Attendance and Absence Policy at the Institute

General Attendance Requirements

 – Students are expected to maintain an attendance rate of at least 80% for each module.

 – In exceptional circumstances, and with the approval of the Programme Coordinator, a greater number of absences may be permissible.

 – Students are required to attend all examinations as well as all module components, whether they be lectures or seminars.

 – Should a student miss an examination, they may be allowed to retake it in the subsequent exam period, subject to certain conditions.

Absence Management and Reporting

 – Any instance of tardiness in a class will accumulate. Three instances of tardiness will equate to one full absence.

– Students, for any reason, if anticipating a missed class, should inform their respective teaching instructor in advance.

 – Every class’s teaching instructor logs student attendance. This includes notating periodic (hourly) absences.

 – The Institute’s Course Office maintains a comprehensive record of absences for each module, detailing each student’s attendance by class and date.

Categorization of Absences

 – Absences are classified into two categories: excused and unexcused.

   – Excused Absences: These are absences substantiated with acceptable documentation, as recognized by the Institute. Examples include reasons of force majeure, medical reasons (with necessary documentation), and other extenuating circumstances.

   – Unexcused Absences: These are absences without appropriate justification or documentation.

– A crucial note for students: having unexcused absences that total more than 20% of a module’s classes in a semester may result in the student being prohibited from taking the module’s final examination. This decision lies with the Programme Coordinator.

Student Responsibilities

Regardless of the type or reason for an absence, it does not free students from their academic duties or other responsibilities. Consistency and diligence in academic commitments, including examinations and coursework, are imperative.

For Distance Learning Programmes

Inclusive learning and engagement is promoted and monitored at all times especially during asynchronous learning. The assessment is structured in a way to encourage quality participation and engagement. The number of absences from live on-line presentations cannot exceed 50% or two in a row.

A student with a total of unexcused absences from live on-line meetings that violate the above limit or with no participation in the activities of the module during the semester may be barred from the final examination of the module, pending on the final decision by the Programme Coordinator.

In case of absence from an examination, students, under certain conditions, have the right of repeating the exam in the following exam period.

Students must be consistent with their obligations and carry out responsibly any work they undertake. Also, examinations are compulsory for all students, as well as active participation in the on-line activities of all modules and submission of all assigned work.

Introduction

 APL is the identification and formal acknowledgment of an individual student’s prior learning to obtain credit toward a specific award provided by a Higher Education Institute.

Eligibility for APL

 – Any student enrolled in a program that leads to an award by EIMF is eligible.

 – This is applicable for those who have undergone relevant studies at EIMF or another institution, or who possess suitable qualifications or experience.

 – The maximum credit achievable through APL is restricted to 30 ECTS or 50% of the courses taught, excluding any required dissertation.

APL Application Process

 – Applications for APL should coincide with the main program application.

 – It must include a written request detailing the desired APL credits and evidence of prior learning.

 – If not submitted concurrently with the program application, it must be done before the courses start.

 – EIMF will request an affirmation of the authenticity of the information. Students typically sign a document verifying the accuracy of their APL application.

 – EIMF can cancel an application if any provided information is discovered to be omitted, falsified, or plagiarized. This applies to both the main application and APL.

Procedure for APL Requests:

 1.Submission of Application: The student submits the application, ensuring the inclusion of:

 – Modules seeking accreditation.

 – Subject content and knowledge.

 – Volume and level of learning.

 – Proof of prior achievements.

2.Review and Decision-making:

 – The Admissions Office records the students’ data and passes the application to the Programme Coordinator.

 – The coordinator creates a comparison table to aid in the decision-making process.

 – The Programme Director, alongside the Programme’s faculty, collectively decides on the credit award. The decision is then conveyed to the Admissions Office.

3.Notification of Decision:

 – Both the Registrar and the Admissions Officer should be informed of APL decisions.

4.Communication to Student:

 – The Admissions Office sends an acceptance letter to the students. This letter includes the course comparison table and clarifies whether APL credit is granted.

5.Impact on Course Calculations:

– If APL credit is assigned for a course, that course will not be part of progression calculations or mark averaging. Only courses completed at EIMF will count.

6.Administrative Charge:

 – EIMF imposes an administrative fee for successful APL applications. The tuition fee will be revised accordingly, and then the charge will be applied.

Equal Opportunity and Support for Students with Disabilities at the Institute

Equal Opportunities Statement

The Institute is committed to offering equal opportunities to all students, irrespective of their physical abilities. Candidates, even those with disabilities, are assessed under the same standards as all other applicants. This policy applies equally to students studying on-campus, through blended formats, or via fully online and distance learning programmes. Disabilities may include physical impairments, sensory impairments, chronic health conditions, as well as specific learning differences such as dyslexia, ADHD, autism spectrum conditions, and other neurodiverse profiles. Candidates are encouraged to detail the nature of their disability in their application forms. Furthermore, they should inform the admissions office about any special accommodation they might require during their academic journey. Discrimination against a candidate due to a physical disability by any Institute employee is viewed as a disciplinary matter.

Advisory Service for Students with Disabilities

The primary goal of the Advisory Service is to provide comprehensive and effective support to students with disabilities and health issues. This ensures they have equal access to fulfill their academic obligations. This mission is anchored on several key principles:

a. Adherence to the prevailing legislation on education and training for individuals with Special Needs.

b. Utilization of available support funds.

c. Incorporation of best practices observed in other countries.

Accessibility Improvements

The Institute has made concerted efforts to enhance accessibility to its premises for all students. The strategy to address student difficulties is collaborative, involving relevant administrative units. Moreover, the Counselling Service stands ready to provide a range of services, including individual and group counseling, psychotherapy, and, when deemed necessary, family interventions. All these services are rendered with the utmost confidentiality.

Admission Procedure Step-by-Step Process

Note: This procedure applies equally to applicants for on-campus, blended learning, and fully online and distance learning programmes. All applicants, regardless of study mode, are assessed according to the same admissions standards and processes.

1. Locating the Application Form: Application forms are available electronically on EIMF’s website. Applicants can easily identify the form that matches the programme they intend to apply for. It’s crucial for applicants to take note of application deadlines.

2.Preparation for Application: Before completing the form, applicants should gather all the relevant documentation required based on the Admissions Criteria of the programme.

3.Reference Letters (if applicable): In situations where recommendation letters are necessary, the respective referees will be notified to submit their confidential reference letters directly to EIMF.

4.Initial Review by Admissions Office: The Admissions Office collects the applications and verifies the inclusion of all necessary documents. If an application is found incomplete, the admissions officer will contact the applicant and ask for the missing documentation within a given timeframe.

5.First Filtering of Applications: The Admissions Office reviews all complete applications. They differentiate between applicants who fully meet the criteria and those who meet them only partially.

6.Committee Review: Complete applications are then forwarded to the Programme Coordinator, who establishes an ad-hoc admissions committee to evaluate them.

7.Ranking and Selection: When there are more qualifying applicants than available slots, a selection process ensues. Applicants are ranked based on the specific selection criteria for the course or programme.

8.Consideration of Potential Candidates: If there are still unoccupied slots after considering all qualified applicants, candidates who might not meet all entrance requirements but show significant potential may be considered. These candidates might be evaluated based on professional experience, qualifications, research experience, or through oral interviews. Importantly, such admissions should not exceed 10% of the available seats.

9.Notification and Response: Once accepted, applicants will be informed. They are then expected to respond by a fixed deadline. If they decline or do not respond, their spot may be offered to other candidates.

Introduction

Assessment rubrics serve as essential tools to ensure clarity of expectations, fairness in grading, and meaningful feedback to students. This policy establishes the principles, procedures, and responsibilities associated with the design, implementation, and review of assessment rubrics across all programmes and modes of delivery (on-campus and distance learning).

Purpose

 – To standardise assessment practices across all academic departments.

 – To ensure transparency and fairness in student assessment.

 – To support students’ academic growth through clear expectations and constructive feedback.

 – To provide staff with structured guidance for consistent and equitable marking.

Scope

This policy applies to all academic and professional staff responsible for the design, delivery, and evaluation of assessments at EIMF. It covers undergraduate, postgraduate, diploma, and professional certification programmes delivered in any format, including face-to-face, blended, and fully online courses.

Definition of Assessment Rubric

An assessment rubric is a scoring guide used to evaluate the quality of students’ constructed responses. Rubrics typically consist of:

Criteria | Specific elements or skills that the assessment seeks to measure.

Performance Descriptors | Clear descriptions of different levels of achievement for each criterion.

Rating Scale | A scale (numerical or qualitative) indicating the degree to which each criterion has been met.

Policy Statement

 – All major summative assessments must have an associated rubric approved prior to the commencement of the course.

 – Rubrics must align directly with course/module learning outcomes.

 – Rubrics must be shared with students alongside the assignment brief to guide preparation.

 – Rubrics must be applied consistently across all delivery modes.

 – Special considerations must be made to ensure accessibility for students with disabilities or special learning needs.

Development of Rubrics

Step 1 | Alignment: Identify which learning outcomes each assessment will measure.

Step 2 | Criteria Selection: Develop specific, measurable criteria reflecting key skills, knowledge, and competencies.

Step 3 | Performance Levels: Define multiple levels of achievement for each criterion (e.g., Excellent, Good, Satisfactory, Needs Improvement).

Step 4 | Scale Design: Choose an appropriate rating scale (e.g., 5-point, 10-point, or descriptive).

Step 5 | Draft Review: Submit the rubric draft to the Programme Coordinator and Academic Committee for review.

Step 6 | Approval: The Academic Committee formally approves rubrics before assessments are published

Implementation Procedures

Distribution to Students

 – Rubrics must be uploaded to the Learning Management System (LMS) alongside each assessment task.

 – Rubrics should be explained during class (or via webinar/online session for distance learners).

Application During Marking

 – Markers must use the rubric systematically when assessing student work.

 – Specific feedback should reference rubric criteria, helping students understand areas of strength and improvement.

 – Where group assessments are used, individual contributions must still be assessed according to rubric criteria where applicable.

Moderation

 – A sample of marked work from each assessment must undergo moderation to ensure consistent application of the rubric.

 – Moderation reports must be submitted to the Programme Coordinator.

Feedback to Students

 – Provide detailed feedback linked to the rubric criteria.

 – Offer developmental advice for future improvements based on rubric performance levels.

Review and Update of Rubrics

 – Annual Review | All rubrics must be reviewed annually during the programme/module evaluation cycle.

 – Feedback-Based Improvements | Student feedback, staff input, and external examiner comments must inform updates.

 – Approval of Revisions | Any significant changes to rubrics must be approved by the Academic Committee before use.

Roles and Responsibilities

Course/Module Leaders | Design rubrics aligned with learning outcomes; apply them consistently in assessments.

Programme Coordinators | Ensure coherence across modules; coordinate rubric review and moderation processes.

Academic Committee | Approve new or significantly revised rubrics.

Teaching Staff | Apply rubrics in grading and provide feedback referencing rubric criteria.

Students | Review rubrics when preparing assessments and use feedback constructively.

Monitoring Compliance

The Academic Committee will conduct periodic audits of assessment practices to ensure rubrics are:

 – Present and available to students.

 – Applied consistently in grading.

 – Updated appropriately based on review findings.

Non-compliance will be addressed through staff development workshops or quality assurance interventions.

Training and Support

 – EIMF will provide regular training sessions for academic staff on designing and applying assessment rubrics.

 – Workshops will also be organised for students to learn how to interpret rubrics effectively.

Introduction

This Policy outlines the guidelines and procedures governing the resit of exams for students enrolled in courses at EIMF. The policy ensures fair and transparent procedures for students who wish to improve their performance through resitting exams.

Scope

This policy applies to all students enrolled in courses at EIMF where exams are a component of the assessment process.

Eligibility for Exam Resit

 – The policy is applicable to all programs offered by EIMF. The following points elucidate the eligibility for a resit:

 – A student can opt for a resit if they have failed a course by an ‘F’ grade.

 – An undergraduate student with a total grade falling within 50-59 is eligible.

 – The student should not have any outstanding “I” (Incomplete Grade) in other course components, such as mid-term exams or assignments while applying for the resit.

This policy asserts that the resit option is a student’s right and not a mandatory obligation, ensuring fairness and flexibility for those who need it.

Resit Limit

Each student is allowed a maximum of four (4) resits for each course provided that it is within the timeframe allowed for each programme (e.g. 4 years for the Dip, 6 years BSc, and 3 years MSc). It’s important to note that resits are intended to provide an opportunity for improvement and not as a means to repeatedly attempt exams.

Application Process

 – Submission: To initiate the resit process, the student needs to submit an application to the Administration Office.

 – Timeframe: Applications for exam resits must be submitted within two weeks of the initial exam results being released.

Resit Schedule

 – Scheduled Dates: Students meeting the resit criteria will receive an email notification (sent to their student email) containing the resit application deadline and the exam dates.

 – Conflict Resolution: In cases where students have overlapping resit exam schedules, the Administration Office will make reasonable efforts to accommodate the student.

Following established best practices, EIMF intends to use ‘Proctorio’, a software designed for online exams that secures exam integrity. Proctorio’s online proctoring, identity verification, plagiarism detection tools, and content protection tools ensure the online assessment’s integrity.

Further information about Proctorio can be found here: https://proctorio.com/

Assessment Criteria

Final Grade: The final grade awarded after the resit will be based solely on the performance in the resit exam capped at a grade of 60/100.

Resit Fees

Fee Amount: A resit fee of €80 will be applicable for each exam resit.

Payment: The resit fee must be paid in full prior to the resit exam date. Failure to pay the fee by the specified deadline will result in the forfeiture of the resit opportunity.

Results and Appeals

 – Result Notification: The results of the resit exam will be communicated to students within two weeks of the resit exam date.

 – Appeals: Students who disagree with their resit exam results may follow the EIMF appeal process outlined in the Students’ Appeals, Reporting, & Handling Procedures .

Policy Review

This Exam Resit Policy will be reviewed periodically to ensure its effectiveness and alignment with EIMF’s educational goals.

What are Exceptional Circumstances?

An exceptional circumstance is a circumstance which is outside of one’s control, and which negatively affects one’s performance. Claims will be considered where a student’s performance or ability to work has been impaired circumstances that are beyond their control, such as accidents, severe illness, death or severe illness of close relative or partner, mental health problems, a physical attack, or other events of comparable effect. Students must articulate how these circumstances have affected their studies when making their request and provide all necessary documentation, if any, to support their argument.

What are Not Considered as Exceptional Circumstances:

 – Academic workload and multiple conflicting deadlines

 – Lack of preparation or organization

 – Stress

 – Minor illnesses

 – Personal travel or vacation plans

 – Social events and extracurricular activities

 – Employment-related issues

Notification

Students experiencing exceptional circumstances are encouraged to notify as soon as possible. Notification should be made to the appropriate faculty member, academic advisor, or designated support office.

This policy applies equally to all students, including those enrolled in online and distance learning programmes, who may not have a regular physical presence on campus.

In cases where immediate notification is not feasible, students should inform at the earliest opportunity and provide supporting documentation where applicable.

Documentation

Students are required to fill in the exceptional circumstances form and to provide appropriate documentation to support their claim. Documentation may include medical certificates, death certificates, court documents, or any other relevant evidence. The institute reserves the right to request additional documentation or verification if necessary.

Assessment and Support

Upon receipt of notification form and documentation, the institute will assess the student’s circumstances and determine the appropriate support and accommodations.

Support may include deadline extensions, alternative assessment arrangements (in line with the institute’s academic regulations for assessment and progression), counseling services, or referral to other support services within the university or community.

This policy applies equally to all students, including those enrolled in online and distance learning programmes, who may not have a regular physical presence on campus.

Confidentiality

All information provided by the student regarding exceptional circumstances will be treated with the utmost confidentiality and will only be disclosed to relevant staff on a need-to-know basis.

Appeals Process

Students who are dissatisfied with the outcome of the assessment or support provided may appeal the decision in accordance with the institute’s established appeals process.

Grading Notes

 – The “P” (Pass) grade, given for practical courses not assessed by a written exam and for practicum work, does not factor into the student’s GPA or CPA. However, the credits earned do count towards total earned hours.

 – If a student receives an “I” (Incomplete), they have one month post-semester to complete the work. Failure to do so results in a zero score for that assessment.

 – Retaking a final exam previously scored as “F” will lead to an “SE” annotation next to the course title.

 – A “W” indicates either student-initiated withdrawal (WS) or administrative withdrawal (WA).

 – Deferred grades (DE) might be issued if there’s uncertainty about a student’s work, or if assignments will be submitted after a one-month period.

Calculating GPA and CPA

The Grade Point Average (GPA) reflects semester performance. It’s computed by multiplying each course’s credits by the quality points earned, then dividing by the total semester credits.

The Cumulative Grade Point Average (CPA) is similar but considers all courses across all semesters. Detailed academic records are available via the Registrar’s Office in transcript form.

Academic Record 

The Registrar’s Office maintains comprehensive student records, displaying all courses taken, grades received, transfer work accepted, and all awarded credits.

Pass or Fail Courses

Students can opt for General Education courses to be graded as “Pass” (P) or “Fail” (F). Here:

 – “P” doesn’t affect GPA or CPA, while “F” does.

 – Major or obligatory courses can’t be taken on this basis.

 – Choices are finalized upon submitting a student petition form and obtaining necessary approvals. Once made, this choice is final.

Audit Courses

Students can attend classes without seeking a grade or credit by auditing a course. Audited courses:

 – Can be converted to standard courses during the Add/Drop period, given standard registration criteria are met.

 – Have identical tuition and fees to standard courses.

 – Are annotated as “AU” on academic records. This doesn’t affect GPA, and the credits don’t count towards earned hours.

Graduation Criteria

To be eligible for graduation, students must meet the following requirements. These graduation criteria apply equally to students studying on-campus, through blended learning, or via fully online and distance learning programmes.

Degree Completion

 – For a diploma’s degree | Successfully complete between 120 and 180 ECTS credits as prescribed by the programme curriculum.

 – For a bachelor’s degree | Successfully complete between 240 and 360 ECTS credits as prescribed by the programme curriculum.

 – For a master’s degree | Successfully complete between 90 and 120 ECTS credits as prescribed by the programme curriculum.

GPA Requirements

Diploma Programmes | Maintain a cumulative Grade Point Average (GPA) of at least 2.50 across all credits undertaken at the Institute.

Bachelor’s Degree Programmes | Maintain a cumulative GPA of at least 2.50 across all credits undertaken at the Institute.

Master’s Degree Programmes | Maintain a cumulative GPA of at least 2.50 across all credits undertaken at the Institute.

Financial Requirements

 – Students must have cleared all financial obligations to the Institute.

 – No outstanding balances (tuition, fees, or any other charges) are permitted at the time of graduation.

Good Standing

 – Students must be in good academic and disciplinary standing with the Institute at the time of graduation.

 – Students subject to unresolved disciplinary action are not eligible for graduation until matters are fully resolved.

Timeframe for Completion

Students are expected to complete their programme requirements within a maximum period of:

 – Diploma: 4 years

 – Bachelor’s Degree: 8 years

 – Master’s Degree: 3 years

Additional Notes

 – Students are encouraged to submit a formal Graduation Application Form during their final semester, as per the deadlines published by the Academic Registry.

 – Graduation ceremonies are organised once or twice annually, depending on the academic calendar.

Definitions:

Cheating: Defined as dishonesty in assignments and exams. It includes both giving and receiving unauthorized assistance.

Plagiarism: This breaches intellectual property rights and is a grave educational offense. It’s the act of using someone else’s work without citation or excessively using their work as one’s own. Instances include:

 – Using phrases from another’s work without proper citation.

 – Slightly altering another’s work without acknowledgment.

 – Direct copying or close paraphrasing without referencing.

 – Presenting someone else’s work as one’s own.

 – Collusion, where multiple students present collaborative work as individual efforts.

 – Fabrication, where a student claims work that they haven’t done.

 – Using internet content, including social media, without citation.

 – Using paid-for content as one’s own.

 – Utilizing the tutor’s notes without proper referencing.

Plagiarism Investigation Process

If plagiarism is suspected, the Programme Coordinator is alerted, leading to a potential formal investigation by an ad-hoc Disciplinary Committee. This Committee evaluates evidence, which could be reported from text-matching software or observations from markers.

1.Notification: The Committee’s head writes to the students about the concerns and invites them to a meeting, offering at least a week’s preparation time.

2.Meeting Details: The meeting can be held online or through other means, based on the Committee head’s discretion. If students don’t attend, the meeting can proceed without them. Students can be accompanied by a person of their choosing but must notify the Committee in advance.

3.Outcomes: The Committee determines if plagiarism occurred and assigns a severity category. Based on this, sanctions are decided. Students are informed in writing, typically within a week, detailing the meeting’s discussions and the decisions made.

4.Appeals: Disagreeing students can approach the Academic Director within 10 days to reconsider the case.

Avoiding Plagiarism

1.Note-taking: Ensure you make personal notes and avoid directly copying content. Always highlight and quote copied content, and keep a note of sources. Develop a bibliography for easier source verification.

2.Style Guide:

 – Directly quote using inverted commas.

 – Use the proposed referencing system.

 – Cite ideas, including from lectures and online sources.

 – Always use your own words and cite source ideas.

 – Common knowledge doesn’t require citation, but when in doubt, cite.

3. Assistance: If unsure, consult the class coordinator or the Course Director.

Turnitin – A Plagiarism Prevention Tool

Turnitin is a service that checks submissions for originality against various online sources. All students must include a Turnitin ‘Originality Report’ with their assignment submission. This ensures proper citation and upholds students’ academic integrity. Early in the second semester, students receive a Turnitin demonstration. For more about Turnitin, visit: http://www.turnitin.com.

Eligibility for Postponement

 – Students can request a postponement of their studies due to medical, personal, or other exceptional reasons.

 – The request is subject to approval by the appropriate office.

 – It is mandatory for students to provide valid documentation supporting their postponement request.

Duration

 – A student can postpone their studies for up to one academic year (two semesters).

 – Extensions beyond this timeframe require the approval of the Programme Coordinator, in consultation with the Academic Director.

Procedures for Application

 – Students need to submit a formal postponement request to the designated office.

 – This request should be accompanied by the necessary supporting documents.

 – The request should be submitted at least four weeks prior to the commencement of the relevant semester.

Tuition and Fees Implications

 – Postponing students might have to pay a fraction of the tuition and fees for the semester they seek to postpone.

 – The exact amount will be decided by the office that approves the postponement.

Resuming Studies

 – After the postponement period concludes, students wanting to resume their studies should inform the Registrar a minimum of four weeks before the semester’s beginning.

 – On returning, students can pick up from where they left off, but this is contingent on the nod from the relevant academic advisor or committee.

Communication to Students

 – EIMF will disseminate the policy to all its students.

 – The communication will encompass the application process and implications on tuition and fees.

Provisions for Interruption of Studies

If students unexpectedly halt their studies post-semester initiation, the subsequent provisions will apply:

 – More than 80% Module Participation: Such students can sit for the final exam when the module is next offered, provided they are available.

 – Less than 20% Module Participation: Students can request a refund for the module fees. They can then enroll in the module when it’s next available.

 – Intermediate Participation: Students won’t receive a refund and will have to retake the module when EIMF next offers it.

For situations not covered here, the standard postponement of studies policy will apply.

Introduction

This Policy aims to provide clear guidelines and procedures for students seeking refunds for fees within EIMF. The policy outlines the circumstances under which refunds will be granted and the process for requesting refunds.

Scope

This policy applies to all students enrolled in programmes offered by EIMF. It covers tuition fees, administrative fees, and other charges collected by the institution.

Refund Criteria

Refunds will be considered under the following circumstances:

 – Module Cancellation: If a module is cancelled by the Institute, students will be entitled to a full refund of all fees paid for that course.

 – Withdrawal During Add/Drop Period: Students who withdraw from a module will be eligible for a full or partial refund of tuition fees related to that course based on certain criteria. It is the student’s responsibility to formally withdraw from the module. This requires completing the official ‘Withdrawal Form’ and submitting it to the Administration Office. The amount to be refunded is determined by the timing of the withdrawal.

 – Medical or Extenuating Circumstances: In cases of documented medical emergencies or extenuating circumstances beyond the student’s control, a pro-rated refund may be considered. Documentation supporting the circumstance must be provided.

Non-Refundable Fees

Certain fees are non-refundable under any circumstance. These include, but are not limited to, application fees, late registration fees, and fees for non-academic services (e.g., student activities).

Refund Process

 – Application: Students seeking a refund must complete the official refund request form available through the Institute’s administrative office or platform. The form should detail the reason for the refund request and be accompanied by any necessary supporting documentation.

 – Review: Refund requests will be reviewed by the Institute’s finance department. The committee will assess the validity of the request based on the provided documentation and the criteria outlined in this policy.

 – Approval: Approved refunds will be processed within one week after the department’s decision. Refunds will be issued to the original payment method unless otherwise requested.

Appeals

Students dissatisfied with the finance department’s decision have the right to appeal. Appeals should be submitted in writing within one week of receiving the refund decision. The appeal will be reviewed by a separate panel with no prior involvement in the original decision.

Changes to Policy

EIMF reserves the right to amend or update this Student Refund Policy as necessary. Any changes will be communicated to students through official communication channels.

Introduction

Certification marks the formal recognition of a student’s successful completion of an academic programme. This policy outlines the regulations and detailed procedures for the award, issuance, management, and verification of certificates, diplomas, and degrees to eligible students.

Purpose

 – To ensure that the certification process is standardised, fair, and transparent.

 – To safeguard the academic integrity and reputation of EIMF awards.

 – To provide clear procedures for certification issuance, replacement, and verification.

Scope

This policy applies to all students who have completed an academic or professional programme at EIMF, regardless of whether their studies were undertaken via face-to-face, blended, or distance learning modes.

Definitions

 – Certificate | An official document awarded for the successful completion of a short course or professional development programme.

 – Diploma | An award for the successful completion of an undergraduate or postgraduate diploma programme.

 – Degree | A formal academic qualification awarded at undergraduate or postgraduate level.

Policy Statement

 – Certification will only be granted to students who have fulfilled all academic, financial, and disciplinary requirements.

 – All certifications must be formally ratified by the Academic Board.

 – Certification documents must be accurate, secure, and include essential details such as the programme title, level of award, ECTS credits (where applicable), date of award, and authorised signatures.

Certification Procedures

Verification of eligibility

 – The Academic Registry will conduct a thorough review of each student’s academic record.

 – Verification includes checking:

   – Completion of required ECTS credits.

   – Achievement of the minimum cumulative GPA.

   – Clearance of all financial obligations.

   – Resolution of any outstanding disciplinary matters.

 – A verified list of eligible students will be compiled.

Approval of Graduation Lists

 – The Academic Registry submits the verified graduation list to the Academic Board.

 – The Academic Board reviews and formally ratifies the list.

 – No certification will be issued without ratification.

Preparation of Certificates

 – Certificates are prepared under strict security conditions.

 – Each certificate will include:

   – Full legal name of the student (as per official records).

   – Title of the completed programme.

   – Award designation (Certificate, Diploma, Degree).

   – Number of ECTS credits achieved (if applicable).

   – Final cumulative GPA (if appropriate to programme requirements).

   – Date of conferment.

   – Official EIMF seal and signatures of the Academic Director and President.

Issuance of Certificates

 – Certificates are distributed in person at the graduation ceremony.

 – Students unable to attend the ceremony may request postal delivery.

 – For distance learning students, certificates are automatically dispatched securely to their registered address.

 – Students must ensure their personal details are updated prior to certificate production.

Replacement of Certificates

 – Replacement certificates are issued only in cases of loss, theft, or damage.

 – Students must submit a Replacement Request Form along with supporting evidence (e.g., police report for theft, damaged document).

 – A processing fee applies for replacement certificates.

 – Replacement certificates are marked “Duplicate” and issued within 20 working days of approval.

Name Changes

 – Students wishing to amend the name on their certificate post-issuance must provide:

   – Legal evidence of name change (e.g., marriage certificate, deed poll).

 – Amendments are subject to verification and a reissue fee.

Appeals and Disputes

 – Students disputing their eligibility for certification must submit a formal appeal within 10 working days of notification.

 – The appeal must include a detailed statement and any supporting documentation.

 – Appeals will be reviewed by an Appeals Panel chaired by the Academic Director.

 – The decision of the Appeals Panel is final and communicated in writing within 15 working days.

Verification of Awards

 – Third parties (e.g., employers, educational institutions) requesting award verification must provide written consent from the student.

 – The Academic Registry will issue an official Award Verification Letter detailing:

   – Student name.

   – Programme completed.

   – Date of graduation.

   – Award achieved.

Record Keeping

 – The Academic Registrar will maintain secure, permanent records of all awards issued.

 – Records include student details, programme information, award classification, and conferment date.

 – Records will be stored in both digital and physical formats, accessible only to authorised personnel.

Monitoring and Review

 – Certification processes will be reviewed annually by the Academic Committee.

 – Amendments to procedures will be made to maintain alignment with academic standards and regulatory requirements.

 – Stakeholder feedback (students, staff, employers) will be considered during reviews.

Training and Communication

 – Staff involved in certification processes will receive regular training.

 – Students will be informed about certification procedures during orientation and in final-year briefings.

 – Clear guidelines will be published on the EIMF website and LMS.

Introduction

This policy outlines the regulations and procedures governing student recognition, ensuring fairness, transparency, and consistency across all programmes and modes of delivery, including on-campus, blended, and distance learning formats.

Purpose

 – To formally acknowledge student excellence and outstanding contributions to the EIMF community.

 – To promote a culture of achievement, engagement, and continuous improvement.

 – To provide clear and equitable procedures for student awards and recognition.

 – To ensure that students studying via distance learning have equal access to recognition opportunities.

Scope

This policy applies to all students enrolled at EIMF, irrespective of the mode of study, including face-to-face and distance learning programmes.

Definitions

 – Academic Excellence Awards | Honours given to students achieving the highest academic results in their programme or module.

 – Leadership Awards | Recognition of students demonstrating outstanding leadership qualities within the EIMF community or wider professional environments.

 – Community Engagement Awards | Awards recognising significant contributions to EIMF life, volunteering, professional communities, or external community projects.

 – Special Commendations | Discretionary awards for exceptional achievements beyond traditional academic criteria, including entrepreneurial ventures, innovative projects, and significant contributions to societal development.

Policy Statement

 – Academic Excellence Awards | Honours given to students achieving the highest academic results in their programme or module.

 – Leadership Awards | Recognition of students demonstrating outstanding leadership qualities within the EIMF community or wider professional environments.

 – Community Engagement Awards | Awards recognising significant contributions to EIMF life, volunteering, professional communities, or external community projects.

 – Special Commendations | Discretionary awards for exceptional achievements beyond traditional academic criteria, including entrepreneurial ventures, innovative projects, and significant contributions to societal development.

Procedures for Student Recognition

Academic Excellence Awards

 – Eligibility Criteria:

   – Minimum cumulative GPA of 3.70 or above.

   – Enrolment in an EIMF academic programme.

 – Selection Process:

   – The Academic Registry reviews final academic results annually.

   – Programme Leaders nominate top-performing students based on final cumulative GPA.

   – The Academic Committee ratifies the final awardees.

 – Award Presentation:

   – Awards are presented during the annual Graduation Ceremony.

   – Distance learning students who cannot attend will receive their awards securely via post and be publicly recognised during the virtual segment of the ceremony.

Leadership and Community Engagement Awards

 – Eligibility Criteria:

   – Active participation in EIMF activities, virtual events, professional forums, or recognised external initiatives.

   – Demonstrated leadership, initiative, and a positive impact on peers and/or the broader community.

 – Nomination Process:

   – Nominations may be submitted by staff, students, or through self-nomination.

   – Nominations must be submitted via the official Nomination Form by the published deadline.

   – Distance learning students are encouraged to participate fully in the nomination process.

 – Selection Process:

   – A Recognition Panel comprising academic staff and student representatives reviews nominations.

   – Recommendations are made to the Academic Committee for final ratification.

 – Award Presentation:

   – Certificates, trophies, or digital badges awarded during the Graduation Ceremony.

   – Distance learners are recognised equally and awards are dispatched accordingly.

Special Commendations

 – Eligibility:

   – Awarded for extraordinary academic, creative, entrepreneurial, leadership, or community contributions.

   – Open to students across all programmes and learning modes.

 – Selection:

   – Faculty or administration can nominate candidates at any point during the academic year.

   – Special Commendations are reviewed and ratified by the Academic Committee.

 – Award Presentation:

   – Presented at the Graduation Ceremony or at other designated public events.

Appeals

 – Students wishing to appeal a recognition decision must submit a written appeal to the Academic Registry within 10 working days of receiving notification.

 – Appeals are reviewed by the Appeals Panel chaired by the Academic Director.

 – The Appeals Panel’s decision is final and will be communicated within 15 working days.

Communication and Record Keeping

 – Award recipients are notified formally in writing and congratulated via official EIMF communications.

 – Awards are recorded in the student’s personal file.

 – Recognition for major awards (e.g., Academic Excellence Awards) may be noted on the student’s final academic transcript.

Monitoring and Review

 – The Academic Committee will review the student recognition procedures annually.

 – Feedback from students, academic staff, and external reviewers will be incorporated into continuous improvements.

Training and Communication

 – Staff responsible for nominations and awards will receive training in the principles of fair recognition practices.

 – Students will be informed about award opportunities and procedures during induction, final-year briefings, and via the Learning Management System (LMS).

Introduction

The Students’ Complaints and Appeals Policy provides a structured process for students to raise concerns, seek redress, and appeal decisions impacting their studies. It reflects the Institute’s dedication to student welfare, academic integrity, and continuous institutional improvement.

Purpose and Objectives

The purpose of this policy is to ensure that students have access to a reliable and equitable method for resolving complaints and appeals. It protects students’ rights to question academic, administrative, and service-related decisions, while promoting timely, fair, and consistent resolution of issues. The process supports a positive student experience, reinforces academic standards, and enables ongoing improvement of the Institute’s services through feedback and data collection.

The policy aims to offer a clear, accessible pathway for submitting complaints and appeals, ensure fairness through unbiased investigations, resolve matters swiftly within specified timelines, and use outcomes to identify areas for institutional enhancement.

Scope

This policy applies to all enrolled students, including undergraduate, postgraduate, international, online, part-time, and exchange students. It covers a broad range of concerns such as academic matters (grades, progression, teaching quality), administrative decisions (enrollment, fee issues, scheduling), conduct issues involving staff or students, and complaints related to facilities, digital services, and welfare support.

Certain matters are excluded, notably legal/criminal issues requiring external authorities, challenges to academic judgment without procedural error, and broad institutional policy decisions. These boundaries ensure that complaints and appeals are managed appropriately and effectively.

Complaint Procedure

Students are encouraged first to attempt informal resolution by discussing concerns directly with the person or department involved. Support and mediation are available through Student Support Services when needed.

If informal discussions do not resolve the issue, students may escalate the matter formally by submitting a written complaint within five working days of the incident, providing all relevant evidence.

Formal complaints are acknowledged within three working days, followed by an initial assessment and, if appropriate, a formal investigation conducted by an impartial staff member. After reviewing the evidence and interviewing the involved parties, a written outcome is issued. If the complaint is upheld, corrective measures are taken, and the student is informed of their right to appeal if they are dissatisfied with the decision.

Appeals Procedure

The appeals process allows students to challenge decisions based on procedural errors, newly available evidence, or perceived bias or unfair treatment. Appeals must be submitted within ten working days following the original decision.

Students must clearly state the grounds for their appeal and provide supporting documentation. Appeals are independently reviewed by an uninvolved official to ensure impartiality. The review may involve additional investigation and concludes with a final, binding decision. The outcome is communicated to the student with an explanation of the reasoning behind the decision.

Roles and Responsibilities

Students are expected to engage with the complaints and appeals processes responsibly by familiarizing themselves with the policy, submitting complete and honest documentation, and maintaining respectful communication throughout. Staff members must support students by providing clear information, facilitating informal resolution where possible, and handling formal complaints and appeals impartially and confidentially.

The Student Support Office oversees the operation of the complaints and appeals processes, maintains records, monitors compliance, and reports on outcomes to the Academic Council. The Academic Council provides strategic oversight, ensures resource allocation, and approves major policy updates. External partners involved must also adhere to the Institute’s policies when engaged in these processes.

Compliance and Monitoring

Compliance with the policy is mandatory for students, staff, and external consultants. The Institute monitors adherence through audits, data analysis, and stakeholder feedback. Non-compliance may result in corrective actions or disciplinary measures, while departments demonstrating exemplary handling of complaints and appeals are recognized and rewarded.

The complaints and appeals policy is reviewed biennially to incorporate feedback, update best practices, and ensure compliance with external legal or regulatory changes. Data from complaints and appeals informs continuous improvement initiatives across academic and administrative functions.

Communication

The policy is introduced to students during orientation and remains accessible throughout their studies via the Institute’s online platforms and student handbook. Regular updates and workshops reinforce awareness among both students and staff. External partners are informed through contractual agreements and receive briefings as needed to ensure alignment with institutional standards.

Forms

Students initiating a complaint or appeal must complete the appropriate form, providing detailed information about the issue, prior steps taken, supporting evidence, and the outcome they seek. Submissions are processed confidentially, and students are kept informed of progress at each stage.

Conclusion

Through this policy, EIMF strengthens its commitment to providing a learning environment characterized by fairness, respect, and continuous quality enhancement. By offering a clear process for handling complaints and appeals, the Institute ensures that every student has the opportunity to be heard and that institutional accountability remains at the forefront of its mission.

Rights of Students

Educational Standards

 – Periodic reviews of all courses and programmes, ensuring current and appropriate course content.

 – Clear and accurate academic calendar information.

 – Assurance of education quality through well-trained staff, suitable infrastructure, and a well-equipped library.

Fair Treatment

 – Policies, regulations, and procedures that ensure consistent and impartial treatment.

Communication & Expression

 – Direct dialogue with teaching staff regarding any concerns.

 – Freedom of expression and participation in examinations without violating EIMF regulations and while respecting the rights and freedoms of others.

Certification Requests

 – Right to request certifications such as detailed transcripts or a certificate indicating the current year of study.

Obligations of Students

Information & Communication

 – Regularly read announcements posted on the Institute’s notice boards, website, and LMS platform.

 – Stay updated with published information through the LMS platform or direct communications.

Respect & Responsibility

 – Respect and take care of the Institute’s property; students are accountable for any damages they cause.

 – Adhere to health and safety standards.

 – Strict prohibition on circulating or using banned substances; violation results in permanent expulsion without compensation rights.

Academic Expectations

 – Timely submission of assignments. Late submissions may incur penalties or may not be accepted.

 – Meet academic requirements, such as class preparations, timely work submissions, and exam attendance.

 – Notify administrative staff about absences due to illness or other valid reasons.

 – Avoid plagiarism or cheating during assessments.

Financial Commitments

 – Pay all tuition fees and other charges as approved by the Ministry of Education and Culture by the set deadlines. Delays in payment might result in various consequences, including examination restrictions or withholding of study certificates.

 – Settle all fees related to the programme of study.

Personal Learning Responsibilities

 – Take proactive charge of one’s own learning, including being self-motivated, attentive, orderly, and respectful towards the teaching community.

 – Engage diligently in studies, including readings, attending lectures, tutorials, seminars, and other learning opportunities, either online or on-campus.

Administrative Obligations

 – Keep personal details updated on EIMF systems and report any changes.

 – Agree to personal data processing as per Data Protection laws and EIMF guidelines.

 – Recognize that all intellectual property from work or ideas submitted during the course becomes EIMF’s property.

Utilization of Services

 – Familiarize themselves with and utilize the variety of academic and student support services provided by EIMF when needed.

Introduction

Learning difficulties can affect the acquisition, retention, understanding, or use of information. These difficulties include, but are not limited to, dyslexia, dysgraphia, dyscalculia, ADHD, and other related conditions. By establishing clear guidelines, resources, and procedures, EIMF affirms its commitment to diversity, equity, and inclusion.

Objectives

 – To ensure that students with learning difficulties receive appropriate, timely, and effective support across all modes of study.

 – To promote awareness, understanding, and sensitivity regarding learning difficulties among faculty, staff, and the student body.

 – To foster an inclusive academic environment that values diversity and respects the unique contributions of every student.

Scope

This policy applies to all students enrolled at EIMF who have been diagnosed with a learning difficulty and extends to all faculty, administrative staff, and support services engaged in their education and welfare. It applies equally to students studying on-campus, in blended learning programmes, and through fully online and distance learning courses.

Definitions

Learning Difficulties: A variety of cognitive disorders that impact information processing. Examples include dyslexia (reading difficulties), dysgraphia (writing difficulties), dyscalculia (mathematical difficulties), ADHD (attention difficulties), and other neurodevelopmental conditions.

Adjustments or Modifications: Reasonable changes made to academic practices or environments to provide equitable access. Examples include extended time on examinations, alternative assignment formats, and note-taking support.

Identification and Documentation

Students requesting accommodations must provide official documentation from a qualified healthcare or educational professional. The documentation should clearly outline the diagnosis, the functional impact on academic activities, and recommended accommodations. Students are encouraged to submit documentation early to allow sufficient time for needs assessment and accommodation planning. Students enrolled in distance learning courses are encouraged to submit documentation electronically and will be offered remote consultations if needed.

Support Services

Disability Services Office (DSO)

 – Coordinates all support services and accommodations for students with learning difficulties.

 – Maintains confidentiality of student records, sharing information strictly on a need-to-know basis with the student’s consent.

 – Provides remote support for distance learning students through virtual consultations and online resources.

Academic Support

 – Specialised tutoring tailored to individual learning needs, available both in-person and online.

 – Workshops and seminars covering study skills, exam preparation, time management, and coping strategies, accessible to all students regardless of study mode.

Counselling Services

 – Professional counselling and mental health support to address the emotional and psychological well-being of students.

 – Access to stress management resources and mental health awareness programmes, available both onsite and through online platforms.

Faculty and Staff Training

EIMF is committed to ongoing professional development for its faculty and staff. Regular training sessions will be provided to:

 – Increase awareness and understanding of learning difficulties.

 – Share best practices for implementing accommodations.

 – Promote inclusive teaching strategies that benefit all students, including those in distance learning settings.

Implementation of Accommodations

Upon receipt of the necessary documentation, the DSO will work collaboratively with the student to develop an Individual Support Plan (ISP). This plan will outline specific accommodations and support strategies, applicable both to traditional classroom and online learning environments. Faculty members will be informed of the accommodations to be provided, maintaining the student’s confidentiality.

Monitoring and Evaluation

 – The DSO will monitor the effectiveness of accommodations and services provided across all learning modes.

 – Feedback will be collected regularly from students, faculty, and staff to inform improvements.

 – Adjustments to Individual Support Plans will be made based on ongoing evaluation and student needs.

Grievance Procedure

 – Students who feel their needs are not being met can file a grievance with the DSO.

 – The DSO will investigate and attempt to resolve the issue collaboratively.

 – If the issue remains unresolved, students have the right to appeal to higher administration (e.g., Academic Director).

Confidentiality

 – All information concerning a student’s learning difficulties is confidential.

 – Information will only be disclosed to those directly involved in implementing accommodations and only with the student’s explicit consent.

Review and Revision of Policy

 – This policy will be formally reviewed every academic year.

 – Revisions will be based on student feedback, faculty input, legal changes, and emerging best practices.

Contact Information

Students seeking support, accommodations, or more information should contact:

Email: [email protected]

Phone: (+357) 2227 4470

Office Location: Disability Services Office (DSO), EIMF Building

Online Support: Virtual appointments available by request.

Introduction

This policy sets out the principles which the Institute applies to the late submission of coursework, with the aim of ensuring consistent practice across the Institute.

Obligations of Students

Students are required to submit the assignments required by each module on the specified date of submission. Assignments that are submitted beyond the suggested deadline will not be accepted or will be charged with a penalty according to the course assessment policy.

If there is a dedicated platform for assignment submission and students encounter technical issues that prevent them from uploading their work, they must email the assignment to their tutor prior to the deadline to ensure timely submission.

In the event that a student is unable to meet the submission deadline due to unforeseen or unavoidable circumstances, they should refer to the institution’s Extenuating Circumstances Policy and follow the procedures outlined therein.

Proof of Technical Issues
Students should provide evidence of the technical issue (e.g., a screenshot or error message) when emailing their submission. This encourages responsibility and transparency.

Students are advised to include evidence of the technical issue (such as a screenshot or error message) when submitting via email.

Penalty Policy

There are specific penalties that apply in relation to (1) delayed submission, and (2) exceeding the word limit: