.
11.6.3 Curtailed period of time for an assessment task, such as late arrival at an examination,
through no fault of the student.
11.6.4 Less than optimal conditions while attempting an assessment task that significantly
disadvantaged the student, where these conditions could not be improved.
11.6.5 A situation where an application for modified assessment is successful but arrangements
could not be made before the assessment was conducted.
11.7 Applications for special consideration must be accompanied by relevant supporting
documentary evidence (e.g. police report, death notice or certificate, or statutory
declaration) or a written document/certificate from a relevant approved professional
practitioner that explicitly articulates that special consideration is warranted.
11.8 In order to protect the privacy of the student, the information provided about the
event/condition will remain confidential to those involved in assessing and processing the
application.
11.9 The Dean shall action the application within three days of its receipt if the applications are
received before the School/Department Examination Board is held. For applications
received after the School/Department Examination Board meeting, the Dean shall
determine the most efficient way of proceeding with this. The Examination Board may
consider alternative assessment options, including, but not limited to, a pass terminating,
extension of time to complete an assessment, supplementary assessment or an alteration to
the mark or grade allocated to the course.
11.10 A student who fails to present work for assessment due to lack of familiarity with the
assessment requirements of any units shall not have grounds for making an application for
special consideration.
11.11 Aegrotat Pass: Candidates who are prevented by illness or injury from presenting
themselves at the end-point assessment(s), or who consider that their performance in the
examination(s) will be or was seriously impaired by illness or injury, may apply for an
aegrotat pass. An aegrotat pass, which is ungraded, is given with the approval of the
Examination Board where the candidate presents a certificate from an approved
medical practitioner that states the date that the practitioner examined the candidate, the
practitioner’s opinion that the candidate was unable through illness or injury to sit for
the examination(s), that the candidate’s performance was likely to have been seriously
(a)
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impaired by illness or injury, and the nature of the illness or injury in sufficient detail
to make it clear that the candidate was not responsible for the said disability. The
candidate’s lecturer(s) in charge of the course(s) under consideration is required to
certify that the quality of the candidate’s work in the relevant course(s) was, in his/her
(their) opinion, clearly worthy of a pass, where ‘clearly worthy of a pass’ shall mean
the candidate having achieved a mark normally equivalent to a grade of “C+” in
continuous assessment. In considering applications under this regulation, it will also be
permissible to take into consideration the effect of any illness or injury on the
candidate’s performance during the Course.
11.12 Compassionate Pass: Candidates who are prevented from attending classes or from
sitting an examination(s) by exceptional circumstances beyond their control, other than
their own illness or injury, or who consider that their performance in the
examination(s) will be or was seriously impaired by the same circumstances may
apply for a compassionate pass. A compassionate pass, which is ungraded, is given
with the approval of the Examination Board. Such applications are considered in
exceptional circumstances only and these provisions are expected to be rarely
implemented.
11.13 Special Examinations: Candidates may sit a special examination(s) where candidates
apply to sit for a special examination(s) rather than be considered for the award of an
aegrotat or a compassionate pass, subject to compliance with the conditions entitling
the students to apply for an aegrotat or compassionate pass, or where the Examination
Board upon considering applications for aegrotat pass or compassionate pass, requires
the candidate to sit for such an examination(s). If a student is permitted to sit for a
special examination(s), the Examination Board shall decide on the date(s) of the
examination. When a candidate sits for a special examination(s) under these
provisions, he/she cannot be subsequently considered for an aegrotat or compassionate
pass for that unit in that term. Where a candidate sits for a special examination(s) under
these provisions, the candidate shall pay an appropriate examination fee per
examination before the examination can be arranged.
The final assessment of students sitting a special examination(s) will be based on
both the continuous and end-point components of the summative assessment, so that
the score awarded for the special examination(s) is combined with the other
components of the summative assessment in the calculation of a final course grade.
11.14 Appeals: A student may appeal to the College Academic Appeals Committee within five
working days of written notification of the outcome of an application. The permitted
(a)
(b)
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grounds for the appeal are breach of procedures in the consideration of the application,
and/or denial of natural justice to the student.
12.0 Confirmation of Grades and Notification of Results
12.1 Students can view their official results from the Online Student Services web link at
www.fnu.ac.fj using their Student ID; student accounts shall remain active for this
purpose for a total of 4 weeks after the term. If a student cannot view the result within
four weeks of the end-of-course assessment, it becomes the responsibility of the student
to contact the academic office to find out the status of his/her results. The University may
email the official results to the email address the student provided to the Academic
Office. It is the responsibility of the student to inform the Academic Office of any
change in one’s email contact information before leaving at the end of the academic year.
The University does not normally provide result printouts other than the official transcript
provided with the graduation certificate.
12.2 Results shall not be released to any party other than the student or, if required as a
condition of sponsorship, to the student’s sponsor.
12.3 A list of students graduating in each programme may be posted on the University’s
website. Students enrolled for studies at the University are deemed to have given
permission for posting the list of graduating students on the University’s website.
13.0 Errors in Published Results
13.1 If it is found after publication of results that an error has been made in the recording of
a result, the error will be corrected.
13.2 In all cases where errors are noted by a student or teaching staff, the errors shall be
brought to the attention of the Examination Board, which shall consider the errors and
make appropriate recommendations in correcting the errors to the Academic Office.
13.3 The Academic Office shall ensure that the student(s) affected are notified in writing of
any change of result.
14.0 Final Examination Scripts
14.1 A student may obtain a copy of his/her assessed final exam script(s), and all other
written materials submitted for assessment in a unit, upon application on the prescribed
form and upon the payment of the prescribed administration fee(s).
14.2 A student may view the marking guide for the final exam paper.
14.3 No access to exam scripts shall be permitted after 12 months of the release of results for
any unit.
15.0 Reconsideration of Assessment and Unit Grades and Appeals
15.1 A student may apply for reconsideration of the final (end-point) assessment.
15.2 Applications for reconsideration shall be made only after a student has viewed his/her
exam script and the marking guide under the provisions of s14 above, and remains
unsatisfied with the results obtained. The application for reconsideration shall specify
(a)
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the question(s) which he/she is seeking a reconsideration of, and the basis for this.
15.3 Applications for reconsideration shall be made within five days of the result being
released if the student wishes to pursue a course to which the course(s) under
reconsideration is a prerequisite, or 21 days of the date of release of the results otherwise.
Applications need to be made by lodging a duly completed ‘Reconsideration of
Assessment’ form, together with the necessary fees for the reconsideration, to the
Academic Office, which shall submit the application to the respective Dean.
15.4 The Dean, or the Head of the Academic Section authorized by the Dean to deal with
applications for reconsideration of grades shall ensure the reconsideration is done
expeditiously and independently.
15.5 Reconsideration of unit grades shall comprise:
15.5.1 a careful check that the referred to examination question and part- question was read
by the examiner and given an appropriate mark;
15.5.2 a careful remarking of the question(s) being asked for reconsideration;
15.5.3 a careful check that the total examination mark has been accurately transposed
within the proportions (% coursework vs. % final examination) previously
established by the examiner;
15.5.4 a careful computation of all the marks awarded for the coursework; and
15.5.5 a careful check that the coursework mark has been accurately transposed within the
proportions previously established by the examiner.
15.6 The application shall be considered and a decision communicated to the Academic
Office within five working days of the receipt of the application for reconsideration from
the Academic Office if the course under reconsideration is a prerequisite to a course that
the student is required to undertake in the term immediately following to complete
his/her programme, or within ten working days otherwise.
15.7 The outcome of the reconsideration shall be communicated to the student by the
Academic Office within two days of the receipt of the report from the Dean.
15.8 If the student is dissatisfied with the outcome of the application, the student may apply to
the College Academic Appeals Committee for reconsideration of the grade/result. Appeals
shall be made within five working days of the date of the notification of the outcome of the
application for reconsideration. Applications shall be made by lodging a duly completed
form prescribed for this purpose to the Academic Office, which then shall be sent by the
Academic Office to the College Appeals Committee within one working day of its receipt.
The Appeals Committee shall cause a careful reconsideration of the documents as listed in
s15.5 above, as well as cause to be carried out a careful examination of all or a sample of
other scripts (with such sample determined by a specified process by the Academic Office)
for the unit to ensure consistency of marking and assessment.
15.9 The College Academic Appeals Committee shall advise the Academic Office of the
outcome of the appeal within five working days from the date of the receipt of the
(a)
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application from the Academic Office if the course is a prerequisite to a course that the
student would need to do in the term immediately following to complete a programme or
within 15 working days otherwise. The Academic Office shall advise the student within
24 hours by email or phone.
15.10 A grade may be unchanged, raised or lowered following reconsideration under this section.
15.11 A student who is dissatisfied with the award of the College Academic Appeals Committee
may appeal further to the Students’ Appeals Committee for reconsideration of the decision
by the College Academic Appeals Committee. This appeal must be lodged within two
working days from the date of the notification if the course under reconsideration is a
prerequisite to a course that the student is required to undertake in the term immediately
following to complete his/her programme or within ten working days otherwise.
15.12 Appeals against the decision of the College Academic Appeals Committee shall be made
by lodging the prescribed application form [‘Appeal: Reconsideration of Assessment’] to
the Academic Office.
15.13 The Students’ Appeals Committee shall advise the Academic Office of the outcome of the
appeal within five working days of the date of the lodgment of the appeal if the appeal
concerns a prerequisite to another unit that the student needs to do, in the term immediately
following, to complete the programme, or 20 working days otherwise.
15.14 A student may be given provisional admission into a unit if the unit whose grade is under
reconsideration or is under appeal, is a prerequisite. The admission would be confirmed if
the student’s application succeeds. If the application fails, the student shall be deregistered
from the unit, with no loss of fee paid for the unit.
15.15 Any and all fees paid for reconsideration of a unit grade, including the fees to get a copy
of the script and to view the marking guide, shall be refunded to the candidate, if, as a
result of the reconsideration or appeals, the grade for the unit is raised.
15.16 The decision of the Students’ Appeals Committee shall be final.
16.0 Supplementary Assessment
16.1 Supplementary assessment may be offered when a student scores more than 45% and
less than 50% in a course, or where a student receives a DNQ grade with a final total
mark of 50% and over. Where students pass a supplementary assessment, the letter grade
awarded is “C”, with associated credit points.
16.2 Supplementary assessment may take the form of a special examination, an assignment,
an oral examination, or any other appropriate assessment instrument within the particular
discipline, on the proviso that the supplementary assessment task(s) must be equivalent,
though not necessarily identical, to the initial assessment task(s).
16.3 Supplementary assessment shall be available as a norm in all courses of study. Where
supplementary assessment is not made available, students must be advised of it through
the course outline or the programme document.
16.4 Students who are attempting a course for the second time will not be offered
supplementary assessment in that course. Students who are repeating a year of a
programme will not be offered supplementary assessment in any course for that year.
(a)
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224
16.5 Students will be formally advised as soon as is practicable that they have been offered
supplementary assessment and of the form of the supplementary assessment task(s). If
the supplementary assessment takes the form of an examination, the time and place of
the examination will be provided within a minimum of three working days before the
examination takes place. Where the supplementary assessment takes another form, the
course coordinator will provide information to the student on the assessment task and its
required completion date as early as possible.
16.6 Restrictions on the number of supplementary assessments permitted in a programme will
be defined in each programme document but may not exceed the equivalent of one sixth
of the total programme.
16.7 Supplementary assessment results should be reported in a timely manner so as not to
disadvantage student progress. The Examination Board should ensure that the whole
process of assessment, progress meetings/hearings and appeals are conducted as quickly
as possible and, in other than exceptional circumstances, are completed early enough not to
prejudice a student’s ability to properly enroll for the subsequent teaching period.
17.0 Modified Assessment
17.1 Occasions may arise when a student is able to complete an assessment but not in the
form set out in the course guide or programme document. In such a case, the principal
lecturer, with the endorsement of the Head of the Academic section that the programme
falls in, may make provision for a modified assessment.
17.2 In order to be eligible for modified assessment, the student must apply in the prescribed
manner within the first three weeks of the commencement of the academic term and
before any assessment of the task that is proposed to be modified. Where a condition
that requires a modification in an assessment task is established later in the term, a later
application will be accepted if it takes place before the assessment task begins and there
is enough time for appropriate arrangements to be put in place.
17.3 The application for modified assessment must be supported by suitable documentation
from a relevant authority. It should explicitly address the need for modification of the
assessment and the nature of modifications that are proposed to address the problem
with the normal assessment.
17.4 Departmental provisions will normally involve consideration of applications by the
relevant course and programme coordinators and any other individual as required by the
Head of the academic section in which the programme falls to ensure that any proposed
modification of assessment will not compromise assessment of the learning outcomes
that the task is designed to assess.
17.5 Modification of assessment tasks must not have any impact on judgments about the
merits of the student’s performance, neither penalizing nor advantaging the student.
Modification of assessment tasks is at the discretion of those nominated to make such
decisions within the relevant departmental provisions (e.g. the Programme Co-
coordinator) and, if allowed, must be reported to the Examination Board.
17.6 Suitable adjustments might include:
17.6.1 The use of special equipment.
17.6.2 The support of a scribe.
(a)
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225
17.6.3 The provision of a rest room.
17.6.4 The provision of supervised break periods outside an examination venue.
17.6.5 Variation in communication mode, for example, an oral process instead of a written
one.
17.6.6 Any modification(s) suggested as suitable for a particular student by a suitable or
relevant authority.
17.7 The student must be informed in writing about the outcome of an application for modified
assessment as soon as possible. Appropriate documentation concerning the application
and outcome should be attached to the student’s file.
18.0 Re-Sit
18.1 A student may apply to re-sit the end-point examination. Such an examination shall be
held as follows:
18.1.1 A student may apply for and pay for the full costs of preparing and administering a
re-sit examination.
18.1.2 A student may apply for and pay the costs for a re-sit at the next occasion when the
exam is administered.
18.2 For students who actually re-sit, the final grade the student obtains in the re-sit will be
based on the original coursework plus the new exam mark.
18.3 Only one re-sit of end-point examination is permitted per unit.
18.4 Lecturers-in-charge may make provisions in the unit outlines for re-sits of internal
examinations.
19.0 Application for the Relief of Hardship
19.1 Candidates may apply for relief of hardship to the Academic Office:
19.1.1 Where it is shown that an alteration or amendment of a regulation involving a
programme, or a change in examination requirements has caused undue hardship to
a student.
19.1.2 Where it is determined that the student would benefit from time off from studies in
which case a student may apply to the Academic Office for a special leave of
absence for up to three years.
19.1.3 Where it is determined that an exception to a regulation is required to provide for
any exceptional circumstance not otherwise provided for in the University’s Rules
and Regulations.
20.0 Examination Regulations
20.1 The University Senate shall provide for Examination Regulations for the University,
and which shall detail the processes and policies for the conduct of examinations. For
clarity, the Examination Regulations shall be consistent with and give effect to the
provisions on examinations provided for in the UASR.
20.2 Examinations conducted by the University shall be held at the places and times specified
in the examination timetables published by the authority of the Examination Board.
20.3 No candidate shall be allowed in the exam venue without producing a valid ID card to
(a)
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226
the Supervisor(s) appointed for the examination at the respective location. Any
exception should be authorized by the Registrar.
20.4 Candidates shall display their University identification cards on their examination desks
in order to allow supervisors to verify their identities when collecting attendance slips.
Over time this process may be replaced by electronic identification of students.
20.5 The examinations shall comprise written, oral or practical examinations as are prescribed
in the unit outline of the unit provided to the students at the commencement of the term.
20.6 No candidate may be examined in any subject or part of a subject at any time other than
what has been set down for him/her in the timetable except with the permission of the
Registrar.
20.7 No candidate shall be allowed to enter an examination room later than one hour after the
beginning of the examination or leave the examination room until one hour has elapsed
from the beginning of the examination or during the last 15 minutes of the examination.
20.8 No candidate is to bring with him/her into the examination room any written or printed
matter except as authorized by the examiner, or where such written or printed material
has been authorized for use in an approved open book examination.
20.9 For units in which the programme documents allow for open book examinations,
students may bring in materials as specified by the examiner.
20.10 Unless authorized by examiners, candidates are not allowed to have in their possession,
while in an examination hall, any written or printed material, any electronic or
computing device capable of storing material, or any device that is capable of
transmitting, storing or receiving messages.
20.11 Candidates who contravene s20.10 shall have the materials or devices confiscated by
the supervisor for the duration of the examination, and be reported to the Registrar for
disciplinary action.
20.12 The examination scripts shall be transmitted to examiners for assessment.
20.13 The scripts of the candidates shall be handed over to the Academic Office within two
(2) working days of the submission to the Academic Office of the results as duly
approved by the Examination Board. The handing over of the scripts shall be signed and
countersigned in official record books by the College/Center and the Academic Office,
each of which shall maintain this record for at least seven (7) years. Where the examiner
is either not a full-time staff, or is a staff member whose employment is to cease before
the script handing over period expires, the examiner’s supervisor shall assume the
responsibility of custody and transmission of the scripts.
20.14 The Academic Office shall keep the exam scripts in safe custody for a period of at least
seven years from the date of the examination.
20.15 The College Dean shall ensure that all scripts are handed to the Academic Office within
two (2) working days of the date of submission of the approved results to the Academic
Office.
21.0 Dishonesty during Assessment
21.1 Dishonest practice can take many forms, including but not limited to:
21.1.1 Dishonesty during summative assessments: Dishonest practice during summative
(a)
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227
assessments include, but is not limited to, the following:
21.1.1.1 Dishonest or attempted dishonest conduct such as speaking to or communicating
with other students.
21.1.1.2 Being in possession of any textbook, notebook, or other written material, or
electronic or mechanical device (e.g. mobile phones) not authorized for use
during the test or examination.
21.1.1.3 Leaving answer papers exposed to the view of others, or attempts to read
another student’s examination papers.
21.1.2 Complicity: voluntarily or consciously aiding other students in the preparation of
one or more of the offences covered in these regulations.
21.1.3 Plagiarism: submitting or presenting someone else’s work (writing, invention or
other creative work, etc.) as one’s own and that is done solely for that particular
course. Plagiarism may exist in the following forms:
21.1.3.1 The work submitted was done in part or whole by an individual other than the
one submitting or presenting the work.
21.1.3.2 The whole work or parts of it are copied from another source without due
reference.
21.1.3.3 A student submits, in one Course, work which has already been submitted in
another Course, without prior arrangement with both Course lecturers.
21.1.4 Other Academic Misconduct: This includes, but is not limited to, the following:
21.1.4.1 Tampering or attempting to tamper, with examination scripts, class work, grades
or class records.
21.1.4.2 Failure to abide by directions of an instructor regarding the individuality of work
handed in, or collaborates with others in the preparation of material, except where
this has been approved as an assessment requirement.
21.1.4.3 Acquisition, attempted acquisition, possession, or distribution of examination
materials.
21.1.4.4 Falsification or fabrication of clinical or laboratory or workshop reports.
21.1.4.5 Falsification of attendance records to cover the absence of others.
21.1.4.6 Fraudulent authorization or use of official documents (e.g. Sick sheets; etc.).
21.1.4.7 Impersonates or causes to be impersonated.
21.1.4.8 Other attempts to circumvent course assessment requirements.
21.2 A student shall be in breach of this Regulation if he/she engages in any of the practices
listed in s20.1. Plagiarism and dishonest practices are serious offences for which
offenders shall be penalized.
21.3 Reporting of Dishonest Practice and Follow-up Procedures
21.3.1 Where a unit lecturer/instructor is satisfied that a student has plagiarized, he/she shall
warn the student if it is a minor offence or make an appropriate reduction in the
marks. For any reduction of marks by 50% or more, or where the lecturer/instructor
(a)
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228
considers the matter to be serious, he/she shall refer the matter to the Head of the
academic section, who shall cause a determination in the matter and report it in
writing to the Head of the academic section, copied to the Registrar.
21.3.2 Where a student indulges in dishonest practice in coursework, the lecturer/instructor
shall warn the student if it is a minor offence or effect an appropriate reduction in the
marks. For any reduction of marks by 50% or more, or where the lecturer/instructor
considers the matter to be serious, he/she shall refer the matter to the Head of the
academic section, who shall cause a determination in the matter and report it in writing
to the Head of the academic section, copied to the Registrar.
21.3.3 A student has the right of appeal to the College Dean against any action taken by the Head
of the academic section.
21.3.4 In the event that a University staff member observes or otherwise becomes aware of
dishonest practice by a University student, the member is obliged to report this to the
Academic Office.
21.3.5 In the case of suspected student dishonesty during summative assessments or of a
breach of the examination rules, the course lecturer, chief examiner or examination
invigilator observing the dishonest practice must report the incident as soon as
practically possible to the Academic Office, which shall then withhold the result of the
student in that un- it/course and convene the Academic Disciplinary Committee to
consider the report.
21.3.6 In the case of other dishonest practices (e.g. complicity, or other academic misconduct), the
course lecturer, or any staff of the University who finds a case of such misconduct, must
report the incident as soon as practically possible to the Head of the section in which the
student is studying and/or the Academic Office.
21.3.7 When the Registrar is satisfied that a candidate has not complied with any regulation of the
University whether in respect to any examination or any other matter, the Registrar shall
have power, having given the candidate such opportunity as he/she considers reasonable
of remedying his non-compliance with the regulation(s), to suspend for such time as
he/she may see fit, the release of the results of any examination to the candidate, or decline
to credit any unit in his/her programme, or impose both these penalties.
21.3.8 A candidate may appeal to the Students’ Appeals Committee against any decision of
the College Appeals Committee or the Registrar. Any such appeal shall be made in
writing and shall be lodged with the Registrar within fourteen days of the date on
which the candidate was notified of the decision against which he/she is appealing,
provided that the Vice Chancellor may, if in his/her opinion there are exceptional
circumstances, direct that an appeal be accepted not withstanding that it has been
lodged after the expiry of the said fourteen days. A candidate may elect to appear
when the appeal is being heard and he/she shall so appear is required to do so
by the Students’ Appeals Committee. The candidate may, if he/she wishes to,
whether or not he/she is appearing in person, be represented by a member of the
University community, or by some other person.
21.3.9 The Student’s Appeals Committee may allow the appeal or dismiss it, or vary the
decision that is appealed against.
21.3.10 The decision of the Students’ Appeals Committee shall be final.
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22.0 Student Appeals
22.1 Students levied any penalty for any offence under University regulations have the right
to appeal to the Students’ Appeals Committee.
22.2 Appeals must be made as per UASR requirements relating to the regulation breached,
and in all other cases as soon as, but not exceeding fifteen working days from the date
the decision is communicated to the student. Appeals lodged outside this time period,
shall be accepted only in cases where there were circumstances beyond the student’s
control that prevented him/her from keeping to this limitation. Appeals should be made
in the prescribed form. All appeals other than for those provided in these regulations shall
be lodged with the Registrar.
22.3 The Students’ Appeals Committee may allow the appeal, dismiss it, or refer the matter to
the Senate for its consideration.
22.4. All fees for applying for an appeal shall be returned to the student if the appeal is allowed.
22.5 Results from the Students’ Appeals Committee shall be withheld until all fees and fines
have been paid and all library books are returned.
22.6 The decision of the Students’ Appeals Committee shall be final
PART VI MONETARY PAYMENTS AT THE UNIVERSITY
1.0 Scope and Intent
1.1 This policy provides for modes of payment to the University for any service
Rendered, or any fine levied.
1.2 This policy is intended to protect the interests of all entities paying monies to the
University or receiving monies or benefits from the University.
2.0 Payments to the University
2.1 All payment to the University shall be made as follows:
2.1.1 At all occasions, at the nominated bank in the nominated bank account of the
University following the payment procedure advised to the person by the University.
2.1.2 In exceptional circumstances when the nominated bank is not open, or cannot be
accessed for any reason, at the cashier at any campus or location, where the person
making any payment must demand an official receipt of the University.
3.0 Payments by the University: The University makes payments to suppliers of materials to
the University only upon the issue of official invoices. The University does not pay any
commission or benefit to any person or organization for any work done for the University
or to secure a contract without a due contract, and/ or without official documentation of
services received.
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4.0 The University shall not be liable for any payments to the University, or any payments or
part-payment, or any undertaking to pay an individual or an organization that is in breach
of the regulations on monetary payments of the University.
PART VI MONETARY PAYMENTS AT THE UNIVERSITY
1.0 Principles
1.1 This section provides a clear statement of expectations of students by the
University with respect to academic matters and personal behavior.
1.2 Studying at the University presents opportunities to interact with other
members of the University community as well as with the community that
interacts or needs to interact with the University. The University recognizes
and values the diversity of student experiences and expectations, and is
committed to treat students, both academically and personally, in a fair and
transparent manner. All students, in return, are required to comply with the
requirements set down in this regulation.
1.3 The University affirms its commitment to:
1.3.1 high academic standards, intellectual rigor and a high quality education;
1.3.2 academic freedom and social responsibility;
1.3.3 recognition of the importance of ideas and the pursuit of critical and
open inquiry;
1.3.4 tolerance, honesty and respect as the hallmarks of relationships
through- out the University community; and
1.3.5 High standards of ethical conduct.
1.4 All students are required to be aware of and act consistently with these values.
2.0 Coverage
2.1 This policy applies to all students of the University in respect to all actions
and activities relating to or having an impact on the University, or its
students, employees and the community which interacts, or wishes to
interact, with the University.
3.0 Personal conduct
3.1 All students must:
3.1.1 Treat all employees, honorary appointees, consultants, contractors,
volunteers, other students, and members of the public with respect,
dignity, impartiality, courtesy and sensitivity.
3.1.2 Maintain a cooperative and collaborative approach to inter-
personal relationships.
3.1.3 Act honestly and ethically in their dealings with University employees,
honorary appointees, consultants, contractors, volunteers, other
students, and the members of the public who interact with the
University or wish to interact with the University.
3.1.4 Respect the privacy of employees, honorary appointees, consultants,
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contractors, volunteers, other students, and the members of the public
who interact with the University or wish to interact with the
Universi ty.
3.1.5 Ensure that they do not act in a manner that unnecessarily or unreasonably
impedes the ability of employees, honorary appointees, consultants,
contractors, volunteers, other students, and the members of the public who
interact with the University or wish to interact with the University, to carry
out their study, research and work at or do business with the University.
3.1.6 Ensure that they do not act in a manner that unnecessarily or unreasonably
impedes the abilities of employees, honorary appointees, consultants,
contractors, volunteers, other students, and the members of the public who
interact with the University or wish to interact with the University, to
access or use the resources of the University for lawful purposes, and
purposes permitted by this or other University regulations.
3.1.7 Ensure that they do not become involved in or encourage discrimination
against or harassment or bullying of employees, honorary appointees,
consultants, contractors, volunteers, other students, and the members of the
public who interact with the University or wish to interact with the
University.
4.0 Academic Conduct
4.1 All students must:
4.1.1 Ensure that their enrolment and progress in their award programme is lawful and
consistent with the rules and regulations of the University. It is the student’s
responsibility to maintain current information in the student information system and
observe key dates and deadlines.
4.1.2 Read all correspondences from the University, including emails.
4.1.3 Act ethically and honestly in the preparation, conduct, submission and publication
of academic work, and during all forms of assessment, including formal
examinations and informal tests.
4.1.4 Avoid any activity or behavior that would unfairly advantage or disadvantage another
student academically.
4.1.5 Conform to the University’s requirements for working with humans, animals and
biohazards.
4.1.6 Behave professionally, ethically and respectfully in all dealings with the
University’s learning partners during internship/industrial attachments, and
practicals.
4.1.7 Use University resources, including information and communication technology
resources, in a lawful and ethical manner and for study purposes only.
4.1.8 Wear appropriate uniforms and protective devices as per requirements given in
writing in the unit outline.
5.0 Misconduct and Procedures on Misconduct
5.1 The purpose of these procedures is to promote the principle of mutual respect by
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informing students of behavior the University community con- siders appropriate;
discourage behavior the University community considers inappropriate; implement fair
and just procedures for dealing with possible cases of misconduct; and, provide for
the imposition and enforcement of penalties for proven misconduct.
5.2 Reporting Misconduct:
5.2.1 Possible misconduct by a student may be referred to one of the decision makers
referred to in s8.0 of this regulation.
5.2.2 A decision maker (on the decision maker’s own initiative or in response to a report)
may make preliminary investigations to decide whether proceedings may be
initiated against a student for alleged misconduct.
5.3 Proceeding with a Report of Misconduct:
5.3.1 If a decision maker decides to initiate such proceedings against a student, the
decision maker must give an allegation notice to the student providing details of the
alleged misconduct.
5.3.2 When dealing with misconduct, a decision maker must proceed in a way that accords
with the principles of natural justice, and in a way that the decision maker considers
appropriate, without being bound by legal technicalities or the laws of evidence, but
according to the justice of the case. This includes giving the student a copy of, or an
opportunity to inspect all relevant evidence relating to the matter held by the
decision maker; giving the student a reasonable opportunity to appear before the
decision maker to answer to the allegations; and allowing the student to be
accompanied by or represented by another person not being a person currently
practicing as a barrister or solicitor.
5.4 A decision maker must give written notice of a decision and any rights of appeal to the
student and the complainant, and must provide the Registrar with a copy of the same.
6.0 Time limits
6.1 A decision maker must not proceed against a student unless an allegation notice has
been given to the student within 14 days of the facts necessary to establish misconduct
first coming to the notice of a decision-maker.
6.2 A decision maker must decide the case within 28 days of the day the notice was given or
within a longer period if the student and the Registrar agree.
6.3 Before the 28-day period expires, a decision maker may apply in writing to the Registrar
for a waiver of the need to comply with s6.2.
6.4 The Registrar may issue a written waiver of the need to comply with s6.2 if satisfied
that the decision maker has made a reasonable attempt to consult the student about an
extension of the 28-day period and that the student’s ability to address the allegations is
not impaired.
7.0 Academic Matters
7.1 Without limiting the range of orders available to a decision maker specified in s8.0
below, penalties, which are academic in nature, should normally be imposed only for
misconduct that occurred in an academic context.
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8.0 Decision Makers’ Jurisdiction and Penalty Powers
8.1 A member of the teaching staff of the University may deal with any matter relating to
the classes conducted by that member of staff. If a finding of misconduct is made, then
the staff member may suspend a student for the remainder of the day, and immediately
report such suspension to his/her head of department/school as well as the Officer-in-
Charge at the Registrar’s Office at the campus/center. The Officer-in-Charge at the
Registrar’s Office shall decide in no more than 48 hours whether the suspension was
sufficient punishment for the misconduct, or whether the case ought to proceed to the
Students’ Academic or Students’ General Disciplinary Committee, and, act accordingly.
For the purpose of this section, ‘teaching staff’ can include clinical supervisor,
workshop supervisor, lab supervisor, and head of the institution where students may be
attached for internships, teaching practice, and industrial work attachments.
8.2 An examination supervisor may deal with any matter relating to the examination that is
being supervised. If a finding of misconduct is made, the supervisor shall make a written
report to the Officer-in-Charge at the Registrar’s Office at the Campus/Centre, who shall
advise the Registrar and the respective Dean of the misconduct. The examination
supervisor shall not suspend a student from that examination unless the misconduct
constitutes a threat to the physical safety of the supervisor(s), others involved with the
conduct of the examination/assessment, or other students writing the exam. The Registrar
shall decide in no more than 48 hours whether there is sufficient basis for the case to
proceed to the Students ‘Academic or General Disciplinary Committee, and act
accordingly.
8.3 The Librarian may deal with any matter relating to the functioning or facilities of the
Library. If a finding of misconduct is made, the Librarian may then issue penalties as
listed in the Library Regulations.
8.4 For any misconduct relating to breach of regulations on properties and facilities, the
administrator of the respective regulation on properties and facilities shall decide on the
penalties as in the provisions of the regulation.
8.5 For any misconduct relating to breach of regulations on information and communication
technology, the administrator of the respective regulation on ICT shall decide on the
penalties as in the provisions of the regulation.
8.6 For any misconduct relating to breach of regulations on hostel and accommodation, the
administrator of the respective regulation on hostel and accommodation shall decide on
the penalties as in the provisions of the regulation.
8.7 If other staff or students of the University notice any student misconduct, or if the
attention of any staff member is drawn to any student misconduct, the respective staff
or student must report the matter to the Officer-in-Charge at the Academic Office at the
Campus/Centre, and/or the Registrar, who shall decide whether the case is serious
enough to proceed to a disciplinary stage.
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9.0 Students’ Disciplinary Committees
9.1 The Students’ Academic Disciplinary Committee and the Students’ General
Disciplinary Committee may deal with any matter within their ambits.
10.0 Appeals against Decisions
10.1 A student may appeal against a decision of a decision-maker to the College Appeals
Committee if the misconduct concerns academic matters, or to the Students’ Appeals
Committee if the decision concerns matters outside the jurisdiction of the College
Appeals Committee.
10.2 To appeal a decision, unless otherwise provided for in the provisions of the respective
Appeals Committee regulations, the student must give notice of appeal to the Registrar
within ten working days of being given notice of the decision.
10.3 The Registrar must convene, or cause to be convened, the appropriate Committee within
15 working days of receiving notice of intent to appeal from the student, and give notice
of the appeal to the chairperson of that Committee.
10.4 The chairperson of the Discipline Committee may extend the time for compliance with
s10.3.
10.5 When dealing with an appeal, unless otherwise provided for by the specific Appeals
Committee regulation, the Committee shall regulate its own conduct, but it must observe
the following requirements:
10.5.1 The secretary must give the student a notice, at least five days before the date of the
hearing, of the time and place of the hearing and of the rights granted under this
subsection.
10.5.2 The student is entitled to be accompanied by another person, whom the student
appoints, except that this person must not be currently practicing as a barrister or
solicitor, and who may make submissions or representations on behalf of the student.
10.5.3 The student and/or his representative, and the complainant, have the right to be
present throughout the evidential phase of the proceedings.
10.5.4 The student may call and examine witnesses, cross-examine witnesses, and may
address the Committee at the conclusion of the evidence.
10.5.5 Notwithstanding any other rights, procedures and processes guiding the conduct of
the respective appeals committee, a Dean and/or a Director under whose jurisdiction
the content of the matter at hand falls, may appoint a member of the staff to represent
the section at the hearing, who may call and examine witnesses and address the
Committee at the conclusion of the evidence.
10.5.6 The Committee must determine an appeal on the basis of evidence presented by the
parties in the scheduled meetings of the committee.
10.5.7 The student and representative must be given an opportunity to inspect all evidence
presented.
10.5.8 At every hearing, the Committee has complete authority to maintain order in the
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proceedings including the authority to order the removal of a person including a
student or representative.
10.5.9 When two or more students are alleged to have committed offences arising out of
the same occurrence or series of occurrences, the Committee shall decide whether
their cases are to be heard separately or together.
10.5.10 As soon as practicable, and after the Committee has reached a decision, it must
communicate the decision in writing to the student and the complainant, and a copy
sent to the Registrar.
11.0 Appeal Operates to Stay Proceedings
11.1 An appeal from a decision suspends the implementation of that decision, unless, in the
opinion of the Registrar, the matter under consideration was one that involved grave
risk to the safety of any member of the University community.
12.0 Penalties
12.1 Unless stated in the regulations on the respective decision maker’s authority to levy
penalties, misconduct shall attract the following penalties:
12.1.1 Fines of up to a maximum of $500, to be paid into the general funds of the
University. If a fine is not paid within the time prescribed for its payment, the student
shall not be awarded a result in any assessment or receive or be granted credit for
any course or programme or receive any certificate, diploma, or other award of the
University. A fine option order may be considered by the Registrar. Under a fine
option order, the student ordered to pay a fine may, within the time limited for its
payment, apply to the Registrar to undertake campus service in lieu of the fine, and
the Registrar may consider and determine the application fairly.
12.1.2 Campus Service Orders, through which the student is required to perform campus
service at the places and times, in the way and subject to the conditions the Registrar
decides; on the proviso that the Campus Service Order is not complied with until
the Registrar considers that the work required has been satisfactorily completed.
12.1.3 Withholding results.
12.1.4 Suspension as per the authority of the decision maker.
12.1.5 Expulsion as per the authority of the decision maker.
13.0 Interim Suspension
13.1 The Registrar may suspend a student as soon as a case of gross misconduct is brought
to his/her attention.
13.2 The Registrar may suspend a student on considering it necessary to avert a substantial
risk of injury to a person or damage to property or serious disruption of any University
activity.
13.3 Before imposing the suspension, the Registrar must make a reasonable effort (having
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regard to the seriousness and urgency of the risk) to provide the student with an
opportunity to explain why the immediate suspension ought not to be imposed.
13.4 The suspension takes effect when notice of the suspension is sent to the student.
13.5 A suspension ends if after 15 working days no allegation notice has been given to the
student, or if the appropriate disciplinary committee does not convene within 15 working
days. If these steps are taken, the suspension continues until the proceedings are finalized
or until it is lifted by the office holder imposing it, or the appropriate committee hearing
the case.
14.0 Notice
14.1 For purposes of these procedures, a notice to a student is sufficient if it is in writing and
is either:
14.1.1 Given to the student in person, or
14.1.2 Posted to the student at all addresses the student has provided the University for its
official records (the term address, postal address, residential address or business
address if any), or
14.1.3 Emailed to the student on the student’s official email address given by the University
and copied to the student’s private email address the student provided the University
at the time of admission to the University or subsequently, and a hardcopy posted to
the student’s mailing address.
14.1.4 Texted to the student’s mobile phone number the student provided upon admission
or subsequently, and emailed to the student on his/her official email address given
by the University as well as a hardcopy posted to the student’s mailing address.
15.0 Where the Person ceases to be a Student
15.1 If the student alleged to have committed misconduct ceases to be a student before
proceedings are finalized, the University shall decide on whether to continue with the
proceedings, or discontinue them.
16.0 Student Grievance Procedures
16.1 Students with grievances have the following channels of redress:
16.2 Grievances against Students
16.2.1 Any grievance against a fellow student should be reported to the Office of the
Registrar at the respective campus as soon as the grievance becomes one that cannot
be resolved through student collegiality.
16.2.2 Upon receipt of a report, the Office of the Registrar shall, upon audience with the
parties, determine whether the matter can be resolved through counseling the parties,
in which case the office shall facilitate counseling promptly.
16.2.3 If the Office of the Registrar determines that the matter cannot be resolved through
counseling, it shall direct the grievance to either the Students’ General Disciplinary
Committee, or the Students’ Academic Disciplinary Committee, depending on the
nature of the grievance.
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16.3 Grievances against Instructors
16.3.1 Any grievance against a student’s instructor, including grievances on alleged
unfairness in assessment, should be raised immediately with the Head of the
Department or the instructor’s immediate supervisor.
16.3.2 If the student feels uncomfortable in raising the matter with the instructor’s supervisor
or the Head of the Department directly, the student may seek the company of the
Registrar in raising this grievance.
16.3.3 If discussing the matter with the instructor’s supervisor or the head of department does
not resolve the grievance, the student must take the matter up with the College Dean,
who shall ensure that the aggrieved student is given a fair opportunity to present his/her
case, and that a fair decision is made.
16.3.4 If the student remains unsatisfied with the decision of the Dean, the student may lodge
an appeal to the Students’ Appeals Committee for its consideration of the matter.
16.3.5 In exceptional circumstances, and only where there is urgency in decision- making, a
student may appeal against the decision of the Dean to the Vice Chancellor, for his/her
urgent consideration.
16.4 Grievances against Staff other than Instructors
16.4.1 Any grievance against a staff other than the student’s instructor should be raised
immediately with the staff member’s immediate supervisor. If the student feels
uncomfortable in raising the matter with the instructor’s supervisor, the student may
seek the company of the Registrar in raising this grievance.
16.4.2 If discussing the matter with the Staff member’s supervisor does not resolve the
grievance, the student must take up the matter with the Director of the section
responsible for the staff member, who shall ensure that the aggrieved student is given
a fair opportunity to present his/her case, and that a fair decision is made.
16.4.3 If the student remains unsatisfied with the decision of the Director, the student may
lodge an appeal to the Students’ Appeals Committee for its consideration of the matter.
16.4.4 In exceptional circumstances, and only where there is urgency in decision- making, a student
may appeal against the decision of the Director to the Vice Chancellor for urgent
consideration
16.5 All Other Grievances
16.5.1 Grievances other than those relating to students, instructors/lecturers and other staff
of FNU shall be raised with the relevant office at the University that deals with the
matter.
16.5.2 For the record, the following are the offices that deal with various matters:
16.5.2.1 All matters concerning fees, fines, charges: Finance Office.
16.5.2.2 All matters concerning ICT: ICT Office.
16.5.2.3 All matters concerning properties, assets, and facilities: Properties and
Facilities Office.
16.5.2.4 All matters concerning academic management: the respective Dean.
16.5.2.5 All matters concerning student life at FNU: Registrar.
16.5.2.6 Students at Campuses outside Suva area: Campus Administrator’s Office.
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16.5.2.7 All grievances not listed above: the Office of the Vice Chancellor.
16.6 A student shall be deemed to have committed a serious disciplinary offense if he/she
does not follow the grievance procedure as stated in this policy.
16.7 Any airing of a student’s grievance by the student or by his/her representative, or by
someone the student has prompted to do so, in any audience outside the University prior
to the grievance being reported to or addressed through the channels provided in this
policy, would comprise a case of gross misconduct.
16.8 The penalties for breach of this policy on student grievance include reprimands,
suspension from some or all facilities of the University, and suspension from the
programme.
16.9 For gross misconduct, the penalty is summary termination of studentship, without refund
of any fee.
17.0 Committees to Deal with Student Conduct
17.1 Students’ Academic Disciplinary Committee
17.2 The University shall establish a Students’ Academic Disciplinary Committee for each
College to deal with breaches of this policy by students, where breaches concern
examinations and assessments.
17.3 The Membership of this Committee shall comprise:
17.3.1 A nominee of the College Dean as Chair.
17.3.2 One nominee of the student who is not a practicing barrister or solicitor.
17.3.3 One nominee of the Vice Chancellor.
17.4 Any complaint in respect of a breach of these Regulations or programme regulations
that concern examinations and assessments by a student shall be made in writing to the
Office of the Registrar on the Campus the breach occurred.
17.5 The University shall determine its own processes and procedures for the conduct of these
Committees. The procedures for the conduct of the Students’ Disciplinary Committee
shall be established by the Committee. In each case, the procedure(s) must accord with
the principles of natural justice, including the student being informed of the procedures
that will be followed, and of a hearing date. The student shall also be given the
opportunity to submit a statement about the incident, to appear before the committee and
to examine any witness that may depose against the student.
17.6 The student may be accompanied to any hearing by a person of the student’s choice.
The companion, however, shall have no right of audience in the Committee.
17.7 The Committee shall hear all evidence it considers relevant.
17.8 The decision of the Committee shall be notified to the student and the complainant. The
Students’ Academic Disciplinary Committee may impose one or more of the following
penalties:
17.8.1 Require a re-assessment.
17.8.2 A reduction in the mark awarded for assessed units of work or project.
17.8.3 Require the student to do further work or repeat work within the programme in
relation to which the misconduct occurred.
17.8.4 Impose a maximum grade the student may gain for the course in relation to which
the misconduct occurred.
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17.8.5 Refuse or cancel credit for the subject in relation to which the misconduct occurred.
17.8.6 Any other penalty that the Committee considers just for the breach.
17.9 The Student has the right to appeal the decision of the Committee to the College
Academic Appeals Committee.
17.10 An appeal can be filed only on the following grounds:
17.10.1 There is new evidence, which was not available to the committee at the time it
made its decision.
17.10.2 Or there has been an error of procedures.
17.10.3 Or there was a denial of natural justice to the student.
17.10.4 Or the penalty is too severe.
17.11 Any appeal against the decision of the Students’ Academic Disciplinary Committee
shall be submitted in writing to the Dean within 14 days of the communication to the
student of the decision. The Registrar may allow an appeal outside this period if the
student can show good reason why a delay occurred, provided that no appeal shall be
considered if it is not lodged with- in one month of the date of the notification of the
original decision.
18.0 Students’ General Disciplinary Committee
18.1 The University shall establish a Students’ General Disciplinary Committee to deal with
breaches of this policy by a student, other than a breach concerning examinations and
assessments.
18.2 The Students’ General Disciplinary Committee shall comprise:
18.2.1 A member of staff above the senior rank, appointed by the Registrar for
The specific purpose.
18.2.2 One nominee of the Vice Chancellor.
18.2.3 One nominee of the Student, not being a practicing barrister or solicitor.
18.3 The membership of the Committee shall be established at each session of the
Committee.
18.4 Any complaint, in respect of a breach of these Regulations or programme regulations
by a student shall be made in writing to the Office of the Registrar at the Campus the
breach occurred, or to the Office of the Registrar at the University headquarters.
18.5 A student has the option of reporting breaches that are criminal in nature to the police,
but when such a report is lodged, the University shall not proceed with any disciplinary
action unless the incident was one that had the potential to be known to any reasonable
University decision maker and was of a serious nature.
18.6 Where a complaint concerns a criminal activity punishable by the Fiji Courts, the Office
of the Registrar shall determine whether the gravity is such that it needs to be reported
to the police, and if so assessed, shall promptly report the matter to the police. In cases
where the breach involves a serious threat to the safety or life of a student, staff, or visitor
of the University, the Registrar may immediately suspend the student pending police
investigations and determination of the case, which shall be final.
18.7 For all complaints that are determined by the Registrar that need not be reported to the
police, or which are non-criminal in nature, or which relate to a breach of these
regulations or programme regulations, shall be dealt with internally by the Students’
General Disciplinary Committee.
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18.8 The procedures for the conduct of the Students’ General Disciplinary Committee shall
be established by the Committee. In each case, the procedure(s) shall accord with the
principles of natural justice, including the student being informed of the procedures that
will be followed, and of a hearing date. The student shall also be given the opportunity
to submit a statement about the incident, appear before the committee and examine any
witness that may depose against the student.
18.9 The student may be accompanied to any hearing by a person of the student’s choice.
The companion, however, shall have no right of audience in the Committee.
18.10 The Committee shall hear all evidence it considers relevant.
18.11 The Committee may provide the option of mediation to the parties.
18.12 The decision of the Committee shall be notified to the student and the complainant. The
Students’ General Disciplinary Committee may impose one or more of the following
penalties:
18.12.1 An admonition.
18.12.2 Fine the student an amount not exceeding $500.
18.12.3 Require the student to pay a fair restitution.
18.12.4 Suspend the student for a period from any programme or course for actions that
endanger people’s lives.
18.12.5 Suspend a student for a period from the use of any facility, teaching material or
service of the University.
18.12.6 Exclude or authorize the exclusion of a student from any part of the University’s
premises or those used by him/her, including exclusion from
accommodation/hostel facilities.
18.12.7 Require attendance at counseling for a specified period.
18.12.8 Cancel the student’s enrolment.
18.12.9 Expel the student from the University and bar the student from re- enrolling.
18.12.10 Refer the matter to an external authority.
18.12.11 Any other penalty that the Committee deems reasonable and just in the
circumstances.
18.13 A student or a complainant may appeal the decision of the Students’ General
Disciplinary Committee to the Students’ Appeals Committee.
18.14 An appeal can be filed only on the following grounds:
18.14.1 There is new evidence, which was not available to the committee at the time it
made its decision.
18.14.2 Or there has been an error of procedures.
18.14.3 Or there was a denial of natural justice to the student.
18.14.4 Or the penalty is too severe or too light.
18.15 Any appeal against the decision of the Students’ Academic Disciplinary Committee shall
be submitted in writing to the Registrar within 14 days of the decision being
communicated to the student. The Registrar may allow an appeal outside this period if
the student can show good reason why a delay occurred, provided that no appeal shall
be considered if it is not lodged within one month of the date of the notification of the
original decision.
(a)
(b)
241
18.16 The decision of the Students’ Appeals Committee shall be final.
19.0 College Academic Appeals Committee
19.1 The University shall establish a College Academic Appeals Committee for each
College.
19.2 The College Academic Appeals Committee shall hear appeals from the Students’
Academic Disciplinary Committee from outcomes of applications for reconsideration
of assessments, grades or results; and hear such other appeals as provided for under these
regulations.
19.3 The College Academic Appeals Committee shall comprise:
19.3.1 The College Dean, who shall chair the Committee, except for appeals from College
Exam Boards, in which case another Dean or Director shall be the chair.
19.3.2 At least two full-time academic staff of the College elected by the College Academic
Board to serve for a period the Board determines.
19.3.3 One nominee of the Vice Chancellor.
19.3.4 One nominee of the student lodging an appeal, or appealing a result, with
the condition that the nominee not be a practicing barrister or solicitor, except where
a possible penalty, as advised by the Registrar to the student, is expulsion from the
University, in which case the nominee may be a practicing lawyer.
19.4 If the appeal concerns results and/or grades, the lecturer(s) against whose assessment
the appeal has been made, and the student appealing the result, shall have the right to
observe the evidential and/or hearing phase of the committee proceedings.
19.5 The University shall set fees to file such appeals against results as it considers necessary,
and may review these fees periodically.
19.6 The procedures for the conduct of the College Academic Appeals Committee shall be
established by the Committee. In each case, the procedure(s) shall accord with the
principles of natural justice, including the student being informed of the procedures that
will be followed, and of a hearing date. The student shall also be given the opportunity
to submit a statement about the incident, appear before the committee and examine any
witness that may depose against the student.
19.7 The decision of the Committee shall be notified to the student and the complainant. The
College Appeals Committee may confirm the earlier decision, rescind the earlier
decision, or substitute a new decision for the one appealed against.
19.8 The student and/or the complainant may appeal a decision of the College Appeals
Committee to the Students’ Appeals Committee.
19.9 An appeal can be filed only on the following grounds:
19.9.1 There is new evidence, which was not available to the committee at the time it made
its decision; or
19.9.2 There has been an error of procedures; or
19.9.3 There was a denial of natural justice to the student; or
19.9.4 The penalty is too severe or too light.
(a)
(b)
242
19.10 Any appeal against the decision of the College Appeals Committee shall be submitted
in writing to the Registrar within 14 days of the decision being communicated to the
student. The Registrar may allow an appeal outside this period if the student can show
good reason why a delay occurred, provided that no appeal shall be considered if it is
not lodged within one month of the date of the notification of the original decision.
19.11 The decision of the Students’ Appeals Committee shall be final.
20.0 Students’ Appeals Committee
20.1 The University shall establish a Students’ Appeals Committee.
20.2 The Student’s Appeals Committee shall be responsible to the Senate for considering
appeals from the Students’ General Disciplinary Committee, the College Appeals
Committees, and any other appeal from students not covered by any other provision and
as allowed for under this regulation.
20.3 Membership of the Students’ Appeals Committee shall comprise:
20.3.1 A Dean, Director, or senior ranked staff whose section is not involved in the
decision appealed against, appointed by the Registrar to chair the Committee session.
20.3.2 At least two other senior staff, being at the rank of Dean, Director, or senior ranked
staff who are independent of the matter under appeal, appointed by the Registrar.
20.3.3 One nominee of the appellant, not being a practicing barrister or solicitor, except
where a possible penalty, as advised by the Registrar to the student, is expulsion from
the University, in which case the nominee may be a practicing lawyer.
20.3.4 One nominee of the Vice Chancellor.
20.4 The procedures for the conduct of the Students’ Appeals Committee shall be established
by the Committee. In each case, the procedure(s) shall accord with the principles of natural
justice, including the student being informed of the procedures that will be followed, and of
a hearing date. The student shall also be given the opportunity to submit a statement about
the incident, appear before the committee and examine any witness that may depose against
the student.
20.5 The student lodging the appeal and the complainant shall have the right to observe the
evidential and/or hearing phase of the committee proceedings. If the appeal is against the
decision of the Students’ Academic Committee, the lecturer(s) against whose assessment
the appeal has been made has a right to observe the evidential and/or hearing phase of the
committee proceedings.
20.6 The University shall set such fees to file appeals against results as it considers necessary,
and may review these fees periodically.
20.7 The decision of the Students’ Appeals Committee shall be notified to the student and the
complainant. The Committee may confirm the earlier decision, rescind the earlier decision,
or substitute a new decision for the one appealed against.
20.8 The decision of the Students’ Appeals Committee shall be final. In rare cases, the Vice
Chancellor may table an appeal against the decision of the Students’ Appeals committee to
the Senate for its determination.
20.9 The Registrar shall provide periodic reports of all student discipline cases to the Senate.
(a)
(b)
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PART VIII STUDENT AND STAFF COMPLIANCE WITH OTHER POLICIES OF THE
UNIVERSITY
1.0 Objective
1.1 The University has in place a number of policies which safeguard the interests of
students and staff, and maintain the integrity of the University.
1.2 Students and staff are required to abide by all such policies at all times. These
policies regulate:
• Physical properties and facilities
• Electronic properties and facilities
• Intellectual properties
• Information and communication technology facilities and systems
• Library resources
• Physical and electronic security
• Health and Safety, including policies on smoking, drugs, alcohol and
kava.
• Fees
• Hostel accommodation, and
• Any other matter concerning University life that is covered in any
existing or new policy adopted by the University Senate or the
University Council.
1.3 The University reserves the right to adopt any other policy as it deems fit. Students
enrolling at the University are deemed to accept each and every policy in
application at the material date of their studentship. Where a student does not wish
to abide by any policy introduced during his/her studentship period, the student
shall immediately advise the Registrar of this, who shall decide whether a limited
waiver is to be considered, or whether the student should be allowed to withdraw
from the University.
1.4 A failure to abide by any of the University policies would attract the penalties
listed in each policy.
1.0 All units are specified as being at a particular ‘level’ characterized by the knowledge, skills
and attributes; tasks and procedures; level of accountability; and learning outcomes of the
unit.
2.0 Practical applications at each level will support the theoretical studies.
3.0 Individual units/courses vary in many characteristics, particularly in the technical/manual
skill content. Not all qualities of a particular level apply to every unit at that level. In some
cases, higher level units may contain some elements and characteristics of a lower level.
The general features of each level are as follows:
3.1 Level 1: Repeat; record; recall; list; name; identify; select; and use. (All of these are
concerned with ‘knowledge’).
(a)
(b)
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3.2 Level 2: Translate; re-state; describe; identify; locate; review; tell; express; measure;
record; and calculate. (All these are concerned with ‘comprehension’).
3.3 Level 3: Compare; explain; describe; relate; exercise; check; and report (To a large
degree this level involves an intensification and expansion of Level 2. The
same verbs are therefore applicable).
3.4 Level 4: Interpret; apply; relate; demonstrate; illustrate; operate; sketch; specify; and
determine. (All these are concerned with ‘application’).
3.5 Level 5: Distinguish, analyses and discuss; track; demonstrate; apply; con- vey;
differentiate; appraise; calculate; experiment; contrast; criticize; question;
categories; and design. (All these are concerned with ‘analyses).
3.6 Level 6: Judge; evaluate; generate; demonstrate; apply; design; rate; and compare. (All
these are concerned with ‘evaluation’).
3.7 Level 7: Use; utilize; demonstrate; carry out; apply; analyses; create; pro- vide; operate;
and accept. (All these are concerned with analysis, synthesis and evaluation).
3.8 Level 8: Utilize; perform; apply; require; generate; create; provide; demonstrate;
operate; and accept. (All these are concerned with analysis and synthesis).
3.9 Level 9: Demonstrate mastery of subject area; plan and carry out at internationally
recognized standards, original scholarship or rese- arch papers.
3.10 Level 10: Provide an original contribution to knowledge through research or
scholarship, as judged by independent experts, applying international
standards.
Table 3: Award Levels of Programmes
Levels School Sector TVET Sector Higher Education Sector
10 PhD
9 Master’s
8 Postgraduate Diploma;
PG Certificate
7 Bachelor
6 Advanced Diploma HE Diploma, Associate Degree, Graduate
Diploma
5 Trade Diploma HE Certificate, Graduate
Certificate
4 Form 7 Certificate IV Foundation Certificate
3 Form 6 Certificate III Preliminary Certificate
2 Form 5 Certificate II
1 Form 4 Certificate I
4.0 The level of a Programme and the award associated with it is determined by the predominant level of the units in the final semester of study. Programme documents will be expected to indicate the number of credits associated with units at particular levels required to meet the requirements for the granting of an award.
(a)
(b)
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5.0 When expressing the various levels in terms of the “outcomes” expected, emphasis should be given to the use of the following verbs (although their use need not be totally confined to the level indicated).
Fiji National University Qualifications Framework - Level Descriptors
Level Knowledge Skills Application & Practices Accountability Purpose
1 Recall basic knowledge in a subject/discipline or in a narrow range of areas;
Identify simple facts and ideas associated with a subject/discipline.
Use a few basic, routine skills to undertake familiar and routine
tasks. Complete pre-planned tasks;
Work under guidance, using basic tools and materials safely and effectively;
Produce and respond to simple written and oral communication in familiar, routine contexts;
Use basic numerical and graphical data in everyday contexts.
Recall knowledge with some prompting;
Record processes that are familiar, repetitive and predictable;
Complete a range of pre- planned task/s.
Carry out simple routine, familiar tasks under close guidance;
Identify within certain criteria, best options for successful work outcomes;
Subject to monitoring of output and quality.
Entry to: 5th Form level of
trade training in secondary school.
Award of: Qualification as a process worker or entry-level
service worker.
2 Express basic
knowledge in a
subject/discipline which is mainly factual;
Describe basic
processes, materials and
terminology;
Identify known solutions to familiar problems;
Locate information from readily available resources.
Make use of a few skills to complete straightforward tasks with some non-routine elements;
Produce and respond to written and or oral communication in familiar contexts;
Use the most simple features of familiar computer applications to process and obtain data;
Use intermediate level numerical and graphical data in straightforward work procedures.
Restate knowledge required for everyday tasks;
Utilize a few skills to complete familiar, repetitive and predictable
tasks with some routine procedures;
Select and utilize with guidance, appropriate tools and materials safely and effectively.
Work on directed activity with minimum supervision;
Carry some responsibility for completed work and offer
suggestions for improving practices and processes;
Identify own strengths and weaknesses relative to the work.
Entry to: Sixth Form level Of trade training/TVET
programmes in secondary
schools or certificate level
tertiary study.
Award of: Qualification as a semi-skilled worker.
3 Explain a range of simple facts and ideas about a subject/discipline;
Describe knowledge
and understanding of basic processes, materials and
terminology;
Explain the understanding of a subject/discipline.
Complete some routine and
non-routine tasks using skills associated with a subject/discipline;
Produce and respond with
detailed written and oral communication in familiar
contexts;
Use standard applications to process, obtain and combine data;
Use a range of intermediate level numerical and graphical data with some complex features.
Relate ideas and knowledge to everyday contexts;
Plan and organize routine and
non-routine tasks using skills and knowledge associated with a
subject/discipline, for both familiar and new tasks;
Explain the understanding of usages of tools and apparatus and their safe and appropriate use.
Exercise some discretion and
judgment with regards to possible
action and take leadership responsibility for some tasks;
Carry out work and make a
contribution to the evaluation and
improvement of practices and processes;
Agree goals and responsibilities for self and/or
work team with manager/supervisor and show an
awareness of others' roles, responsibilities.
Entry to: T Trade Diploma level
Tertiary study or 7th Form level
of trade training/TVET programmes in secondary schools.
Entry to: Trade Diploma level tertiary study or 7th Form level of trade training/TVET programmes in secondary schools.
Award of: Tertiary Certificate related to a specific trade or technical occupation
4 Apply a range of competencies, practices
and techniques about a subject/discipline;
Demonstrate knowledge of a subject/discipline with factual and theoretical
Apply routine practices, techniques and/or materials,
associated with a subject/discipline;
Produce and respond to detailed and relatively complex written and oral communication in
Apply a range of technical or learning skills in practical contexts;
Specify practices, techniques associated with the subject or
discipline in routine and non- routine tasks.
Take responsibility for carrying out a range of activities
where the overall goal is clear, under guidance and evaluation;
Demonstrate some supervisory responsibility for the work of others and lead teams in
Entry to: Ddegree level tertiary study.
Award of: lower level tertiary
Diploma related to a specific trade or technical occupation.
concepts;
Relate the knowledge of a subject/discipline to a range of practical
applications and make informed judgments;
Apply at times a range of innovative responses to unfamiliar or unpredictable problems.
Both familiar and unfamiliar
contexts.
Utilize standard computer
applications to process data and obtain a variety of information.
Utilize a wide range of numerical and graphical data in routine contexts, which may have non-routine elements.
the course of routine work;
Manage limited resources within defined and supervised areas of work;
Take account of own and others' roles and responsibilities in carrying out tasks.
5 Track the evolving/changing nature of knowledge and understanding in a subject/discipline;
Distinguish between theories/concepts in a subject discipline based on evidence research and other forms of explanation;
Analyze information, using it to forecast planning and research strategies;
Design solutions to wide range of unpredictable
problems and provide a range of innovative
responses to unfamiliar problems.
Use routine professional skills, techniques, practices and/or materials associated with a subject/discipline;
Convey complex ideas in well- structured and coherent form;
Select and utilize standard computer applications to process, obtain and combine data;
Utilize numerical and graphical data to measure progress and achieve goals/targets.
Transfer and practice routine professional skills, techniques and/or materials associated with a subject discipline to a range of situations;
Exercise judgment in planning and selecting equipment techniques and work processes.
Exercise some initiative and independence in carrying out defined activities;
Demonstrate some supervisory responsibility for the work of others and lead teams in the course of routine work, with some non-routine elements;
Manage limited resources and lead in implementing agreed plans or defined contexts;
Take account of roles and responsibilities related to the tasks being carried out and play a significant role in the evaluation of outcomes;
Work with others in support of current professional practice under guidance.
Entry to: Second stage of Degree level tertiary study (where accredited).
Award of: Higher level tertiary Diploma related to a specific trade or technical occupation.
(a)
(b)
246
6 Generate and evaluate ideas through the analysis of information and concepts at an abstract level;
Demonstrate understanding of a limited range of core theories, principles and concepts;
Compare and evaluate outcomes based on the understanding of research methods and academic processes.
Utilize a range of routine skills, practices and/or materials associated with a subject/discipline;
Utilize a range of standard computer applications to bring efficiency and timeliness in producing meaningful outcomes;
Utilize and evaluate numerical and graphical data to measure progress and achieve goals/targets.
Design and apply professional skills, techniques to work processes;
Exercise significant judgment in planning, design, ethical and/or supervisory functions related to products, services, operations or process.
Exercise autonomy and initiative in some activities at a professional level of work;
Manage resources within defined areas of work and lead planning to achieve desired outcome/s;
Take continuing account of own and others' roles,
responsibilities and contributions in carrying out/evaluating tasks and improving practices and
processes;
Work in support of current professional practice under guidance; deal with ethical and professional issues.
Entry to: Third stage of Degree level tertiary study
(Where accredited).
Award of: Tertiary advanced Diploma related to a specific trade or technical occupation.
7 Apply broad, integrated knowledge and
Utilize a range of skills, practices, materials and/or
Investigate complex issues to achieve desired outcomes using
Provide leadership in planning, resourcing and
Entry to: Honors, postgraduate or equivalent
understanding of the concepts and principles in
a subject/disciple;
Provide understanding
of key theories, concepts
and principles;
Carry out the processes
of concepts/theories that involve the full range of
procedures in a major discipline.
associated with a
subject/discipline;
Practice routine methods of
enquiry and/or research in a range
of contexts;
Make formal presentations on
topics in the subject/discipline to a range of audiences;
Utilize a range of IT applications to support and enhance work;
Utilize, evaluate and interpret numerical and graphical data to
achieve goals and targets.
enquiry and research methods;
Analyze, synthesize, transform and evaluate abstract data and
concepts.
managing processes within a
defined area of work;
Accept complete
accountability for determining,
achieving and evaluating personal and/or group outcomes;
Work under guidance with
qualified practitioners to deal with
ethical and professional issues;
Tertiary education or
Research-based occupations.
Award of: Certification for professional or middle
managerial occupations.
8 Utilize knowledge that
covers and integrates the principal areas, features,
boundaries, terminology and conventions of a
subject/discipline;
Provide understanding of the key theories,
concepts and principles;
Demonstrate
understanding in one or more specialisms of a subject/discipline;
Utilize knowledge and
understanding of the ways in which the
subject/discipline is developed, including a
range of established procedures, techniques of enquiry or research
methodologies;
Apply relevant process
in highly specialized, complex and unpredictable context.
Utilize selected skills, practices
and/or materials which are specialized, advanced, or at the
forefront of a subject/discipline;
Execute a project involving
research, development or
investigation;
Communicate with peers, senior colleagues and specialists;
Utilize a range of software to support and enhance research
work;
Generate a wide range of
numerical and graphical data to
set and achieve goals/target.
Generate, evaluate and
synthesize information and concepts using data from
investigation of complex issues;
Provide originality or creativity
in the application of knowledge
understanding and/or practices.
Provide leadership in
planning, resourcing, managing and optimizing all aspects of the
processes engaged in;
Practice in ways which show a
clear awareness of own and
others' roles and responsibilities;
Perform effectively, under
guidance, in a peer relationship with qualified practitioners to
bring about change, development and/or new thinking;
Deal with complex ethical and professional issues in accordance with current
professional and/or ethical codes or practices;
Recognize the limits of these codes and seek guidance where
appropriate.
Entry to: A Academic leadership,
research or senior managerial occupations;
Award of: Ccertification for
professional and top
management occupations.
9 Demonstrate knowledge
that covers and integrates most of the main areas of a subject/discipline;
Provide understanding
of the key theories, principles and concepts
demonstrating mastery of a subject area;
Utilize a range of specialized
skills, techniques, practices and/or materials which are at the forefront of a subject/discipline or informed
by forefront developments;
Demonstrate use of standard
and specialized research methods or equivalent techniques of
enquiry;
Demonstrate a range of
standard application and specialized research or equivalent instruments and techniques of
enquiry at internationally recognized standards;
Plan and execute a significant
project of research, investigation or development;
Demonstrate leadership
and/or initiative and make identifiable contribution to change and development;
Demonstrate critical reflection
on own and others' roles & responsibilities;
Demonstrate a high order of skill in analytical, critical
Entry to: Academic leadership,
Advanced research and Senior management positions.
Provide an extensive
and detailed understanding in one or more specialisms,
informed by cutting edge developments;
Demonstrate awareness
of current issues in a
subject/discipline and one or more specialisms to
produce original scholarship and research papers.
Practice in a wide and often
unpredictable variety of professional level contexts;
Communicate, using appropriate methods, to a range of
audiences with different levels of knowledge/expertise;
Utilize a range of software to
support and enhance research work and specify improvements to software.
Demonstrate originality or
creativity in the application of knowledge, understanding and/or
practices.
evaluation and/or professional application through the planning
and execution of project work or a piece of scholarship and
research;
Demonstrate creativity in the
application of knowledge to solve complex problems and think
rigorously and independently;
Deal with complex ethical and
professional issues and make
informed judgments on issues not addressed by current professional and/or ethical codes
or practices.
(a)
(b)
247
10 Provide a critical
overview of a subject/discipline, including
a critical understanding of the principal theories,
principles and concepts;
Provide an original
contribution to knowledge through research or
scholarship at par with international standards that
makes a significant contribution to the
development of the subject /discipline.
Utilize the principal skills,
techniques, practices and
materials associated with a
subject/discipline;
Use and enhance a range of complex skills, techniques, practices and materials at the forefront of one or more
specialisms;
Apply a range of standards and
specialized research/equivalent
instruments and techniques of
enquiry;
Design, execute research,
investigative or development
projects to deal with new problems and issues;
Practice in the context of a new problem and circumstance;
Communicate at an appropriate
level to a range of audiences and
adapt communication to the
context and purposes;
Communicate at the standard
of published academic work and/or critical dialogue and review with peers and experts in other
specialisms;
Utilize a range of software to
support and enhance work at this
level, specify software and critically evaluate numerical and
graphical data.
Demonstrate originality or
creativity in the application of knowledge, understanding, and/or
practices to be judged by independent experts as applied to
international standards;
Carry out an original research
project (s) addressing a matter of substance concerning practice in a
profession at a high level or originality and quality.
Take full responsibility for own
work and/or significant responsibility for the work of
others;
Demonstrate leadership and/or originality in tackling, solving problems and issues;
Make informed judgments on new and emerging issues not
addressed by current professional and/or ethical codes or practices.
Entry to: Academic leadership, Advanced research and Senior
management positions.
SECHUALE II ACADEMIC DRESS
1.0 The University’s official color is blue (Pantone - 289U). 1.1 All ceremonial dresses, except those specifically provided for, shall be the official
color of the University. 2.0 There shall be different colors for each College. The following are the College Colors:
Green (Pantone - 357 U) Gravel (Pantone -
431 U) Blue (Pantone - 300 U) Gold
(Pantone - 130 U) Red (Pantone - 188 U)
Reflex Blue
3.0 Graduation Gowns:
3.1 Council Chairperson
3.1.1 The gown is the University blue Indian pure silk with long sleeve. The facings down
the front of the gown are six inches (15 centimeters) wide strips of colors
representing the five Colleges of the FNU.
3.1.2 The cap is a dark blue Indian silk trencher with a gold edging with dark blue tassel.
3.2 Members of the Council
3.2.1 A long sleeve University blue gown with University blue trencher & tassel.
3.3 Vice Chancellor
3.3.1 The gown is the University blue Indian silk with long sleeves. The facings down the
front of the gown are six inches (15 centimeters) wide strips of five College colors.
3.3.2 The cap is a dark blue Indian silk trencher with a silver edging and dark blue tassel.
3.4 The Registrar
(a)
(b)
248
3.4.1 The gown is the University blue Indian silk with long sleeves. The facings down the
front of the gown are four inches (10 centimeters) wide strips of five College color.
3.4.2 The cap is a University blue Indian silk trencher with blue tassel.
3.5 Deans of the Colleges and Directors of Centers
3.5.1. A long sleeve FNU blue gown.
3.5.2 The cap is the University blue trencher with blue tassel.
3.5.3 The hood is lined with their College/Centre color.
3.6 Honorary Degree of FNU
3.6.1 Doctor of the University:
3.6.1.1 The gown is in the University blue Indian silk with long sleeves.
3.6.1.2 The cap is University blue with University blue tassel.
3.6.1.3 The hood is lined with the color of the College which best represents the
professional expertise of the person awarded the honorary doctorate.
3.6.2 Master of the University:
3.6.2.1 The gown is in the University blue Master’s gown with long sleeves.
3.6.2.2 The cap is a University blue trencher with blue tassel.
3.6.2.3 The hood is lined with the color of the College which best represents the
professional expertise of the person awarded the honorary degree.
4.0 Graduation Gowns: Graduates
4.1 Doctor of Philosophy
4.1.1 A long sleeve University blue cotton gown.
4.1.2 The cap is a round dark blue bonnet with blue tassel.
4.1.3 The hood is lined with the College color.
4.2 Master’s Degree
4.2.1 A long sleeve University blue cotton gown.
4.2.2 The cap is the University blue trencher with blue tassel.
4.2.3 The hood is lined with the College color.
4.3 Postgraduate Certificate/Diploma
4.3.1 The same dress as the bachelor degree graduate.
4.3.2 All Postgraduates will wear their full dress throughout the graduation ceremony.
4.4 Bachelor’s Degree
4.4.1 A short sleeve University blue gown.
4.4.2 The cap is the University blue trencher with blue tassel.
4.4.3 The hood is lined with the College color.
4.4.4 Bachelors will hold their trenchers in their hand when they march in during
graduation and will only wear their trenchers when awarded certificates as graduates
of the University.
4.5 Diplomas/Certificates
4.5.1 A short sleeve University blue gown.
4.5.2 No hood or trencher is to be worn.
4.6 Graduates with Prescribed Uniforms during Studentship
4.6.1 Where uniforms are prescribed for students during their studentship, graduates shall
(a)
(b)
249
wear these uniforms in place of gowns.
5.0 Graduation Gowns: Other Members of the University
5.1 Other Members of the University attending or taking part in public ceremonies for which
academic dress is prescribed may choose to wear the academic dress appropriate to their
award.
SECHUALE III STUDENT MISCONDUCT
1.0 Misconduct is Conduct on the part of a Student that:
1.1 Impairs the reasonable freedom of others to pursue their studies, research, duties and
other lawful activities at the University or on the site or to participate in the life of the
University; or
1.2 Hinders the pursuit of academic excellence by circumvention of proper procedures in
relation to student assessment or research; or
1.3 Amounts to improper use of University facilities or information or improper use of the
property of others on the site; or
1.4 Is instanced in s3.0 of this schedule.
2.0 Gross Misconduct is an Offence that Involves:
2.1 Actual physical violence causing bodily harm to an employee, honorary appointee,
consultants, contractor, volunteer, other students, and the members of the public who
interact with the University or wish to interact with the University.
2.2 A sexual offence that involves physical harm to any person whether in any way related to
the University or not.
2.3 An offence against a child or a minor whether in any way related to the University or
not.
3.0 Examples of Misconduct
3.1 Student Academic Integrity: Cheating or doing anything that may assist a person to
cheat, in relation to assessment such as, but not limited to:
3.1.1 Presenting copied, falsified or improperly obtained data as if it were the result of
laboratory work, practical work (log books), field trips, Workshop reports, or other
investigatory work.
3.1.2 Including in the student’s individual work material, which is the result of significant
assistance from another person without acknowledging such assistance or if that
assistance was unacceptable according to the instructions or guidelines for that work.
3.1.3 Assisting another student in the presentation of that student’s individual work in a
way that is unacceptable according to the instructions or guide- lines for that work.
3.1.4 Speaking to or communicating with other students during an assessment where
speaking or communicating is not permitted.
3.1.5 Being in possession of any textbook, notebook, or other written material, electronic
or mechanical device (e.g. mobile phones) not authorized for use during the test or
(a)
(b)
250
examination.
3.1.6 Leaving answer papers exposed to the view of other students, or attempts to read
another student’s examination papers.
3.1.7 Being involved with others in obtaining knowledge of the contents of examination
papers before the examination date.
3.1.8 Closely paraphrasing sentences or paragraphs from one or more sources without
appropriate acknowledgment in the form of a reference to the original work or
works.
3.1.9 Submitting work, which has been produced by others on behalf of the student.
3.1.10 Copying computer files in whole or in part without indicating their origin.
3.1.11 Submitting work that has been wholly or partially derived from another student’s
work by a process of mechanical transformation, for example, changing variable
names in computer programs.
3.1.12 Making a false representation as to a matter affecting the student.
3.1.13 Making a false statement in order to gain credit towards an assessment.
3.1.14 Using falsified documents to gain entry to the University.
3.2 Student Academic Integrity: Misuse of educational and instructional privileges, such as,
but not limited to:
3.2.1 The recording of class materials that cause disruption to the class or teaching space.
3.2.2 Using the recorded lectures and/or other educational/instructional proceedings for
purposes other than study by the bona fide student in the class in the course/unit in
which the materials were given without authority of the person whose voice or
copyright has been recorded.
3.3 Dealings with Others at the University:
3.3.1 Disrupting or obstructing an official University activity, for example, disrupting a
class or an official meeting.
3.3.2 Harassment on the site or in the course of an official University activity based on
any of the prohibited grounds of discrimination set out in the relevant Acts of the
Government of Fiji or consequential regulations.
3.3.3 Examples of misconduct involving dealings with others include, but not limited to,
are:
3.3.3.1 Sexual harassment of a person in terms of the relevant Acts of the Government
of Fiji or consequential regulations.
3.3.3.2 Harassment based on the race, ethnicity, gender, sexual orientation, or culture
of a person.
3.3.3.3 Unlawfully assaulting a person on a site or in the course of an official
University activity.
3.4 Dealings with Property: Intentionally damaging or wrongfully dealing with property
on a site or of the University, for example, misuse of an emergency call point, littering,
defacing or otherwise damaging the facilities of the University, and affixing a notice or
notices to parts of a site being other than a notice board designed for that purpose.
3.5 Dealings with Information: Knowingly disclosing confidential information relating to
(a)
(b)
251
any University matter, which is of a confidential nature and which the student has no
authority or right to divulge constitutes misconduct in dealing with information,
including disclosing the results of a research project carried out for an outside body,
which the student knows should be
Kept confidential.
3.6 Dealings in Information and Communication Technology: Misuse of information and
communication technology facilities (including software) or communication facilities of
the University is also misconduct. Examples of misuse of ICT facilities include:
3.6.1 Gaining or assisting another person to gain unauthorized access to a f a c i l i t y .
3.6.2 Using a facility for an unauthorized purpose.
3.6.3 Unauthorized modification, transfer or deletion of any hardware, software or data.
3.6.4 Unlawful copying of software using a University resource or facility or installing
software on a University facility without authorization.
3.7 Behavior at the University: This includes creating a disturbance or being disorderly on
a University site. Examples of this include:
3.7.1 Using insulting, threatening or obscene language on a University site.
3.7.2 Lighting a fire without permission.
3.7.3 Throwing stones.
3.7.4 Endangering wildlife on campus.
3.8 Dealings with Staff Members of the University:
3.8.1 Disobeying a reasonable direction of a member of staff constitutes misconduct, for
example refusing to leave a building or part of a building when directed to do so by a
security officer or an officer duly tasked with the responsibility of emergency
evacuation or an officer responsible for OHS at the University, or failing to comply with
a direction by a member of the teaching staff to not to utilize proceedings of a class
conducted at the University for purposes other than the purpose of the class.
3.8.2 Obstructing or attempting to interfere with the lawful performance of duty by a staff
member of the University, for example, failing to supply the student’s name and address
when required to do so by a staff member of the University who reasonably requires the
information for the performance of his/her duty, or failing to supply the student’s
student identity card when required to do so by a staff member who reasonably requires
proof of identity for the performance of his/her duty unless the student had reasonable
cause not to supply the evidence sought and the student supplies the student card or
other evidence of identity to the Registrar within 48 hours of the time when it was
required by the staff member.
3.9 Misconduct Declared by Regulation or Rule: A breach of any provision of the regulations
or rules, where breach is declared to be misconduct for the purposes of this policy and
procedures, is misconduct.
3.10 Enforcement of Penalties: Failure to comply with an order made under this regulation,
other than non-payment of a fine, is misconduct.
Conversation Table: Letter Grades to Grade Points
(a)
(b)
252
Grade Final
Mark
Grade
Point
Grade Final
Mark
Grade
Point
Grade Final
Mark
Grade
Point
Grade Final
Mark
Grade
Point
A+
100
5.00
B+
75
3.33
C-
50
1.67
E
25
0.00
A+
99
4.93
B
74
3.27
D+
49
1.60
E
24
0.00
A+
98
4.87
B
73
3.20
D+
48
1.53
E
23
0.00
A+
97
4.80
B
72
3.13
D+
47
1.47
E
22
0.00
A+
96
4.73
B
71
3.07
D+
46
1.40
E
21
0.00
A+
95
4.67
B
70
3.00
D+
45
1.33
E
20
0.00
A+
94
4.60
B-
69
2.93
D
44
1.27
E
19
0.00
A+
93
4.53
B-
68
2.87
D
43
1.20
E
18
0.00
A+
92
4.47
B-
67
2.80
D
42
1.13
E
17
0.00
A+
91
4.40
B-
66
2.73
D
41
1.07
E
16
0.00
A+
90
4.33
B-
65
2.67
D
40
1.00
E
15
0.00
A
89
4.27
C+
64
2.60
D-
39
0.93
E
14
0.00
A
88
4.20
C+
63
2.53
D-
38
0.87
E
13
0.00
A
87
4.13
C+
62
2.47
D-
37
0.80
E
12
0.00
A
86
4.07
C+
61
2.40
D-
36
0.73
E
11
0.00
A
85
4.00
C+
60
2.33
D-
35
0.67
E
10
0.00
A-
84
3.93
C
59
2.27
E
34
0.00
E
9
0.00
A-
83
3.87
C
58
2.20
E
33
0.00
E
8
0.00
A-
82
3.80
C
57
2.13
E
32
0.00
E
7
0.00
A-
81
3.73
C
56
2.07
E
31
0.00
E
6
0.00
A-
80
3.67
C
55
2.00
E
30
0.00
E
5
0.00
B+
79
3.60
C-
54
1.93
E
29
0.00
E
4
0.00
B+
78
3.53
C-
53
1.87
E
28
0.00
E
3
0.00
B+
77
3.47
C-
52
1.80
E
27
0.00
E
2
0.00
B+
76
3.40
C-
51
1.73
E
26
0.00
E
1
0.00
(a)
(b)
253
Appendix 4: Vendor Profile Form
1. COMPANY PROFILE
Company Name:
No. of Employees
Number of Employees with
PHD
Masters
Post Graduate Diploma
Undergraduate Degree
Others
Address
Country
2. PRODUCT PROFILE
Product Name
Initial Release Year
Number of Higher Education
Universities using this product
Number of TAFE like
Universities using this product
3. TECHNICAL PROFILE
Is code provided with the product.
0
0
0
0
0
0
(a)
(b)
254
Specify if any framework is used
List of Supported Databases
Type of Architecture
Programming Languages Used
4. SUPPORT HOURS
Support Hours (in FJT)
Support Days (Monday-Sunday)
Support Mode
5. INFRASTRUCTURE REQUIREMENTS
Supported Operating Systems
Type of Processors Supported
Works on VMWare/ Hyper-V
Number of Cores Required
Minimum Processor Speed
Size of RAM required
Size of Hard Disk Required
(a)
(b)
255
6. FUNCTIONAL REQUIREMENTS
Requirements Fully
Supported
Partially
Supported and can
be
modified
Partially
Supported and
cannot be
modified
Not
available but can be
developed
Cannot
be provided
STUDENT ADMINISTRATION
1. Registration of new applications 2. Admission of Students into programs 3. Enrollment of students into courses 4. Internal & External course cross credits 5. Registration for Hall of Residence 6. Invoicing 7. Payments 8. Receipting 9. Student ID Cards 10. Student Validity Checks 11. Results Management 12. Completion Tracking 13. Graduation & Certificate Printing 14. Holds Management 15. Alumni Management
PROGRAM & COURSE MANAGEMENT
16. Adding of New Programs 17. Editing Past Programs 18. Course Management
STUDY TERM MANAGEMENT
19. Creating New Study Terms 20. Program Offering 21. Allocating Course Coordinators 22. Allocating other Teaching Staff 23. Attendance Management
REPORTS MANAGEMENT
24. Academic Reports 25. Colleges Reports 26. Finance & Audit Reports 27. Institutional Research & Planning Reports 28. NTPC Reports 29. Library Reports 30. ICT Reports 31. University(Uni)Services Reports
(a)
(b)
256
32. Properties Reports 33. Reports Requirements for External Parties 34. Other Reports 35. Report Filters 36. Report Scheduling Feature 37. Reports Format 38. New Report Generation 39. Reporting tool & Data ware House
FINANCE MANAGEMENT
40. Invoicing 41. Transaction Reversals 42. Electronic Invoicing 43. Electronic Payments 44. Refunds 45. Transfer of Funds between accounts 46. Withdrawal Adjustments (from courses) 47. Fee Management 48. Canteen/ Bookshop Management 49. Hall of Residence Management
LEVY & GRANTS MANAGEMENT
50. Levy & Grants Management ONLINE PORTALS
51. New Application 52. Admission into Programs 53. Enrollment 54. Cross Credit Application 55. Graduation Application 56. Hall of Residence 57. Attendance Tracking 58. Course Grading Reports 59. Examination 60. Profile 61. Bulletin Board 62. Library 63. E-Learning 64. Customer Service 65. Mobile Application 66. Job Placement Service
SCHEDULING APPLICATIONS
(a)
(b)
257
67. Timetabling of Lecturers & Examinations 68. Facility Management 69. Fleet Management
COLLABORATION
70. Messaging Solutions OTHER UNIVERSITY MANAGEMENT SYSTEM REQUIREMENTS
71. Finance System – Complete Solution 72. Finance System – Integration with Current 73. Learning Management System – Complete
Solution
74. Learning Management System –
Integration with Current
75. Library System – Complete Solution 76. Library System – Integration with Current 77. HR System – Complete Solution 78. HR System – Integration with Current 79. Bank Systems (Online Payments) & Other
Electronic Payment Modes
80. Properties Management 81. Inventory Management 82. Document Management
7. NON-FUNCTIONAL REQUIREMENTS
Explain how the solution adheres to the following
I. Audit & Control (Authentication, Authorization & Accountability (Physical MAC))
II. Backup & Recovery
(a)
(b)
258
Security (Encryption, alerts on suspicious activities etc.)
III. Efficiency
IV. Scalability
V. Interoperability
VI. Performance & Efficiency
(a)
(b)
259
Platform Compatibility
VII. Reliability
8. SYSTEM ARCHITECTURE
I. Deployment Methodology
The bidder must specify the deployment architecture and bandwidth requirements. FNU has
multiple campuses with different number of staff and students.
Cloud ☐
On-Premise (Standalone Server) ☐
On-Premise (Distributed Server) – Separate Application Processing and Separate Database
Server ☐
On-Premise (Distributed Server at different locations) - Separate Application Processing
and Separate Database Server at multiple Locations ☐
Hybrid – (Vendor needs to provide additional details) ☐
Other – (Vendor needs to provide additional details) ☐
II. Bandwidth Requirements
Campus Size Maximum Staff Users Maximum Student Number Bandwidth Requirements
Small 10 50
Medium 50 500
Large 200 1000
Very Large 500 3000
III. Operating System
(a)
(b)
260
State and explain all supported operating systems, and recommend the operating
system for optimal system performance. The bidder must ensure that any patches
or updates applied to the operating system shall be supported by the application.
IV. Virtualization
The bidder must specify if the application can run effectively in virtualized environment.
VMWare ☐
Hyper-V ☐
Nutanix ☐
Simplicity ☐
Other – List any others that are supported
The vendor must specify any constraints and limitations of running the application on virtualized
infrastructure. Concepts such as Hot-Add of CPU or Memory, Cloning, Migrating, running under
EVC Mode, Snapshots, and Replication etc. must be supported and if not then it needs to be
clarified.
9. CONTACT
Contact Person
Phone Number
Mobile Number
Official Skype ID
Official LinkedIn ID
Please return the completed form to [email protected]
(a)
(b)
261
Appendix 5: Vendor Price Sheet
RFQ for Student Management System - Pricing Sheet Please complete cells and place comments. Do insert additional rows if needed.
Vendor Name: __________________________________________________________
5.1 Cost Category Hardware: Any Hardware Required
Hardware Item description or model code Comments Total Cost
(USD)
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Total Hardware Spend (USD) 0.00
5.2. Cost Category : Application Software
Software Applications & Modules description Comments Total Cost (USD)
STUDENT ADMINISTRATION
1. Registration of new applications 0.00
2. Admission of Students into programs 0.00
3. Enrollment of students into courses 0.00
4. Internal & External course cross credits 0.00
5. Registration for Hall of Residence 0.00
6. Invoicing 0.00
7. Payments 0.00
8. Receipting 0.00
9. Student ID Cards 0.00
10. Student Validity Checks 0.00
11. Results Management 0.00
12. Completion Tracking 0.00
13. Graduation & Certificate Printing 0.00
14. Holds Management 0.00
15. Alumni Management 0.00
PROGRAM & COURSE MANAGEMENT 0.00
16. Adding of New Programs 0.00
(a)
(b)
262
17. Editing Past Programs 0.00
18. Course Management 0.00
STUDY TERM MANAGEMENT 0.00
19. Creating New Study Terms 0.00
20. Program Offering 0.00
21. Allocating Course Coordinators 0.00
22. Allocating other Teaching Staff 0.00
23. Attendance Management 0.00
REPORTS MANAGEMENT 0.00
24. Academic Reports 0.00
25. Colleges Reports 0.00
26. Finance & Audit Reports 0.00
27. Institutional Research & Planning Reports 0.00
28. NTPC Reports 0.00
29. Library Reports 0.00
30. ICT Reports 0.00
31. University(Uni)Services Reports 0.00
32. Properties Reports 0.00
33. Reports Requirements for External Parties 0.00
34. Other Reports 0.00
35. Report Filters 0.00
36. Report Scheduling Feature 0.00
37. Reports Format 0.00
38. New Report Generation 0.00
39. Reporting tool & Data ware House 0.00
FINANCE MANAGEMENT 0.00
40. Invoicing 0.00
41. Transaction Reversals 0.00
42. Electronic Invoicing 0.00
43. Electronic Payments 0.00
44. Refunds 0.00
45. Transfer of Funds between accounts 0.00
46. Withdrawal Adjustments (from courses) 0.00
47. Fee Management 0.00
48. Canteen/ Bookshop Management 0.00
49. Hall of Residence Management 0.00
(a)
(b)
263
LEVY & GRANTS MANAGEMENT 0.00
50. Levy & Grants Management 0.00
ONLINE PORTALS 0.00
51. New Application 0.00
52. Admission into Programs 0.00
53. Enrollment 0.00
54. Cross Credit Application 0.00
55. Graduation Application 0.00
56. Hall of Residence 0.00
57. Attendance Tracking 0.00
58. Course Grading Reports 0.00
59. Examination 0.00
60. Profile 0.00
61. Bulletin Board 0.00
62. Library 0.00
63. E-Learning 0.00
64. Customer Service 0.00
65. Mobile Application 0.00
66. Job Placement Service 0.00
SCHEDULING APPLICATIONS 0.00
67. Timetabling of Lecturers & Examinations 0.00
68. Facility Management 0.00
69. Fleet Management 0.00
COLLABORATION 0.00
70. Messaging Solutions 0.00
OTHER UNIVERSITY MANAGEMENT SYSTEM
REQUIREMENTS 0.00
71. Finance System – Complete Solution 0.00
72. Finance System – Integration with Current 0.00
73. Learning Management System – Complete Solution 0.00
74. Learning Management System – Integration with Current 0.00
75. Library System – Complete Solution 0.00
76. Library System – Integration with Current 0.00
77. HR System – Complete Solution 0.00
78. HR System – Integration with Current 0.00
79. Bank Systems (Online Payments) & Other Electronic Payment
Modes 0.00
(a)
(b)
264
80. Properties Management 0.00
81. Inventory Management 0.00
82. Document Management 0.00
Insert Additional if needed
Total Software Spend (USD) 0.00
5.3 Cost Category Software Upgrade Costs (USD)
Software Item
description Year 1 Year 2 Year 3 Year 4 Year 5 Total over 5
Years
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00 0.00 0.00 0.00 0.00 0.00
Total Year
1
Total Year
2
Total Year
3
Total Year
4
Total Year
5
Total over 5
years
5.4 Cost Category Software Upgrade Costs (USD)
Implementation Number of
People
Rates per day or
duration (USD)
Number of
days
Total Costs
(USD)
Travel - Return from A (please
specify) 0.00
Travel - Return from B (please
specify) 0.00
Travel - Return from C (please
specify) 0.00
Accommodation 0.00
Sundries 0.00
Labor for :
Project Management 0.00
(a)
(b)
265
Software Installation &
implementation 0.00
Data Conversion 0.00
User Acceptance testing 0.00
Other 0.00
Total Implementation Costs (USD) 0.00
5.5 Cost Category : Implementation Services costs (USD)
Training Number of
People
Rates per day
(USD)
Number of
days
Total Costs
(USD)
Travel - Return from A (please
specify) 0.00
Travel - Return from B (please
specify) 0.00
Accommodation 0.00
Labor for Training in all Modules :
0.00
0.00
0.00
0.00
0.00
Total Implementation Costs (US$) 0.00
5.6 Summary of Costs
Cost Category
Total Price
USD
1 Student Management System
1.1
Total for All Application Software related to Student Management
System
1.2
Total for 5 years Software Upgrade Costs for Student Management
System
1.3
Total for 5 years Software Licenses Costs for Student
management System
1.4 Total Implementation Services for Student Management System
1.5 Total for Training for Student Management System
(a)
(b)
266
1.6
Total for any Hardware proposed to support Student management
System
1.7 Any other item
Grand Total for Student Management System 0
2 Other Software Applications
2.1 Total for All Other Application Software
2.2 Total for 5 years Software Upgrade Costs for Other Software
2.3 Total for 5 years Software Licenses Costs for Other Software
2.4 Total Implementation Services for Other Software
2.5 Total for Training for Other Software
2.6 Total for any Hardware proposed to support Other Software
2.7 Any other item
Grand Total for Other Software Applications 0
Full proposal total cost 0