VERIFICATION EXERCISE FOR THE DATA GIVEN BY HIGHER
LEARNING INSTITUTIONS FOR THEIR RANKING OF 2013
A: Quantitative variables
Please collect data relating to the 11 variables. Care should be taken to ensure that the
proof given by Higher Learning Institutions (HLIs) is credible. For each variable, use the basis
of proof to confirm or not confirm the data given by the HLIs you are verifying.
Variable
Basis of proof
1. Ratio of Faculty (academic staff) to
Student
Get lists of fulltime academic. These lists should be availed by
the Office of the Human Resource Manager or equivalent (the
lists should be signed).
2. Ratio of International Students to
total number of students
Get the list of all students with their nationalities indicated
and select those that are non Rwandan. This data should be
availed by the Office of the Registrar or equivalent (the lists
should be signed).
3. Ratio of international staff to total
staff
Get the list of all fulltime academic staff with their
nationalities indicated, and select those that are non
Rwandan. This data should be availed by the Office of the
Human Resource or equivalent (the lists should be signed).
4. Student-computer ratio
Physical count of computers in computer rooms and areas
accessed by students. This shall be facilitated by the Office of
the Director of ICT or equivalent office.
5. Ratio of academic staff with a PhD
qualification to the total academic
staff
Get their list from Human Resource Office, and check their
dossiers (only those with PhD to verify if they have notarised
copy of the PhD certificate). If a degree certificate is not
notarised, this should be noted by the officers from HEC.
6. Ratio of ICT Technicians per ICT
laboratory
Physical count of all ICT laboratories (this shall be facilitated
by the Office of the Director of ICT or equivalent office). The
list of ICT lab technicians will be given by the Human Resource
Office or equivalent. Letters of appointment should be
available, which should show date of appointment, and duties
relating to serving as ICT technicians.
7. % of funds spent on research vis-à-vis
total budget
Annual financial report (preferably audited, and in case not
audited, then duly signed by VRAF or equivalent). Also,
verification will be done with budget approved by the Board
of Governors, on the element of the research budget.
8. Ratio of scientific publications made
to staff numbers
Physical count of the scientific publications in scientific
journals. The journals within Rwanda and/or outside Rwanda.
9. Research income from industry (as
percentage to total budget)
Annual financial report (preferably audited, and in case not
audited, then duly signed by VRAF or equivalent)
10. % of budget dedicated to staff
capacity building vis-à-vis total
budget.
Annual financial report (preferably audited, and in case not
audited, then duly signed by VRAF or equivalent). The actual
expense made towards staff capacity building will be used.
1
B: Data on policies, regulation, and affirmation of good practices
If the HLIs answered YES, please get proof for each variable as follows:
Variable
1. Are all academic programmes
you have compatible with
institution's mission and goals
2. Are time-tables printed on
your website annually?
3. Do you subject your annual
financial reports to external
auditors
4. Do you have published criteria,
regulations and procedures for
student assessment (either in
a form of prospectus, or on
website)
5. Do you have peer reviews and
exam moderation sessions
before students sit for exams?
6. In your own evaluation, are
you of the view that there are
adequacy of resources
available for the support of
student learning in your
institutions?
7. Do you have in place a well
written industrial attachments
programme for students
(including their assessment)?
8. Do you have in place a well
written internship programme
for students?
9. Are students from the East
African Community member
countries charged tuition fees
like nationals?
10. Counseling and guidance
policy
11. Publications of your annual
reports and put on your
institution's website.
12. Policies and procedures to
assure the quality of the
research and consultancy
undertaken by academic staff
and students and its ethical
acceptability.
If YES, then make verification
in the HLI.
Read the mission and goals and
relate them to objectives of
selected academic programmes.
Check on HLI's website.
Check the report (should be signed
by external auditor)
Copy of prospectus or on website.
Check written reports on the peer
reviews and exam moderation
done.
Average classroom-Student ratio
(classroom size in square meters to
number of students)
Hard copy of the industrial
attachments programme
Hard copy of the internship
programme
Written fee structure to be
collected from the Registrar's Office
Hard copy should be available
Check on website
Hard copies
2
`If available
put YES, if not
put NO
Variable
13. An annual record of the
research and publications
made by each member of
academic staff
14. Consultancy services and
consultancy policy
15. Policy on modalities and
criteria for recruitment,
appointment, promotion
performance review,
punishment and dismissal of
academic and research staff.
16. Policy governing part time
academic staff
17. Policy on appointment and
promotion of administrative,
technical and support staff
18. Staff development policy
19. Academic staff Handbook
20. Policy of breach of contract
can lead to proceedings being
instigated under the Staff
Disciplinary Procedures.
21. Policy on academic freedom to
perform within the law, to
teach, speak and write without
interference, to set and
implement research agendas
and hold and express opinions
instrumental to scholarship
without interference from the
institutional administration,
the government, civil society
or funders.
22. Policy on admission criteria
and conditions
23. Students Identity Cards
24. Staff identity cards
25. Institutional strategic plan
26. Gender/ equity policy.
27. IT policy
28. Policy on community service;
29. Incubation business centers
30. Business company(ies)
registered under your HLI
31. Annual reports on the
community services
(technology transfers)
rendered to community.
If YES, then make verification
in the HLI.
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Hard copies
Check copies with students
Check copies with staff
Hard copies
Hard copies
Hard copies
Hard copies
Should be physically seen and
operating
Should be physically seen and
operating
Hard copies
3
`If available
put YES, if not
put NO
Variable
32. Your HLI is compliant with NQF
and the Code of Practice
33. Your HLI has fully modularised
all academic programmes
34. Your premises are compliant
with all regulations relating to
the health and safety of
persons
35. Annual audited accounts and
budgets indicating income
sufficient to sustain its
programs in an acceptable
manner
36. Use of using external
examiners appropriate to each
program in conformity with
the Code of Practice
37. Your staff and students have
access to e-resources
38. Mechanisms for feedback on
institutional programs collect,
review and, where
appropriate, respond to
feedback from all concerned
with the delivery of programs.
39. Annually publish a prospectus
as a handbook
40. Have in place academic
calendar: semester dates,
dates of scheduled
examinations and dates of
examination boards
41. Have in place official
document containing names
and qualifications of all fulltime and part-time academic
staff employed by institution;
42. Have in place official
document containing
admission requirements and
procedures including
recognition of prior learning
(transfer of credits); Mode (s)
of instruction;
43. Have in place official
document containing
regulations for all taught
programs including
If YES, then make verification
in the HLI.
Check with CAMS approach and
sample cases to have indepth of
assessment method, and marks
awarded.
Check if programmes are
modularised
Safety gadget: fire extinguishers,
and toilet facilities.
Hard copy signed by Auditor
Reports by external examiners
Check the availability of e-resources
facilities
Get physical reports of feedback
from students on how academic
staff teach
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
4
`If available
put YES, if not
put NO
Variable
44.
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
56.
57.
58.
59.
60.
61.
62.
assessment, academic credit
accumulation, progression and
qualifications;
Have in place official
document containing fees and
charges including refund(s) in
case of cancellation or
withdrawal;
Have in place official
document containing student
support services;
Have in place official
document containing rules or
codes of conduct for staff and
students;
Have in place official
document containing students'
complainants procedures;
Have in place official
document containing student's
disciplinary procedures.
Have in place official
document containing staff
disciplinary procedures.
Have in place official
document containing legal
contract of employment that
sets out the terms and
conditions of their
employment and has attached
to it a job profile.
Do you conduct market
research to know labor market
requirements?
Do you regularly involve the
private sector in validation of
your academic programmes?
The Staff Code of Conduct
Staff Regulations
Staff Disciplinary Procedures
Staff Complaints Procedures
Health and Safety Policy
The Staff Performance and
Review Scheme
Staff Development Policy
Equal Opportunity Policy
Maternity /Paternity Leave
Policy
Procedures for requesting
leave
If YES, then make verification
in the HLI.
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Market research reports (hardcopy)
List of presence to at least 2 of such
events
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
5
`If available
put YES, if not
put NO
Variable
63. Procedures for permission to
go on official missions inside
the country and abroad
64. The Staff Association activities
65. Academic calendar
66. Action plan and budget
67. Policies and procedures
68. Annual reports
69. Strategic plan
If YES, then make verification
in the HLI.
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
Hardcopy
6
`If available
put YES, if not
put NO