Registry

Student Attendance Policy

  • Students are required to attend all classes and exams for the subjects that they are enrolled in during the academic semester.
  • Students are not allowed to exceed 15% as an overall rate of absence in all the subjects that require class attendance throughout the academic semester.
  • An absence rate exceeding 15% in each subject will result in failure due to absence, with an F grade on the transcript.
  • No extensions to the attendance limit will be granted.
  • Attendance is recorded from the first day of the course.
  • Students are expected to arrive on time, remain for the entire period, and be prepared and fully equipped for the activities of their classes.
  • Students receive Absence Alert notification upon reaching 7%, 10%, 12% and exceeding 15%. 
  • Students, their Faculty, Academic Servies and Dean of Academic Operations receive Attendance Dismissal notification on reaching more than 15% absence percentage.

Fundable Duration and Maximum Candidature

Students are required to complete their program within the approved normal fundable duration as aligned with MOHESR (Ministry of Higher Education and Scientific Research) and CAA (Commission for Academic Accreditation) requirements for on-time graduation.

An extended fundable duration may apply immediately beyond the normal duration as follows:

  •  Full-time students: up to one (1) additional academic year
  •  Part-time students: up to two (2) additional academic years

The extended period is granted solely for program completion and is subject to satisfactory academic progress.

Any previously funded study period (eg. Program change, institutional transfer etc) except for National Service will be deducted from the maximum allowable duration.

Students exceeding the extended fundable duration:

  • Bachelor programs: Students may continue as self-sponsored or entity-sponsored basis, subject to approval, within the maximum candidature period.
  • Diploma and Mahara programs: No extension granted. Students will be administratively withdrawn.

The Maximum Candidature duration (Bachelor programs only) is limited to:

  • One (1) additional academic year (full-time)
  • Two (2) additional academic years (part-time)

Students who fail to complete program requirements within the Maximum Candidature will be administratively withdrawn.
Students may request exemption from duration limits or seek exceptional consideration based on documented extraordinary circumstances.

Tuition Fee Contribution Requirements
Students who fail to maintain a cumulative GPA of 2.0 or above for two consecutive semesters shall be subject to tuition fee contribution requirements.

   Tuition fee contribution percentages shall be applied as follows:

Cumulative GPA

Student Contribution

Below 1.0

30%

1.0 to less than 1.5

20%

1.5 to less than 2.0

10%

Grading 

Students enrolled in courses in HCT programs are graded according to the table below.

Grade Point Averages are calculated at the end of every semester on a scale from 0.00 to 4.00.

  • Cumulative Grade Point Average (CGPA) is calculated by dividing the total number of grade points earned by the total number of credits of courses taken in the program.
  • Semester Grade Point Average is calculated by dividing the total number of grade points earned in the semester by the total number of credits of all courses taken in the semester.

The following grades are used in grade points calculations

Descriptor for Bachelors

Descriptor Grade Grade Points Range
Achievement that is outstanding relative to the course and GPA requirements. A
A-		 4
3.7		 90-100
87-89
Achievement that is significantly above the course and GPA requirements. B+
B
B-		 3.3
3
2.7		 84-86
80-83
77-79
Achievement that satisfactorily meets the course and GPA requirements. C+
C		 2.3
2		 74-76
70-73
Achievement that minimally meets the course requirements but may not meet the GPA requirements. C-
D+
D		 1.7
1.3
1		 67-69
64-66
60-63
Achievement that does not meet requirements. F 0 0-59

Descriptor for Vocational Programs

Grade Classification

% Scored

Average PC Grade Value

Unit GPA Equivalent

Unit Letter Grade Equivalent

Competent with Distinction

85%-100%

3.50 - 4.00

3.50 - 4.00

A

Competent with Merit

70%-84%

2.80 - 3.49

2.80 - 3.49

B

Competent

60%-69%

2.00 - 2.79

2.00 - 2.79

C

Not Yet Competent

0% - 59%

0 – 1.99

0 – 1.99

 F

Grade Appeals

A student may appeal against a grade on the basis of one of the following:

  • Procedural grounds, including failure to follow correct procedure, mistaken identity, aggregation errors, and addition errors.
  • Bias in the marking e.g. the marker(s) were prejudiced against the student or the student’s beliefs.
  • Arbitrary marking i.e. the work was not evaluated on its academic merit against the approved marking scheme/rubric.
  • Inappropriate assessment i.e. the assessment does not match what was taught in the course.

All grade appeals will be dealt with by the Grade Appeal Committee and the committee shall report their decision to the respective course instructors, Executive Dean, and Dean of Academic Operations.

Academic Standing 

  • A minimum CGPA of 2.0 is required for graduation. Appeals to the CGPA graduation requirement will not be accepted.
  • A student is in “Good Standing” if s/he maintains a CGPA of 2.0 or higher after accumulating at least 21 CH (Credit Hours) of study.
  • A student is in “No Standing” if s/he has not accumulated 21 CH (Credit Hours) of study.
  • A student is placed on “First academic probation” if his/her CGPA falls below 2.0, after accumulating 21 CH (Credit Hours) of study.
  • A student on academic probation whose CGPA is below 2.0 at the end of any semester following the first academic probation will be placed on “Second academic probation”.
  • If a student fails to achieve a CGPA of 2.0 by the end of the semester following the second academic probation notice, the student is subject to “Academic Dismissal” from HCT.
  • A student placed on academic probation shall be:
  1. Students are permitted to continue in registration in the next regular semester with a reduced credit load (not to exceed 13 credit hours).
  2. Summer terms are not counted in the calculation of the academic probation periods.
  3. Students who have not maintained a CGPA of 2.0 or above for two consecutive semesters to participate in paying tuition fees. The percentage of their contribution to tuition fees shall be determined as follows:  

                  -   30% for students with a cumulative GPA below 1.0

                  -   20% for students with a cumulative GPA from 1.0 up to less than 1.5

                  -   10% for students with a cumulative GPA from 1.5 up to less than 2.0.

Graduation

Students are responsible for ensuring that the information displayed on their student profile or portal, including their name, matches their valid passport and is accurate and up to date. Any discrepancies or changes must be reported to the Academic and/or Student Services Office before the end of the graduation eligibility period.

To be eligible for graduation, a student must achieve a minimum cumulative grade point average CGPA of 2.0 for any program and its exits and satisfy all requirements of the awarded program or any approved exit qualification.

Additionally, students must :

  • Complete a minimum of 100 hours of volunteering to graduate. 
  • A student will join the graduation ceremony at the HCT campus in which the program is completed. 
  • Academic honors and distinctions shall be defined and implemented as in the Graduation Procedure. 
  • After the graduation credential is awarded, no alteration to the credential title or the awardee's name is allowed.

A graduate may apply for one replacement of lost or damaged credential documentation for a prescribed fee.