Office of the Registrar

Statutes, Policies, Procedures & Guidelines

The full body of governing instruments of Southshore university College. Browse by theme and read the key provisions of each policy.

All Policies, Procedures & Guidelines

Click a theme to reveal its policies, then click any policy to read its summary and key provisions.

Official academic calendar, class attendance, and absence management.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Academic Calendar and Attendance Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and governs the structure of the academic year, the approval and variation of the academic calendar, and the attendance of students at timetabled sessions.
Article 2 — Calendar Structure
Section 3. The academic year comprises two (2) semesters of fifteen (15) weeks each, being thirteen (13) teaching weeks, one (1) revision week and one (1) week of examinations, together with an optional six (6) week summer or short session.
Section 4. The annual academic calendar shall be approved by the Academic Board not later than 31 March for the following academic year and shall be published on the official website of the University College.
Section 5. A change to a published calendar requires Academic Board approval; save that the President may, for force majeure, vary dates by not more than ten (10) working days subject to subsequent ratification by the Academic Board.
Article 3 — Attendance and Absence
Section 6. The minimum attendance to sit the end-of-semester examination is seventy-five percent (75%) of timetabled contact sessions per course, and ninety percent (90%) of clinical, studio and laboratory components.
Section 7. An excused absence, on grounds of illness, bereavement, official representation of the University College or religious observance, requires documentary evidence submitted to the Registrar within seven (7) days and does not count against the minimum.
Section 8. A student below the minimum attendance threshold without leave shall be barred from the examination and assigned an 'I' (Incomplete) grade pending make-up arrangements at the discretion of the Faculty Board.
Article 4 — Review and Amendment
Section 9. This Policy shall be reviewed by the Academic Board, on the recommendation of the Registrar, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Protection of academic freedom in teaching, research, and public engagement.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Academic Freedom and Tenure Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every member of the academic staff of the University College, to every research student of the University College, and to every taught student in respect of the freedom to learn protected under Section 5.
Section 3. This Policy is to be read with the Statutes of the University College, the Research Ethics Policy and the Academic Integrity Policy.
Article 2 — Protected Academic Freedoms
Section 4. Every member of the academic staff has the freedom to: (a) choose research questions, methods and collaborators within the bounds of law and ethics; (b) teach the prescribed curriculum from the lecturer's own scholarly perspective; (c) publish research findings without institutional censorship; (d) engage in public commentary on matters within their professional expertise; and (e) participate in academic governance and criticise the institution without reprisal.
Section 5. Students enjoy corresponding freedoms to learn, to dissent, to question, and to form academic and political associations within the rules of the University College.
Article 3 — Limits and Responsibilities
Section 6. Academic freedom does not protect: (a) acts of harassment, discrimination or incitement to violence; (b) misrepresentation that the speaker is speaking for the University College when expressing personal views; (c) research conducted in breach of the Research Ethics Policy; or (d) plagiarism, fabrication or other breaches of the Academic Integrity Policy.
Section 7. When speaking publicly on a contentious matter, a member of staff shall make clear that the views expressed are personal and are not those of the University College.
Article 4 — Tenure and Security of Position
Section 8. A tenure-track appointment shall be reviewed for tenure not later than the sixth (6th) year of service; tenure decisions are made by Council on the recommendation of the Tenure and Promotions Committee, the Academic Board, and an external review panel of three (3) professors drawn from peer institutions.
Section 9. A tenured academic may be dismissed only for stated cause, being gross misconduct, gross incompetence, conviction for an offence involving dishonesty, or sustained inability to perform duties, and only after written charges, a fair hearing, and a two-thirds (2/3) resolution of Council.
Article 5 — Review and Amendment
Section 10. This Policy shall be reviewed by Council, on the joint recommendation of the President and the Academic Board, not less than once every five (5) years, and may be amended only by resolution of Council passed on notice circulated with the agenda not less than twenty-one (21) clear days before the meeting, given the foundational nature of this Policy.
Standards on plagiarism, collusion, and other forms of academic misconduct.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Academic Integrity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every candidate for an academic award of the University College, in respect of every assessment, examination, thesis, dissertation, capstone and submitted academic work.
Section 3. This Policy is to be read with the Examination Irregularities and Malpractice Policy; where conduct constitutes both a breach of academic integrity and an examination irregularity, the latter Policy prevails for procedural purposes.
Article 2 — Defined Offences
Section 4. Plagiarism is the presentation of another person's words, ideas, data, code or creative work as one's own, in whole or in part, without proper attribution.
Section 5. Collusion is unauthorised collaboration on work submitted for individual assessment.
Section 6. Contract cheating is the commissioning, purchasing or otherwise procuring of work from a third party, including essay mills and paid tutors, for submission as one's own.
Section 7. Fabrication or falsification is the invention, alteration or misrepresentation of data, sources, results, citations or laboratory records.
Section 8. Unauthorised use of generative artificial intelligence is the submission of AI-generated content without disclosure where the rubric requires the candidate's own work, or in any examination or assessment where AI assistance is expressly prohibited.
Section 9. Self-plagiarism is the re-submission of the candidate's own previously assessed work without the prior written permission of the Course Examiner.
Section 10. Examination malpractice is impersonation, the smuggling of unauthorised materials, copying, communicating during an examination, or assisting another candidate to do so.
Article 3 — Similarity Detection and Permitted Use of AI
Section 11. Every written assignment of one thousand (1,000) words or more, and every thesis, dissertation and capstone report, shall be submitted through the approved similarity-detection platform (Turnitin) before grading.
Section 12. An overall similarity index above twenty percent (20%), excluding bibliography and properly quoted material, shall trigger a formal review by the Course Examiner.
Section 13. Generative artificial-intelligence tools may be used only where the assessment rubric expressly permits, and any such use shall be disclosed in an AI Use Statement appended to the submission specifying the tool used, the prompts and the extent of use.
Article 4 — Graduated Sanctions
Section 14. Level 1 (minor, first offence): a formal written warning and resubmission with a mark capped at fifty percent (50%).
Section 15. Level 2 (substantial or repeat offence): a mark of zero for the assessment, a mandatory academic-integrity remediation course, and a record on the student file.
Section 16. Level 3 (serious, including contract cheating, fabrication and examination malpractice): a mark of zero for the course, suspension for one (1) semester, and loss of scholarship eligibility.
Section 17. Level 4 (gross, including impersonation, repeated Level 3 offences, or fraud in a final assessment): expulsion from the University College, and revocation of any award already conferred on the basis of the affected work.
Section 18. All Level 3 and Level 4 cases shall be heard by the Academic Integrity Panel, with the right of appeal to the Academic Board Appeals Committee within fourteen (14) days of the decision.
Article 5 — Review and Amendment
Section 19. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Fair, transparent admission of students to all programmes of study.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Admissions Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every application for admission to a programme of study of the University College.
Section 3. This Policy shall be read with the Enrolment Management and Student Success Strategy and the Credit Transfer and Recognition of Prior Learning Policy.
Article 2 — Minimum Entry Requirements
Section 4. Undergraduate (Degree): WASSCE or SSSCE with credit passes (A1–C6 for WASSCE; A–D for SSSCE) in English Language, Mathematics and Integrated Science or Social Studies, plus three (3) elective subjects relevant to the programme; or equivalent GCE A-Level passes in three (3) subjects; or an IB Diploma of twenty-four (24) points and above; or a recognised Diploma at credit level.
Section 5. Mature Entry (twenty-five (25) years and above): a pass in the Mature Students' Entrance Examination and Interview, together with not less than five (5) years' relevant work or community experience.
Section 6. Diploma or Certificate: WASSCE or SSSCE passes (D7 or better) in English, Mathematics and three (3) relevant subjects.
Section 7. Postgraduate Taught: a good first degree (minimum Second Class Lower or CGPA 2.50) from a recognised university, together with any programme-specific requirements approved by the Academic Board.
Section 8. Postgraduate Research (MPhil or PhD): a relevant Master's degree with a research component and a viable research proposal endorsed by a prospective supervisor.
Section 9. International applicants: equivalent qualifications certified by the Ghana Tertiary Education Commission and English-language proficiency at IELTS 6.0 or TOEFL iBT 79 where the first language is not English.
Article 3 — Decisions, Deadlines and Equity
Section 10. Admissions run in two (2) cycles: the September intake (applications close on 30 June) and the January intake (applications close on 31 October); decisions shall issue within thirty (30) working days of the close of each cycle, and offers are valid for twenty-one (21) days subject to payment of the acceptance deposit.
Section 11. Equal-opportunity targets shall be: not less than forty-five percent (45%) female enrolment overall and per Faculty; and not less than ten percent (10%) of each intake reserved for needs-based scholarship places.
Section 12. A rejected applicant may appeal in writing to the Admissions Appeals Committee within fourteen (14) days of the decision; the decision of the Committee is final within the University College.
Article 4 — Recognition of Prior Learning
Section 13. RPL applications shall be assessed by the Faculty RPL Panel against the published learning outcomes of the target programme.
Section 14. The maximum transferable or RPL credit shall not exceed fifty percent (50%) of the total credits required for the award.
Section 15. Every RPL decision shall be recorded on the student file and copied to the Director of Planning and Quality Assurance.
Article 5 — Review and Amendment
Section 16. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Rules governing continuous assessment, end-of-semester examinations, and grading.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Assessment and Examinations Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught course, examination and assessment leading to an academic award of the University College, whether delivered on campus, online or in blended mode.
Section 3. Where any provision of this Policy conflicts with the regulations of the Mentor University on collaborative provision, the regulations of the Mentor University prevail to the extent of the inconsistency.
Article 2 — Assessment Weighting
Section 4. The standard weighting for a taught course shall be forty percent (40%) continuous assessment and sixty percent (60%) end-of-semester examination, save that the Academic Board may approve a different ratio for a specific programme (such as 50/50 for studio, clinical, laboratory, practicum and project-based courses, or 100% coursework for thesis, dissertation and capstone modules).
Section 5. Continuous assessment shall comprise not fewer than three (3) distinct components per course, drawn from the approved assessment grid for the programme and stated in the course outline before the start of the semester.
Section 6. No single continuous-assessment component shall exceed twenty-five percent (25%) of the final mark, save for an approved mid-semester examination which may carry up to thirty percent (30%).
Article 3 — Grading Scale and Classification
Section 7. The institutional grading scale is: A (80–100, GP 4.00) Outstanding; A- (75–79, 3.75); B+ (70–74, 3.50); B (65–69, 3.25); B- (60–64, 3.00); C+ (55–59, 2.75); C (50–54, 2.50); C- (45–49, 2.25); D (40–44, 2.00) minimum undergraduate pass; F (0–39, 0.00) Fail.
Section 8. The pass mark for a postgraduate taught course is fifty percent (50%) corresponding to grade C; the pass mark for a professional or clinical programme is the higher of the institutional pass mark and the pass mark prescribed by the relevant professional regulator, as approved by the Academic Board.
Section 9. Undergraduate degree classification shall be: First Class (CGPA ≥ 3.60); Second Class Upper (3.00–3.59); Second Class Lower (2.50–2.99); Third Class (2.00–2.49); Pass (1.50–1.99).
Article 4 — Conduct of Examinations
Section 10. An end-of-semester examination shall be invigilated by not fewer than one (1) invigilator per twenty (20) candidates, with a minimum of two (2) invigilators per examination room.
Section 11. Candidates shall arrive thirty (30) minutes before the scheduled start; no candidate shall be admitted more than thirty (30) minutes after the start, and no candidate shall leave the hall within the first sixty (60) minutes or the last fifteen (15) minutes.
Section 12. Only approved materials, being the student identification card, a transparent pencil case, a calculator where authorised by the Examiner, and items expressly listed on the question paper, are permitted; mobile phones, smart watches and unauthorised electronic devices are prohibited.
Section 13. Examination scripts shall be double-marked where the component is worth thirty percent (30%) or more, and externally moderated in accordance with the External Examiners Policy.
Article 5 — Remarking and Appeals
Section 14. A candidate may apply in writing to the Registrar for remarking of an examination script within ten (10) working days of the publication of results, on payment of the prescribed remarking fee, which fee shall be refunded if the mark is revised upward by five percent (5%) or more.
Section 15. Remarking shall be by a second internal examiner blind to the original mark; where the discrepancy exceeds ten percent (10%), the script shall be referred to the External Examiner whose mark is final.
Section 16. An academic appeal lies to the Faculty Board within fifteen (15) working days of the remarking decision, and onward to the Academic Board Appeals Committee, whose decision is final within the University College.
Article 6 — Review and Amendment
Section 17. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Recognition of credits earned elsewhere and of relevant work or life experience.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Credit Transfer and Recognition of Prior Learning Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every application by a current or prospective student for credit on the basis of prior formal study at another institution or of prior experiential learning.
Section 3. This Policy shall be read with the Admissions Policy and the Curriculum Development and Programme Approval Policy.
Article 2 — Eligibility and Limits
Section 4. Credits may be transferred only from an institution accredited by the Ghana Tertiary Education Commission or an equivalent recognised quality-assurance body, and only in respect of a course in which the candidate achieved a minimum mark of sixty percent (60%) (grade B) or above.
Section 5. The maximum credit transferred shall not exceed: fifty percent (50%) of the award credits for an undergraduate award; thirty-three percent (33%) of the award credits for a postgraduate taught award; and no credit shall be transferred into a research thesis or final-year capstone.
Section 6. A course relied upon for credit transfer shall have been completed within the preceding seven (7) years for an undergraduate transfer, or within the preceding five (5) years for a postgraduate transfer.
Article 3 — Mapping, Decision and Verification
Section 7. The Course Examiner shall certify a minimum seventy percent (70%) alignment in learning outcomes between the source course and the target course before credit is granted.
Section 8. Decisions shall be taken by the Faculty Credit Transfer Committee within twenty-one (21) working days of complete documentation; outcomes shall be recorded on the transcript as 'TC' (Transferred Credit) and shall not be weighted in the Southshore CGPA.
Section 9. Verification requires the original transcript bearing an embossed seal sent direct from the awarding institution, together with the syllabus or course handbook for each course claimed.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Design, approval, and periodic revision of academic programmes and courses.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Curriculum Development and Programme Approval Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and governs the design, internal approval, external accreditation, amendment and discontinuation of every academic programme of the University College.
Section 3. No academic programme shall be advertised, admit candidates or confer an award otherwise than in accordance with this Policy.
Article 2 — Mandatory Design Elements
Section 4. Every new programme proposal shall include: a labour-market needs analysis covering the preceding three (3) years; Industry Advisory Board endorsement; programme learning outcomes mapped to the Southshore Graduate Attributes; a course-by-course curriculum map; a resource and staffing plan; and a five-year financial sustainability model.
Section 5. The standard programme structure is: a minimum of one hundred and twenty (120) credits for a four-year (4) undergraduate degree; sixty (60) credits for a two-year (2) Diploma; thirty (30) credits for a one-year (1) Certificate; and ninety (90) credits for a taught Master's degree, including a thirty-credit (30) dissertation.
Section 6. Every undergraduate programme shall include the University-wide Core, comprising Critical Thinking and Communication, Ethics and African Thought, Digital Fluency, Entrepreneurship and Venture Creation, and Community Engagement or Service-Learning, totalling not less than eighteen (18) credits.
Article 3 — Approval Pathway and Timelines
Section 7. The stages and indicative timelines for approval are: Concept Note to Faculty Board (four (4) weeks); Detailed Proposal to the Programmes and Curriculum Committee (six (6) weeks); Academic Board approval (four (4) weeks); Council noting at the next ordinary meeting; Ghana Tertiary Education Commission accreditation within statutory timelines; and Mentor University moderation within sixty (60) days. No new programme shall admit students until accreditation has been granted in writing.
Section 8. A minor amendment, being an amendment to not more than twenty percent (20%) of the content or assessment, may be approved by the Faculty Board; a substantive amendment requires Academic Board approval and may require re-accreditation.
Section 9. Every programme shall be comprehensively reviewed every five (5) years under the Programme Review and Accreditation Policy.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Standards for online, blended, and distance learning delivery.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the E-Learning and Blended Learning Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every course, programme and assessment of the University College delivered wholly or partly online, and to every learning technology used in such delivery.
Article 2 — Modes of Delivery
Section 3. A course is classified as: (a) Fully Online where eighty percent (80%) or more of contact hours are delivered online; (b) Blended where between thirty percent (30%) and seventy-nine percent (79%) of contact hours are delivered online; (c) Web-Enhanced where less than thirty percent (30%) of contact hours are delivered online but use of the Learning Management System is mandatory; and every course shall be designated under one of these modes at approval.
Section 4. Synchronous online sessions shall use the institutionally licensed platform and shall not exceed ninety (90) minutes without a break.
Article 3 — Course-Build Standards
Section 5. Every online module shall meet the Southshore Online Course Quality Rubric (adapted from Quality Matters), covering eight (8) standards: overview, objectives, assessment, materials, activities, technology, learner support and accessibility to the Web Content Accessibility Guidelines 2.1 AA standard.
Section 6. Video lectures shall be segmented into chunks of six (6) to twelve (12) minutes with embedded check questions, and transcripts and captions are mandatory.
Article 4 — Online Assessment Integrity
Section 7. High-stakes online examinations carrying thirty percent (30%) weight or more shall use proctoring approved by the Academic Board, being live proctoring, browser lockdown, or supervised on-campus sitting.
Section 8. Take-home assessments shall favour open-book, application and analysis tasks designed to be resistant to direct reproduction by generative artificial-intelligence tools.
Article 5 — Review and Amendment
Section 9. This Policy shall be reviewed by the Academic Board, on the recommendation of the Director of Planning and Quality Assurance, not less than once every two (2) years given the pace of technological change, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Detection, reporting, and sanctioning of examination malpractice.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Examination Irregularities and Malpractice Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every examination, invigilator, candidate and member of staff of the University College in respect of conduct before, during and after an examination.
Section 3. This Policy is to be read with the Academic Integrity Policy and the Assessment and Examinations Policy.
Article 2 — Categories of Irregularity and Standard Sanctions
Section 4. Category A (Minor): possession of unauthorised material without evidence of use; whispering; entering the hall late beyond the published window. The standard sanction is a written warning and a mark of zero for the affected question or paper if the material was used.
Section 5. Category B (Substantial): copying from another candidate; communicating during the examination; possession of pre-prepared notes; exchange of scripts or answer booklets. The standard sanction is a mark of zero for the course, a formal record on the student file, and exclusion from supplementary examination for that semester.
Section 6. Category C (Serious): impersonation by either or both candidates; bringing into the hall a mobile phone or smart watch containing examination content; smuggling out scripts; intimidating invigilators. The standard sanction is suspension for a period of not less than one (1) semester and not more than two (2) academic years.
Section 7. Category D (Gross): obtaining a question paper before the examination; collusion with staff; forging marks or scripts; falsifying medical certificates for deferral; or repeat Category C offences. The standard sanction is expulsion from the University College and revocation of any award conferred on the basis of the affected examinations.
Article 3 — Detection, Reporting and Due Process
Section 8. An invigilator shall record every suspected irregularity on the prescribed Examination Incident Report Form, shall allow the candidate to continue under observation, and shall submit the form together with the candidate's script direct to the Registrar within twenty-four (24) hours.
Section 9. Every case shall be heard by the Examinations Irregularities Panel, chaired by the Pro-President, with the right of the candidate to written representation and an oral hearing.
Section 10. Decisions shall issue within thirty (30) days of the hearing; an appeal lies to the Academic Board Appeals Committee within fourteen (14) days of the decision and shall be determined within sixty (60) days.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Appointment and role of external examiners to safeguard academic standards.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the External Examiners Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the appointment, conduct and reporting of external examiners for every accredited programme of the University College.
Article 2 — Eligibility and Appointment
Section 3. An external examiner shall be a senior academic of the rank of Senior Lecturer or higher, or a recognised professional, drawn from an unrelated accredited institution, with not less than five (5) years' relevant teaching or examining experience, and shall not have been employed by the University College or a Southshore partner within the preceding three (3) years.
Section 4. The term of appointment is three (3) years, renewable once after a break of not less than one (1) year; an examiner shall not examine the same programme for more than six (6) consecutive years.
Section 5. No examiner shall have a personal, financial or supervisory relationship with any candidate they examine; a conflict-of-interest declaration shall be signed annually and lodged with the Registrar.
Article 3 — Moderation and Reporting
Section 6. The minimum sample is ten percent (10%) of scripts per course and not fewer than ten (10) scripts; in addition, every First Class script, every borderline script within three (3) marks of a classification boundary, and every Fail script shall be moderated.
Section 7. External examiners shall attend every Board of Examiners meeting, whether in person or by video link, and shall sign the marks before publication.
Section 8. An Annual External Examiner's Report shall be submitted by 31 October each year; the Dean's written response shall be filed within thirty (30) days and tabled at the next meeting of the Academic Board.
Article 4 — Review and Amendment
Section 9. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
The official institutional grading scale, grade-point values, degree classification bands, and rules for non-numeric grades applicable to all programmes of the University College.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Grading Scale and Classification Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught module, examination and award offered by the University College at undergraduate and taught postgraduate level, save where the Postgraduate Taught Degree Policy or the Postgraduate Research Degree Regulations expressly provide otherwise.
Section 3. This Policy shall be read together with the Academic Regulations, the Examinations Policy, the Assessment Policy and the Award Framework, and shall prevail over any departmental marking convention to the contrary.
Article 2 — Letter Grades, Percentage Cut-offs and Grade Points
Section 4. Every assessed module shall be marked out of one hundred (100) and the final raw mark, rounded to the nearest whole number, shall be converted to a letter grade in accordance with the following scale: A (70–100, Excellent, 5.00 grade points); B+ (60–69, Very Good, 4.50 grade points); B (55–59, Good, 4.00 grade points); C+ (50–54, Above Average, 3.50 grade points); C (45–49, Average, 3.00 grade points); D (40–44, Marginal Pass, 2.50 grade points); F (0–39, Fail, 0.00 grade points).
Section 5. The minimum pass mark for an undergraduate module shall be forty per cent (40%), corresponding to a grade of D; the minimum pass mark for a taught postgraduate module shall be fifty per cent (50%), corresponding to a grade of C+; a grade of D shall not contribute credit at the postgraduate level.
Section 6. The Grade Point Average (GPA) for a semester shall be computed as the sum of the products of credits and grade points obtained, divided by the total credits registered in that semester; the Cumulative Grade Point Average (CGPA) shall be similarly computed across all semesters of candidature and reported to two (2) decimal places without rounding the third decimal.
Article 3 — Non-Numeric Grades and Special Codes
Section 7. The grade AB (Absent) shall be recorded where a candidate fails to sit a scheduled examination without leave; AB carries zero (0.00) grade points and shall be treated as a fail for progression and classification.
Section 8. The grade I (Incomplete) may be recorded where a candidate, on documented medical or compelling personal grounds approved by the Dean, is unable to complete a required component; an I grade shall be converted to a substantive letter grade within sixty (60) days, failing which it shall lapse to F.
Section 9. The code W (Withdrawn) shall be recorded where a candidate formally withdraws from a module before the published deadline; W shall not carry grade points, shall not appear in the GPA computation, but shall be displayed on the transcript.
Article 4 — Degree Classification Bands
Section 10. Undergraduate bachelor's degrees shall be classified on the final CGPA as follows: First Class Honours (CGPA 4.50 – 5.00); Second Class Honours, Upper Division (CGPA 3.50 – 4.49); Second Class Honours, Lower Division (CGPA 2.50 – 3.49); Third Class Honours (CGPA 1.50 – 2.49); Pass (CGPA 1.00 – 1.49); Fail (CGPA below 1.00).
Section 11. Taught Master's degrees shall be classified in accordance with the Postgraduate Taught Degree Policy as Distinction (weighted average ≥ 70%), Merit (60% – 69%) or Pass (50% – 59%); Postgraduate Certificates and Postgraduate Diplomas shall be awarded as Pass or Pass with Merit (weighted average ≥ 60%).
Section 12. No candidate shall be awarded a classification higher than that earned by the substantive computation; borderline cases falling within zero-point-five-zero (0.05) of the next higher band shall be referred to the Board of Examiners, which may, on documented evidence of consistent improvement and good standing, elevate the classification by not more than one (1) band.
Article 5 — Transcripts, Review and Amendment
Section 13. Every official transcript issued by the Registrar shall display the letter grade, grade points, credit hours, semester GPA, CGPA and the classification (where the award has been conferred), together with a printed key reproducing the scale set out in Sections 4 and 10.
Section 14. This Policy shall be reviewed by the Academic Board on the recommendation of the Pro-President not less than once every three (3) years and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Conferment of academic awards, classifications, and honorary degrees.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Graduation, Awards and Honorary Degrees Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and governs the classification of academic awards, the eligibility and conduct of Congregation, and the nomination, conferment and revocation of honorary degrees of the University College.
Article 2 — Classification Thresholds
Section 3. Undergraduate degree classification on the 4.00 scale: First Class (CGPA ≥ 3.60); Second Class Upper (3.00–3.59); Second Class Lower (2.50–2.99); Third Class (2.00–2.49); Pass (1.50–1.99); Fail (< 1.50).
Section 4. Postgraduate taught classification: Distinction (CGPA ≥ 3.60); Merit (3.00–3.59); Pass (2.50–2.99).
Section 5. A Best Graduating Student award shall be conferred per Faculty on the candidate with the highest CGPA who has no Fail and no disciplinary record; the University Medal shall be conferred on the overall best graduating student each year.
Article 3 — Eligibility and Congregation
Section 6. A candidate is eligible to graduate when all programme requirements have been completed, all financial obligations to the University College have been cleared, and no disciplinary matter is pending.
Section 7. Congregation shall be held once each year in December; an award in absentia requires a written request approved by the Registrar.
Section 8. The prescribed academic dress is a hood in scarlet and gold (TALI brand colours), a black gown, and a mortar board for undergraduate awards or a Tudor bonnet for the PhD.
Article 4 — Honorary Degrees
Section 9. An honorary degree may be conferred for distinguished service to scholarship, the professions, Ghana or humanity; no fee, gift or political consideration shall influence the conferment.
Section 10. Nominations shall be made in writing to the Honorary Awards Committee, considered in camera, and shall require a two-thirds (2/3) resolution of the Academic Board and the approval of Council; not more than five (5) honorary degrees shall be conferred in any year.
Section 11. An honorary degree may be revoked by Council on the recommendation of the Academic Board where the recipient is convicted of an offence involving dishonesty or moral turpitude, or otherwise brings the University College into disrepute.
Article 5 — Review and Amendment
Section 12. This Policy shall be reviewed by the Academic Board, on the recommendation of the Registrar, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Roles, expectations, and procedures governing postgraduate research supervision.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Postgraduate Supervision Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every research-degree candidate, supervisor and examiner of the University College, and to every MPhil and PhD programme, whether by research or by mixed coursework and research.
Article 2 — Allocation and Supervisory Load
Section 3. Every research student shall have a Principal Supervisor, who shall be PhD-qualified or hold equivalent professional standing, and not fewer than one (1) Co-Supervisor, allocated within six (6) weeks of registration.
Section 4. A Principal Supervisor shall not concurrently supervise more than six (6) PhD and four (4) MPhil candidates; a Co-Supervisor shall not concurrently serve on more than ten (10) candidatures across both levels.
Section 5. A change of supervisor may be initiated by the student, the supervisor or the Head of Department, and shall be approved by the Dean within twenty-one (21) days; no student shall be left without a Principal Supervisor for more than thirty (30) days.
Article 3 — Meeting Cadence and Milestones
Section 6. Documented supervision meetings shall be held: for a PhD candidate, not less than monthly; for an MPhil candidate, not less than fortnightly during data collection and monthly otherwise; and each meeting shall be recorded in the LMS Supervision Log and countersigned within seven (7) days.
Section 7. The mandatory milestones are: Proposal Defence by month 6 (MPhil) or month 12 (PhD); Confirmation of Candidature by month 12 (MPhil) or month 18 (PhD); Pre-Submission Seminar three (3) months before submission; and Submission by month 24 (MPhil) or month 48 (PhD), with a maximum extension of one (1) year.
Section 8. An annual progress report shall be submitted by 30 September each year; an 'unsatisfactory' rating shall trigger a written remediation plan and a ninety (90) day review.
Article 4 — Examination of the Thesis
Section 9. An MPhil thesis shall be examined by two (2) examiners (one internal and one external); a PhD thesis shall be examined by three (3) examiners (one internal and two external, of whom at least one shall be international); every examiner shall hold the degree examined or higher.
Section 10. The viva voce shall be held within ninety (90) days of submission and shall be chaired by an independent academic; permissible outcomes are: Pass; Pass with minor corrections within three (3) months; Major corrections within six (6) months; Resubmit and re-examine within twelve (12) months; Award lower degree; or Fail.
Article 5 — Review and Amendment
Section 11. This Policy shall be reviewed by the Academic Board, on the recommendation of the Director of Research and Innovation, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Regulations for the admission, progression, examination, and award of taught postgraduate programmes (Postgraduate Certificate, Postgraduate Diploma, and Master's degrees by coursework or coursework-and-dissertation).
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Postgraduate Taught Degree Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every candidate registered for a Postgraduate Certificate (PgCert), Postgraduate Diploma (PgDip) or Master's degree pursued primarily by taught coursework, including coursework-and-dissertation programmes (MA, MSc, MBA, MEd, LLM and cognate awards).
Section 3. This Policy shall be read together with the Academic Regulations, the Admissions Policy, the Award Framework, the Academic Integrity Policy and the Postgraduate Research Degree Regulations, which latter shall govern MPhil and PhD candidates to the exclusion of this Policy.
Article 2 — Admission, Credit Load and Modes of Study
Section 4. The minimum entry requirement shall be a good first degree of not less than Second Class Lower Division (or its equivalent) from a recognised institution in a cognate discipline; where the first degree is in a non-cognate discipline, the Board of Graduate Studies may require the successful completion of qualifying modules of not less than fifteen (15) credits before substantive registration.
Section 5. The minimum credit loads shall be: thirty (30) credits for a Postgraduate Certificate; sixty (60) credits for a Postgraduate Diploma; and one hundred and eighty (180) credits for a Master's degree, of which not less than sixty (60) credits shall be at Level 7 and not less than thirty (30) credits shall be assigned to a supervised dissertation, capstone project or extended research paper, save where Senate has approved a coursework-only Master's pathway with an integrated portfolio of equivalent academic weight.
Section 6. The standard duration of candidature shall be: for full-time study, twelve (12) months for PgCert and PgDip and not less than twelve (12) and not more than twenty-four (24) months for a Master's; for part-time study, durations shall be one-and-a-half (1.5) times the full-time equivalent up to a maximum of forty-eight (48) months; an extension beyond the maximum shall be granted only on documented compelling cause approved by the Dean of Graduate Studies.
Section 7. Every taught postgraduate module shall be offered in face-to-face, blended or fully online mode in conformity with the Digital Education Strategy; the Board of Graduate Studies shall publish, before the commencement of each academic year, the approved mode of delivery, contact hours and notional learning hours for every module.
Article 3 — Progression, Examination and Award
Section 8. The minimum pass mark for every taught postgraduate module shall be fifty per cent (50%); a candidate who fails not more than fifteen (15) credits in a semester shall be entitled to one (1) re-sit opportunity, in respect of which the recorded mark shall be capped at the pass mark; a candidate who fails more than fifteen (15) credits shall be required to repeat the affected modules at the next available offering.
Section 9. Progression to the dissertation, capstone project or extended research paper shall require the successful completion of all taught modules and a cumulative weighted average of not less than fifty per cent (50%); the dissertation shall be supervised by a member of academic staff of not lower rank than Lecturer, shall be submitted in the prescribed format, shall be subject to an originality check showing a similarity index of less than fifteen per cent (15%) excluding bibliography, and shall be examined by one (1) internal examiner and one (1) external examiner with an oral defence where required by the Board of Examiners.
Section 10. The classification of a Master's award shall be: Distinction (weighted average of seventy per cent (70%) and above with a dissertation mark of not less than seventy per cent (70%)); Merit (sixty per cent (60%) to sixty-nine per cent (69%)); and Pass (fifty per cent (50%) to fifty-nine per cent (59%)); a PgCert and PgDip shall be awarded as Pass or Pass with Merit; and a candidate who fails to satisfy the requirements for the Master's may, on the recommendation of the Board of Examiners, be awarded the exit qualification of PgDip or PgCert in respect of the credits already passed.
Section 11. The available outcomes for the examined dissertation, capstone project or extended research paper shall be: Pass; Pass with minor corrections (sixty (60) days); Revise and re-submit (six (6) months, one (1) opportunity only); Award of an exit qualification; and Fail; and the award shall be conferred by the Academic Board on receipt of the corrected and approved submission.
Article 4 — Appeals, Review and Amendment
Section 12. An appeal lies, on procedural grounds or on the ground of demonstrable bias only, to the Graduate Studies Appeals Committee within thirty (30) days of notification of the decision; academic judgement shall not be appealable; and the Committee shall determine the appeal within sixty (60) days.
Section 13. This Policy shall be reviewed by the Academic Board on the recommendation of the Dean of Graduate Studies not less than once every three (3) years and may be amended by resolution of Council at any time.
Periodic review of academic programmes to maintain quality and relevance.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Programme Review and Accreditation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every accredited academic programme of the University College, including programmes delivered in affiliation with the Mentor University, and to every internal programme audit and external accreditation review.
Article 2 — Review Cycle and Triggers
Section 3. Every accredited programme shall undergo a comprehensive Programme Review every five (5) years and a Programme Health Check each August.
Section 4. An early review shall be triggered automatically by any of: (a) two (2) consecutive intakes below sixty percent (60%) of target enrolment; (b) an external examiner rating below 'Good'; (c) accreditation conditions imposed by the Ghana Tertiary Education Commission or a professional regulator; or (d) student satisfaction below 3.5/5.0 for two (2) consecutive semesters.
Section 5. Reviews are governed by the Programmes and Curriculum Committee of the Academic Board, whose recommended outcomes are: continue; continue with conditions; suspend new intake; or discontinue.
Article 3 — Review Panel and Evidence
Section 6. Each Review Panel shall comprise the Director of Planning and Quality Assurance (Chair), the Dean, one (1) external academic from a peer institution, one (1) senior industry practitioner from the programme's Industry Advisory Board, one (1) alumna or alumnus from the last five (5) graduating cohorts, and one (1) current student.
Section 7. The required evidence base shall include the programme handbook, course outlines, external examiner reports for the preceding five (5) years, the employer survey, the alumni tracer study, three (3) sample student portfolios per year level, and the Quality Action Register.
Section 8. The full review report shall be submitted to the Academic Board within ninety (90) days of the panel visit and to Council for noting.
Article 4 — Review and Amendment
Section 9. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Internal quality assurance system aligned with national accreditation standards.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Quality Assurance Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every Faculty, School, Department, Centre and unit of the University College in respect of the design, delivery and review of every academic programme.
Section 3. This Policy operates within, and is to be read with, the Institutional Quality Assurance Framework of the Ghana Tertiary Education Commission.
Article 2 — QA Cycle and Audits
Section 4. Each Faculty or School shall complete an annual self-assessment report against the Ghana Tertiary Education Commission Institutional Quality Assurance Framework and submit it to the Director of Planning and Quality Assurance by 30 September each year.
Section 5. Each academic programme shall be subject to a comprehensive internal programme audit every three (3) years and to external accreditation review every five (5) years.
Section 6. Findings shall be tracked in a central Quality Action Register maintained by the Director of Planning and Quality Assurance, with named owners and time-bound closure dates, and reviewed at every meeting of the Academic Board.
Article 3 — Course Evaluations and KPIs
Section 7. The minimum institutional KPIs are: student satisfaction not less than 4.0/5.0; programme completion within the nominal duration not less than eighty percent (80%); graduate employment within twelve (12) months not less than seventy-five percent (75%); and external examiner rating not less than 'Good'.
Section 8. Course evaluations shall be administered for every course every semester via the Learning Management System, with anonymity protected and reports released to lecturers and Heads of Department only after grades are submitted.
Article 4 — Review and Amendment
Section 9. This Policy shall be reviewed by the Academic Board, on the recommendation of the Director of Planning and Quality Assurance, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Principles for curriculum delivery, pedagogy, and learner support.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Teaching and Learning Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught course, lecturer, course examiner and learner of the University College, in every mode of delivery.
Article 2 — Accepted Teaching Methods
Section 3. Every taught course shall combine not fewer than three (3) of the following methods, drawn from the Southshore Pedagogical Toolkit and selected to suit the learning outcomes: (a) interactive lectures (no more than fifty percent (50%) of contact time); (b) Socratic seminars and structured discussion; (c) case-based learning using real African industry, public-sector and community cases; (d) problem-based learning organised around an authentic, ill-structured problem; (e) project-based and capstone learning culminating in a public deliverable; (f) studio, laboratory or clinical practicals where applicable; (g) flipped classroom with pre-class media and in-class application; (h) experiential learning through fieldwork, internships, service-learning and venture-creation labs; (i) peer instruction and team-based learning; (j) coaching, mentoring and tutorials in small groups not exceeding fifteen (15).
Section 4. Didactic lecturing alone, with no active-learning component, is not an accepted method for any taught course.
Section 5. The full Methods Rubric, comprising accepted and preferred methods with worked examples, the conditions under which each method must be used, the minimum dose to count, and the evidence required, is published by the Pro-President and forms part of this Policy.
Section 6. Every Course Examiner shall certify the course's method mix against the Methods Rubric in the course outline before the start of each semester; a deviation requires the written approval of the Dean on the recommendation of the Head of Department.
Article 3 — Contact Hours, Workload and Class Size
Section 7. A standard three-credit (3) course shall comprise not less than thirty-nine (39) contact hours per semester (3 hours per week × 13 teaching weeks), together with a minimum of seventy-eight (78) hours of independent learning, in conformity with the African Credit Transfer System (one (1) credit equating to 30–40 notional learning hours).
Section 8. Tutorial groups shall not exceed twenty-five (25) students; studio and laboratory groups shall not exceed twenty (20); clinical groups shall not exceed eight (8).
Section 9. Each course shall publish a course outline not less than seven (7) days before the start of the semester, stating learning outcomes, weekly schedule, assessment plan, required readings and the Course Examiner's office hours (minimum two (2) hours per week).
Article 4 — Constructive Alignment and Outcomes
Section 10. Every course shall be designed using Biggs' constructive-alignment model, by which stated learning outcomes inform teaching and learning activities and assessment tasks, all mapped to the programme learning outcomes and the Southshore Graduate Attributes (Character, Courage, Competence, Innovation and African Rootedness).
Section 11. Learning outcomes shall be written at the Bloom's taxonomy level appropriate to the year of study and shall be measurable.
Section 12. Every programme shall map not less than seventy percent (70%) of its courses to authentic, employer-validated tasks through the Industry Advisory Board.
Article 5 — Inclusive and Student-Centred Practice
Section 13. Teaching shall apply Universal Design for Learning principles, providing multiple means of representation, engagement and expression.
Section 14. Lecturers shall make reasonable accommodations for students with disclosed disabilities in coordination with the Office of Student Wellbeing.
Section 15. The language of instruction is English; instructors may use Twi, Ga, Ewe or Hausa as supporting languages where this aids comprehension of African case material.
Article 6 — Learning Technologies
Section 16. The official Learning Management System is the Southshore Portal; every course shall maintain a live LMS site containing the course outline, weekly materials, recorded lectures where applicable, assessment dropboxes, gradebook and discussion forum.
Section 17. Every lecture of fifty (50) minutes or more shall be recorded and posted to the Learning Management System within seventy-two (72) hours, save where a written exemption is granted by the Dean.
Section 18. The use of any third-party tool requires the prior approval of the Director of Planning and Quality Assurance to ensure accessibility, data-protection and academic-integrity compliance.
Article 7 — Quality, Feedback and Review of Teaching
Section 19. Every course shall be evaluated by students in the final two (2) weeks of the semester using the standard Student Evaluation of Teaching instrument, with a response-rate target of not less than sixty percent (60%).
Section 20. Lecturers shall return feedback on continuous-assessment work within fourteen (14) calendar days of submission, with written, criterion-referenced comments.
Section 21. A course with a mean evaluation below 3.0/5.0 for two (2) consecutive semesters shall trigger a teaching-development plan supervised by the Centre for Teaching and Learning.
Article 8 — Review and Amendment
Section 22. This Policy shall be reviewed by the Academic Board, on the recommendation of the Pro-President, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.

Requires every programme of the University College to begin from African questions, contexts, scholarship and sources, and to be assessed against that standard at design, review and accreditation.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Africa-Rooted Curriculum Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every new programme submitted for approval, every existing programme at its next periodic review, and every individual module taught at the University College.
Section 3. This Policy shall be read together with the Academic Regulations, the Programme Approval and Review Policy and the Teaching and Learning Methods Rubric, and shall prevail where any other instrument permits a lower threshold of Africa-context content.
Article 2 — Curriculum Composition Thresholds
Section 4. Not less than fifty per cent (50%) of the assigned reading list of every taught module shall be authored by scholars based on the African continent or in the African diaspora, or shall consist of primary sources, data sets, judgments, statutes, case studies or field reports originating from Africa.
Section 5. Every programme shall include at least one (1) compulsory capstone, applied project, clinic or field placement situated in an African context, the artefacts of which shall be retained for external moderation.
Section 6. Where a discipline-specific body of knowledge is irreducibly non-African (e.g. a foreign legal system or a foreign-language module), the Head of Department shall record in the module catalogue a written justification and an offsetting Africa-context companion module.
Article 3 — Audit, Score and Enforcement
Section 7. The Directorate of Academic Affairs shall compute an Africa-Rootedness Score for every programme each academic year, expressed as a percentage of modules meeting Sections 4 and 5, and shall publish the scores in the Annual Quality Report.
Section 8. A programme scoring below seventy per cent (70%) for two (2) consecutive years shall be placed on Curriculum Watch by the Academic Board and may not admit a new cohort until the score is remediated.
Section 9. Programme approval and re-accreditation shall not be recommended to Council where this Policy is not demonstrably satisfied.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Pro-President not less than once every three (3) years and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Requires every programme to embed at least one recognised industry credential within the curriculum so that graduates leave with a degree and an employable certification together.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Certification-Ready Programmes Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every undergraduate and taught postgraduate programme at the University College.
Section 3. This Policy shall be read together with the Programme Approval and Review Policy, the Employer-Engaged Programmes Policy and the Continuing Professional Development Policy.
Article 2 — Embedded Industry Credentials
Section 4. Every programme shall identify, at the point of approval, not fewer than one (1) recognised industry credential — issued by a professional body, vendor or sector regulator with national or international standing — that is achievable by a typical graduating student.
Section 5. The programme curriculum shall be expressly mapped to the credential's syllabus and the timing of coursework shall enable a candidate to sit the credential examination at or before graduation.
Section 6. The first-sitting examination fee or voucher for the embedded credential shall be funded from the programme budget; subsequent re-sits shall be at the student's expense.
Article 3 — Reporting, Quality and Substitution
Section 7. Credential attainment shall be reported on the official transcript and in the Annual Quality Report, disaggregated by programme, gender and cohort.
Section 8. The Academic Board may approve substitution of an embedded credential where evidence shows the original credential has been withdrawn, materially devalued in the labour market or rendered unattainable for reasons outside the student's control.
Section 9. A programme that fails, for two (2) consecutive years, to support at least sixty per cent (60%) of its graduating cohort to credential-ready status shall be placed on Curriculum Watch under the Africa-Rooted Curriculum Policy machinery.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Pro-President not less than once every three (3) years.
Requires every programme to be co-designed, periodically tested and externally validated with named employer partners, and prescribes Industry Advisory Boards, live-brief assessments and graduate-readiness review.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Employer-Engaged Programmes Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught programme submitted for approval or periodic review at the University College.
Section 3. This Policy shall be read together with the Programme Approval and Review Policy, the Industrial Attachment and Internship Policy and the Certification-Ready Programmes Policy.
Article 2 — Industry Advisory Boards (IABs)
Section 4. Every programme shall have a standing Industry Advisory Board of not fewer than five (5) members, of whom not fewer than three (3) shall be senior practitioners in named employer organisations relevant to the programme.
Section 5. The IAB shall meet not less than twice (2) per academic year, shall be consulted in writing on every new module or material amendment to an existing module, and shall sign off the programme specification at each periodic review.
Section 6. Minutes of every IAB meeting shall be lodged with the Dean of the Faculty and with the Directorate of Quality Assurance.
Article 3 — Live Briefs, Placements and Readiness Review
Section 7. Not less than twenty per cent (20%) of summative assessment in each programme shall be based on live briefs supplied by employer partners or on supervised placement, with marking carried out jointly by the academic lead and the employer assessor.
Section 8. Every undergraduate programme shall include not less than eight (8) cumulative weeks of supervised industrial attachment; every taught postgraduate programme shall include not less than four (4) cumulative weeks of supervised practicum or consultancy engagement.
Section 9. The Directorate of Academic Affairs shall conduct an annual Graduate Readiness Review surveying employer partners on graduate competence against PLOs, and shall publish the aggregate scores in the Annual Quality Report.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Pro-President not less than once every three (3) years.
Establishes character, courage, competence and innovation as assessed outcomes alongside content mastery, and binds every programme to a Formation Plan covering mentorship, service, reflection and conduct.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Formation Over Head-Knowledge Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every registered student at undergraduate and taught postgraduate level.
Section 3. This Policy shall be read together with the Student Code of Conduct, the Mentorship Policy and the Service-Learning Policy.
Article 2 — Formation Plan and Mentorship
Section 4. Every student shall, within thirty (30) days of registration, be allocated a Formation Mentor by the Dean of Students and shall agree in writing a Formation Plan covering character habits, service commitments, professional craft and reflective practice for the academic year.
Section 5. The Mentor and the student shall meet not less than once every four (4) weeks of term; meeting notes shall be lodged on the student record and shall inform the end-of-year Formation Review.
Section 6. The Formation Plan shall be reviewed and re-issued at the start of each academic year of candidature.
Article 3 — Minimum Formation Activities
Section 7. Every undergraduate student shall complete not less than sixty (60) hours of approved community service and not less than thirty (30) hours of structured reflective practice in each academic year of candidature.
Section 8. Every taught postgraduate student shall complete not less than thirty (30) hours of approved professional service in each academic year of candidature.
Section 9. Failure to complete the minimum activities shall bar a student from being awarded the degree until the deficiency is made good, save where the Dean of Students grants an extension on documented compelling grounds.
Article 4 — The Formation Transcript
Section 10. The Registrar shall issue, alongside the official academic transcript at graduation, a Formation Transcript recording mentor relationships, service hours, leadership posts, conduct and the end-of-year Formation Review grade for each year of candidature.
Section 11. This Policy shall be reviewed by the Academic Board on the recommendation of the Dean of Students not less than once every three (3) years.
Establishes inbound and outbound mobility, visiting faculty and global partnership obligations so that every Southshore student and member of staff has structured access to international academic networks.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Globally Connected Mobility Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every faculty, programme, member of staff and registered student.
Section 3. This Policy shall be read together with the International Partnerships Policy, the Visiting Faculty Policy and the Student Mobility and Credit-Transfer Policy.
Article 2 — Partnerships and Outbound Student Mobility
Section 4. Every faculty shall maintain not fewer than three (3) active Memoranda of Understanding with reputable international universities or research institutes, at least one (1) of which shall be on the African continent outside Ghana.
Section 5. Every registered student shall be offered, during candidature, at least one (1) opportunity for outbound mobility — physical exchange, virtual collaborative module, summer school or co-supervised project — supported by transparent application and selection rules.
Section 6. Credits earned through approved outbound mobility shall be recognised by the Board of Examiners in accordance with the Student Mobility and Credit-Transfer Policy.
Article 3 — Inbound Visiting Faculty and Joint Supervision
Section 7. Each academic year, every faculty shall host not fewer than two (2) inbound visiting scholars, of whom at least one (1) shall co-teach a module or co-supervise a Build Artefact or thesis with Southshore academic staff.
Section 8. The International Office shall publish, in the Annual Report, the names of partners, the number of inbound and outbound mobilities and the proportion of students reached by mobility opportunities.
Section 9. Programme approval and re-accreditation shall include a Globally Connected Review against this Policy.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Director of the International Office not less than once every three (3) years.
Binds the University College to assess demonstrated mastery of programme learning outcomes rather than reward time-served, and prescribes outcome-mapping, capstone defence and external moderation for every programme.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Outcomes Over Credentials Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught programme of the University College.
Section 3. This Policy shall be read together with the Assessment Policy, the Programme Approval and Review Policy and the Grading Scale and Classification Policy.
Article 2 — Outcome Mapping and Assessment Design
Section 4. Every programme shall publish, in its programme specification, not fewer than six (6) and not more than ten (10) Programme Learning Outcomes (PLOs), each mapped to specific module-level Intended Learning Outcomes (ILOs) and to identified summative assessment tasks.
Section 5. No PLO shall rest solely on examination performance; every PLO shall be assessed by at least two (2) distinct assessment modes, of which at least one (1) shall be a demonstration of applied competence (project, portfolio, performance, fieldwork or oral defence).
Section 6. Assessment briefs shall publish the PLO/ILO map and the criteria for demonstrating mastery; marking shall be against criteria, not against cohort norms.
Article 3 — Capstone Defence and External Moderation
Section 7. No bachelor's or taught master's degree shall be awarded until the candidate has successfully defended an outcome-based capstone before a panel of not fewer than three (3) examiners, of whom at least one (1) shall be an external practitioner or academic.
Section 8. Capstone artefacts shall be retained for not less than five (5) years and shall be made available for external moderation and accreditation review.
Section 9. The Directorate of Academic Affairs shall publish, for every programme, an annual Outcome Attainment Rate showing the proportion of graduating students who attained each PLO.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Pro-President not less than once every three (3) years and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Establishes digital fluency — including responsible use of artificial intelligence — as basic literacy for every Southshore graduate, with required modules, applied use across the curriculum, and transparent AI-use rules.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Technology-Fluent Graduate Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every undergraduate and taught postgraduate programme and to every registered student.
Section 3. This Policy shall be read together with the Academic Integrity Policy, the Acceptable Use of IT Policy and the Examinations Policy.
Article 2 — Baseline Digital Fluency
Section 4. Every undergraduate programme shall include, in the first academic year, a compulsory three-credit module on Digital Fluency covering office productivity, collaborative working, data literacy, cyber-hygiene and ethical use of artificial intelligence.
Section 5. Every taught postgraduate programme shall require demonstration of the same baseline competencies at admission, with a remedial module assigned where the baseline is not met.
Section 6. No student shall be awarded a degree without evidence on the student record of attainment of the digital fluency baseline.
Article 3 — Embedded Use Across the Curriculum
Section 7. Every programme shall require, in not fewer than fifty per cent (50%) of its modules, an assessed task that meaningfully uses a discipline-relevant digital tool, data set or AI capability.
Section 8. Where a student uses generative artificial intelligence in the preparation of an assessment, the student shall disclose the tools used, the prompts issued and the extent of reliance, in accordance with the Academic Integrity Policy; failure to disclose shall be treated as academic misconduct.
Section 9. Faculty shall publish, on each module brief, the permitted and prohibited uses of digital tools and AI in respect of each assessment task.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Chief Information Officer not less than once every three (3) years.
Binds the University College to ensure every graduate has built something real — a venture, product, prototype or commissioned commission — by graduation, with explicit support, governance and IP rules.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Venture-Creation-Led Learning Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every undergraduate and taught postgraduate programme at the University College.
Section 3. This Policy shall be read together with the Intellectual Property Policy, the Outcomes Over Credentials Policy and the Bookstore and Student Enterprise Policy.
Article 2 — The Compulsory Build Artefact
Section 4. No bachelor's or taught master's degree shall be conferred until the candidate has produced and submitted for assessment a Build Artefact — a venture, product, prototype, service design, performance, exhibition or commissioned commission — that addresses a real user, customer or audience identified by name and need.
Section 5. The Build Artefact shall be assessed by a panel comprising the academic supervisor, a Venture Studio Fellow and an external user or customer representative, against criteria for problem fit, evidence of execution and demonstrable user value.
Section 6. The Build Artefact may be a team submission of not more than five (5) students, provided each student's contribution is separately graded.
Article 3 — Venture Studio Support and Intellectual Property
Section 7. The Venture Studio shall provide every registered build team with workspace, technical mentorship and access to a micro-funding pool of not less than Five Thousand Ghana Cedis (GHS 5,000.00) per qualifying team, disbursed on milestone review.
Section 8. Subject to the Intellectual Property Policy, intellectual property in a student-led Build Artefact shall vest by default in the student or build team; where the University College has contributed material funding, infrastructure or staff time, a written revenue-share agreement shall be entered into before commercial launch.
Section 9. The Venture Studio shall publish, in the Annual Report, the number of registered teams, capital deployed, ventures launched and revenues earned in the preceding year.
Article 4 — Review and Amendment
Section 10. This Policy shall be reviewed by the Academic Board on the recommendation of the Director of the Venture Studio not less than once every three (3) years.

Prevention of money laundering, terrorism financing, and sanctions breaches.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Anti-Money Laundering and Sanctions Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every financial relationship of the University College with any donor, supplier, consultant, agent, counterparty or partner.
Section 3. This Policy shall be administered in conformity with the Anti-Money Laundering Act, 2020 (Act 1044) and shall bind every officer of the University College.
Article 2 — Due Diligence and Sanctions Screening
Section 4. The Bursar is designated the Money Laundering Reporting Officer (MLRO) and the President is the AML Accountable Officer.
Section 5. Customer, donor or counterparty due diligence shall be conducted on any donor of USD 10,000 equivalent or more (or GHS equivalent), any supplier paid GHS 100,000 or more per annum, any consultant or agent acting on behalf of the University College and any politically exposed person (PEP) regardless of value.
Section 6. Enhanced due diligence shall apply where the counterparty is a PEP, is from a FATF high-risk jurisdiction, uses complex ownership structures or seeks to make a cash payment of GHS 50,000 or more.
Section 7. Names shall be screened against the United Nations Sanctions List, the OFAC SDN List, the EU Consolidated List and the Ghana Sanctions List at on-boarding and quarterly thereafter; any match shall trigger an immediate freeze and report.
Article 3 — Reporting, Training and Records
Section 8. Suspicious Transaction Reports shall be made to the Financial Intelligence Centre of Ghana within twenty-four (24) hours of the formation of suspicion; the subject of the report shall not be tipped off, tipping off being a criminal offence under Act 1044.
Section 9. Every staff member in Finance, Procurement, International Admissions and Advancement shall receive AML training within one (1) month of appointment and annually thereafter.
Section 10. All AML records (CDD files, screening evidence, STRs and training logs) shall be retained for not less than six (6) years after the end of the relationship.
Section 11. Cash payments of GHS 20,000 or more from any single source are prohibited; payment shall be made by traceable bank channel.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Audit Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Acquisition, custody, valuation, and disposal of University College assets.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Asset Management and Disposal Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every tangible and intangible asset owned, leased or held in trust by the University College.
Section 3. This Policy binds every custodian, Head of Department, Board of Survey and any officer authorising the acquisition or disposal of an asset.
Article 2 — Capitalisation, Register and Depreciation
Section 4. Any single item with an acquisition cost of not less than GHS 2,000 and a useful economic life of not less than one (1) year shall be capitalised; items below the threshold shall be expensed but, where attractive (laptops, phones, projectors), shall be recorded on the Minor Assets Register.
Section 5. Every asset shall be tagged with a unique Southshore Asset Number and recorded with date of acquisition, supplier, cost, location, custodian, source of funds and expected useful life.
Section 6. Standard useful lives for straight-line depreciation shall be: buildings forty (40) years; furniture eight (8) years; office equipment five (5) years; ICT equipment four (4) years; motor vehicles five (5) years; and library books ten (10) years.
Section 7. Physical verification (stocktake) shall be conducted annually by the Internal Auditor and reconciled to the register; unreconciled losses of GHS 5,000 or more shall require a Board of Survey report.
Article 3 — Disposal Procedure
Section 8. Every disposal shall be preceded by a Board of Survey comprising the Bursar, the Internal Auditor, the user department head and one (1) independent valuer, which shall set the reserve price.
Section 9. Disposal shall be undertaken by reference to net book value (NBV) as follows: NBV not exceeding GHS 5,000 — staff sealed-bid sale; NBV GHS 5,001 to GHS 50,000 — public auction with not less than seven (7) days' notice; NBV exceeding GHS 50,000 — open public tender with not less than fourteen (14) days' advertisement.
Section 10. No member of the Board of Survey, member of Council or member of the Tender Committee shall bid for or acquire a disposed asset, directly or through a connected person.
Section 11. Write-off of an asset on grounds of loss, obsolescence or irreparable damage shall require Finance Committee approval up to GHS 100,000 NBV; write-off above that threshold shall require the prior approval of Council.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Preparation, approval, and monitoring of annual and multi-year budgets.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Budgeting and Financial Planning Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the preparation, approval and monitoring of every annual and multi-year budget of the University College.
Section 3. This Policy binds every cost-centre head, the Bursar, the Finance Committee and Council in the exercise of any budgetary authority.
Article 2 — Budget Cycle and Calendar
Section 4. Indicative envelopes and budget guidelines shall be issued by the Bursar to cost-centre heads not later than 31 March; bottom-up submissions shall be due by 31 May; Finance Committee review shall take place in June and July; and Council approval shall be granted not later than 30 September for the financial year commencing 1 October.
Section 5. Every cost centre shall submit a recurrent budget, a capital request (each item costed and justified), a three-year operational plan aligned to the Strategic Plan and not fewer than one (1) efficiency proposal.
Section 6. The annual budget shall be balanced overall; structural deficits (recurrent expenditure exceeding recurrent income) shall be prohibited save where Council has expressly approved a deficit financing plan with a documented closure path within two (2) years.
Article 3 — In-year Controls and Variance Management
Section 7. Quarterly variance reports shall be issued within twenty-one (21) days of quarter-end; any line variance of ten per cent (10%) or more shall require a written explanation from the cost-centre head.
Section 8. Virement (transfer between lines within a cost centre) up to GHS 25,000 per quarter may be approved by the Bursar; above that threshold approval lies with the Finance Committee. Virement between cost centres shall require Finance Committee approval.
Section 9. Any commitment exceeding the approved budget without prior supplementary approval shall be a personal liability of the authorising officer.
Section 10. A mid-year review shall be presented to Council in April; supplementary estimates, if any, shall be approved by Council not later than 30 April.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Controls over receipt, custody, and banking of cash and petty cash.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Cash Handling, Banking and Petty Cash Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the receipt, custody, banking and disbursement of all cash and near-cash by or on behalf of the University College.
Section 3. This Policy binds every cashier, cost-centre head, petty-cash custodian and Finance officer.
Article 2 — Cash Receipts and Banking
Section 4. Every cash and cheque receipt shall be supported by an official, pre-numbered receipt issued at the point of collection; no payment shall be recognised in the books in the absence of such receipt.
Section 5. All cash on hand exceeding GHS 5,000 shall be banked the same working day; balances below the threshold shall be banked not less frequently than every second working day.
Section 6. Cash in transit exceeding GHS 50,000 shall be moved by a licensed cash-in-transit operator under insurance cover; under-threshold movements shall require two (2) staff members and a sealed bag.
Section 7. Cash safes shall be secured by dual-key or combination access (Bursar and Cashier); combinations shall be rotated semi-annually and immediately upon the departure of any custodian.
Article 3 — Petty Cash and Surprise Counts
Section 8. Petty cash floats shall not exceed GHS 5,000 per cost centre; a single petty cash payment shall not exceed GHS 500; reimbursement shall be on the imprest system on submission of vouchers totalling not less than seventy per cent (70%) of the float.
Section 9. Personal cheque cashing, salary advances and IOUs from petty cash are prohibited.
Section 10. Surprise cash counts shall be conducted by the Internal Auditor not less than four (4) times per year for each cash point; shortages exceeding GHS 100 shall be formally investigated and may be deducted from the custodian's salary.
Section 11. Cash collection points shall be CCTV-monitored and recorded; recordings shall be retained for not less than ninety (90) days.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Rules for budgeting, expenditure authorisation, and financial reporting.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Financial Regulations of Southshore university College, 2026 ("these Regulations").
Section 2. These Regulations come into force on 24th January, 2026 and apply to every officer, cost-centre manager and committee exercising any financial authority on behalf of the University College.
Section 3. These Regulations shall be read together with the Public Financial Management Act, 2016 (Act 921) where the University College receives public funds, and shall prevail in the event of inconsistency with any informal practice.
Article 2 — Authorisation Matrix (Single Transaction)
Section 4. A single transaction of up to GHS 5,000 may be authorised by the Head of Department or Cost Centre Manager against an approved budget line.
Section 5. A single transaction of GHS 5,001 to GHS 50,000 shall be authorised by the Dean or Director jointly with the Bursar.
Section 6. A single transaction of GHS 50,001 to GHS 250,000 shall be authorised by the Vice-President with the Bursar, on the recommendation of the Finance and General-Purposes Committee.
Section 7. A single transaction of GHS 250,001 to GHS 1,000,000 shall be authorised by the President with prior Finance Committee approval.
Section 8. A single transaction exceeding GHS 1,000,000 requires the prior approval of Council before any commitment is made.
Section 9. Splitting a single requirement into smaller transactions to evade an authorisation tier shall be a Category A misconduct offence under the Staff Code of Conduct and grounds for dismissal.
Article 3 — Segregation of Duties and Books of Account
Section 10. No officer shall initiate, approve, execute and record the same transaction; payment vouchers shall bear three (3) distinct signatures, namely initiator, certifier and authoriser.
Section 11. Books of account shall be maintained on the IFRS basis using the approved accounting system; manual journals shall be supported by a written narrative and signed by the Bursar.
Section 12. Annual financial statements shall be audited by the Auditor-General or an audit firm appointed by the Auditor-General and laid before Council and, where applicable, Parliament in conformity with the Public Financial Management Act, 2016 (Act 921).
Section 13. Bank reconciliations shall be performed monthly and signed off by the Financial Controller within ten (10) working days of month-end and filed with the Bursar.
Article 4 — Review and Amendment
Section 14. These Regulations shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Ethical acceptance and stewardship of philanthropic gifts and grants.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Fundraising and Gift Acceptance Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the solicitation, acceptance and stewardship of every philanthropic gift, grant or sponsorship received by or on behalf of the University College.
Section 3. This Policy binds the Office of Advancement, the Gift Acceptance Committee, every fundraiser and every staff member soliciting or receiving a gift.
Article 2 — Acceptable Gifts and Donor Due Diligence
Section 4. Every gift shall be subject to donor due diligence by the Office of Advancement covering identity verification, source of wealth, sanctions screening and reputational risk; gifts of GHS 100,000 or more shall require additional review by the Gift Acceptance Committee.
Section 5. Gifts shall be refused where they are from sources known to be involved in money laundering, terrorism financing or organised crime; conditional on academic decisions (admission of a named person, award of a grade or appointment of a named staff member); requiring suppression of research findings; or conferring naming rights inconsistent with the values of the University College.
Section 6. Gifts of equity, real property, intellectual property, art or restricted securities shall require independent valuation and the prior approval of the Finance Committee.
Section 7. Cash gifts exceeding USD 10,000 equivalent shall be made by bank transfer only; cash-in-hand donations exceeding GHS 5,000 shall not be accepted.
Article 3 — Stewardship, Naming and Reporting
Section 8. Restricted gifts shall be recorded in a separate fund and applied strictly to the donor's purpose; where the purpose becomes impossible or imprudent the donor (or, if deceased, the estate) shall be consulted before any cy-près re-direction.
Section 9. Naming rights shall require: for buildings, not less than fifty per cent (50%) of construction cost; for chairs, not less than the actuarial cost of the chair in perpetuity; for lecture halls, not less than twenty-five per cent (25%) of construction; and for scholarships, not less than ten (10) years' fully-funded equivalent. Naming shall be for a defined term unless conferred in perpetuity by Council.
Section 10. Every donor shall receive a written acknowledgement within fourteen (14) days, a tax-deductibility receipt where applicable and an annual stewardship report on the use and outcomes of the gift.
Section 11. No staff member shall solicit a personal benefit from a donor; doing so shall be a Category C disciplinary offence.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Maintenance of adequate insurance cover for assets, persons, and liabilities.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Insurance and Risk Transfer Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every insurance placement, claim and risk-transfer arrangement entered into by or on behalf of the University College.
Section 3. This Policy binds the Bursar, the Director of Estates, the Director of Human Resources, the Director of ICT and any officer with custody of an insurable interest.
Article 2 — Mandatory Covers and Minimum Limits
Section 4. Fire and special perils cover shall be maintained on all buildings and contents at full reinstatement value, reviewed annually; cover shall be maintained at not less than ninety per cent (90%) of reinstatement value to avoid a co-insurance penalty.
Section 5. Public liability shall be maintained at a minimum limit of GHS 5,000,000 per occurrence; products and professional liability for clinics, laboratories and consultancy units shall be maintained at a minimum of GHS 2,000,000.
Section 6. Motor vehicle cover shall be comprehensive for all owned vehicles; third-party only is permitted for vehicles older than ten (10) years subject to the Bursar's approval.
Section 7. Workmen's Compensation shall be maintained in conformity with the Workmen's Compensation Law, 1987 (PNDCL 187); group personal accident cover shall be maintained for student-athletes, students on attachment and field-research participants.
Section 8. Cyber-risk cover of not less than GHS 1,000,000 shall be maintained covering data-breach response, forensic investigation, regulatory fines and business interruption.
Article 3 — Brokerage and Claims
Section 9. Insurance shall be placed through a licensed broker appointed by competitive tender every three (3) years and only with insurers rated B+ or better and licensed by the National Insurance Commission.
Section 10. Claims shall be notified within forty-eight (48) hours of an insured event; the Bursar shall maintain a Claims Register reviewed quarterly by the Audit Committee.
Section 11. Self-insurance (deductibles or retained risks) is permitted only with documented Finance Committee approval and a corresponding reserve set aside.
Section 12. No officer shall accept any commission, rebate or gift from an insurer or broker.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Independence, scope, and authority of the Internal Audit function.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Internal Audit Constitution of Southshore university College, 2026 ("this Constitution").
Section 2. This Constitution comes into force on 24th January, 2026 and applies to the Internal Audit function of the University College and to every cost centre, system and process subject to audit.
Section 3. This Constitution shall be administered in conformity with the Internal Audit Agency Act, 2003 (Act 658) and shall prevail in the event of inconsistency with any informal practice.
Article 2 — Independence, Scope and Authority
Section 4. The Director of Internal Audit shall report functionally to the Audit Committee of Council and administratively to the President; appointment, removal, performance appraisal and remuneration shall be the prerogative of the Audit Committee.
Section 5. Internal Audit shall have unrestricted access to all records, personnel, premises and systems of the University College; obstruction shall be a Category C disciplinary offence.
Section 6. Internal Audit shall not engage in operational management, system design or transaction approval; doing so would compromise independence and is prohibited by Act 658.
Section 7. The Annual Audit Plan shall be risk-based, approved by the Audit Committee not later than 30 November for the following year, and shall cover every cost centre at least once every three (3) years and high-risk areas annually.
Article 3 — Reporting, Follow-up and External Bodies
Section 8. Audit reports shall be issued in draft to management within twenty-one (21) days of fieldwork close, with a fifteen (15) day management response window; final reports shall be transmitted to the Audit Committee.
Section 9. Findings shall be graded High, Medium or Low; High-risk findings shall be remediated within ninety (90) days, Medium within one hundred and eighty (180) days and Low within twelve (12) months.
Section 10. An open finding past its due date shall be escalated to the Audit Committee with a personal explanation from the responsible officer; three (3) escalations shall be grounds for disciplinary action.
Section 11. Internal Audit shall coordinate with the External Auditor (Auditor-General) and the Internal Audit Agency but shall not act under their direction; whistle-blower disclosures may be made directly to the Audit Committee Chair through a confidential channel.
Article 4 — Review and Amendment
Section 12. This Constitution shall be reviewed by Council on the recommendation of the Audit Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Prudent management of surplus funds, endowments, and reserves.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Investment and Reserves Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the investment of all surplus operating funds, restricted reserves and endowment funds of the University College.
Section 3. This Policy binds the Bursar, the Financial Controller, the Investment Committee and any officer or agent placing or managing investments on behalf of the University College.
Article 2 — Permissible Instruments and Asset Allocation
Section 4. Permissible instruments shall be limited to Government of Ghana Treasury Bills and Notes, Bank of Ghana Bills, fixed deposits with Bank-of-Ghana-licensed Class-A banks rated B or better by a recognised rating agency, and Cedi-denominated bonds of investment-grade State-Owned Enterprises.
Section 5. Strategic asset allocation shall be: cash and money market thirty to sixty per cent (30–60%); short-dated government securities thirty to sixty per cent (30–60%); longer-dated bonds zero to twenty per cent (0–20%); and listed equities (endowment only) zero to fifteen per cent (0–15%).
Section 6. The following are prohibited: cryptocurrencies, derivatives, foreign-exchange speculation, unlisted equity (save for spin-out companies of the University College's own research approved by Council), and any instrument with a Council member or staff member as counterparty.
Section 7. Counterparty concentration shall not exceed twenty-five per cent (25%) of the portfolio with any single bank or issuer, other than the Government of Ghana.
Article 3 — Reserves, Liquidity and Oversight
Section 8. The University College shall build and maintain unrestricted operating reserves equivalent to not less than three (3) months of operating expenditure, rising to six (6) months over a five-year horizon.
Section 9. Endowment funds shall be managed on a Total Return basis with a payout rule of four-and-a-half per cent (4.5%) of a twelve-quarter moving average of market value; capital preservation shall be paramount.
Section 10. The Investment Committee, comprising the Council Chair, two (2) external finance professionals, the Vice-President and the Bursar, shall meet quarterly; performance shall be benchmarked against the 91-day T-Bill rate plus 200 basis points over rolling three-year periods.
Section 11. Every trade shall require two (2) signatures (Bursar and Financial Controller) and shall be reported to Council quarterly with a confirmation of compliance with this Policy.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Investment Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Transparent, competitive procurement of goods, works, and services.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Procurement Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the procurement of all goods, works and services by or on behalf of the University College, whether funded from internal, donor or public sources.
Section 3. This Policy shall be administered in conformity with the Public Procurement Act, 2003 (Act 663) as amended and shall bind every Tender Committee, evaluation panel, user department and supplier.
Article 2 — Procurement Method by Threshold
Section 4. Procurement up to GHS 10,000 may be undertaken by petty (single-source) purchase, with three (3) written price quotations on file.
Section 5. Procurement of GHS 10,001 to GHS 100,000 shall be by Request for Quotation from not fewer than three (3) shortlisted suppliers, awarded to the lowest evaluated responsive bid.
Section 6. Procurement of GHS 100,001 to GHS 1,000,000 shall be by National Competitive Tender, publicly advertised in at least one (1) national daily and on the University College website for not less than fourteen (14) days.
Section 7. Procurement exceeding GHS 1,000,000 shall be by International Competitive Tender, advertised for not less than thirty (30) days, with technical and financial evaluation in line with Act 663.
Section 8. Single-source or restricted tendering requires the prior written approval of the Tender Committee supported by documented justification (proprietary supply, emergency, or additional works not exceeding fifteen per cent (15%) of the original contract).
Article 3 — Tender Committee, Eligibility and Debarment
Section 9. The Tender Committee shall comprise the Vice-President (chair), the Bursar, the Director of Procurement (secretary), the Internal Auditor (observer, non-voting), one (1) external member appointed by Council and the user department head for the procurement under consideration.
Section 10. Eligible suppliers shall hold valid SSNIT clearance, Ghana Revenue Authority Tax Clearance, PPA registration where applicable and a valid Business Operating Permit; sole proprietorships of staff, Council members or their spouses or children are ineligible.
Section 11. Conflicts of interest shall be declared in writing before evaluation; non-disclosure shall be a Category C disciplinary offence under the Staff Code of Conduct.
Section 12. A supplier who submits false documents, attempts to influence evaluators, fails to perform or supplies counterfeit goods shall be debarred for a period of not less than two (2) years and reported to the Public Procurement Authority.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Compliance with PAYE, VAT, withholding tax, and other statutory obligations.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Tax Compliance Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every statutory tax obligation of the University College, including PAYE, SSNIT, withholding tax, VAT, NHIL, GETFund Levy and any other applicable levy.
Section 3. This Policy binds the Bursar, the Financial Controller, payroll officers and any officer making payments on behalf of the University College.
Article 2 — Statutory Filings and Remittance
Section 4. PAYE on emoluments and SSNIT contributions shall be deducted at source and remitted to the Ghana Revenue Authority and SSNIT respectively not later than the 15th day of the following month.
Section 5. Withholding tax on payments to suppliers (currently seven and a half per cent (7.5%) on services, three per cent (3%) on goods, five per cent (5%) on rent and fifteen per cent (15%) on consultancy where applicable) shall be deducted at source and remitted not later than the 15th day of the following month; withholding certificates shall be issued to suppliers within seven (7) days.
Section 6. VAT, NHIL, GETFund Levy and any successor levy on commercial activities shall be charged where applicable, accounted for monthly and filed not later than the last working day of the following month.
Section 7. Annual returns (Corporate Income Tax, where applicable, and the Employer's Annual Return) shall be filed within four (4) months of year-end.
Article 3 — Tax Governance and Audits
Section 8. The Bursar shall be the Accountable Person for tax compliance; a Tax Compliance Calendar shall be maintained and reviewed quarterly with the Audit Committee.
Section 9. All tax records (returns, working papers and supporting vouchers) shall be retained for not less than six (6) years.
Section 10. Tax planning is permitted only where it relies on reliefs and exemptions expressly granted by statute; aggressive tax-avoidance schemes and structures lacking commercial substance are prohibited.
Section 11. A query from the Ghana Revenue Authority shall be acknowledged within five (5) working days and routed through the Bursar; no officer shall correspond with the Authority on tax matters outside this channel.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Authorisation, rates, and accountability for official travel.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Travel and Subsistence Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every officer, member of Council and student undertaking official travel funded in whole or in part by the University College.
Section 3. This Policy shall be administered by the Bursar and shall bind every approver, traveller and Finance officer processing travel claims.
Article 2 — Approval, Class of Travel and Rates
Section 4. Travel shall be approved in writing not less than seven (7) working days in advance — by the Dean or Director for domestic travel and by the Vice-President for international travel; emergencies require a contemporaneous written justification within forty-eight (48) hours.
Section 5. Air travel shall be in economy class for all flights of six (6) hours or less; premium-economy or business class is permitted only for flights exceeding six (6) hours and only for the President, the Vice-President and members of Council on official business.
Section 6. Per diem (lodging, meals and incidentals) shall be paid at the published University rates per destination zone; where lodging is provided by the host the lodging portion (typically seventy per cent (70%)) shall not be paid.
Section 7. Domestic mileage on a private vehicle, where authorised in lieu of pool transport, shall be reimbursed at the published per-kilometre rate, capped at the lower of actual fuel cost or economy airfare on the route.
Article 3 — Acquittal and Prohibited Practices
Section 8. A travel advance shall be acquitted within ten (10) working days of return with a written trip report of one to two pages, boarding passes, lodging receipts and all supporting vouchers.
Section 9. An officer with an un-acquitted advance shall not receive a further advance; un-acquitted balances after sixty (60) days shall be deducted at source from salary.
Section 10. Reclaiming the same expense from both the University College and a host (double-dipping) shall be a Category C disciplinary offence and may amount to fraud.
Section 11. Personal extensions appended to a duty trip are permitted at the officer's own cost; the University College shall bear no liability or per diem for personal days.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Principles for setting, reviewing, and approving tuition and other charges.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Tuition and Cost-Sharing Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the setting, review and approval of tuition and all other student charges of the University College.
Section 3. This Policy binds the Bursar, the Finance Committee and Council in the exercise of any fee-setting authority.
Article 2 — Cost-Build Methodology
Section 4. Tuition per programme shall be built up from direct teaching cost (academic salaries multiplied by delivery hours), departmental overhead (laboratory, consumables and supervision), institutional overhead (library, ICT, administration and estates), capital recovery (depreciation and debt service) and a contingency buffer of five per cent (5%).
Section 5. A targeted cross-subsidy of not less than ten per cent (10%) of gross tuition shall be ring-fenced for need-based bursaries under the Scholarships Policy.
Section 6. Differential pricing is permitted between Ghanaian, ECOWAS and other international students, but the published differential shall be transparent and justifiable on cost or policy grounds.
Article 3 — Review, Approval and Notice to Students
Section 7. Tuition shall be reviewed annually by the Finance Committee on the recommendation of the Bursar; recommended changes shall be presented to Council not later than 31 May.
Section 8. Council-approved fee changes shall be published by 30 June and shall take effect from the next academic year only; no in-year fee increase shall apply to a currently registered student on the programme of enrolment.
Section 9. A fee increase exceeding the prevailing twelve-month CPI by more than five (5) percentage points shall require a stakeholder consultation with the SRC, the Alumni Association and the Industry Advisory Boards before Council approval.
Section 10. Continuing students shall enjoy a guaranteed tuition cap: total tuition over the nominal programme duration shall not exceed CPI plus three per cent (3%) per annum compounded from the year of admission.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by Council on the recommendation of the Finance Committee not less than once every three (3) years and may be amended by resolution of Council at any time.

Zero-tolerance framework against bribery, corruption, and improper inducements.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Anti-Corruption and Anti-Bribery Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and is to be read with the Criminal Offences Act, 1960 (Act 29), the Office of the Special Prosecutor Act, 2017 (Act 959), and any other applicable anti-corruption law of Ghana, the provisions of which prevail in the event of any inconsistency.
Section 3. This Policy applies to every member of Council, officer, member of staff, student, contractor, consultant and agent of the University College, wherever situated, in the exercise of any function on behalf of the University College.
Article 2 — Definitions
Section 4. In this Policy: "Bribe" means any financial or other advantage offered, promised, given, requested, agreed to or accepted as an inducement or reward for the improper performance of any function or activity; "Corruption" means the abuse of entrusted authority for private gain; "Facilitation Payment" means a payment, however small, made to secure or expedite a routine action to which the payer is otherwise entitled; "Gift" means any item, service, hospitality or benefit of value offered or received in connection with the duties of the recipient; "Public Official" has the meaning assigned by Act 959.
Article 3 — Prohibited Conduct
Section 5. No person to whom this Policy applies shall, directly or indirectly through a third party, offer, promise, give, request, agree to receive or accept a Bribe in connection with the affairs of the University College.
Section 6. Facilitation Payments are prohibited absolutely, irrespective of local practice, and no claim for reimbursement of any such payment shall be honoured.
Section 7. No officer or member of staff shall award a contract, admit a student, confer an award, grant a promotion, allocate a scholarship or take any other decision under this Policy by reference to any Bribe, Facilitation Payment or improper inducement.
Section 8. The University College shall not make political donations and shall make charitable donations only with the prior written approval of the President on the recommendation of the Finance, Audit & Risk Committee.
Article 4 — Gifts, Hospitality and Sponsorship
Section 9. A Gift may be accepted only where it is modest, infrequent, openly offered, proportionate to the occasion, and not capable of being perceived as influencing the recipient in the exercise of their duties.
Section 10. A Gift of cash or a cash equivalent shall not be accepted under any circumstance.
Section 11. A Gift, hospitality or sponsorship offered or received with a value exceeding GHS 500, or any Gift offered or received during the currency of a procurement or admissions process to which the offeror is a party, shall be declined or, where declining would cause offence, reported to the Registrar within five (5) working days and entered in the Gifts and Hospitality Register.
Section 12. The Gifts and Hospitality Register is maintained by the Registrar, reviewed by the Finance, Audit & Risk Committee at each meeting, and open to inspection by the Director of Internal Audit at any time.
Article 5 — Procurement and Third-Party Engagements
Section 13. Every contract for the supply of goods, works or services to the University College, and every memorandum of understanding with a third party, shall include an express anti-corruption clause requiring compliance with this Policy and entitling the University College to terminate the engagement immediately on evidence of breach.
Section 14. Risk-based due diligence shall be conducted on every counterparty before engagement, with enhanced due diligence on counterparties that are Public Officials, politically exposed persons, or established in jurisdictions identified as high risk by the Financial Action Task Force.
Article 6 — Training, Reporting and Enforcement
Section 15. Every officer and member of staff shall complete mandatory anti-corruption training on appointment and every two (2) years thereafter; staff in finance, procurement and admissions functions shall complete enhanced training annually.
Section 16. Any person who knows or reasonably suspects a breach of this Policy shall report the matter without delay through the channels set out in the Whistleblower Protection Policy; failure to report a known breach is itself misconduct.
Section 17. A breach of this Policy by a member of staff constitutes gross misconduct and is liable to summary dismissal; a breach by a student is a major offence under the Student Disciplinary Code; a breach by a member of Council is cause for removal under the Statutes; in every case the matter shall be referred to the appropriate law-enforcement authority where the conduct may amount to a criminal offence.
Article 7 — Review and Amendment
Section 18. This Policy shall be reviewed by Council, on the recommendation of the Finance, Audit & Risk Committee, not less than once every two (2) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Standard terms of reference and operating rules for all institutional committees.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Committees and Boards Handbook of Southshore university College, 2026 ("this Handbook").
Section 2. This Handbook comes into force on 24th January, 2026 and applies to every standing committee, sub-committee, panel, board and working group of Council, the Academic Board and the Executive Management Council, save where the constitutive instrument of any such body expressly provides otherwise.
Section 3. This Handbook does not apply to the Governing Council itself, which is governed by the Council Operating Constitution.
Article 2 — Establishment and Terms of Reference
Section 4. A committee may be established only by written resolution of Council or of the Academic Board acting within its mandate; the resolution shall identify the parent body, the purpose of the committee, its composition, quorum, tenure, reporting line and the powers delegated to it.
Section 5. Every committee shall operate under written Terms of Reference reviewed by its parent body not less than once every three (3) years.
Section 6. A committee shall not exercise any power not expressly delegated to it, and shall not sub-delegate save where the parent body's resolution permits and in writing.
Article 3 — Composition, Tenure and Quorum
Section 7. The composition of every committee shall reflect the relevant expertise required and shall observe gender balance such that no gender constitutes less than one-third (1/3) of the membership, so far as the pool of eligible persons allows.
Section 8. Members of a committee, other than ex officio members, hold office for a term of two (2) years and are eligible for one (1) further consecutive term, after which a period of two (2) years shall elapse before reappointment.
Section 9. The quorum of every committee is one-half (1/2) of its membership rounded up to the next whole number, of whom at least one (1) shall be its Chair or Deputy Chair, unless the Terms of Reference prescribe a higher quorum.
Section 10. The seat of a member who, without leave of the Chair recorded in the minutes, fails to attend three (3) consecutive ordinary meetings is automatically vacated.
Article 4 — Meetings and Conduct of Business
Section 11. Every committee shall meet not less than once each semester; notice, agenda and papers shall be circulated by the Secretary to the committee not less than seven (7) clear working days before an ordinary meeting and three (3) clear working days before an extraordinary meeting.
Section 12. Members may participate by video or audio link provided that all participating members can hear and be heard by all others throughout, in which event the participating member is deemed present for all purposes.
Section 13. Decisions are taken by a simple majority of the members present and voting; in the event of an equality of votes the Chair has a casting vote in addition to a deliberative vote.
Section 14. A written resolution circulated to all members and approved in writing by not fewer than two-thirds (2/3) of the membership has the same force as a resolution duly passed at a meeting, and shall be tabled for noting at the next ordinary meeting.
Article 5 — Reporting Lines
Section 15. Every committee reports to its parent body through the Chair of the committee, by way of a written report tabled at each ordinary meeting of the parent body together with the approved minutes of each meeting held in the intervening period.
Section 16. A committee that becomes aware of a matter materially outside its Terms of Reference, or of a matter requiring urgent decision by its parent body, shall refer the matter without delay and shall not act on it.
Article 6 — Minutes, Records and Confidentiality
Section 17. The Secretary to the committee shall record draft minutes and circulate them to members within ten (10) working days of the meeting; minutes are formally confirmed at the next ordinary meeting and, once confirmed and signed by the Chair, are the conclusive record of the proceedings.
Section 18. Minutes, papers and deliberations of every committee are confidential to its members and to the parent body; unauthorised disclosure is gross misconduct and grounds for removal from the committee.
Section 19. All committee records shall be retained by the Registrar in accordance with the Records Management Policy.
Article 7 — Conflict of Interest
Section 20. The Conflict of Interest Policy applies to every committee meeting; declarations and recusals shall be recorded in the minutes in accordance with that Policy.
Article 8 — Review and Amendment
Section 21. This Handbook shall be reviewed by Council, on the recommendation of the Governance & Nominations Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Identification, disclosure, and management of actual, potential, and perceived conflicts.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Conflict of Interest Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and supersedes all prior conflict-of-interest directives, codes and practices of the University College to the extent of any inconsistency.
Section 3. This Policy applies to every member of Council, member of the Academic Board, officer, member of staff, member of any committee, examiner, supervisor and adjudicator of the University College in the exercise of any decision-making, advisory or oversight function.
Article 2 — Definitions
Section 4. In this Policy: "Interest" means any financial or non-financial matter capable of influencing, or appearing to influence, the impartial exercise of a person's functions on behalf of the University College, and includes the interests of a spouse, partner, child, parent, sibling, household member, business associate or close personal friend; "Actual Conflict" exists where an Interest in fact influences the exercise of a function; "Potential Conflict" exists where an Interest could foreseeably do so; "Perceived Conflict" exists where a reasonable, informed observer would conclude that an Interest could do so, whether or not it in fact does; "Decision" includes a vote, recommendation, evaluation, appointment, award, procurement, admission and academic assessment.
Article 3 — Categories of Reportable Interest
Section 5. The following Interests are reportable in every case: (a) directorships, partnerships and material shareholdings in any entity that supplies, may supply or competes for the supply of goods, works or services to the University College; (b) consultancies and outside paid employment; (c) intellectual-property royalties, research grants and sponsorships; (d) family relationships with staff, students or applicants; (e) close personal or romantic relationships within a supervisory, examining or admissions line of authority; (f) significant Gifts and hospitality declared under the Anti-Corruption Policy; (g) public office and political party office.
Article 4 — Annual Declaration and Register of Interests
Section 6. Every person to whom this Policy applies shall, on appointment and thereafter on or before 31 January in each year, lodge with the Registrar a written declaration in the prescribed form disclosing all reportable Interests.
Section 7. The Registrar shall maintain a consolidated Register of Interests, shall update it within five (5) working days of any change notified, and shall present a summary annually to the Council and to the Academic Board.
Section 8. The Register of Interests is open to inspection by any member of Council at any time and by any member of staff or student on application to the Registrar with a stated legitimate interest.
Article 5 — Declaration in Proceedings and Recusal
Section 9. At the commencement of every meeting of Council, the Academic Board, a committee or a panel, the presiding officer shall invite members to declare any Interest in any item on the agenda, and any declaration shall be recorded verbatim in the minutes.
Section 10. A member with an Actual or Potential Conflict, and a member with a Perceived Conflict unless the meeting unanimously resolves otherwise, shall withdraw from the room during deliberation and voting on the affected item and shall not be counted in the quorum for that item.
Section 11. A presiding officer with a Conflict shall hand the chair for that item to another member elected for the purpose, and shall withdraw on the same terms as any other member.
Section 12. A Decision taken with the participation of a member who failed to declare a known Conflict is voidable at the instance of the body that took it on motion at its next ordinary meeting, and the member is liable to disciplinary action.
Article 6 — Specific Decisions
Section 13. No officer or member of staff shall participate in the appointment, promotion, supervision, examination, assessment, disciplinary process or grievance of a person with whom they have a family, household, business or close personal relationship; an alternative decision-maker shall be designated by the next senior officer not so conflicted.
Section 14. No member of Council, the Academic Board or any committee shall participate in a Decision in which they, or a person whose Interests they are deemed to share under Section 4, stand to gain or avoid loss.
Section 15. A research project, consultancy or commercial engagement involving an Interest of the principal investigator shall be approved in writing by the Director of Research and Innovation on a Conflict Management Plan agreed in advance.
Article 7 — Review and Amendment
Section 16. This Policy shall be reviewed by Council, on the recommendation of the Governance & Nominations Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Defines how the Governing Council operates, meets, and exercises oversight.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Governing Council Operating Constitution of Southshore university College, 2026 ("this Constitution").
Section 2. This Constitution comes into force on 24th January, 2026 and supersedes all prior Council standing orders, rules of procedure and operating practices to the extent of any inconsistency.
Section 3. This Constitution governs the Governing Council alone ("the Council") and does not apply to the Academic Board, Executive Management Council, Faculty Boards, the Students' Representative Council, the Alumni Association or any other body of the University College, each of which is governed by its own constitutive instrument.
Section 4. Where any provision of this Constitution conflicts with the Statutes of the University College or with the Education Regulatory Bodies Act, 2020 (Act 1023), the higher instrument prevails and the conflicting provision is void to the extent of the inconsistency.
Article 2 — Composition and Tenure of the Council
Section 5. The Council consists of fifteen (15) members, namely: (a) the Chair of Council, who is an independent lay member appointed by the Founders in consultation with the President; (b) the President of the University College, ex officio; (c) one Deputy President nominated by the President, ex officio; (d) two (2) academic members elected by and from the Academic Board for a term of three (3) years; (e) one (1) student member, being the President of the Students' Representative Council for the duration of their office; (f) one (1) representative of the Alumni Association nominated by its Executive; (g) one (1) nominee of the Ghana Tertiary Education Commission; (h) six (6) independent lay members appointed by the Founders for their expertise in finance, law, industry, education, public service or community leadership, of whom not fewer than two (2) shall be women.
Section 6. Each appointed and elected member, other than ex officio and student members, holds office for a term of three (3) years and is eligible for one (1) further consecutive term, after which they shall not be reappointed until a period of three (3) years has elapsed.
Section 7. The seat of any member who, without leave of the Chair recorded in the minutes, fails to attend three (3) consecutive ordinary meetings is automatically vacated, and the Registrar shall notify the appointing body within ten (10) working days to procure a replacement.
Section 8. A member ceases to hold office on death, written resignation addressed to the Chair, removal for cause by a two-thirds (2/3) resolution of all members entitled to vote, or expiry of term.
Article 3 — Frequency and Calendar of Meetings
Section 9. The Council shall hold not fewer than four (4) ordinary meetings in each calendar year, one in each quarter, on dates fixed by the Chair on the advice of the Registrar and circulated to all members not later than 31 January of the year to which they relate.
Section 10. The Annual General Meeting of Council, at which the audited financial statements, the annual report and the strategic performance review are received and the external auditors are appointed, shall be held in the fourth quarter and forms one of the four ordinary meetings.
Section 11. The Chair shall convene an extraordinary meeting within fourteen (14) days of receipt of a written requisition signed by not fewer than five (5) members or by the President, stating the specific business to be transacted; and only that business may be transacted at an extraordinary meeting.
Section 12. In a duly declared emergency, the Chair may convene an urgent meeting on not less than forty-eight (48) hours' notice given by any reliable electronic means.
Article 4 — Notice, Agenda and Papers
Section 13. The Registrar serves as Secretary to Council and shall issue the notice, agenda and accompanying papers to every member, by email and by deposit in the Council portal, not later than ten (10) clear working days before an ordinary meeting and three (3) clear working days before an extraordinary meeting.
Section 14. Any member may, by written request lodged with the Registrar not later than seven (7) working days before an ordinary meeting, require an item to be placed on the agenda; the Chair may decline only on the grounds that the item is unlawful, ultra vires, sub judice or already disposed of within the preceding six (6) months.
Section 15. No substantive decision shall be taken on an item not appearing on the circulated agenda, save by the unanimous consent of all members present and entitled to vote, which consent shall be recorded in the minutes.
Article 5 — Quorum
Section 16. The quorum for any meeting of Council is one-half (1/2) of the membership for the time being entitled to vote, rounded up to the next whole number, of whom at least one (1) shall be the Chair or a Vice-Chair elected from among the independent lay members, and at least three (3) shall be independent lay members.
Section 17. On the current establishment of fifteen (15) members, the quorum is eight (8) members constituted in accordance with Section 16.
Section 18. If a quorum is not present within thirty (30) minutes of the time appointed for a meeting, the meeting stands adjourned to the same day in the following week at the same time and place, or to such other day, time and place as the Chair appoints by notice issued within twenty-four (24) hours; at the adjourned meeting the quorum is reduced to one-third (1/3) of the membership entitled to vote, but no resolution removing a member, amending this Constitution or committing the University College to expenditure exceeding GHS 1,000,000 may be passed without the full quorum prescribed in Section 16.
Section 19. Where a member is required to recuse under Article 8, that member is not counted toward the quorum for the item from which they are recused.
Article 6 — Conduct of Meetings
Section 20. The Chair, or in the Chair's absence a Vice-Chair, presides at every meeting; in the absence of both, the members present and forming a quorum shall elect one of the independent lay members present to preside for that meeting only.
Section 21. Meetings shall be held in person at the principal seat of the University College, save that any member may participate by video or audio link provided that all members participating can hear and be heard by all others throughout, in which event the participating member is deemed present for all purposes including quorum and voting.
Section 22. The order of business at every ordinary meeting is: (a) opening and confirmation of the quorum; (b) declarations of interest under Article 8; (c) confirmation of the minutes of the previous meeting; (d) matters arising; (e) the President's report; (f) reports of standing committees; (g) substantive items in the order set out in the agenda; (h) any other business admitted under Section 15; (i) closure.
Section 23. A member desiring to speak shall do so through the Chair; no member shall speak more than once on any motion, save in reply if the mover, or by leave of the Chair to clarify a point of fact; and no speech shall exceed five (5) minutes without the leave of the Chair.
Section 24. Every motion, other than a procedural motion, shall be moved by one (1) member and seconded by another before it is debated; the Chair shall put the question after debate is exhausted or after the Chair has ruled the debate closed.
Section 25. Voting is by a show of hands, save that a secret ballot shall be conducted on any question affecting the appointment, removal or discipline of an individual, or on the written request of any three (3) members supported before the question is put; each member entitled to vote has one (1) vote, and in the event of an equality of votes the Chair has a casting vote in addition to a deliberative vote.
Section 26. Subject to Section 18 and to Article 9, every question is decided by a simple majority of the members present and voting; abstentions are recorded but not counted in the majority.
Section 27. Between meetings, a written resolution circulated to all members by the Registrar and approved in writing (including by authenticated email) by not fewer than two-thirds (2/3) of all members entitled to vote has the same force as a resolution duly passed at a meeting of Council, and shall be tabled for noting and ratification at the next ordinary meeting.
Section 28. Meetings of Council are not open to the public; observers may attend only by prior leave of the Chair and shall withdraw on request; deliberations and papers are confidential until publication of the approved minutes, and unauthorised disclosure constitutes gross misconduct.
Section 29. The Registrar shall record draft minutes and circulate them to members within ten (10) working days of the meeting; minutes are formally confirmed at the next ordinary meeting and, once confirmed and signed by the presiding officer, are the conclusive record of the proceedings.
Article 7 — Standing Committees and Delegation of Authority
Section 30. Council establishes the following standing committees, each operating under written terms of reference approved by Council and reviewed every three (3) years: the Finance, Audit & Risk Committee; the Appointments & Promotions Committee; the Appeals & Disciplinary Committee; and such other committees as Council may by resolution constitute.
Section 31. Council delegates to the President all powers necessary for the day-to-day management of the University College, save for matters reserved to Council under Section 32; the President may sub-delegate in writing to members of the Executive Management Council, but remains accountable to Council for every act done under delegated authority.
Section 32. The following matters are reserved to Council and cannot be delegated: (a) approval of the strategic plan and annual budget; (b) approval of audited financial statements and appointment of external auditors; (c) approval of unbudgeted expenditure or contractual commitments exceeding GHS 1,000,000 or a five percent (5%) variation of the approved budget, whichever is the lesser; (d) acquisition, disposal or encumbrance of immovable property; (e) creation, closure or merger of faculties, schools or campuses; (f) appointment, renewal, suspension or removal of the President and Deputy Presidents; (g) approval and amendment of the Statutes and of this Constitution; (h) approval of honorary awards.
Article 8 — Declaration of Interest and Recusal
Section 33. Every member shall, on appointment and thereafter on or before 31 January in each year, lodge with the Registrar a written declaration of all direct and indirect financial, personal and family interests that could reasonably be perceived to affect the exercise of their duties, which declarations are entered in the Register of Interests maintained by the Registrar and open to inspection by any member at any time.
Section 34. At the commencement of each meeting, the Chair shall invite members to declare any interest, whether pecuniary or non-pecuniary, in any item on the agenda; a member with a conflict shall declare it, withdraw from the room during deliberation and voting on the affected item, and the declaration and withdrawal shall be recorded verbatim in the minutes.
Section 35. A resolution carried with the participation of a member who failed to declare a known conflict is voidable at the instance of Council on motion at the next ordinary meeting, and the member is liable to removal for cause under Section 8.
Article 9 — Amendment, Suspension and Saving
Section 36. This Constitution may be amended only by a resolution passed by not fewer than two-thirds (2/3) of all members entitled to vote, on notice of the proposed amendment circulated with the agenda not less than twenty-one (21) clear days before the meeting.
Section 37. No provision of this Constitution may be suspended in respect of any particular meeting or item save by the unanimous resolution of all members present and entitled to vote, and any such suspension and the reasons therefor shall be recorded in the minutes.
Section 38. Any act done by Council in good faith is not invalidated by reason only of a defect afterwards discovered in the appointment or qualification of a member, or by a procedural irregularity not affecting the substance of the decision.
Framework for identifying, assessing, and mitigating institutional risk.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Enterprise Risk Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and supersedes all prior risk-management directives, frameworks and practices of the University College to the extent of any inconsistency.
Section 3. This Policy applies to every Faculty, School, Department, Centre, Hall and administrative unit of the University College, and to every officer, member of staff, student, contractor and agent in the exercise of any function on behalf of the University College.
Section 4. Where any provision of this Policy conflicts with the Statutes of the University College or with applicable law, the higher instrument prevails and the conflicting provision is void to the extent of the inconsistency.
Article 2 — Definitions
Section 5. In this Policy, unless the context otherwise requires: "Risk" means the effect of uncertainty on the objects of the University College, whether strategic, academic, financial, operational, reputational, compliance or safety related; "Risk Appetite" means the level and type of risk the Council is willing to accept in pursuit of those objects; "Risk Register" means the consolidated record of identified risks, their assessment, owners and treatments; "Risk Owner" means the officer accountable for the management of a specific risk; "Inherent Risk" means risk before the application of controls, and "Residual Risk" means risk after their application.
Article 3 — Risk Appetite
Section 6. The Council has zero tolerance for breaches of safeguarding, regulatory compliance, academic integrity, fraud and bribery, and for risks to the physical safety of students and staff.
Section 7. The Council has a low tolerance for risks to institutional reputation, accreditation and financial sustainability, and a measured tolerance for risks taken in pursuit of innovation, partnerships and new programmes where the expected benefit is documented and proportionate.
Section 8. The Risk Appetite Statement shall be reviewed by Council not less than once every three (3) years and re-affirmed at every Annual General Meeting.
Article 4 — Roles and Responsibilities
Section 9. The Council has ultimate responsibility for the risk-management system, approves the Risk Appetite Statement, and receives a report on principal risks at each ordinary meeting.
Section 10. The Finance, Audit & Risk Committee, on behalf of Council, reviews the Risk Register at every meeting and reports quarterly to Council on the adequacy and effectiveness of risk management and internal control.
Section 11. The President is the Chief Risk Officer of the University College and, supported by the Executive Management Council, ensures that risk management is embedded in strategic planning, budgeting and operational decision-making.
Section 12. Every Dean, Director and Head of Department is the Risk Owner for risks arising within their area and shall update their entries in the Risk Register not less than once each semester.
Section 13. The Director of Internal Audit provides independent assurance on the design and operation of risk-management controls and reports functionally to the Finance, Audit & Risk Committee.
Article 5 — Risk Identification, Assessment and Treatment
Section 14. Risks shall be assessed against a five-by-five (5×5) matrix of Likelihood and Impact, producing a score from 1 (negligible) to 25 (catastrophic), and shall be classified as Low (1–6), Moderate (7–12), High (13–19) or Extreme (20–25).
Section 15. Every risk recorded in the Risk Register shall carry an Inherent Risk score, a Residual Risk score after controls, a documented Risk Owner, a treatment strategy (tolerate, treat, transfer or terminate), and a target review date.
Section 16. A risk scored as High or Extreme shall be escalated to the President within five (5) working days of identification and to the next meeting of the Finance, Audit & Risk Committee.
Article 6 — Reporting, Review and Assurance
Section 17. The consolidated Risk Register shall be reviewed by the Executive Management Council each quarter, by the Finance, Audit & Risk Committee at every meeting, and by Council not less than twice each year.
Section 18. A material crystallised risk, near-miss or control failure shall be reported by the Risk Owner to the President within forty-eight (48) hours, and the President shall notify the Chair of Council without delay where the matter is of a strategic, regulatory or reputational nature.
Section 19. The annual report to Council shall include a statement on the effectiveness of the system of internal control, prepared by the President and reviewed by the Director of Internal Audit before submission.
Article 7 — Review and Amendment
Section 20. This Policy shall be reviewed by Council, on the recommendation of the Finance, Audit & Risk Committee, not less than once every three (3) years.
Section 21. This Policy may be amended only by a resolution of Council passed on notice of the proposed amendment circulated with the agenda not less than fourteen (14) clear days before the meeting.
Ensures adherence to national laws, regulator directives, and accreditation standards.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Legal and Regulatory Compliance Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every Faculty, School, Department, Centre, Hall, administrative unit, officer, member of staff, student, contractor and agent of the University College in the exercise of any function on behalf of the institution.
Article 2 — Definitions
Section 3. In this Policy: "Compliance Obligation" means any duty arising under an Act of Parliament, a Constitutional Instrument, a Legislative or Executive Instrument, a directive of a regulator, the requirements of the Mentor University, an accreditation standard, a contractual undertaking or an internal Statute, Regulation or Policy of the University College; "Regulator" includes the Ghana Tertiary Education Commission, the National Accreditation framework, the Data Protection Commission, the Ghana Revenue Authority, the Social Security and National Insurance Trust, the Environmental Protection Agency and any other body with statutory authority over the University College or its activities; "Compliance Register" means the consolidated record maintained under Article 4.
Article 3 — Roles and Responsibilities
Section 4. The Council has ultimate responsibility for compliance and receives an annual Compliance Attestation from the President under Article 6.
Section 5. The Finance, Audit & Risk Committee, on behalf of Council, monitors the adequacy of the compliance framework and reviews material breaches and remediation.
Section 6. The President is the Chief Compliance Officer of the University College; the Registrar is the Compliance Coordinator and is responsible for the day-to-day operation of the compliance framework.
Section 7. Every Dean, Director and Head of Department is responsible for compliance with Compliance Obligations applicable to their area and shall maintain evidence of that compliance.
Section 8. The Director of Internal Audit provides independent assurance on the design and operation of the compliance framework.
Article 4 — Compliance Register and Horizon Scanning
Section 9. The Compliance Coordinator shall maintain a Compliance Register identifying every material Compliance Obligation, the responsible officer, the controls in place, the evidence of compliance, and the date of next review.
Section 10. The Compliance Coordinator shall conduct horizon scanning at least quarterly to identify new or amended Compliance Obligations and shall update the Compliance Register and notify affected officers within fifteen (15) working days of identification.
Section 11. The Compliance Register is reviewed by the Executive Management Council at each ordinary meeting and by the Finance, Audit & Risk Committee at each ordinary meeting.
Article 5 — Engagement with Regulators and Inspectors
Section 12. All correspondence with a Regulator on a matter of institutional significance shall be issued by or copied to the Registrar; no officer shall purport to commit the University College to a regulatory position without the prior written authority of the President.
Section 13. Inspectors and auditors authorised by a Regulator shall be afforded full and prompt cooperation; the officer receiving an inspection notice shall inform the Registrar within twenty-four (24) hours of receipt.
Section 14. A directive, sanction, fine or adverse finding issued by a Regulator shall be reported by the Registrar to the President without delay and to the next meeting of the Finance, Audit & Risk Committee and of Council.
Article 6 — Reporting and Annual Compliance Attestation
Section 15. A material breach of a Compliance Obligation, or a credible allegation of such a breach, shall be reported by the responsible officer to the Registrar within forty-eight (48) hours and to the President without delay.
Section 16. The President shall submit to Council, at the Annual General Meeting, a written Compliance Attestation certifying that, to the best of the President's knowledge and based on the work of the compliance framework, the University College has complied in all material respects with its Compliance Obligations during the year, and identifying any material breach and the remedial action taken.
Section 17. The Compliance Attestation shall be supported by a report of the Director of Internal Audit on the operation of the compliance framework during the year.
Article 7 — Review and Amendment
Section 18. This Policy shall be reviewed by Council, on the recommendation of the Finance, Audit & Risk Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Protects staff and students who report wrongdoing in good faith.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Whistleblower Protection Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and is to be read with the Whistleblower Act, 2006 (Act 720) of the Republic of Ghana, the provisions of which prevail in the event of any inconsistency.
Section 3. This Policy applies to every member of staff, student, member of Council, contractor, consultant, volunteer and former member of any of those classes, in respect of disclosures concerning the affairs of the University College.
Article 2 — Definitions
Section 4. In this Policy: "Disclosure" means the communication of information that the discloser reasonably believes evidences improper conduct in the affairs of the University College; "Improper Conduct" means an act or omission constituting a criminal offence, a breach of statutory or fiduciary duty, a miscarriage of justice, fraud, corruption, financial mismanagement, danger to health or safety, environmental damage, safeguarding harm, research misconduct, or the deliberate concealment of any such matter; "Detrimental Action" means dismissal, demotion, suspension, transfer, withholding of promotion, harassment, victimisation or any other adverse treatment occasioned by or contributed to by a Disclosure; "Designated Officer" means an officer authorised under Section 7 to receive Disclosures.
Article 3 — Channels of Disclosure
Section 5. A Disclosure may be made in writing, by email, by telephone or in person to any of the following Designated Officers: (a) the Internal Auditor; (b) the Registrar; (c) the Chair of the Finance, Audit & Risk Committee of Council; or (d) the Chair of Council where the Disclosure concerns the President or the Internal Auditor.
Section 6. The University College shall maintain a confidential hotline and a dedicated email address for the receipt of Disclosures, the contact details for which shall be published on the University College intranet, in the Staff Handbook and in the Student Handbook.
Section 7. The Council shall, by resolution recorded in the minutes, designate the officers listed in Section 5 and may from time to time vary that designation by further resolution.
Section 8. Anonymous Disclosures shall be received and acted upon to the extent practicable, save that the absence of a named discloser may limit the investigation and the feedback that can be given.
Article 4 — Protection of the Discloser
Section 9. No discloser who makes a Disclosure in good faith and on reasonable grounds shall suffer Detrimental Action, whether or not the Disclosure is ultimately substantiated.
Section 10. The identity of the discloser and the contents of the Disclosure are confidential and shall not be revealed to any person save with the written consent of the discloser, or where disclosure is required by law or is strictly necessary for the conduct of the investigation, in which case the discloser shall be informed in advance.
Section 11. Any person who takes or threatens Detrimental Action against a discloser, or who attempts to identify a discloser without authority, commits gross misconduct and is liable to summary dismissal or, in the case of a student, expulsion, in addition to any criminal liability.
Section 12. A discloser who believes they have suffered or are at risk of Detrimental Action may, at any time, request interim protective measures from the Registrar, which may include reassignment, paid leave or supervisory rearrangement pending resolution.
Article 5 — Investigation and Feedback
Section 13. The Designated Officer who receives a Disclosure shall acknowledge it in writing within five (5) working days, assess admissibility within fifteen (15) working days, and refer admissible Disclosures to an Investigator appointed by the Chair of the Finance, Audit & Risk Committee.
Section 14. Investigations shall be conducted in accordance with the rules of natural justice, shall be completed within ninety (90) days unless extended in writing for stated cause, and shall be documented in a written report submitted to the Finance, Audit & Risk Committee.
Section 15. The discloser shall be informed in writing of the outcome of the investigation and of the action taken, to the extent that disclosure of those matters does not prejudice the rights of third parties or breach any legal duty.
Section 16. A discloser dissatisfied with the handling of a Disclosure may appeal in writing to the Chair of Council, whose decision is final within the University College and is without prejudice to any external remedy available to the discloser under law.
Article 6 — False, Malicious and Vexatious Disclosures
Section 17. A Disclosure made knowingly false, or made maliciously or for personal gain, is not protected under this Policy and may itself constitute misconduct attracting disciplinary action.
Section 18. A Disclosure made in good faith that is not substantiated on investigation remains protected, and no action shall be taken against the discloser by reason only of the lack of substantiation.
Article 7 — Review and Amendment
Section 19. This Policy shall be reviewed by Council not less than once every three (3) years and may be amended by resolution of Council on notice of the proposed amendment circulated with the agenda not less than fourteen (14) clear days before the meeting.

Criteria and process for promotion across academic ranks.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Academic Promotion Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every application for promotion within the academic cadres of the University College.
Section 3. This Policy binds every applicant, Head of Department, Dean, external assessor and the Appointments and Promotions Board.
Article 2 — Minimum Criteria by Rank
Section 4. Lecturer to Senior Lecturer: PhD held; minimum three (3) years post-PhD teaching at Lecturer rank at Southshore or a peer institution; at least six (6) peer-reviewed publications (or equivalent creative outputs) of which two (2) are in journals of recognised standing; mean student-evaluation score of not less than 4.0/5.0 over the assessment window; and evidence of substantive service (committee, supervision, outreach).
Section 5. Senior Lecturer to Associate Professor: PhD and at least five (5) years at Senior Lecturer rank; at least twelve (12) peer-reviewed publications since the last promotion, including journals indexed in Scopus/Web of Science and at least one (1) authored or edited book or equivalent monograph; supervision of at least two (2) Masters or one (1) PhD candidate to completion; and demonstrated national academic reputation.
Section 6. Associate Professor to Professor: PhD and at least five (5) years at Associate Professor rank; sustained scholarly output (typically twenty (20) or more publications since last promotion); at least one (1) authored book; supervision of at least one (1) PhD candidate to completion; and demonstrated international reputation through invited keynotes, editorial board memberships and external research income.
Section 7. The weighting of the three pillars in the assessment score shall be: Teaching 40%, Research and Scholarship 40%, Service and Outreach 20% for Senior Lecturer; 35/45/20 for Associate Professor; and 30/50/20 for Professor.
Article 3 — External Assessment and Decision
Section 8. Applications for Associate Professor and Professor shall be externally assessed by not fewer than three (3) Professors in the discipline, at least one (1) from outside Ghana, selected by the Appointments and Promotions Board from a list jointly proposed by the candidate (three names) and the Head of Department (three names); the candidate has no veto.
Section 9. External assessors shall receive a standard brief, the candidate's curriculum vitae and three (3) best publications; reports are confidential to the Board and shall be received within sixty (60) days.
Section 10. The Appointments and Promotions Board, chaired by the President, shall decide by simple majority; a tied vote fails. Decisions shall be communicated in writing within fourteen (14) days with reasons.
Section 11. An unsuccessful candidate may not re-apply for the same promotion within twenty-four (24) months; an appeal on procedural grounds lies to a Council Appeals Committee within thirty (30) days.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Academic Board not less than once every three (3) years and may be amended by resolution of Council at any time.
Equitable distribution of teaching, research, and service responsibilities among academic staff.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Academic Workload Allocation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every full-time academic member of staff of the University College and, with appropriate adjustment, to part-time academic staff.
Section 3. This Policy shall be administered by Heads of Department under the supervision of the Dean and the Vice-President.
Article 2 — Standard Workload Model (Per Academic Year)
Section 4. The full-time academic baseline shall be 1,650 notional hours per year, divided as Teaching 40% (660 hours), Research 40% (660 hours) and Service 20% (330 hours); ratios shall adjust by rank — Professors 30/50/20 and Lecturers 50/35/15.
Section 5. Teaching contact hours shall be a minimum of six (6) and a maximum of twelve (12) per week (lectures, seminars, labs, clinical sessions), with each contact hour weighted by a preparation factor: new course 3.0; established lecture 2.0; laboratory or studio 1.5; seminar 2.0.
Section 6. Supervision load (counted in Teaching) shall be: each PhD candidate 60 hours per year; each MPhil candidate 30 hours; each undergraduate final-year project 8 hours; subject to supervision caps under the Supervision Policy.
Section 7. Service load shall include course coordination, programme leadership, committee work, Examinations Officer duties, admissions interviewing and external community engagement, each tariffed in the published Workload Tariff Manual.
Article 3 — Annual Workload, Equity and Appeal
Section 8. Heads of Department shall issue an individual Workload Allocation in writing by 31 August for the following academic year; published anonymised summaries shall be circulated to enable transparency within the department.
Section 9. Variance between any two staff of the same rank shall not exceed ±15% of total weighted load without written justification.
Section 10. Pregnant staff, staff returning from parental leave (in the first twelve (12) months), new appointees (first two (2) semesters) and staff with major disabilities shall receive an automatic reduction of up to thirty per cent (30%) of teaching weighting.
Section 11. Appeal of a workload allocation lies to the Dean within fourteen (14) days; the Dean shall decide within fourteen (14) days, with a final appeal to the Vice-President.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Academic Board not less than once every three (3) years and may be amended by resolution of Council at any time.
Commitment to non-discrimination and inclusion in employment and study.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Equal Opportunity and Diversity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to admissions, recruitment, promotion, remuneration, training, accommodation and discipline within the University College.
Section 3. This Policy shall be read together with the Persons with Disability Act, 2006 (Act 715), the Labour Act, 2003 (Act 651) and the Constitution of Ghana, 1992.
Article 2 — Protected Characteristics and Prohibited Conduct
Section 4. Discrimination on the basis of sex, gender identity, marital or family status, pregnancy, ethnicity, religion, disability, HIV status, age, political opinion or socio-economic background is prohibited in admissions, recruitment, promotion, remuneration, training, accommodation and discipline.
Section 5. Direct discrimination, indirect discrimination, harassment, victimisation and instructions to discriminate are all prohibited and shall be disciplinable under the Staff or Student Codes as Category B or Category C offences depending on severity.
Section 6. Reasonable accommodation shall be provided to persons with disabilities and to pregnant or nursing staff and students, consistent with the Disability Policy and the Persons with Disability Act, 2006 (Act 715).
Article 3 — Targets, Monitoring and Accountability
Section 7. Gender targets: not less than 40% of new academic appointments, 40% of senior leadership positions and 50% of Council membership shall be women within five (5) years, tracked annually.
Section 8. Regional equity: not less than 25% of fully-funded scholarships and not less than 20% of new staff appointments shall be filled from the Northern, Upper East, Upper West, Volta and Oti regions.
Section 9. An Equality Impact Assessment shall accompany any new human-resources or academic policy submitted to Council.
Section 10. A diversity scorecard shall be published in the Annual Report; failure to meet a target without documented reason shall trigger a written action plan by the responsible Dean or Director.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by Council on the recommendation of the HR Director not less than once every three (3) years and may be amended by resolution of Council at any time.
Entitlements and procedures for annual, sick, maternity, paternity, and study leave.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Leave Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every employee of the University College save where a contract of employment expressly provides terms not less favourable.
Section 3. This Policy shall be administered in conformity with the Labour Act, 2003 (Act 651) and other applicable enactments.
Article 2 — Entitlements (Per Leave Year Unless Stated)
Section 4. Annual leave shall be: senior members thirty (30) working days; senior staff twenty-five (25); junior staff fifteen (15); accruing pro-rata from the first day of service; carry-over capped at ten (10) days; cash-out only on separation.
Section 5. Sick leave shall be up to twelve (12) working days per year on self-certification; beyond twelve days requires a medical certificate from a registered practitioner; long-term illness shall be dealt with under the Medical Boarding section of the Retirement Policy after one hundred and eighty (180) cumulative days in any twelve-month period.
Section 6. Maternity leave shall be ninety (90) calendar days fully paid as required by section 57 of the Labour Act, 2003; an additional twenty-one (21) days for caesarean delivery or multiple births; nursing breaks of one (1) hour per working day for the first year after return.
Section 7. Paternity leave shall be ten (10) working days fully paid, taken within the first sixty (60) days of the child's birth or placement for adoption.
Section 8. Adoption leave shall be the same as maternity (90 days) for the primary adopting parent of a child under five (5); ten (10) days for the secondary adopting parent.
Section 9. Compassionate (bereavement) leave shall be five (5) working days for the death of a spouse, child, parent or sibling; two (2) days for in-laws or grandparents.
Section 10. Examination and study leave shall be up to fifteen (15) working days per year for examinations of a programme approved under the Training Policy.
Section 11. Special leave without pay may be granted up to twelve (12) months at the discretion of the President.
Article 3 — Application, Approval and Recording
Section 12. Leave applications shall be submitted in the HR system at least fourteen (14) days in advance for annual leave exceeding five (5) days, and as soon as practicable for emergency or sick leave (within forty-eight (48) hours and supported by certificate where required).
Section 13. Leave during a semester is permitted to academic staff only outside teaching weeks and after written cover arrangements have been approved by the Head of Department.
Section 14. All annual leave shall ordinarily be taken within the leave year; outstanding balances shall be scheduled by the line manager and accumulating leave to fund a cash-out at separation is not permitted.
Section 15. Working while on sick leave or while abroad on annual leave without prior written approval is a Category A or B disciplinary offence depending on circumstances.
Article 4 — Review and Amendment
Section 16. This Policy shall be reviewed by Council on the recommendation of the HR Director not less than once every three (3) years and may be amended by resolution of Council at any time.
Conditions under which staff may undertake outside paid work.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Outside Employment and Private Practice Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every full-time employee of the University College in respect of any outside paid work.
Section 3. This Policy shall be read together with the Staff Code of Conduct and the Conflict of Interest Policy.
Article 2 — Approval, Caps and Remittance
Section 4. All outside paid work (including consulting, board membership, expert witness work, locum work, private clinic and contracted teaching at another institution) shall require prior written approval by the Head of Department, the Dean and the Registrar; approval shall be reviewed annually.
Section 5. The maximum time commitment shall be forty (40) working days per calendar year, of which no more than four (4) days in any month, and never during contracted teaching hours; consulting on weekends or annual leave shall not count provided it does not impair duties.
Section 6. Where the consulting is sourced through the University College's name, brand, facilities or referral, twenty per cent (20%) of gross fees shall be remitted to the relevant Faculty Development Fund; pure personal consulting clearly distinguished from Southshore shall be remitted at a five per cent (5%) administrative levy.
Section 7. Use of University College facilities, students or staff time for private work shall require a written facilities-use agreement and full cost-recovery.
Article 3 — Prohibited and Restricted Engagements
Section 8. Prohibited engagements include those with a current or recent (3-year) competitor for an academic programme of Southshore in a manner that would damage the University College's competitive position; engagements that conflict with a sponsored-research obligation; and engagements that require testimony against the University College.
Section 9. Holding executive office (Chief Executive Officer, Managing Director, Executive Chair) in a private enterprise is prohibited for full-time staff; non-executive directorships are permissible up to a maximum of three (3) boards.
Section 10. Engagement with a regulated entity that the staff member is in a position to regulate (for example external examining of a programme at a competitor) shall require a recusal protocol filed with the Registrar.
Section 11. Failure to disclose, exceeding caps, or using University College time or resources without authorisation is a Category B disciplinary offence; concealment of material conflicts is a Category C offence.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Registrar not less than once every three (3) years and may be amended by resolution of Council at any time.
Annual performance planning, appraisal, and reward of staff.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Performance Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every employee of the University College in respect of performance planning, appraisal, reward and remediation.
Section 3. This Policy shall be administered by the HR Director under the supervision of the President.
Article 2 — Annual Performance Cycle
Section 4. A performance plan shall be agreed by the staff member and line manager by 31 October each year, comprising four to six (4–6) SMART objectives, behavioural competencies and a personal development plan aligned to the Strategic Plan.
Section 5. A mid-year review shall be conducted by 30 April; the full annual appraisal shall be completed by 30 September with a 360° feedback element for managers (peer, direct report and supervisor inputs).
Section 6. The rating scale shall be: 5 = Outstanding, 4 = Exceeds, 3 = Meets, 2 = Partially meets, 1 = Does not meet.
Section 7. The line manager shall be the first appraiser and the next-level manager the moderator; calibration sessions at faculty or division level shall prevent rating inflation, with target distribution of no more than 15% at rating 5, no more than 30% at rating 4 and 1–2% mandatory at rating 1.
Article 3 — Consequences of Ratings
Section 8. Rating 5 — eligibility for the President's Award, an accelerated increment and priority access to development funding.
Section 9. Rating 4 — full annual increment and ordinary access to development funding.
Section 10. Rating 3 — standard increment with specific developmental focus areas agreed.
Section 11. Rating 2 — a Performance Improvement Plan (PIP) of ninety (90) days with weekly check-ins and a clear remediation target; no increment until exit from PIP.
Section 12. Rating 1 — a formal PIP of one hundred and eighty (180) days; failure to exit successfully shall trigger re-assignment, demotion or termination under the Disciplinary Procedure.
Section 13. Refusal to participate in appraisal is itself a Category A or B offence.
Article 4 — Review and Amendment
Section 14. This Policy shall be reviewed by Council on the recommendation of the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Merit-based recruitment of academic and administrative staff.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Recruitment and Appointment Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every recruitment to an established post, whether full-time, part-time or fixed-term, in the academic and administrative cadres.
Section 3. This Policy binds every Search Committee, Head of Department, Dean, Principal Officer and the Council in the exercise of any appointing power.
Article 2 — Advertisement, Shortlisting and Selection
Section 4. Every established post shall be advertised in at least one (1) national daily and on the University College website, the Ghana Tertiary Education Commission portal and, for senior academic posts (Senior Lecturer and above), in at least one (1) international academic outlet (e.g. THE, Chronicle), for not less than twenty-one (21) days.
Section 5. Search Committees shall be constituted as follows: junior posts — Head of Department and two members; senior academic posts (Senior Lecturer and above) — Dean (chair), Head of Department, two senior academics in the discipline, one external academic and a Human Resources representative; Principal Officers — a Council search committee chaired by a lay member of Council.
Section 6. Shortlisting shall be done against a published Person Specification with weighted essential and desirable criteria; interviews shall use a structured panel scoring sheet retained on file for not less than three (3) years.
Section 7. Reference checks (minimum three (3) referees, including the most recent line manager) and qualification verification with the issuing institution are mandatory before any offer of appointment.
Article 3 — Probation, Equity and Prohibited Practices
Section 8. Probation shall be twelve (12) months for senior members and six (6) months for junior staff; extendable once by a further six (6) months on the written recommendation of the line manager; confirmation shall be in writing by the Registrar.
Section 9. Equity targets: not less than thirty per cent (30%) of shortlisted candidates for any post shall be of the under-represented gender; deviations require a Search Committee minute and HR Director sign-off.
Section 10. No member of Council, the President, or a Principal Officer may sit on a panel selecting their spouse, partner, child, sibling, parent or in-law; such candidates shall be declared on the application form.
Section 11. Headhunting and direct appointment without advertisement is permissible only for distinguished scholars at Professorial rank, on the written justification of the President and approval of Council.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the President not less than once every three (3) years, and may be amended by resolution of Council at any time.
Salary structure, allowances, and benefits for all categories of staff.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Remuneration and Benefits Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the remuneration, allowances and benefits of every employee of the University College.
Section 3. This Policy shall be administered by the Bursar in liaison with the HR Director and shall be supervised by the Remuneration Committee of Council.
Article 2 — Pay Structure and Benchmarking
Section 4. A single Southshore Pay Spine of eight (8) grades and twelve (12) points per grade shall apply; placement on the spine shall be by job evaluation using the published Job Evaluation Manual.
Section 5. The Remuneration Committee of Council shall annually review the spine against (a) the public-university benchmark published by GTEC, (b) the Ghana Statistical Service Consumer Price Index, and (c) the University College's affordability envelope.
Section 6. Compa-ratio policy: no individual salary shall exceed 120% of the midpoint of the grade without Remuneration Committee approval, and no offer below 90% of the midpoint shall be made to a fully-qualified candidate.
Section 7. The annual increment is performance-linked under the Performance Management Policy and is not automatic; non-performers shall not progress on the spine.
Article 3 — Allowances, Deductions and Confidentiality
Section 8. Standard allowances include responsibility allowance (heads of unit), risk allowance (laboratory, clinic, security), book and research allowance (senior members) and transport allowance — each at published rates capped as a percentage of basic salary.
Section 9. Statutory deductions include PAYE, SSNIT (Tier-1 and Tier-2), Tier-3 voluntary contributions, GETFund and other levies as required by law.
Section 10. Total monthly deductions (statutory, loans and garnishments) shall not exceed forty per cent (40%) of net pay as required by the Labour Act, 2003.
Section 11. Pay information is confidential; unauthorised disclosure of another person's pay is a Category B offence, but staff may freely discuss the published spine and bands.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Remuneration Committee not less than once every two (2) years and may be amended by resolution of Council at any time.
Retirement age, pension scheme, and end-of-service benefits.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Retirement, Pension and Gratuity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every employee of the University College in respect of retirement, pension entitlements, gratuity and post-retirement engagement.
Section 3. This Policy shall be administered by the HR Director and the Bursar in conformity with the National Pensions Act, 2008 (Act 766).
Article 2 — Retirement Ages and Pension Architecture
Section 4. The mandatory retirement age shall be sixty (60) years for all categories of staff; voluntary retirement on full benefits shall be available from age fifty-five (55) after twenty-five (25) years' qualifying service.
Section 5. Post-retirement contract engagement for Professors and Associate Professors shall be permissible on annual renewable terms up to age sixty-five (65), and exceptionally to seventy (70) for Distinguished Professors approved by Council; total post-60 engagement shall not exceed ten (10) years.
Section 6. The University College shall operate a mandatory three-tier pension as required by the National Pensions Act, 2008: Tier-1 (13.5% to SSNIT), Tier-2 (5% to a licensed Trustee) and Tier-3 voluntary up to 16.5% of basic salary with tax relief.
Section 7. Medical boarding (involuntary retirement on health grounds) shall be on the recommendation of a three-member medical board appointed by the President; the staff member shall retain earned pension and a humanitarian gratuity.
Article 3 — Gratuity, Emeritus Status and Post-Retirement Conduct
Section 8. The end-of-service gratuity shall be one (1) month of last basic salary for each completed year of service for staff not on a Tier-2 occupational scheme; for those on Tier-2, the gratuity shall be in addition to the Tier-2 lump sum only where Council has so resolved.
Section 9. Emeritus and Professor Emerita status may be conferred by Council on retired Professors of distinguished record; emeritus members shall retain library, parking and email privileges and may supervise research and serve on examination boards without remuneration.
Section 10. Pre-retirement counselling and a transition workshop shall be offered not later than twelve (12) months before mandatory retirement.
Section 11. Retired staff shall not represent themselves as serving members and shall not use University College facilities for private commercial activity without a current contract.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the HR Director not less than once every three (3) years and may be amended by resolution of Council at any time.
Eligibility and conditions for sabbatical and other research leave.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Sabbatical and Research Leave Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every senior member of the University College seeking sabbatical or research leave.
Section 3. This Policy shall be administered by the Vice-President and approved by the President on the recommendation of the Academic Board.
Article 2 — Eligibility and Duration
Section 4. A senior member shall be eligible who has completed six (6) years of continuous full-time service at Southshore (or, for joiners with prior service, three (3) years at Southshore plus cumulative six (6) years across institutions) since appointment or since the last sabbatical.
Section 5. The standard sabbatical shall be one (1) semester on full pay, or one (1) academic year on half pay; the staff member may supplement with an external fellowship subject to disclosure.
Section 6. A staff member shall not take a sabbatical and study leave concurrently; sabbaticals shall be staggered so that no department has more than one in six of its senior members away in the same year.
Section 7. Sabbatical is a privilege and not a right; the President may defer a sabbatical by up to one (1) year on documented institutional necessity.
Article 3 — Application, Output and Return of Service
Section 8. Application shall be made twelve (12) months in advance with: a written research or scholarship plan; a host-institution acceptance letter where applicable; a teaching cover plan; and a commitment to specified deliverables (typically two (2) peer-reviewed manuscripts submitted, or one (1) book chapter plus one (1) grant application, or equivalent).
Section 9. The approval pathway shall be: Head of Department, Dean, Academic Board, President; written outcome within sixty (60) days of complete application.
Section 10. A post-sabbatical report shall be submitted within sixty (60) days of return, including evidence of outputs and a public seminar to the Faculty.
Section 11. The return of service shall be not less than twice (2x) the period of sabbatical leave; early departure shall trigger refund of all pay received during sabbatical, recoverable from terminal benefits and from guarantors where applicable.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Academic Board not less than once every three (3) years and may be amended by resolution of Council at any time.
Professional and ethical standards expected of all employees.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Staff Code of Conduct of Southshore university College, 2026 ("this Code").
Section 2. This Code comes into force on 24th January, 2026 and applies to every employee of the University College, whether full-time, part-time, fixed-term, casual or seconded.
Section 3. This Code shall be read together with the contract of employment and shall prevail in the event of inconsistency with any informal practice.
Article 2 — Prohibited Conduct (Defined Categories)
Section 4. Category A (Minor) offences include habitual lateness, unauthorised brief absence, sub-standard record-keeping, minor breach of dress code and discourtesy to colleagues or students. Sanction: verbal counselling escalating to written warning.
Section 5. Category B (Serious) offences include insubordination, misuse of University College resources, careless disclosure of confidential information, persistent failure to meet teaching obligations, abuse of sick leave and undisclosed conflict of interest. Sanction: final written warning, suspension without pay of up to one (1) month, or withholding of an increment.
Section 6. Category C (Grave) offences include fraud, theft, embezzlement, soliciting or accepting a bribe, falsification of academic credentials or research data, plagiarism, examination malpractice (including leaking a paper or altering a grade), sex-for-grades or sexual exploitation of a student, assault, possession of narcotics on campus, leaking confidential examination material and hacking University College systems. Sanction: summary dismissal and, where the conduct discloses a crime, referral to the Ghana Police Service.
Section 7. Outside engagements (consulting, board memberships, private practice) require written prior approval and are capped under the Outside Employment Policy.
Section 8. Gifts and hospitality from a person or entity having or seeking a contractual or regulatory relationship with the University College, valued above GHS 500 in aggregate per donor per year, shall be declared in the Gifts Register; cash gifts of any amount are prohibited.
Article 3 — Confidentiality, Data and Social Media
Section 9. Confidential information (including student records, personnel files, examinations, financial data and Council papers) shall be accessed strictly on a need-to-know basis; unauthorised disclosure is a Category B or C offence depending on harm.
Section 10. Personal data shall be processed in conformity with the Data Protection Act, 2012 (Act 843); storage on personal devices requires encryption and an approved Data Processing Authorisation.
Section 11. Public commentary in a personal capacity on matters affecting the University College shall be clearly distinguished from official communication; staff shall not purport to speak for Southshore without authorisation by the Registrar.
Section 12. Recording of meetings, classes or conversations without the consent of participants is prohibited save where the law expressly permits.
Article 4 — Review and Amendment
Section 13. This Code shall be reviewed by Council on the recommendation of the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Fair procedures for raising grievances and handling staff misconduct.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Staff Grievance and Disciplinary Procedure of Southshore university College, 2026 ("this Procedure").
Section 2. This Procedure comes into force on 24th January, 2026 and applies to every grievance raised by, or disciplinary allegation against, an employee of the University College.
Section 3. This Procedure shall be construed in conformity with the Labour Act, 2003 (Act 651) and the rules of natural justice.
Article 2 — Grievance Pipeline
Section 4. Stage 1 (Informal): the grievance shall be raised with the immediate supervisor in writing within fifteen (15) working days of the event; resolution target ten (10) working days.
Section 5. Stage 2 (Formal): the complainant shall lodge Form SS/HR-G1 with the HR Director; the HR Director shall convene a Grievance Panel (a senior member outside the complainant's reporting line, an HR officer and a peer-grade member nominated by the staff association) which shall sit within twenty-one (21) days.
Section 6. Stage 3 (Appeal): an appeal shall lie in writing to the President within fourteen (14) days; the President may decide or refer to a Council Appeals Committee; the decision is final within the University College.
Section 7. No staff member shall be subjected to detriment for raising a grievance in good faith; victimisation is itself a Category B offence.
Article 3 — Disciplinary Procedure
Section 8. On a credible allegation, the HR Director shall serve a written charge sheet within ten (10) working days, particularising the conduct, the rule breached and the category of offence.
Section 9. Pending investigation, the President may suspend a staff member on half pay where the alleged offence is Category C, or where presence would prejudice the investigation; suspension shall not exceed sixty (60) days save with written extension by Council.
Section 10. The hearing shall be conducted by a Disciplinary Committee chaired by the Vice-President for senior members, or by the Registrar for junior staff; the respondent is entitled to seven (7) days' notice, written particulars, representation by a colleague or trade-union officer, and to call and cross-examine witnesses.
Section 11. Decisions shall be in writing within fourteen (14) days; appeal lies to the President within fourteen (14) days; ultimate recourse lies to the National Labour Commission under the Labour Act, 2003.
Article 4 — Review and Amendment
Section 12. This Procedure shall be reviewed by Council on the recommendation of the HR Director not less than once every three (3) years and may be amended by resolution of Council at any time.
Continuous professional development for academic and administrative staff.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Staff Training and Development Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every employee of the University College in respect of continuing professional development, sponsored study and structured mentoring.
Section 3. This Policy shall be implemented under the supervision of the President with operational responsibility resting with the HR Director.
Article 2 — Training Budget, Planning and Minimums
Section 4. The University College shall budget not less than two per cent (2%) of the annual personnel emoluments envelope for staff training and development.
Section 5. Every staff member shall complete not less than forty (40) hours of structured continuing professional development per year; teaching academics shall additionally complete the Southshore Teaching Certificate within the first eighteen (18) months of appointment.
Section 6. The Annual Training Needs Assessment shall be undertaken by 31 March; the Annual Training Plan shall be approved by the President by 31 May and reported quarterly to the Welfare Committee.
Section 7. Eligible activities include short courses, conference presentations (not mere attendance beyond one per year), structured mentoring, Higher-Education-Academy-aligned teaching workshops, postgraduate study and recognised professional certifications.
Article 3 — Sponsorship and Bonding
Section 8. Sponsorship for a Master's programme requires three (3) years' substantive service; for a doctoral programme, five (5) years; in disciplines of strategic shortage the President may waive this on written justification.
Section 9. The bond of return service shall be one (1) year of bonded service per six (6) months of sponsored study, capped at five (5) years; the bond shall be secured by two (2) guarantors and a bond document executed before the Registrar.
Section 10. Early termination, failure to complete, or failure to return within ninety (90) days of award shall trigger refund of the pro-rata sponsorship plus the prevailing 91-day Treasury Bill rate; guarantors shall be jointly and severally liable.
Section 11. On return, the sponsored staff member shall deliver, within ninety (90) days, a written knowledge-transfer report and a public seminar to the Faculty.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Leadership continuity through succession planning and acting appointments.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Succession Planning and Acting Appointments Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the planning of leadership continuity, the maintenance of succession maps and the making of acting appointments within the University College.
Section 3. This Policy shall be administered by the President's Office under the oversight of the Appointments and Promotions Board.
Article 2 — Critical Positions and Pipeline
Section 4. The critical positions for succession planning shall be the President, Vice-President, Registrar, Bursar, Director of Internal Audit, Director of ICT, Director of Human Resources, Director of Estates, all Deans and all Heads of Department.
Section 5. For every critical position, a Succession Map shall be maintained by the President's Office identifying a ready-now successor, a ready-in-two-years successor and a longer-term candidate, together with their development gaps and plans.
Section 6. Succession Maps shall be reviewed annually by the Appointments and Promotions Board and reported in summary to Council; individual names shall remain confidential.
Section 7. A targeted Leadership Development Programme shall be delivered annually to identified successors and sponsored from the Staff Training budget.
Article 3 — Acting Appointments
Section 8. An Acting appointment may be made by the President (for Heads of Department and below) or by Council (for Principal Officers) where a vacancy or absence exceeds thirty (30) consecutive days.
Section 9. The maximum duration of an Acting appointment shall be twelve (12) months; one (1) renewal of up to six (6) months shall be permissible only with Council approval and with a published recruitment plan in progress.
Section 10. An Acting Allowance equal to the difference between the substantive grade midpoint and the Acting grade midpoint shall be payable for any Acting period exceeding thirty (30) days, payable in arrears each month.
Section 11. Acting in a position does not confer a preferential right to the substantive appointment; the post shall be advertised and filled under the Recruitment Policy.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Prevention and handling of sexual harassment in the workplace.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Workplace Sexual Harassment Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every member of staff, contractor, visitor and third party in any setting connected to the work of the University College, including online platforms used for work.
Section 3. This Policy shall be read together with the Student Anti-Harassment and Sexual Misconduct Policy and the Staff Code of Conduct.
Article 2 — Defined Prohibited Conduct
Section 4. Sexual harassment includes unwelcome physical contact; sexually-suggestive comments, jokes, gestures, images or messages (including via WhatsApp, email or social media); requests for sexual favours linked to any benefit (recruitment, promotion, increment, performance rating, training opportunity); persistent unwanted attention; and display of sexually-explicit material in work spaces.
Section 5. Quid pro quo and hostile-environment harassment shall both be actionable; a single sufficiently serious incident shall be sufficient to ground a finding.
Section 6. Sexual or romantic relationships between a staff member and a person whose remuneration, promotion, appraisal or work allocation the staff member can influence are prohibited; pre-existing relationships shall be disclosed to the HR Director within thirty (30) days of this Policy or the relationship's commencement.
Section 7. Third-party harassment (by visitors, contractors or suppliers) shall be equally covered; the University College shall take reasonable steps to prevent and address it.
Article 3 — Reporting, Investigation, Sanctions and Protection
Section 8. Reports may be made to: the Title IX or Safeguarding Officer (primary), the HR Director, the Vice-President, or any female senior member designated as a Confidential Listener; anonymous reports shall be accepted via the secure portal.
Section 9. Acknowledgement shall be issued within twenty-four (24) hours; interim measures (no-contact, work reassignment, alternative reporting line) within seventy-two (72) hours; investigation concluded within sixty (60) days; the standard of proof shall be the balance of probabilities.
Section 10. Mandatory sanctions shall be: dismissal for sexual assault, sexual exploitation of a junior and quid-pro-quo demands; written warning, demotion or dismissal for other proven harassment depending on severity and pattern.
Section 11. Retaliation against a complainant, witness or supporter is itself a Category C offence; the burden of disproving retaliation shall shift to the alleged retaliator once a complaint has been made within the preceding twelve (12) months.
Section 12. Annual training shall be mandatory; new staff shall complete the e-learning module within thirty (30) days of appointment.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the Safeguarding Officer not less than once every two (2) years and may be amended by resolution of Council at any time.

Conditions for using personal devices to access institutional systems.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Bring Your Own Device Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every personally-owned device used to access institutional services beyond public webmail and the public learning management system.
Section 3. This Policy shall be read together with the ICT Acceptable Use Policy, the Data Protection Policy and the Information Security and Cybersecurity Policy.
Article 2 — Eligibility and Minimum Security
Section 4. Bring-your-own-device access to institutional services beyond webmail and the learning management system shall require written enrolment of the device in the Mobile Device Management system and acceptance of the BYOD Acceptable Use Undertaking.
Section 5. The minimum device standards shall be: an operating system within vendor support; security patches applied within thirty (30) days of release; a screen-lock of not less than a six (6) digit personal identification number or biometric equivalent; full-device encryption; and reputable anti-malware where applicable. Rooted or jailbroken devices shall be barred.
Section 6. Sensitive data, including research data, personal data of others and financial records, shall not be stored on personally-owned devices and shall be processed only through approved sandboxed applications.
Section 7. On a public, shared or family device, personal accounts shall be signed out at the end of each session; the saving of institutional credentials in personal password managers shared with others is prohibited.
Article 3 — Remote Wipe, Liability and Exit
Section 8. The University College reserves the right to remotely wipe its container or, where the device's design so requires, the whole device, in the event of loss, theft, suspected compromise or termination of the user's relationship with the University College; the user acknowledges that personal data may be irrecoverably affected and shall maintain personal backups.
Section 9. The Directorate of ICT shall not repair, insure or replace personally-owned devices; reasonable troubleshooting support for connectivity to institutional services shall be offered on a best-efforts basis.
Section 10. On separation from the University College, the user shall, within seven (7) days, return any institutional data held on the personally-owned device or permit its remote removal and shall sign a Data Disposal Attestation.
Section 11. Failure to enrol an in-scope device or any removal of Mobile Device Management controls shall suspend institutional access automatically.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the ICT Steering Committee not less than once every two (2) years and may be amended by resolution of Council on the recommendation of the President at any time.
Backup, restoration, and disaster-recovery of critical ICT systems and data.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Data Backup and Disaster Recovery Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every system of the University College tiered as Tier-1, Tier-2 or Tier-3 in the Business Impact Analysis.
Section 3. This Policy shall be read together with the Information Security and Cybersecurity Policy and the Enterprise Risk Management Policy.
Article 2 — Backup Architecture and Retention
Section 4. The 3-2-1-1 rule shall apply: three (3) copies of data, on two (2) different media, with one (1) copy off-site and one (1) copy immutable or offline (air-gapped or object-lock) to defeat ransomware.
Section 5. For Tier-1 systems (Student Information System, Finance System, learning management system and email), a full backup shall be performed daily and a transaction-log backup every fifteen (15) minutes; Tier-2 systems shall be incrementally backed up daily and Tier-3 systems weekly. Retention shall be thirty (30) daily, twelve (12) monthly and seven (7) yearly backups.
Section 6. Every backup shall be encrypted in transit and at rest with AES-256; backup credentials shall be separated from production credentials; access to backup consoles shall be strictly logged and limited to two (2) named administrators.
Section 7. Backups shall be stored in two (2) geographically separated locations — on-site at the campus data centre and off-site at an approved cloud, sister institution or secure colocation — not less than one hundred (100) kilometres apart.
Article 3 — Recovery Objectives and Testing
Section 8. The Recovery Time Objectives shall be: Tier-1 not exceeding four (4) hours; Tier-2 not exceeding twenty-four (24) hours; and Tier-3 not exceeding seventy-two (72) hours. The Recovery Point Objectives shall be: Tier-1 not exceeding fifteen (15) minutes; Tier-2 not exceeding twenty-four (24) hours; and Tier-3 not exceeding seven (7) days.
Section 9. Restoration testing shall be performed monthly on a sample of backups at file level and quarterly for full-system restores; results shall be logged and reported to the Audit Committee semi-annually.
Section 10. A full Disaster Recovery exercise simulating the loss of the primary data centre shall be conducted annually with a written After-Action Report, and gaps shall be remediated within ninety (90) days.
Section 11. A Business Continuity Plan, comprising manual workarounds, vendor escalation contacts and a communications tree, shall complement this Policy and shall be reviewed annually and after every major incident.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Director of ICT in consultation with the Director of Internal Audit not less than once every two (2) years, and may be amended by resolution of Council at any time.
Compliance with data protection laws when handling personal information.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Data Protection Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and gives effect to the Data Protection Act, 2012 (Act 843) and the directives of the Data Protection Commission.
Section 3. This Policy applies to every processing of personal data carried out by or on behalf of the University College, irrespective of medium or location, and binds every member of staff, student, contractor and processor.
Article 2 — Lawful Basis, Principles and Roles
Section 4. The University College is a registered Data Controller under Act 843; the Registrar shall be the Accountable Person and the Director of ICT shall be the Data Protection Officer ("the DPO").
Section 5. Personal data shall be processed only on a clearly identified lawful basis (statutory duty, contract, consent, legitimate interest, vital interest or public interest), which shall be recorded in the Record of Processing Activities.
Section 6. Every processing activity shall observe the principles of lawfulness, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality, and accountability.
Section 7. Sensitive personal data, including health, biometric, genetic, religious, criminal-record and sexual-orientation data, shall be processed only with explicit consent or a specific legal basis, on a strict need-to-know basis, and shall be encrypted at rest.
Article 3 — Rights, Transfers and Breach Handling
Section 8. Data subjects shall have the right to be informed, to access their data, to rectify inaccurate data, to erase data no longer needed, to restrict or object to processing and to complain to the Data Protection Commission; Subject Access Requests shall be honoured within thirty (30) days at no charge for routine requests.
Section 9. International transfers of personal data outside Ghana shall require an adequacy assessment or appropriate safeguards (standard contractual clauses, binding corporate rules or explicit informed consent); transfers of student data to an overseas partner shall be governed by a written Data Sharing Agreement.
Section 10. A Data Protection Impact Assessment shall be mandatory for any new processing involving sensitive data, profiling, automated decision-making affecting students or staff, or large-scale monitoring, and shall be approved by the DPO before deployment.
Section 11. An actual or suspected personal data breach shall be reported internally to the DPO within twenty-four (24) hours; the DPO shall notify the Data Protection Commission within seventy-two (72) hours of becoming aware of the breach and shall notify affected data subjects without undue delay where there is a likely risk of significant harm.
Section 12. A breach of this Policy by a member of staff shall be a Category B or C offence under the Staff Code of Conduct and may attract personal criminal liability under Act 843.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the DPO not less than once every two (2) years and may be amended by resolution of Council at any time.
Standards for the use of institutional email and internet services.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Email and Internet Use Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every use of institutional email and to every use of the internet over networks operated by or on behalf of the University College.
Section 3. This Policy shall be read together with the ICT Acceptable Use Policy, the Records Management and Retention Policy and the Data Protection Policy.
Article 2 — Official Communication and Acceptable Use
Section 4. Every member of staff and every student shall be issued a Southshore email account on appointment or matriculation; this shall be the sole channel for official communication, notices, examination results and disciplinary correspondence, and the account holder shall be obliged to check it not less than once on each working day.
Section 5. The auto-forwarding of Southshore email to a third-party address shall be prohibited for staff; a student may opt in to a forwarding rule but the official account shall remain the system of record.
Section 6. Email containing personal data of others, financial information or unpublished research findings shall be sent only to authorised recipients and, for sensitive content, with encryption where the system supports it.
Section 7. Web browsing on University networks shall be filtered to block malware, phishing, gambling and adult content; bypassing the filter by means of a personal virtual private network or proxy shall be a Category A or B offence according to intent.
Article 3 — Prohibited Content, Retention and Exit
Section 8. The following are prohibited: sending spam or chain letters; mass-mailing to staff or student lists without the prior approval of the Registrar; sending content of a harassing, defamatory, hateful or sexually explicit nature; and using University email to conduct a personal business.
Section 9. General email shall be retained for three (3) years from the date of sending or receipt; email of Principal Officers and email on a legal-hold list shall be retained for seven (7) years; thereafter the email shall be automatically deleted subject to the Records Management and Retention Policy.
Section 10. On separation, the mailbox of a member of staff shall be preserved for thirty (30) days, extendable to ninety (90) days by the line manager on operational need, and shall then be deleted; the line manager may, with the written approval of the Director of Human Resources, access work-related correspondence during the preservation window.
Section 11. The use of personal email to conduct University business is prohibited; correspondence on University business sent or received on a personal account shall be a record of the University College and shall be promptly copied to the staff member's Southshore mailbox.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Director of ICT not less than once every two (2) years and may be amended by resolution of Council at any time.
Rules for responsible use of University College networks and devices.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the ICT Acceptable Use Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every user of the University College's ICT resources, including staff, students, contractors, visitors and any person granted an account or network access.
Section 3. In this Policy, "ICT resources" means the institutional network, email, telephony, devices, cloud accounts, learning management system, identity services and any system procured or operated by or on behalf of the University College.
Article 2 — Permitted Use and Prohibited Conduct
Section 4. ICT resources are provided primarily for teaching, learning, research and administration; limited personal use is tolerated provided that it is lawful, modest and does not impair availability or security.
Section 5. The following are absolutely prohibited: accessing or distributing child sexual abuse material, terrorist content or material inciting hatred; hacking, port-scanning or vulnerability testing without the written authorisation of the Director of ICT; running cryptocurrency miners, peer-to-peer file-sharing of pirated content or commercial websites from University College resources; and bypassing the firewall or content filter using personal virtual private networks or proxies.
Section 6. Use of the Southshore name, crest or logo on a personal site, server or social media account is prohibited save with the Registrar's written authorisation.
Section 7. Loss or theft of a University-issued device shall be reported to the Director of ICT within twenty-four (24) hours so that the device may be remotely wiped.
Article 3 — Account Security, Monitoring and Sanctions
Section 8. Passwords shall be of not less than twelve (12) characters with mixed case, numerals and symbols; password reuse is prohibited; multi-factor authentication is mandatory for every staff account and for every student account used to access grades or financial records.
Section 9. Sharing of credentials is prohibited and each user shall be personally responsible for every activity logged under their account.
Section 10. The University College monitors network traffic, email metadata, system logs and closed-circuit television for security, capacity and compliance purposes; targeted inspection of the contents of an individual's email or files shall require the written authorisation of the President or the Director of Internal Audit and shall be recorded in the Lawful Access Register.
Section 11. Minor breaches shall attract a written warning and temporary account suspension; serious breaches, including unauthorised access, distribution of pirated content or use of another user's account, shall be a Category B or C offence under the Staff or Student Codes and may amount to a criminal offence under the Cybersecurity Act, 2020 (Act 1038) and the Electronic Transactions Act, 2008 (Act 772).
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the ICT Steering Committee not less than once every two (2) years and may be amended by resolution of Council on the recommendation of the President at any time.
Procurement, in-house development, and change management of ICT systems.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the ICT System Acquisition and Development Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every acquisition, in-house development, material upgrade and change of an ICT system used by or on behalf of the University College.
Section 3. This Policy shall be read together with the Procurement Policy, the Information Security and Cybersecurity Policy and the Data Protection Policy.
Article 2 — Business Case, Architecture and Procurement
Section 4. A new system, material upgrade or software-as-a-service subscription with an annual cost of fifty thousand Ghana Cedis (GHS 50,000) or more, or which processes personal data, shall require a written Business Case stating the problem, options, cost-benefit, risk, integration and exit strategy, and shall be approved by the ICT Steering Committee.
Section 5. An Architecture Review by the Director of ICT shall address integration (no system shall create a data island), identity (single sign-on integration shall be mandatory for staff and student systems), data ownership and portability (export shall be available in open formats) and hosting (Ghana residency shall apply where required for personal data).
Section 6. Procurement shall follow the Procurement Policy; every software-as-a-service contract shall include a data processing agreement, sub-processor disclosure, a breach notification service-level not exceeding forty-eight (48) hours, an uptime service-level of not less than 99.5% for Tier-1 systems, an exit clause providing for data export and certified deletion, and audit rights.
Section 7. Vendor lock-in, including proprietary formats with no export, exclusive support arrangements and abusive renewal terms, shall be avoided; every multi-year contract shall include a termination-for-convenience clause.
Article 3 — Secure Development, Testing and Change Control
Section 8. In-house and contracted development shall follow a Secure Software Development Lifecycle comprising threat modelling at design, OWASP Top-10 controls, peer code review, automated static application security testing and dependency scanning in continuous integration, and penetration testing before production release.
Section 9. User Acceptance Testing sign-off by the business owner shall be mandatory before go-live; data migration shall be tested against a documented mapping with sign-off by the data owner.
Section 10. Changes shall be categorised as Standard (pre-approved, low-risk), Normal (Change Advisory Board approved) or Emergency (post-hoc approval at the next Change Advisory Board); the Change Advisory Board shall meet weekly; production changes outside the change window shall require the approval of the Director of ICT.
Section 11. Every production system shall have documented runbooks, a named system owner, monitoring with alerts and an annual review against this Policy; a system failing review shall be remediated within ninety (90) days or decommissioned.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the ICT Steering Committee not less than once every two (2) years and may be amended by resolution of Council on the recommendation of the President at any time.
Safeguards for the confidentiality, integrity, and availability of information assets.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Information Security and Cybersecurity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and gives effect to the Cybersecurity Act, 2020 (Act 1038) and the directives of the Cyber Security Authority.
Section 3. This Policy applies to every information asset of the University College and binds every user, system owner and processor.
Article 2 — Technical Security Baseline
Section 4. Access control shall be least-privilege and role-based; privileged accounts shall be separated from day-to-day accounts, protected by multi-factor authentication, time-boxed and reviewed quarterly.
Section 5. All University-issued laptops shall have full-disk encryption (BitLocker or FileVault) and centrally-managed anti-malware; operating system and browser patches shall be applied within fourteen (14) days of vendor release and within seventy-two (72) hours for critical vulnerabilities (CVSS score of 9.0 or above).
Section 6. The network shall be segmented (staff, student, research, IoT and guest); the perimeter firewall shall enforce default-deny egress for sensitive segments; intrusion-detection logs shall be retained for not less than one hundred and eighty (180) days; remote administration shall be conducted only over the institutional virtual private network with multi-factor authentication.
Section 7. Data in transit shall be protected by TLS 1.2 or above; data at rest in any database containing personal data shall be encrypted with AES-256; SSH and SFTP shall be the only permissible terminal and file-transfer protocols, and Telnet and FTP shall be disabled.
Article 3 — Incident Response and Assurance
Section 8. The University College shall be registered with the Cyber Security Authority under Act 1038 and the Director of ICT shall be the designated Point of Contact.
Section 9. A Computer Security Incident Response Team chaired by the Director of ICT shall convene within two (2) hours of a credible major incident and shall operate documented playbooks for ransomware, phishing, data breach, distributed denial-of-service and insider misuse.
Section 10. Severity-1 incidents (institution-wide outage or mass data breach) shall be escalated to the President within one (1) hour and to the Cyber Security Authority within twenty-four (24) hours; Severity-2 incidents shall be reported to the Vice-President within four (4) hours; Severity-3 incidents shall be reported to the DPO within twenty-four (24) hours; a post-incident review shall be completed within fourteen (14) days.
Section 11. A penetration test of internet-facing systems shall be performed annually and an internal red-team exercise not less than once every two (2) years; findings rated High, Medium and Low shall be remediated within thirty (30), ninety (90) and one hundred and eighty (180) days respectively.
Section 12. Annual cybersecurity awareness training shall be mandatory for all staff and students, and simulated phishing exercises shall be conducted not less than twice in each year.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by the ICT Steering Committee not less than once every two (2) years and may be amended by resolution of Council on the recommendation of the President at any time.
Lifecycle management of physical and electronic records.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Records Management and Retention Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every record of the University College, whether physical or electronic and irrespective of medium or location.
Section 3. This Policy shall be read together with the Data Protection Policy and the Legal and Regulatory Compliance Policy.
Article 2 — Classification and Minimum Retention
Section 4. Records shall be classified as Vital (permanent), Important (long retention), Useful (medium retention) or Non-essential (short retention); Vital records include the Charter, Statutes, Council minutes, audited accounts, transcripts and the degrees-awarded register.
Section 5. The standard retention minima shall be: student academic record — permanent; student personal file — twenty-five (25) years from last enrolment; staff personnel file — fifty (50) years from separation; financial vouchers and supporting documents — six (6) years; tax records — six (6) years; contracts — six (6) years from expiry; closed-circuit television footage — ninety (90) days; email — three (3) years for general staff and seven (7) years for Principal Officers; and research data — ten (10) years from publication, with raw data underpinning a clinical or human-subjects study retained for twenty-five (25) years.
Section 6. A record subject to a current or anticipated legal hold, audit, investigation or Subject Access Request shall not be destroyed irrespective of the schedule, and any destruction during such a hold shall be a Category C offence.
Section 7. Each record shall be assigned a Custodian, who shall ordinarily be the head of the originating unit and shall be responsible for the application of the retention schedule.
Article 3 — Storage, Disposal and Archives
Section 8. Physical records shall be stored in lockable, fire-resistant cabinets in the originating unit during the active period and shall then be transferred to the Central Records Repository for semi-active retention, with access logged.
Section 9. Electronic records shall be stored only in approved systems, and storage on personal cloud accounts is prohibited.
Section 10. Time-barred records shall be destroyed by cross-cut shredding (paper), by certified data sanitisation in accordance with NIST SP 800-88 (electronic media) or by physical destruction (end-of-life storage); every disposal shall be logged on the Disposal Register signed by the Records Officer and the Internal Auditor.
Section 11. Records of permanent value shall be transferred to the Southshore Archives on a defined schedule and the Archivist may declassify a record after thirty (30) years subject to the Data Protection Policy and any applicable confidentiality obligation.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Registrar not less than once every three (3) years and may be amended by resolution of Council at any time.
Ethical use of generative AI in teaching, learning, research, and operations.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Responsible Use of Artificial Intelligence Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every use of generative or predictive artificial intelligence in teaching, learning, research and administration by any member of the University College.
Section 3. This Policy shall be read together with the Academic Integrity Policy, the Data Protection Policy and the Research Ethics and Integrity Policy.
Article 2 — Academic Use, Disclosure and Integrity
Section 4. Every Course Outline shall include an explicit clause stating whether generative artificial intelligence is (a) prohibited, (b) permitted with disclosure or (c) integral to the course; the default for assessed work shall be permission with disclosure.
Section 5. Where artificial intelligence is permitted, a student shall include an AI Usage Declaration stating the tools used, the prompts of substance, the sections influenced and an attestation that the final intellectual contribution and the accuracy of the work are the student's own.
Section 6. Submission of artificial-intelligence-generated content without disclosure, or of such content which the student does not understand or cannot defend orally, shall be examination malpractice under the Examinations Policy and a Category A plagiarism offence.
Section 7. The wholesale fabrication of citations, data or quotations using artificial intelligence shall be a Category C academic offence and may amount to research misconduct.
Article 3 — Data Privacy and Prohibited High-Risk Uses
Section 8. Confidential institutional data, personal data of students or staff, research data subject to a confidentiality obligation and unpublished research findings shall not be entered into a public artificial intelligence tool that retains user input for training; only enterprise instances with no-retention contractual terms shall be used.
Section 9. Health, counselling, disciplinary and safeguarding records shall not be processed by any artificial intelligence tool without a Data Protection Impact Assessment approved by the DPO.
Section 10. The following uses are prohibited save with the specific written approval of the President: fully-automated admission, grading, recruitment or disciplinary decisions, in respect of which a qualified human shall make the final decision; biometric mass surveillance; emotion recognition in classrooms or workplaces; and predictive policing of staff or students.
Section 11. The use of artificial intelligence in research involving human participants shall require Ethics Committee approval, an artificial-intelligence-specific risk assessment and the explicit consent of the participants.
Section 12. A member of staff procuring or building an artificial intelligence system shall complete a Model Card (purpose, training data, known biases, evaluation results and human-in-the-loop point) which shall be registered with the DPO before deployment.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by the Academic Board and the ICT Steering Committee not less than once every two (2) years, and may be amended by resolution of Council at any time having regard to evolving regulatory guidance.
Professional use of social media by staff, students, and official channels.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Social Media Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every official social media presence of the University College and to every member of staff or student communicating in a personal capacity on matters touching the University College.
Section 3. This Policy shall be read together with the Branding and Visual Identity Policy, the Data Protection Policy and the Staff and Student Codes of Conduct.
Article 2 — Official Accounts and Brand Control
Section 4. No account may be operated in the name or visual identity of Southshore save by the Marketing and Communications Office or a faculty or unit authorised by it in writing; an Accounts Register shall be maintained and reviewed quarterly.
Section 5. Every authorised account shall have not less than two (2) named administrators, multi-factor authentication enabled and credentials held in the institutional vault; on the separation of an administrator from the University College, credentials shall be rotated within twenty-four (24) hours.
Section 6. Every post representing the University College shall adhere to the brand standards, shall be accessible (alternative text on images, captions on videos) and shall avoid endorsement of any political party or candidate.
Section 7. Use of the Southshore crest in the advertising of any third-party event or product shall require the written approval of the Registrar.
Article 3 — Personal Use, Prohibited Conduct and Crisis Communications
Section 8. A member of staff or student posting in a personal capacity on a matter touching the University College shall include a disclaimer that the views expressed are personal and not those of Southshore and shall not purport to speak officially.
Section 9. The following are prohibited: posting confidential information, including student records, personnel files, examination content and Council papers; harassment, hate speech or threats targeting a member of the University College; sharing intimate images of any person without their consent; and impersonating another member of the University College.
Section 10. Photographs and videos of identifiable students taken in classes, laboratories, halls or events shall not be posted without their written consent; identifiable images of minors shall require the written consent of a parent or guardian.
Section 11. Crisis communications during a Severity-1 incident shall be issued only by the Director of Marketing and Communications on the explicit authority of the President; other accounts shall amplify the official message and shall refrain from independent commentary.
Section 12. Breaches of this Policy shall be disciplinable under the Staff or Student Codes and defamatory posts may attract personal civil liability.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by the Director of Marketing and Communications not less than once every two (2) years and may be amended by resolution of Council at any time.
Lawful acquisition, deployment, and tracking of software across the institution.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Software Licensing and Asset Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every item of software, whether installed or cloud-delivered, used by or on behalf of the University College.
Section 3. This Policy shall be read together with the Procurement Policy and the Asset Management and Disposal Policy.
Article 2 — Acquisition, Register and Audits
Section 4. Software shall be procured through the Director of ICT in accordance with the Procurement Policy; an Approved Software Register, recording publisher, version, licence type, count, expiry and assigned users, shall be maintained in the IT Asset Management system and reconciled quarterly.
Section 5. Open-source software shall be permissible where the licensing terms are compatible with the intended use, the source of the binary is verified and the package is on the Approved Software Register; reciprocal licences shall require legal review where the software is incorporated into a product distributed by the University College.
Section 6. An annual Software Compliance Audit shall be conducted by the Internal Auditor; the University College shall participate in good faith in any publisher audit and shall resolve any shortfall within thirty (30) days.
Section 7. Cloud software-as-a-service subscriptions shall likewise be registered and renewed centrally; the use of personal payment instruments for institutional subscriptions, with subsequent reimbursement, is prohibited.
Article 3 — Prohibited Practices
Section 8. The installation of unlicensed, pirated or cracked software on any device owned by the University College or for any institutional purpose is absolutely prohibited and shall be a Category B or C disciplinary offence; it shall also constitute a breach of the Copyright Act, 2005 (Act 690).
Section 9. The sharing of personal-use licences for institutional purposes is prohibited.
Section 10. End-of-life software, in respect of which the vendor no longer issues security patches, shall be decommissioned within ninety (90) days of the vendor's end-of-life announcement or shall be formally risk-accepted by the Director of ICT with documented compensating controls.
Section 11. The distribution to students of software licensed to the University College for staff use only is prohibited.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Director of ICT not less than once every two (2) years and may be amended by resolution of Council at any time.
Governance of the institutional website, sub-sites, and digital platforms.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Web and Digital Presence Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every public-facing web property of the University College, including the main website, sub-sites, micro-sites and any platform bearing the Southshore identity.
Section 3. This Policy shall be read together with the Data Protection Policy, the Branding and Visual Identity Policy and the Information Security and Cybersecurity Policy.
Article 2 — Governance, Ownership and Approval
Section 4. The main website (southshore.edu.gh) shall be owned by the Marketing and Communications Office in partnership with the Directorate of ICT; every page shall have a named Content Owner and a published date of last review.
Section 5. Each major content area shall have a Content Approver at Director or Dean level; substantive changes shall require the Approver's sign-off; legal and tuition pages shall additionally require the approval of the Registrar or the Bursar, as the case may be.
Section 6. Sub-sites and micro-sites shall require the authorisation of the Director of ICT, shall run on approved templates, shall be hosted on infrastructure of the University College and shall inherit the security and accessibility baselines.
Section 7. Use of the University College domain or any sub-domain by a third party shall require a written Domain Use Agreement; vanity domains and unrelated top-level domains are not permitted.
Article 3 — Accessibility, Security and Content Standards
Section 8. Every public-facing web property shall conform to WCAG 2.1 Level AA; the Director of ICT shall audit conformance annually and shall remediate Level A failures within thirty (30) days and Level AA failures within ninety (90) days.
Section 9. Every page shall be served over TLS only, with HSTS enabled, secure cookies and a Content Security Policy header; vulnerability scanning shall be performed weekly and penetration testing annually.
Section 10. The collection of personal data on a web form shall be governed by the Data Protection Policy, including a recorded lawful basis, purpose-specific consent where required and a privacy notice linked from every form.
Section 11. Photographs and videos of identifiable students or minors shall require recorded consent before publication; takedown requests shall be honoured within fourteen (14) days unless there is a public-interest reason to retain the content.
Section 12. Outdated content, including past events, withdrawn programmes and biographies of retired staff, shall be removed or archived within thirty (30) days of becoming inaccurate.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by the Director of Marketing and Communications in consultation with the Director of ICT not less than once every two (2) years and may be amended by resolution of Council at any time.

Procedures for public requests to access institutional information.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Access to Information and Freedom of Information Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and give effect to the Right to Information Act, 2019 (Act 989).
Section 3. These Guidelines apply to every request to access information held by the University College and bind every officer and unit.
Article 2 — Proactive Disclosure and Request Handling
Section 4. Pursuant to Act 989, the University College shall proactively publish on its website its organisational structure, key policies, a summary of its audited accounts, the annual report, fee schedules, programmes and accreditation status, procurement notices and a register of public-interest decisions of Council.
Section 5. The Registrar, or a delegate of the Registrar, shall be the Information Officer and shall be the single point of contact for requests under Act 989.
Section 6. A request shall specify the information sought; a request shall not be refused for being made in a particular form, and assistance shall be offered to a person with literacy or disability needs.
Section 7. The statutory response timeline shall be: written acknowledgement within seven (7) days; and substantive response within fourteen (14) days, extendable once for a further fourteen (14) days on written notice with reasons.
Article 3 — Exemptions, Fees and Appeals
Section 8. Exempt information, in line with Act 989, shall include information whose disclosure would unreasonably invade personal privacy of a third party, prejudice law enforcement, breach legal privilege, expose research data still subject to a publication embargo or breach a binding confidentiality undertaking; exemptions shall be construed narrowly and partial disclosure with redaction shall be preferred to outright refusal.
Section 9. There shall be no fee for inspection; the actual cost of reproduction may be charged at the published rate; and fees shall be waived for an indigent requester and for a journalistic, research or public-interest request where waiver is in the public interest.
Section 10. A refused requester may seek written internal review by the President within thirty (30) days of the refusal.
Section 11. A requester may further appeal to the Right to Information Commission within sixty (60) days of the internal review decision, and the Commission's decision shall be enforceable in the High Court.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Registrar not less than once every two (2) years and may be amended by resolution of Council at any time.
Consistent use of the Southshore visual identity and voice.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Branding and Communications Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every use of the Southshore name, crest, logo or visual identity in internal and external communications.
Section 3. These Guidelines shall be read together with the Web and Digital Presence Policy and the Social Media Policy.
Article 2 — Visual Identity Standards
Section 4. The primary palette shall be Southshore Navy (#0B2A4A), Southshore Gold (#C5A24A), Stone Grey (#6B7280) and White (#FFFFFF), with supporting accents prescribed by the Brand Manual; off-palette colours shall not be used in official communications.
Section 5. The logo clear-space shall be an exclusion zone of not less than the height of the Southshore monogram on every side; the minimum print width shall be twenty-five (25) millimetres and the minimum digital width ninety-six (96) pixels.
Section 6. Typography shall employ the primary serif (headings) and the primary sans-serif (body) published in the Brand Manual; decorative or system-default fonts shall not be used in published communications.
Section 7. The logo and the crest shall not be stretched, recoloured, rotated, embellished or set on visually clashing backgrounds, and the crest shall be reserved for formal and ceremonial use under the authority of the Registrar.
Article 3 — Approval Workflow and Brand Licensing
Section 8. Every externally-facing communication, including advertisements, press releases, billboards, prospectus and sponsored social posts, shall require the sign-off of the Marketing and Communications Office before publication; routine internal notices shall not.
Section 9. Third-party use of the Southshore name, logo or crest, including sponsor recognition, partnership branding and co-branded merchandise, shall require a written Brand Licence Agreement signed by the Registrar; unauthorised use shall be reported to the Legal Office.
Section 10. All artwork shall be supplied as production-ready files in approved formats, and supplier re-touches without designer sign-off are prohibited.
Section 11. An annual brand audit shall be conducted by the Marketing and Communications Office, and non-conforming materials shall be recalled within thirty (30) days.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Marketing and Communications not less than once every three (3) years and may be amended by resolution of Council at any time.
Frameworks for service learning, outreach, and community partnerships.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Community Engagement and Outreach Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every formal community partnership, outreach project and service-learning activity of the University College.
Section 3. These Guidelines shall be read together with the Research Ethics and Integrity Policy and the Child Protection and Safeguarding Policy.
Article 2 — Partnership Principles and Consent
Section 4. Every formal community partnership shall be governed by a written Memorandum of Understanding signed by the Vice-President, specifying purpose, roles, contributions, duration, data and intellectual-property arrangements, safeguarding and exit.
Section 5. The Free, Prior and Informed Consent of the community shall be obtained before any outreach, research or service-learning intervention, and engagement with traditional authorities shall be observed in line with local custom.
Section 6. Benefit-sharing shall be explicit and communities shall receive tangible value, including training, infrastructure, data products or scholarships, commensurate with their contribution; benefits shall not be contingent on continued participation in research.
Section 7. Cultural property and traditional knowledge shall not be appropriated, and where used in a research output the agreed attribution and any agreed royalties shall be honoured.
Article 3 — Service Learning, Safeguarding and Impact
Section 8. A service-learning component in an academic programme shall be credit-bearing only where there is a documented learning plan, a mentor and a reflective assessment; mere volunteering shall not earn academic credit.
Section 9. Outreach in schools or with minors shall follow the Child Protection and Safeguarding Policy without exception, and outreach in a clinical setting shall observe patient confidentiality.
Section 10. A risk assessment, transport arrangements, insurance and emergency contacts shall be documented before any off-campus deployment of students.
Section 11. An annual Community Engagement Report measuring the number of partnerships, beneficiaries reached, student participation, partner satisfaction and concrete outcomes shall be presented to Council.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Community Engagement not less than once every three (3) years and may be amended by resolution of Council at any time.
Standards of dress for staff, students, and graduation ceremonies.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Dress Code and Professional Appearance Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every member of staff and student on the premises of the University College, in examinations and at formal functions.
Section 3. These Guidelines shall be read together with the Equal Opportunity and Diversity Policy and the Disability and Reasonable Accommodation Policy.
Article 2 — General Standards (Staff and Students)
Section 4. Dress shall be modest, neat and appropriate to the academic environment and the activity; smart-casual or business attire shall be permitted for office settings; and cultural dress, including kente, smock, ankara and batakari, is positively encouraged, especially on each Friday designated as Heritage Day.
Section 5. The following shall not be permitted in classrooms, examinations or formal University College functions: revealing or sheer clothing exposing midriff, undergarments or significant cleavage; clothing bearing profane, hateful or commercially-sponsored slogans inconsistent with University College values; and flip-flops and beach attire outside sports and pool areas.
Section 6. Laboratory, workshop, clinical and field activities shall follow the personal protective equipment requirements of the relevant Health and Safety Standard Operating Procedure, which shall override the general dress standards; closed shoes and tied-back long hair shall be mandatory in laboratories.
Section 7. In examinations the student identification card shall be worn visibly; hooded garments shall not be permitted; and head-coverings shall not be permitted save those worn for religious reasons, subject to identity verification by a same-sex invigilator.
Article 3 — Academic Dress and Accommodation
Section 8. Academic regalia, comprising gown, hood and cap, shall be worn at matriculation, congregation and other ceremonies designated by the Registrar; the colour and trim shall follow the published Southshore Academic Dress Code aligned with rank and discipline.
Section 9. A graduating student shall wear the prescribed academic dress and the Southshore stole; rental and purchase shall be coordinated by the Office of the Registrar at the published rate.
Section 10. Religious accommodation, including the hijab, turban, kippah, cross, prayer beads and similar items of faith, shall be accommodated provided they do not impede safety or, in examinations, identity verification.
Section 11. Any aspect of these Guidelines that operates as a barrier to a person with disability shall be adapted on application under the Disability and Reasonable Accommodation Policy.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Registrar not less than once every three (3) years and may be amended by resolution of Council at any time.
Plans to respond to emergencies and maintain critical operations during disruption.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Emergency Preparedness and Business Continuity Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every emergency response and business continuity activity of the University College.
Section 3. These Guidelines shall be read together with the Enterprise Risk Management Policy, the Health and Safety Guidelines and the Data Backup and Disaster Recovery Policy.
Article 2 — Emergency Response Architecture
Section 4. The Emergency Response Team, chaired by the Vice-President, shall include the Director of Estates (Incident Commander), the Director of Health Services, the Director of ICT, the Director of Security, the Director of Marketing and Communications and the Dean of Students, and shall convene within thirty (30) minutes of any Severity-1 incident.
Section 5. Specific playbooks shall be maintained for, among others, fire and explosion; medical emergency or mass casualty; active assailant or violent incident; building collapse; flood or severe weather; pandemic or public-health emergency; cyber incident; civil unrest; loss of utility; and reputational crisis.
Section 6. External coordination contacts, including the Ghana National Fire Service, the National Ambulance Service, the Ghana Police Service, NADMO, the Ministry of Health and the Cyber Security Authority, shall be maintained and refreshed quarterly.
Section 7. A single Crisis Bulletin shall be issued by the Marketing and Communications Office on the authority of the President, and members of staff and students shall avoid speculative commentary on official channels.
Article 3 — Business Continuity, Drills and Review
Section 8. Each critical service (teaching delivery, examinations, health services, finance, ICT, security, residences and catering) shall have a Business Continuity Plan stating critical processes, Recovery Time and Recovery Point Objectives, alternative workarounds, vendor escalation and roles.
Section 9. Where in-person teaching cannot be delivered for more than two (2) consecutive days, the affected programme shall shift to the documented online or blended contingency under the Teaching and Learning Policy without loss of student progression.
Section 10. A full-building fire drill shall be conducted once per semester; a tabletop exercise per playbook shall be conducted once per year; and a live simulation of a Severity-1 scenario shall be conducted not less than once every two (2) years.
Section 11. A post-incident review shall be conducted within fourteen (14) days; the Business Continuity Plan shall be reviewed annually and after every Severity-1 incident; and lessons learned shall be logged on the Continuous Improvement Register.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Emergency Response Team not less than once every two (2) years and may be amended by resolution of Council at any time.
Reducing the environmental footprint of campus operations and curricula.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Environmental Sustainability Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every operational and academic activity of the University College.
Section 3. These Guidelines shall be read together with the Infrastructure and Estate Master Plan and the Procurement Policy.
Article 2 — Targets and Operational Standards
Section 4. The University College shall reduce its Scope-1 and Scope-2 greenhouse-gas emissions per full-time equivalent by thirty per cent (30%) by 2030 against a 2025 baseline and shall reach net-zero in its operations by 2050.
Section 5. Solar photovoltaic generation shall meet not less than twenty per cent (20%) of daytime electricity demand within five (5) years, and an LED retrofit of every teaching and office space shall be completed within three (3) years.
Section 6. Rainwater harvesting shall be installed on every new building of five hundred (500) square metres or more; consumption shall be monitored by metering for each building; and any leak shall be responded to within twenty-four (24) hours.
Section 7. Waste shall be segregated at source into mixed recyclables, organics, e-waste, hazardous and general streams; a diversion of not less than fifty per cent (50%) from landfill shall be targeted within five (5) years; and single-use plastics shall be phased out from University catering and events within twelve (12) months.
Article 3 — Sustainable Procurement, ICT and Curricula
Section 8. Environmental criteria shall carry not less than ten per cent (10%) of evaluation marks on every tender of one hundred thousand Ghana Cedis (GHS 100,000) or more, and preference shall be given to products with credible eco-labels and to suppliers with published sustainability commitments.
Section 9. End-of-life ICT equipment shall be refurbished for reuse where viable and shall otherwise be disposed of only through handlers licensed by the Environmental Protection Agency.
Section 10. Every undergraduate programme shall include not less than one (1) module addressing sustainability or the United Nations Sustainable Development Goals as relevant to the discipline.
Section 11. An annual Sustainability Report measuring progress against targets shall be published and shall be reviewed by Council.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Estates in consultation with the Health, Safety and Environment Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Planning, approval, and conduct of events held in the name of the University College.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Events and Public Functions Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every event hosted in a venue of the University College or in its name.
Section 3. These Guidelines shall be read together with the Health and Safety Guidelines, the Branding and Communications Guidelines and the Fundraising and Gift Acceptance Policy.
Article 2 — Approval, Risk and Insurance
Section 4. The lead time for approval shall be: ten (10) working days for a small internal event of fifty (50) attendees or fewer; twenty (20) working days for a medium event of fifty-one to two hundred (51–200) attendees; and thirty (30) working days for a large event of more than two hundred (200) attendees or any event with an external guest of honour, media presence or open public attendance.
Section 5. A written Event Plan stating purpose, programme, attendees, venue, budget, risk register and organisers shall be lodged with the Events Office; sign-offs from Legal, Health and Safety, Security, ICT and Catering shall be obtained as applicable.
Section 6. A risk assessment shall be mandatory; an event with more than two hundred (200) attendees, food service, a sports activity, fireworks, amplified sound or alcohol service shall additionally require the explicit approval of the Vice-President.
Section 7. A public event serving food shall use only caterers on the approved list of the University College; insurance shall cover public liability of not less than five million Ghana Cedis (GHS 5,000,000), with additional cover for a high-risk event.
Article 3 — Conduct, Branding and After-Event Reporting
Section 8. The use of the Southshore name and crest at an event shall follow the Branding and Communications Guidelines; sponsor recognition shall be governed by the Fundraising and Gift Acceptance Policy and sponsor inducement to influence an academic outcome is prohibited.
Section 9. Political-party events, partisan rallies and proselytising religious campaigns shall not be hosted in Southshore venues; bona fide academic, civic and inter-faith fora may be permitted with the approval of the Vice-President.
Section 10. Alcohol service shall require the written approval of the President, prohibition of service to anyone under eighteen (18) years or visibly intoxicated, designated drivers or transport arrangements and on-site security; consumption shall cease one (1) hour before the close of the event.
Section 11. An after-event report stating attendance, incidents, expenditure and lessons learned shall be filed within fourteen (14) days, and a major incident shall trigger immediate review by the Health, Safety and Environment Committee.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Events Office not less than once every three (3) years and may be amended by resolution of Council at any time.
Procedures to maintain a safe campus environment.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Health and Safety Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every workplace, laboratory, workshop, hall of residence and outdoor space of the University College.
Section 3. These Guidelines give effect to the Labour Act, 2003 (Act 651) Part XV and the Factories, Offices and Shops Act, 1970 (Act 328).
Article 2 — Governance, Training and Incident Reporting
Section 4. The Director of Estates shall be the appointed Safety Officer of the University College.
Section 5. A Health, Safety and Environment Committee, chaired by the Vice-President and including worker representatives, shall meet quarterly and shall furnish its minutes to Council.
Section 6. Every incident, near-miss, injury or unsafe condition shall be reported on Form SS/HSE-01 within twenty-four (24) hours; a serious injury, including any case reportable under workmen's compensation, hospitalisation or fatality, shall be reported to the Labour Department within forty-eight (48) hours.
Section 7. Annual safety induction shall be mandatory for every member of staff and student; first-aid training shall be provided for not less than one (1) person for every twenty-five (25) staff; and fire-warden coverage shall be maintained for every building.
Article 3 — Emergency, Laboratory and Workshop Safety
Section 8. Fire drills shall be conducted not less than once per semester per building; evacuation assembly points shall be marked; fire alarms shall be tested weekly; extinguishers shall be serviced every six (6) months; and emergency lighting shall be tested monthly.
Section 9. Access to a laboratory or workshop shall be conditional on completion of the relevant safety induction; the prescribed personal protective equipment shall be mandatory; eating, drinking and food storage in laboratories are prohibited; and a pregnant or immunocompromised worker shall be risk-assessed individually.
Section 10. Chemicals shall be stored segregated by hazard class; Safety Data Sheets shall be accessible at the point of use; spill kits shall be located within ten (10) metres; and designated waste streams (chemical, biological, sharps and e-waste) shall be observed.
Section 11. Every person shall enjoy a Stop-Work Authority and may, without fear of reprisal, stop an activity they reasonably believe to be imminently unsafe; retaliation for invoking this authority shall be a Category B disciplinary offence.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Health, Safety and Environment Committee not less than once every two (2) years and may be amended by resolution of Council at any time.
Use of physical and digital library resources by staff and students.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Library and Information Services Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every user of the physical and digital library services of the University College.
Section 3. These Guidelines shall be read together with the Student Code of Conduct and the ICT Acceptable Use Policy.
Article 2 — Borrowing Entitlements and Fines
Section 4. Borrowing limits shall be: undergraduates, four (4) books for fourteen (14) days; postgraduates, six (6) for twenty-one (21) days; junior staff, six (6) for twenty-one (21) days; and senior members, ten (10) for thirty (30) days. Course-reserve and reference items shall be non-circulating or short-loan (three (3) hour or overnight) only.
Section 5. Overdue fines shall be one Ghana Cedi (GHS 1) per day per item for general loans and five Ghana Cedis (GHS 5) per hour for short-loan items, capped in either case at the replacement cost.
Section 6. A user with items overdue for more than thirty (30) days shall be suspended from borrowing, and lost or damaged items shall be charged at full replacement cost together with a twenty-five per cent (25%) administrative fee.
Section 7. A final-year student or a separating member of staff shall clear all loans before the issuance of a transcript, certificate or exit clearance.
Article 3 — Electronic Resources, Inter-Library Loan and Conduct
Section 8. Licensed electronic resources, including databases, e-journals and e-books, shall be for individual academic use only; systematic, automated or bulk downloading shall violate publisher terms and shall be a Category B disciplinary offence carrying the risk of institution-wide loss of access.
Section 9. Off-campus access shall be by the institutional proxy or single-sign-on only, and the sharing of credentials with non-Southshore persons is prohibited.
Section 10. Inter-Library Loan requests shall be made through the library portal, with a standard turnaround of seven (7) to fourteen (14) working days; out-of-pocket courier or copy charges, if any, shall be recovered from the requester.
Section 11. Silent study zones shall prohibit telephone calls; collaborative zones may permit low conversation; food shall be prohibited and only bottled water shall be permitted; and the defacement, removal or mutilation of library materials shall be a Category B disciplinary offence.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the University Librarian not less than once every three (3) years and may be amended by resolution of Council at any time.
Authorised spokespersons and protocol for engaging with the media.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Media Relations and Public Communications Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every engagement with the media in the name of the University College.
Section 3. These Guidelines shall be read together with the Social Media Policy and the Emergency Preparedness and Business Continuity Guidelines.
Article 2 — Designated Spokespersons and Enquiry Handling
Section 4. The designated spokespersons of the University College shall be: the President for institutional strategy and major issues; the Vice-President for academic affairs; the Registrar for governance, statutes, examinations and discipline; the Bursar for finance; and the Director of Marketing and Communications for day-to-day media liaison and crisis communications. A member of staff may speak to the media on a matter within their direct academic expertise only with prior notice to the Marketing and Communications Office.
Section 5. Every media enquiry shall be routed through media@southshore.edu.gh; the Marketing and Communications Office shall acknowledge the enquiry within four (4) hours during working hours and shall triage it to the appropriate spokesperson.
Section 6. The standard turnaround for substantive comment shall be twenty-four (24) hours; a broadcast appearance shall be agreed only against a written briefing and, where possible, a pre-record review.
Section 7. Off-the-record or background conversations shall be avoided as a default and, where unavoidable, ground rules shall be confirmed in writing.
Article 3 — Crisis Communications and Prohibited Conduct
Section 8. Crisis playbooks shall define holding statements for the first sixty (60) minutes, a substantive update within the first four (4) hours, daily briefings until normalisation and a designated Family Liaison spokesperson for any incident involving casualties.
Section 9. The following are prohibited: disclosure of personal information of a student, staff member or victim without consent or lawful basis; speculation as to the cause of an incident before investigation; and partisan political commentary on behalf of the University College.
Section 10. A member of staff posting personal views online concerning a live institutional crisis shall pause until the official line is issued, and the personal-views disclaimer in the Social Media Policy shall continue to apply.
Section 11. Media training shall be provided to every designated spokesperson annually, and a first-time spokesperson shall complete the training within thirty (30) days of designation.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Marketing and Communications not less than once every two (2) years and may be amended by resolution of Council at any time.
Criteria and approval process for naming physical and academic assets.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Naming of Buildings, Facilities and Programmes Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every naming, renaming or de-naming of a building, facility, academic chair, programme or scholarship of the University College.
Section 3. These Guidelines shall be read together with the Fundraising and Gift Acceptance Policy and the Conflict of Interest Policy.
Article 2 — Eligibility, Thresholds and Approval
Section 4. A naming may honour a benefactor whose gift meets the published threshold, a distinguished person (academic, civic or cultural) whose life and work the University College wishes to recognise, or a historical or geographical reference.
Section 5. The minimum gift thresholds shall be: a building, not less than fifty per cent (50%) of construction cost; a lecture hall or theatre, not less than twenty-five per cent (25%) of construction cost; a chair or professorship, not less than the actuarial cost of the chair in perpetuity; a scholarship, not less than ten (10) years of fully-funded equivalent; and a programme, not less than ten (10) years of full operating cost.
Section 6. The approval pathway shall be: proposal to the President; reputational due diligence by the Office of Advancement; recommendation of the Naming Committee; and resolution of Council. A naming shall be for a defined term, typically twenty-five (25) years, renewable, unless conferred in perpetuity by Council.
Section 7. A public unveiling or naming ceremony shall follow the Events and Public Functions Guidelines.
Article 3 — Reputational Review and De-Naming
Section 8. Due diligence shall cover source of wealth, criminal record, sanctions, history of public service, alignment with Southshore values and, in the case of a living person, any continuing controversy.
Section 9. Council may direct de-naming where (a) the donor materially fails on a pledged contribution; (b) the honouree is, by the finding of a court or competent regulator, shown to have engaged in serious wrongdoing materially inconsistent with the values of the University College; or (c) continued use of the name would cause demonstrable harm to the University College.
Section 10. De-naming shall require a resolution of Council supported by not less than two-thirds (2/3) of its members, with notice to the donor or honouree or their estate where practicable.
Section 11. A naming proposed in respect of a serving Principal Officer, member of Council or their spouse or immediate family shall not, as a general rule, be considered until at least five (5) years after the person leaves office.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by Council on the recommendation of the Naming Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Promotion of a healthy campus free from substance abuse.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Smoke, Alcohol and Drug-Free Campus Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every member of staff, student, contractor and visitor on the premises of the University College.
Section 3. These Guidelines shall be read together with the Student Code of Conduct, the Staff Code of Conduct and the Counselling and Mental Health Policy.
Article 2 — Prohibitions and Limited Exceptions
Section 4. Smoking, including the use of e-cigarettes and shisha, is prohibited in every enclosed space, within ten (10) metres of any building entrance, in a vehicle carrying passengers, in a hall of residence and at every public event on campus; designated outdoor smoking points shall be sign-posted at the perimeter only.
Section 5. The possession, sale, distribution or use of any controlled narcotic or psychotropic substance on campus is absolutely prohibited and shall be a Category 3 student offence or a Category C staff offence, with mandatory referral to the Ghana Police Service under the Narcotics Control Commission Act, 2020 (Act 1019).
Section 6. Alcohol shall not be served at a general student event or in a hall of residence; service at a formal University College function shall be permitted only with the written approval of the President and subject to the Events and Public Functions Guidelines (no service to a person under eighteen (18) years of age, no service to an intoxicated person and the provision of designated drivers).
Section 7. Being on duty, in class, in a laboratory or behind the wheel of a University vehicle while under the influence of alcohol or any impairing substance shall be a serious disciplinary offence.
Article 3 — Support, Rehabilitation and Testing
Section 8. A member of staff or student with a substance-use disorder may self-disclose to the Director of Health Services or the Counselling Service in confidence; self-disclosure before discovery shall attract a non-punitive support pathway, comprising treatment, monitoring and a return-to-work or return-to-study agreement.
Section 9. The University College shall maintain a panel of approved rehabilitation providers, including Pantang Hospital, the Accra Psychiatric Hospital and recognised private rehabilitation facilities, and shall arrange referrals; insurance or financial assistance shall be available subject to the Welfare Committee.
Section 10. Awareness campaigns shall be run not less than once per semester in collaboration with the Mental Health Authority and the Narcotics Control Commission.
Section 11. Random or for-cause testing may be conducted only on documented reasonable grounds, with the individual's written consent, by a qualified clinician and with strict confidentiality of results.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Health Services not less than once every three (3) years and may be amended by resolution of Council at any time.
Authorised use, maintenance, and reporting for institutional vehicles.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Transport and Vehicle Use Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every vehicle owned or operated by the University College and to every authorised driver.
Section 3. These Guidelines shall be read together with the Asset Management and Disposal Policy and the Health and Safety Guidelines.
Article 2 — Drivers, Trips and Prohibited Use
Section 4. Only an employee holding a valid Ghanaian Class B or D licence matched to the vehicle category, who has passed the internal driving and defensive-driving check of the University College, shall be authorised to drive an institutional vehicle.
Section 5. Every trip shall require pre-approval on the Vehicle Trip Authorisation form, indicating purpose, route, passengers and estimated return; off-itinerary deviation shall require contemporaneous approval.
Section 6. Use of an institutional vehicle for personal errands, an election campaign, private commercial work or unauthorised passengers (including immediate family without written permission) is prohibited and shall be a Category B or C disciplinary offence.
Section 7. The following shall be mandatory: seat-belts for all occupants; no mobile phone use while driving (hands-free included for novice drivers); zero alcohol and no controlled substance; and strict observance of speed limits.
Article 3 — Maintenance, Accidents and Reporting
Section 8. Each vehicle shall have a logbook recording every trip (date, driver, purpose, start and end odometer and fuel), reconciled monthly against fuel-card data.
Section 9. Preventive maintenance shall be performed in accordance with the manufacturer's schedule and not less frequently than every five thousand (5,000) kilometres or three (3) months; roadworthy and insurance shall at all times be current; and tyres shall be replaced at a tread depth of one point six (1.6) millimetres or less.
Section 10. An accident, regardless of severity, shall be reported to the Transport Officer within one (1) hour and to the Ghana Police Service where there is any injury, third-party damage or where the vehicle is immobilised; the driver shall not admit liability at the scene.
Section 11. A driver responsible for damage caused by reckless or unauthorised use shall bear personal liability for the deductible and any uninsured loss; repeated traffic offences shall attract disciplinary action.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Estates not less than once every two (2) years and may be amended by resolution of Council at any time.
Safe and secure access to campus for visitors, contractors, and vendors.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Visitor and Contractor Access Guidelines of Southshore university College, 2026 ("these Guidelines").
Section 2. These Guidelines come into force on 24th January, 2026 and apply to every visitor, contractor, vendor or service provider entering the premises of the University College.
Section 3. These Guidelines shall be read together with the Health and Safety Guidelines and the Child Protection and Safeguarding Policy.
Article 2 — Visitor Access
Section 4. A visitor shall register at the Main Gate or a designated reception, sign the Visitor Register, present a valid government-issued identification and shall be issued a colour-coded Visitor Badge to be worn visibly at all times.
Section 5. A visitor to an administrative office, hall of residence, laboratory or ICT area shall be escorted by the host at all times; unescorted access to teaching areas shall be limited to common circulation routes.
Section 6. A visitor vehicle shall park only in designated visitor parking; deliveries shall be routed through the Service Gate; and ride-hailing pick-ups shall be at the marked layby only.
Section 7. Photography and filming on campus by a visitor shall require prior written permission of the Marketing and Communications Office, and covert recording is prohibited.
Article 3 — Contractor Access and Obligations
Section 8. A contractor shall be pre-approved on the Approved Contractor List on submission of company registration, SSNIT clearance, tax clearance, public-liability insurance of not less than two million Ghana Cedis (GHS 2,000,000), workmen's compensation cover and a satisfactory safety record.
Section 9. Site induction in Health and Safety, fire, security and code of conduct shall be mandatory before first entry and shall be refreshed annually; contractor staff shall carry a Southshore Contractor Pass bearing their photograph.
Section 10. Hot-work, work-at-height, confined-space and electrical isolation works shall require a Permit to Work signed by the Director of Estates; non-permitted high-risk work shall be a serious safety breach justifying immediate site removal and suspension of the contract.
Section 11. A contractor shall observe the Anti-Harassment and Sexual Misconduct Policy and the Child Protection and Safeguarding Policy while on campus, and a serious breach shall attract blacklisting for not less than three (3) years.
Article 4 — Review and Amendment
Section 12. These Guidelines shall be reviewed by the Director of Security in consultation with the Director of Estates not less than once every two (2) years and may be amended by resolution of Council at any time.

Humane care and ethical use of animals in research and teaching.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Animal Care and Use in Research Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every use of vertebrate animals and cephalopods in research or teaching by or on behalf of the University College.
Section 3. This Policy shall be read together with the Research Ethics and Integrity Policy and the Biosafety and Biosecurity Policy.
Article 2 — Approval, the 3Rs and Humane Endpoints
Section 4. Any use of vertebrate animals or cephalopods in research or teaching shall require the prior written approval of the Institutional Animal Care and Use Committee; the protocol shall specify species, numbers (statistically justified), procedures, anaesthesia, analgesia and humane endpoints.
Section 5. The 3Rs shall be mandatory: animals shall be Replaced with non-animal alternatives wherever possible; numbers shall be Reduced to the minimum statistically necessary; and techniques shall be Refined to minimise pain and distress.
Section 6. Pain category D (more than momentary pain that is unrelieved) shall require specific justification and senior veterinary review; pain category E (severe pain without relief) shall be presumed prohibited save in extraordinary circumstances approved by the Institutional Animal Care and Use Committee and the President.
Section 7. Humane endpoints shall be stated in the protocol, and euthanasia shall be conducted in accordance with the AVMA Guidelines for the Euthanasia of Animals.
Article 3 — Care Standards, Facilities and Oversight
Section 8. Animal facilities shall meet the standards of the Guide for the Care and Use of Laboratory Animals, including environmental controls (temperature, humidity, light cycle), enrichment, social housing where compatible and daily health checks by trained husbandry staff.
Section 9. A licensed veterinarian shall be on call at all times and shall conduct a full facility inspection not less than twice in each year; the Institutional Animal Care and Use Committee shall inspect semi-annually and shall report to Council.
Section 10. Every member of personnel handling animals shall complete certified training, including species-specific handling and aseptic technique, before unescorted access.
Section 11. The records of every animal (acquisition, procedures, drugs and fate) shall be retained for not less than ten (10) years.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Institutional Animal Care and Use Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Safe handling of biological agents and compliance with biosafety standards.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Biosafety and Biosecurity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every laboratory and field activity involving biological agents conducted by or on behalf of the University College.
Section 3. This Policy gives effect to the WHO Laboratory Biosafety Manual and shall be read together with the Research Ethics and Integrity Policy.
Article 2 — Risk Groups, Containment and Personal Protective Equipment
Section 4. Biological agents shall be classified in accordance with the WHO Laboratory Biosafety Manual into Risk Groups 1 to 4 and handled at the matching Biosafety Level (BSL-1 to BSL-4); the facilities of the University College are certified for BSL-1 and BSL-2, and BSL-3 agents shall be handled only at accredited partner facilities.
Section 5. The minimum personal protective equipment shall be: at BSL-1, a laboratory coat, safety glasses and closed shoes; and at BSL-2, additionally gloves, a surgical mask and a splash shield where aerosols are possible, with work conducted in a Class II biosafety cabinet for any procedure carrying aerosol risk. Vaccines, including Hepatitis B, shall be offered to relevant staff.
Section 6. Engineering controls shall include certified biosafety cabinets serviced annually, an eye-wash station within ten (10) seconds of every wet bench, sharps containers within arm's reach and an autoclave for biological waste validated monthly.
Section 7. Dual-use research of concern, select agents and toxins above the WHO schedule shall be subject to enhanced oversight and notification to the Ministry of Health.
Article 3 — Governance, Training and Incidents
Section 8. The Institutional Biosafety Committee, chaired by a senior biosafety-trained academic, shall review every protocol involving recombinant DNA, human pathogens above Risk Group 1 or animal pathogens, before commencement, and approvals shall be valid for three (3) years.
Section 9. Every laboratory user shall complete certified biosafety training before access, with annual refresher training and additional training for the relevant Risk Group.
Section 10. An inventory of agents shall be maintained; access to Risk Group 2 storage shall be by named persons only, with a two-person rule for high-consequence agents; and any loss, theft or diversion shall be reported to the Institutional Biosafety Committee within twenty-four (24) hours.
Section 11. Any spill, exposure, needle-stick or release shall be reported within one (1) hour to the Laboratory Safety Officer and the Institutional Biosafety Committee, and post-exposure prophylaxis shall be arranged through Health Services within two (2) hours where indicated.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Institutional Biosafety Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Rules for staff undertaking paid consultancy and external engagements.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Consultancy and External Engagement Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every consultancy, advisory, expert-witness or paid external engagement undertaken by a member of staff in connection with their expertise.
Section 3. This Policy shall be read together with the Outside Employment and Private Practice Policy and the Conflict of Interest Policy.
Article 2 — The Two Consultancy Tracks
Section 4. Institutional Consultancy shall be contracted through the University College, billed in the name of Southshore and performed in the name of Southshore or a research centre using University facilities; the levy shall be twenty per cent (20%) institutional overhead and ten per cent (10%) departmental overhead, with the balance distributed in accordance with the consultant agreement, and the University College shall provide full insurance and indemnity.
Section 5. Personal Consultancy shall be undertaken in a personal capacity within the time-and-engagement caps of the Outside Employment and Private Practice Policy (a maximum of forty (40) days per year), shall require written approval, and shall not use the Southshore name, brand, facilities or students; the levy shall be a five per cent (5%) administrative fee.
Section 6. Pro bono engagements in the public interest, including engagements for non-governmental organisations, public institutions and community groups, are encouraged and may be exempted from the institutional overhead on the approval of the Vice-President.
Section 7. Engagements that compete directly with a service or programme of the University College are prohibited.
Article 3 — Approval, Conflicts and Quality
Section 8. An engagement of one hundred thousand Ghana Cedis (GHS 100,000) or more shall require the additional written approval of the Vice-President; an engagement with a related party of a member of Council or a Principal Officer shall require noting by Council.
Section 9. A conflict of interest shall be declared in writing on Form SS/RC-01 before acceptance of the engagement, and recusal from any Southshore decision affecting the client shall be mandatory.
Section 10. Every consultancy shall be evidenced by a written engagement letter or contract reviewed by the Legal Office, and verbal commitments using the Southshore name are prohibited.
Section 11. Repeated breach of the caps, undisclosed conflicts or improper use of the Southshore name shall be a Category B or C disciplinary offence.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Vice-President not less than once every three (3) years and may be amended by resolution of Council at any time.
Criteria and process for setting up, reviewing, and closing research centres.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Establishment of Research Centres and Institutes Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the establishment, governance, review and closure of every research centre or institute of the University College.
Section 3. This Policy shall be read together with the Research Policy and the Statutes.
Article 2 — Establishment Criteria and Governance
Section 4. A new research centre or institute shall require alignment with at least one (1) of the priority research themes; a five-year business plan with confirmed external income covering not less than fifty per cent (50%) of operating costs by year three (3); the committed engagement of at least three (3) Senior-Lecturer-and-above active researchers; and a demonstrable critical mass distinct from existing centres.
Section 5. Governance shall comprise an Advisory Board chaired by an external person of standing, with industry, academic and community representation, meeting not less than twice in each year; and a Director appointed for a renewable term of three (3) years.
Section 6. A Centre Director shall report to the Dean of Research; a centre of strategic significance may report directly to the Vice-President with the approval of Council.
Section 7. The approval pathway shall be: Concept Note, then Faculty Board, then Research and Innovation Committee, then Academic Board, then Council; no centre shall be established without the approval of Council.
Article 3 — Review and Closure
Section 8. Every centre shall undergo a full external review every five (5) years; the possible outcomes shall be continue, continue with conditions, restructure or close.
Section 9. Mandatory triggers for early review shall be: failure to meet the fifty per cent (50%) external-income target by year three (3); loss of the Director without succession within twelve (12) months; loss of more than half of the named researchers; or a serious governance or ethics finding.
Section 10. Closure shall be effected pursuant to a Wind-down Plan covering ongoing grants (which shall be assigned to a new host), staff, students (whose continuity shall be guaranteed) and the disposal of assets, approved by Council.
Section 11. On closure, the name of the centre shall be retired and shall not be re-used for not less than five (5) years.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Research and Innovation Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Ownership, protection, and commercialisation of intellectual property created at the University College.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Intellectual Property Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and gives effect to the Copyright Act, 2005 (Act 690), the Patents Act, 2003 (Act 657) and other applicable intellectual-property legislation.
Section 3. This Policy applies to every intellectual property created by a member of staff, a student or a visitor using the resources of the University College.
Article 2 — Ownership Rules
Section 4. Intellectual property generated by a member of staff in the course of employment using the resources of the University College shall vest in Southshore.
Section 5. Traditional scholarly outputs, including textbooks, journal articles, monographs and course materials authored on the academic's own initiative, shall remain the copyright of the staff author, subject to a perpetual, royalty-free licence to the University College for internal teaching use.
Section 6. Intellectual property generated by a student shall vest in the student, save where the student is paid by the University College for the work or where the work is generated under a sponsored research agreement, in which case ownership shall follow the contract.
Section 7. Intellectual property generated under a sponsored research agreement shall follow the written terms of the sponsor agreement; in the absence of such an agreement, joint ownership shall apply, and Southshore shall reserve a non-exclusive, royalty-free licence for research and teaching purposes.
Article 3 — Disclosure, Protection and Revenue-Sharing
Section 8. An inventor shall disclose any potentially protectable intellectual property, including an invention, software, design, plant variety or dataset, to the Technology Transfer Office before any public disclosure; failure to disclose may extinguish patent rights.
Section 9. The Technology Transfer Office shall decide within sixty (60) days whether to seek protection by patent, registered design or copyright registration; where Southshore declines to seek protection, the inventor may request assignment back, subject to a five per cent (5%) net-income share to Southshore on any subsequent commercialisation.
Section 10. Net licensing or sale income, after recoupment of direct protection and commercialisation costs, shall be distributed as: Inventors fifty per cent (50%); Department twenty per cent (20%); Faculty ten per cent (10%); and Central IP and Innovation Fund twenty per cent (20%).
Section 11. Conflict-of-interest disclosure shall be mandatory where the inventor has any financial interest in a licensee or spin-off, and recusal from related Southshore decisions shall be required.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Research and Innovation Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Open dissemination of publications and responsible management of research data.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Open Access and Research Data Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every peer-reviewed publication and every research dataset arising from work undertaken by or on behalf of the University College.
Section 3. This Policy shall be read together with the Research Policy, the Intellectual Property Policy and the Data Protection Policy.
Article 2 — Open Access to Publications
Section 4. Every peer-reviewed manuscript with a Southshore author shall be deposited in the Southshore Institutional Repository on acceptance, with the author's accepted manuscript made publicly accessible within twelve (12) months of publication, or within six (6) months in the case of STEM and biomedical disciplines in conformity with funder mandates.
Section 5. Green Open Access by self-archiving in the institutional repository shall be the default and shall be free to the author; Gold Open Access by payment of an Article Processing Charge shall be permitted only where the journal is on the Directory of Open Access Journals and the charge is reasonable, and a central fund shall support up to two (2) qualifying Article Processing Charges per author per year.
Section 6. Publication in a predatory or non-peer-reviewed pay-to-publish journal shall not be eligible for Article Processing Charge support and shall not count for promotion.
Section 7. Every deposited item shall be assigned a persistent identifier (DOI or handle) and embargo periods shall follow the publisher's policy.
Article 3 — Research Data Management
Section 8. Every funded research project shall have a written Data Management Plan lodged with the Research Office within thirty (30) days of project start, covering data types, volumes, storage, security, retention, sharing and disposal.
Section 9. Research data shall be Findable, Accessible, Interoperable and Reusable, with metadata in a recognised standard, and shall be stored in the Southshore Data Repository or an approved discipline repository.
Section 10. Personal and confidential data shall be stored encrypted with access logged, and any controlled-access sharing arrangement shall be approved by the SIRB and the DPO.
Section 11. The minimum retention period for research data shall be ten (10) years after the date of the last related publication, twenty-five (25) years for clinical and human-subjects research, and permanent retention for data of historical, cultural or evidentiary significance.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Research and Innovation Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Regulations for the conduct, examination, and award of MPhil and PhD degrees.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Postgraduate Research Degree Regulations of Southshore university College, 2026 ("these Regulations").
Section 2. These Regulations come into force on 24th January, 2026 and apply to every candidate registered for an MPhil or PhD degree of the University College.
Section 3. These Regulations shall be read together with the Postgraduate Supervision Policy, the Research Ethics and Integrity Policy and the Open Access and Research Data Policy.
Article 2 — Registration, Milestones and Timelines
Section 4. The standard duration of candidature shall be: for MPhil, twenty-four (24) months full-time (maximum thirty-six (36)); for PhD, thirty-six (36) months full-time (maximum sixty (60)); part-time durations shall be one-and-a-half (1.5) times the full-time equivalent; an extension beyond the maximum shall be granted only on documented compelling cause approved by the Dean of Graduate Studies.
Section 5. The required milestones shall be: a research proposal defence within six (6) months of registration; an annual progress report on Form SS/PG-Prog due on each anniversary, signed by the candidate, the supervisors and the Head of Department; failure to submit or unsatisfactory progress shall trigger an academic review which may lead to suspension or termination of candidature.
Section 6. An MPhil-to-PhD upgrade shall require the submission of an upgrade report (literature review, methodology and preliminary findings) and a panel viva between months twelve (12) and eighteen (18), with a positive panel recommendation.
Section 7. Submission of the thesis shall require ethics clearance documented in the thesis, an originality check report showing a similarity index of less than fifteen per cent (15%) excluding bibliography, and a notice of intent to submit served not less than ninety (90) days in advance.
Article 3 — Examination, Award and Appeal
Section 8. The thesis examiners shall be: for MPhil, two (2) examiners, of whom one shall be internal and one external; for PhD, three (3) examiners, of whom one shall be internal and two external, with at least one (1) from outside Ghana; examiners shall submit independent written reports before the viva.
Section 9. The viva voce shall be conducted in person or by secure video and shall be chaired by an Independent Chair appointed by the Dean of Graduate Studies; the available outcomes shall be Pass, Pass with minor corrections (three (3) months), Pass with major revisions (six (6) months), Revise and re-submit (twelve (12) months), Award of a lower degree (PhD to MPhil) and Fail.
Section 10. The award shall be conferred by the Academic Board on receipt of the Final Thesis with corrections certified by the internal examiner, and the final thesis shall be deposited in the Southshore Institutional Repository under the Open Access and Research Data Policy.
Section 11. An appeal lies, on procedural grounds only, to the Graduate Studies Appeals Committee within thirty (30) days of notification of the decision; academic judgement shall not be appealable.
Article 4 — Review and Amendment
Section 12. These Regulations shall be reviewed by the Academic Board on the recommendation of the Dean of Graduate Studies not less than once every three (3) years and may be amended by resolution of Council at any time.
Ethical review and conduct standards for all research involving people or animals.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Research Ethics and Integrity Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every research activity, whether by a member of staff or by a student, involving human participants, identifiable personal data, human tissue, animals or environmental field work.
Section 3. This Policy shall be read together with the Research Policy, the Data Protection Policy and the Whistleblower Protection Policy.
Article 2 — Ethics Review and Informed Consent
Section 4. No research within the scope of this Policy shall commence without the prior written clearance of the Southshore Institutional Review Board ("the SIRB"); clearance shall equally be required for any student project of that description.
Section 5. Reviews shall be risk-tiered: a low-risk anonymous survey shall be expedited by the Chair within fifteen (15) working days; a medium-risk study shall be reviewed by a sub-committee within thirty (30) working days; and a high-risk study (clinical research, research involving minors, vulnerable groups or sensitive topics) shall undergo full board review within sixty (60) working days.
Section 6. Informed consent shall be voluntary, specific, informed, documented (signed or audio-recorded as appropriate) and revocable; the consent of a minor shall require assent of the minor together with the consent of a parent or guardian; the consent of a person with a cognitive impairment shall require an independent witness.
Section 7. Data shall be anonymised or pseudonymised wherever possible; identifiable data shall be retained only for the period stated in the approved protocol; and any secondary use of data shall require fresh ethics review.
Article 3 — Research Misconduct: Categories, Investigation and Sanctions
Section 8. Research misconduct comprises Fabrication (the invention of data), Falsification (the manipulation of data or images), Plagiarism (the appropriation of ideas, text or results without attribution), and serious deviations including gift or ghost authorship, undisclosed conflicts, breach of confidentiality and breach of ethics clearance.
Section 9. Allegations shall be made in writing to the Director of Research; a confidential Inquiry Panel of three (3) senior academics, including one (1) external member, shall determine within thirty (30) days whether a full Investigation is warranted.
Section 10. An Investigation Panel of five (5) members, including two (2) external members, shall report within ninety (90) days; the standard of proof shall be the balance of probabilities; the respondent shall have the right to be heard and to representation.
Section 11. On a finding of misconduct the following sanctions shall apply: written correction or retraction of the affected publication(s); debarment from internal grant funding for between two (2) and five (5) years; reporting to the funder, the journal and the relevant professional body; dismissal for fabrication or falsification by a senior member; and, in the case of a student, the work shall be voided and the Examinations Policy engaged.
Section 12. A whistle-blower acting in good faith shall be protected from any detriment under the Whistleblower Protection Policy.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the SIRB not less than once every three (3) years and may be amended by resolution of Council at any time.
Application for, administration of, and reporting on external research grants.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Research Grants Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every external research grant, contract or sponsored project administered by or on behalf of the University College.
Section 3. This Policy shall be read together with the Financial Regulations, the Procurement Policy and the Research Policy.
Article 2 — Pre-Award: Costing and Approval
Section 4. Every external grant proposal shall be routed through the Research Office for institutional sign-off not less than five (5) working days before the funder's deadline; a submission without sign-off shall not be authorised in the name of Southshore.
Section 5. The standard indirect-cost rate shall be not less than twenty per cent (20%) of direct costs, save where the funder caps it at a lower rate; deviation shall require the approval of the Vice-President.
Section 6. Co-funding, in-kind contributions and committed staff time shall be confirmed in writing by the Dean (and by the Bursar where cash co-funding is proposed) before submission.
Section 7. Personnel costs shall be budgeted at the published full-economic-cost rate inclusive of statutory employer contributions; an equipment item exceeding one hundred thousand Ghana Cedis (GHS 100,000) shall require the sign-off of the Director of Estates or the Director of ICT on space and integration.
Article 3 — Post-Award: Administration, Reporting and Audit
Section 8. Each grant shall be opened as a separate project account in the finance system and expenditure shall be matched to the approved budget, with monthly variance reports furnished to the Principal Investigator.
Section 9. Eligible expenditure shall be determined strictly by the funder's terms, and any ineligible spending charged to a grant shall be the personal responsibility of the authorising officer.
Section 10. Technical and financial reports shall be submitted in accordance with the funder's terms; no grant shall be closed without a final report, and an overdue report shall prevent the Principal Investigator from leading any new proposal.
Section 11. Every grant shall be subject to internal audit at least once during its life and to funder audit on request; project records shall be retained for not less than ten (10) years from project close.
Section 12. Carry-forward of unspent funds shall require funder approval, and non-compliant retention of funds shall be treated as fraud.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council on the recommendation of the Director of Research and the Bursar not less than once every three (3) years and may be amended by resolution of Council at any time.
Strategic direction and governance for research at the University College.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Research Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every research activity undertaken by or on behalf of the University College.
Section 3. This Policy shall be read together with the Research Ethics and Integrity Policy, the Intellectual Property Policy and the Open Access and Research Data Policy.
Article 2 — Priority Themes and Performance Expectations
Section 4. The University College shall pursue five (5) priority research themes, namely: (a) Climate, Energy and the Built Environment; (b) Health, Nutrition and Wellbeing; (c) Digital Transformation, Artificial Intelligence and Society; (d) Inclusive Economic Development and Entrepreneurship; and (e) Education, Culture and Governance in Africa. Internal seed-funding shall prioritise proposals contributing to one or more of these themes.
Section 5. Every academic on a research-active contract shall produce not less than two (2) peer-reviewed outputs per academic year, averaged over any three (3) consecutive years, of which at least one (1) shall be in a journal indexed in Scopus, Web of Science or DOAJ, or shall be an equivalent edited monograph chapter.
Section 6. Every department shall hold a public research seminar not less than once a month during semester and shall hold an annual Faculty Research Day open to industry, alumni and the public.
Section 7. The University College shall pursue the growth of externally-sponsored research income to not less than ten per cent (10%) of total annual income within five (5) years.
Article 3 — Dissemination, Attribution and Prohibited Practices
Section 8. Every publication arising from work supported by the University College shall name Southshore in the affiliation in the preferred form "Southshore university College, Accra, Ghana" and shall, where applicable, acknowledge the funder and the ethics clearance reference.
Section 9. Predatory journals, including those on the Beall's or Cabells warning lists, those soliciting fees without genuine peer review and those guaranteeing rapid acceptance, shall not be used; publication fees paid to such venues shall not be reimbursable and the resulting outputs shall not count for promotion.
Section 10. Authorship shall follow the ICMJE / Vancouver criteria of substantial contribution, drafting or revising, final approval and accountability; gift, guest and ghost authorship are prohibited and shall constitute research misconduct.
Section 11. Findings from research with policy implications shall be additionally communicated in a plain-language Policy Brief published in the Southshore Institutional Repository.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Academic Board on the recommendation of the Research and Innovation Committee not less than once every three (3) years and may be amended by resolution of Council at any time.
Translation of research outputs into products, services, and spin-offs.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Technology Transfer and Commercialisation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every translation of research outputs into products, services or spin-offs by or on behalf of the University College.
Section 3. This Policy shall be read together with the Intellectual Property Policy, the Conflict of Interest Policy and the Outside Employment and Private Practice Policy.
Article 2 — Disclosure and Licensing
Section 4. An inventor shall complete the Invention Disclosure Form (SS/TT-01) and submit it to the Technology Transfer Office before any public disclosure, whether by publication, conference, demonstration or social-media post, that would defeat patentability.
Section 5. The Technology Transfer Office shall perform a novelty and freedom-to-operate analysis and shall decide within sixty (60) days upon the protection strategy and commercialisation pathway, being licence, assignment, spin-off or open release.
Section 6. Exclusive licences shall be time-bounded with diligence milestones; non-exclusive licences shall be preferred for software unless commercial reality requires otherwise; royalties to the University College shall be net of agreed direct costs.
Section 7. Net licensing income, after recoupment of protection costs, shall be distributed as: Inventors fifty per cent (50%); Department twenty per cent (20%); Faculty ten per cent (10%); and Central IP and Innovation Fund twenty per cent (20%), mirroring the Intellectual Property Policy.
Article 3 — Spin-offs and Conflict Management
Section 8. The formation of a spin-off shall require the approval of Council; a written Licence Agreement with the University College; an Equity Agreement, in respect of which Southshore shall typically take between five and fifteen per cent (5%–15%) founder equity in lieu of upfront cash, subject to negotiation; and a Conflict-of-Interest Management Plan for every Southshore founder.
Section 9. The Conflict-of-Interest Management Plan shall address recusal from Southshore procurement and admissions decisions affecting the spin-off, the supervision of students working with the spin-off (in respect of which a third-party co-supervisor shall be required) and the separation of Southshore facilities use under a full cost-recovery agreement.
Section 10. A founder member of staff shall retain their academic appointment only where the spin-off commitment falls within the caps of the Outside Employment and Private Practice Policy; full-time involvement in the spin-off shall require leave of absence without pay.
Section 11. Distance to market shall be supported through an internal proof-of-concept fund of up to two hundred and fifty thousand Ghana Cedis (GHS 250,000) per project, awarded competitively each year.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council on the recommendation of the Director of the Technology Transfer Office not less than once every three (3) years and may be amended by resolution of Council at any time.

Formal delegations of authority from Council to officers, boards, and committees.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for instruments of delegation at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the statutes function;
(b) Define the standards, procedures and accountabilities that govern instruments of delegation across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to instruments of delegation;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of instruments of delegation;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to instruments of delegation within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of instruments of delegation.
Functional scope — It governs the statutes function in so far as it concerns instruments of delegation, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect instruments of delegation at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing instruments of delegation-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for instruments of delegation.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where instruments of delegation is carried out in the name of the institution, and to all online platforms, systems and channels used for instruments of delegation; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with instruments of delegation at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Instruments of Delegation of Southshore university College, including its schedules, annexes and any approved amendments.
"Instruments of Delegation" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely instruments of delegation as carried out by, within, or on behalf of Southshore university College.
"Instruments of Delegation Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, instruments of delegation; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of instruments of delegation are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Instruments of Delegation Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Instruments of Delegation Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to instruments of delegation that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office
The supreme governing instrument of Southshore university College: establishes the institution, defines its mandate and corporate status, prescribes the principal organs and their operation, and sets the framework within which Regulations, Rules and Bye-laws are made.
Aim and Objectives
The aim of these Statutes is to constitute Southshore university College as a body corporate, to establish its supreme governing organs and operating rules, and to ensure that the institution functions in accordance with the laws of Ghana, the standards of its mentor university, and its own founding vision, mission and values.
The objectives of these Statutes are to:
(a) Define the legal status, powers, objects and functions of the University College;
(b) Establish the Governing Council, the Academic Board and other principal organs with clear mandates, compositions and accountability;
(c) Prescribe the qualifications, appointment, tenure and removal of Principal Officers;
(d) Safeguard academic freedom, institutional autonomy, equity, inclusion and non-discrimination;
(e) Provide a framework for the making of Regulations, Rules and Bye-laws;
(f) Regulate the finances, property, common seal and awards of the University College;
(g) Ensure transparency, accountability and good governance in all institutional affairs; and
(h) Provide for the amendment, interpretation and orderly operation of the Statutes.
Article 1 — Citation, Commencement and Interpretation
1.1 This instrument shall be cited as the Statutes of Southshore university College.
1.2 These Statutes shall come into force on the 24th January, 2026.
1.3 In these Statutes, unless the context otherwise requires: "University College" means Southshore university College; "Council" means the Governing Council; "Academic Board" or "Senate" means the highest academic authority; "Ombudsman" means the person designated under Article 8; "Statutes" means this instrument and any amendments thereto; "Regulations" means subordinate laws made under Article 22; "Mentor University" means the University of Cape Coast or any successor institution recognised by GTEC; "Minister" means the Minister responsible for Education.
1.4 Words importing the singular shall include the plural and vice versa, and words importing one gender shall include all genders.
1.5 Headings are for convenience only and shall not affect the interpretation of these Statutes.
Article 10 — The Council Chair
10.1 The Council Chair shall be appointed by Council from among persons of proven leadership and integrity.
10.2 The Council Chair shall chair meetings of Council and, in the absence of the Chancellor, perform the ceremonial functions of the Chancellor.
10.3 The Council Chair shall hold office for a term of four (4) years and shall be eligible for re-appointment for one further term only.
Article 11 — The Governing Council
11.1 There shall be a Governing Council, which shall be the supreme governing body of the University College.
11.2 Council shall consist of the Council Chair; the President; representatives of the Promoters; one representative each of the Academic Board, Convocation, the Students' Representative Council and the Alumni; and not more than three (3) independent members of high standing. In constituting Council the appointing authorities shall ensure gender balance and a diversity of relevant expertise.
11.3 Members of Council, other than ex officio members, shall hold office for a term of three (3) years and shall be eligible for re-appointment for one further term only.
11.4 A member shall vacate office on resignation, incapacity, conviction for an offence involving dishonesty, persistent absence from meetings without leave, or removal for cause by the body that nominated the member.
Article 12 — Powers and Functions of Council
12.1 Council shall approve the strategic plan, the annual budget, the audited accounts and the annual report of the University College.
12.2 Council shall make, amend and repeal Statutes, Regulations and policies in accordance with Article 22.
12.3 Council shall appoint, discipline and remove the Principal Officers in accordance with the Statutes.
12.4 Council shall oversee the finance, risk, property, investments and Common Seal of the University College.
12.5 Council shall be ultimately accountable to the Promoters, GTEC and the public for the proper governance of the University College.
Article 13 — Committees of Council
13.1 Council shall establish standing committees on Finance, Audit & Risk, Governance & Nominations, Human Resources and Development & Endowment, and may establish such other committees as it considers necessary.
13.2 Council may delegate any of its functions, other than those expressly reserved by these Statutes, to a committee, the Council Chair or the President; provided that any such delegation shall be in writing and shall not relieve Council of its overall responsibility.
13.3 Each committee shall have written terms of reference approved by Council and shall report regularly to Council.
Article 14 — Principal Officers
14.1 The Principal Officers of the University College shall be the Chancellor, the Council Chair and the President.
14.2 Each Principal Officer shall be appointed in accordance with the Statutes, on the recommendation of a Search and Appointments Committee where applicable, and on terms and conditions prescribed by the Statutes.
14.3 A Principal Officer may be removed only for stated cause, after a fair hearing, and by a two-thirds resolution of Council.
Article 15 — The President
15.1 The President shall be the Chief Executive and Chief Academic Officer of the University College.
15.2 The President shall be responsible to Council for the academic, administrative, financial and operational management of the University College.
15.3 The President shall represent the University College in its dealings with external bodies and shall preside over meetings of the Academic Board.
15.4 The President shall hold office for a term of four (4) years and shall be eligible for re-appointment for one further term only.
Article 15A — Other Senior Officers and Their Responsibilities
15A.1 The other Senior Officers of the University College shall be the Pro-President, the Registrar, the Finance Officer, the Librarian, the Director of Human Resources, the Director of Planning and Quality Assurance, the Director of Research and Innovation, the Director of Branding, Marketing and Communications, the Director of Advancement and Fundraising, and the Director of Internal Audit. Each shall be appointed by Council on the recommendation of the President, in accordance with the Statutes and applicable Regulations.
15A.2 The Pro-President shall:
(a) deputise for the President and act in that office during any absence or vacancy;
(b) assist the President in the academic leadership of the University College;
(c) coordinate the academic administration of the University College, including the development, accreditation, monitoring and review of programmes and curricula, the academic calendar, timetabling, examinations administration and student academic records;
(d) liaise with Faculties, Schools, Departments and external accrediting bodies on academic matters;
(e) oversee such academic portfolios (including teaching and learning, academic planning and student affairs) as the President may assign; and
(f) perform such other duties as Council or the President may from time to time direct.
15A.3 The Registrar shall be the Chief Administrative Officer of the University College and Secretary to Council, the Academic Board and the Executive Committee, and shall:
(a) be responsible for the custody of the Common Seal, the records, statutes, regulations and minutes of the University College;
(b) oversee admissions, examinations records, graduation, convocation, governance administration and general correspondence; and
(c) ensure compliance with statutory, regulatory and reporting obligations.
15A.4 The Finance Officer shall be the Chief Financial Officer of the University College, and shall:
(a) be responsible for the financial management, accounting, treasury, payroll, procurement oversight and financial reporting of the University College;
(b) prepare the annual budget and financial statements for the President and Council;
(c) safeguard the assets and financial integrity of the institution; and
(d) ensure compliance with applicable financial laws, regulations and accounting standards.
15A.5 The Librarian shall be the head of the University College Library and information services, and shall:
(a) be responsible for the development, organisation, preservation and accessibility of print, electronic and digital learning resources;
(b) lead information literacy and research support services; and
(c) advise the Academic Board on library policy, collection development and learning-resource standards.
15A.6 The Director of Human Resources shall:
(a) be responsible for human-resource strategy, policy and administration;
(b) oversee recruitment, appointments, conditions of service, performance management, staff development, welfare, discipline and industrial relations;
(c) maintain accurate staff records and establishment controls; and
(d) ensure compliance with employment laws and equal-opportunity standards.
15A.7 The Director of Planning and Quality Assurance shall:
(a) lead institutional planning, strategy implementation and quality assurance;
(b) coordinate the strategic plan, institutional data and management information, key performance indicators and statutory returns;
(c) oversee internal quality-assurance reviews, programme audits and accreditation processes; and
(d) report regularly to the President and Council on institutional performance and quality.
15A.8 The Director of Research and Innovation shall:
(a) lead the research, innovation and knowledge-transfer agenda of the University College;
(b) develop and implement research policy, ethics oversight and grants administration;
(c) foster industry, community and international research partnerships;
(d) promote postgraduate research, publications and the commercialisation of research outputs; and
(e) report to the Academic Board and the President on research performance.
15A.9 The Director of Branding, Marketing and Communications shall:
(a) develop and implement the institutional branding, marketing, communications and public-relations strategy;
(b) safeguard and promote the visual identity, brand standards and reputation of the University College across all channels;
(c) lead media relations, digital and social-media presence, website content, publications and student-recruitment marketing;
(d) coordinate internal communications and stakeholder engagement; and
(e) manage crisis and issues communication in consultation with the President.
15A.10 The Director of Advancement and Fundraising shall:
(a) develop and implement the institutional advancement, fundraising and resource-mobilisation strategy;
(b) cultivate and steward relationships with alumni, donors, foundations, corporate partners and other benefactors;
(c) plan and execute fundraising campaigns, grants development, endowments and gift-in-kind programmes;
(d) ensure transparent receipt, acknowledgement, accounting and reporting of all gifts and donations in coordination with the Finance Officer; and
(e) report regularly to the President and Council on advancement performance.
15A.11 The Director of Internal Audit shall:
(a) provide independent and objective assurance on the adequacy and effectiveness of governance, risk management and internal controls;
(b) plan and execute risk-based audits across academic, administrative and financial operations;
(c) report functionally to the Audit Committee of Council and administratively to the President; and
(d) not assume any executive or managerial responsibility over the activities audited.
15A.12 Each Senior Officer shall:
(a) act in accordance with the Statutes, Regulations, policies and lawful directions of Council;
(b) observe the Code of Conduct and Conflict of Interest provisions of Article 29; and
(c) be accountable through the President to Council for the proper discharge of the duties of office.
Article 16 — The Academic Board / Senate
16.1 There shall be an Academic Board, which is the highest academic authority of the University College.
16.2 The Academic Board shall consist of the President as Chair; the Pro-President; the Deans of Faculties and Schools; the Directors of Institutes; the Heads of Department; the Librarian; the Registrar as Secretary; elected representatives of academic staff; and student representatives nominated in accordance with the Statutes.
16.3 The Academic Board shall formulate and review academic policy; approve programmes, curricula, regulations and examinations; recommend the conferment of degrees and other awards; oversee academic standards and quality assurance; and exercise jurisdiction over student academic discipline.
16.4 The Academic Board shall establish standing committees on Academic Quality Assurance, Examinations, Research & Postgraduate Studies and Library & Learning Resources, and may establish such other committees as it considers necessary.
Article 16A — The Executive Committee
16A.1 There shall be an Executive Committee, which shall be the principal executive body responsible for the day-to-day management and operational oversight of the University College, subject to the policies and directions of Council.
16A.2 The Executive Committee shall consist of the President as Chair; the Pro-President; the Registrar as Secretary; the Finance Officer; the Librarian; the Director of Human Resources; the Director of Planning and Quality Assurance; the Director of Research and Innovation; the Director of Branding, Marketing and Communications; the Director of Advancement and Fundraising; the Director of Internal Audit (in attendance); and such other senior officers as Council may from time to time determine.
16A.3 The Executive Committee shall coordinate the implementation of the strategic plan, annual budget and policies approved by Council; monitor academic, administrative, financial and operational performance; manage institutional risk; ensure compliance with statutory, regulatory and accreditation requirements; and prepare reports and recommendations for Council and its committees.
16A.4 The Executive Committee shall meet at least once every month and shall report regularly to Council through the President.
16A.5 The Executive Committee may establish such sub-committees and working groups as it considers necessary for the effective discharge of its functions, and shall operate under written terms of reference approved by Council.
Article 17 — Faculties, Schools, Institutes, Centres, Departments and Halls
17.1 Council, on the recommendation of the Academic Board, shall have power to establish, merge or dissolve Faculties, Schools, Institutes, Centres, Departments and Halls of Residence.
17.2 Each Faculty or School shall be headed by a Dean; each Department by a Head of Department; and each Hall by a Hall Master or Mistress, in each case appointed in accordance with the Statutes.
17.3 Governance arrangements for each unit shall be set out in the Statutes and supporting policies.
Article 18 — Membership of the University College
18.1 The members of the University College shall be the Chancellor, the Council Chair and members of Council; the Principal Officers; academic and administrative staff; registered students; and members of Convocation.
18.2 The rights and obligations of each category of member shall be as set out in the Statutes and applicable policies.
Article 19 — Convocation
19.1 Convocation shall consist of all academic staff of the University College, the Registrar, the Librarian and such other persons as the Statutes shall prescribe.
19.2 Convocation shall be consulted on matters of academic significance and shall elect its representatives to Council and Academic Board.
19.3 Convocation shall meet at least once each academic year and shall regulate its own procedure subject to the Statutes.
Article 2 — Establishment, Proprietorship and Legal Status
2.1 There is hereby established a private tertiary institution to be known as Southshore university College.
2.2 The Proprietor of the University College shall be The African Leadership Institute (TALI).
2.3 The University College shall be a body corporate with perpetual succession and a common seal.
2.4 The University College shall have the capacity to sue and be sued in its corporate name and to acquire, hold and dispose of movable and immovable property and to enter into contracts.
2.5 The principal seat of the University College shall be at its main campus, and it shall maintain such other campuses, learning centres and offices as Council shall approve.
Article 20 — Students
20.1 Admission shall be on merit, in accordance with published criteria and the standards of the Mentor University and GTEC.
20.2 Every student shall have the right to fair treatment, due process, freedom of expression within the law and access to a functioning grievance procedure.
20.3 Students shall comply with the Statutes, Regulations and the Student Code of Conduct.
20.4 Students shall be represented through a Students' Representative Council (SRC) duly recognised by Council.
Article 21 — Staff
21.1 The categories of staff shall be senior members (academic and administrative), senior staff and junior staff, as defined in the Statutes.
21.2 The conditions of service of staff, including appointment, promotion, discipline and termination, shall be governed by the Statutes and the Human Resources policies approved by Council.
21.3 The University College shall guarantee academic freedom in teaching, research and publication, subject only to the law and to professional ethics.
Article 22 — Power to Make Regulations, Rules and Bye-laws
22.1 Council shall have power to amend these Statutes in accordance with Article 33 and to make Regulations for the good governance of the University College, and shall do so on the recommendation of the Academic Board where academic matters are concerned.
22.2 The Academic Board shall have power to make Regulations on academic matters within the framework of these Statutes.
22.3 Faculties, Schools and Halls shall have power to make Rules and Bye-laws, provided that such Rules and Bye-laws shall be consistent with these Statutes and any Regulations made under them.
22.4 The order of authority within the University College shall be: Statutes, Regulations, Rules and Bye-laws, in that order; and any subordinate instrument that is inconsistent with a higher instrument shall be void to the extent of the inconsistency.
Article 23 — Financial Provisions
23.1 The funds of the University College shall consist of tuition and other fees, grants, gifts, endowments, investment income, consultancy income and any other lawful sources approved by Council.
23.2 The financial year of the University College shall run from 1 August to 31 July, unless Council shall otherwise determine.
23.3 Council shall cause proper books of account to be kept and shall publish annual audited financial statements.
23.4 External auditors shall be appointed by Council on the recommendation of the Audit & Risk Committee.
23.5 An annual report shall be submitted by the President to Council and, through Council, to the Promoters, GTEC and the Minister responsible for Education.
Article 24 — Property
24.1 All property acquired by or vested in the University College shall be held in its corporate name.
24.2 No acquisition, disposal, mortgage or major lease of immovable property shall be made without the prior approval of Council.
24.3 The University College shall maintain a register of assets and an asset management policy.
Article 25 — Affiliation, Collaboration and Partnerships
25.1 The University College may affiliate with, mentor or be mentored by other tertiary institutions, provided that any such arrangement shall be subject to the approval of GTEC.
25.2 It may enter into memoranda of understanding, joint programmes, exchange agreements and research partnerships, locally and internationally.
25.3 All such arrangements shall be approved by Council on the recommendation of the President and, where academic matters are involved, the Academic Board.
Article 26 — Awards
26.1 The University College shall confer such certificates, diplomas, degrees and other awards as are approved by the Academic Board and recognised by the Mentor University and GTEC.
26.2 Honorary degrees may be conferred on persons of distinction on the recommendation of an Honorary Awards Committee and with the approval of both Council and the Academic Board.
26.3 Council shall have power, on the recommendation of the Academic Board and after due process, to revoke any award on grounds of fraud, plagiarism, falsification of qualifications or conduct bringing the University College into serious disrepute.
Article 27 — The Common Seal
27.1 The Common Seal of the University College shall be kept in the custody of the Registrar.
27.2 The Seal shall be affixed to documents only with the authority of Council and in the presence of the Council Chair or President and the Registrar, who shall countersign.
27.3 A register of all documents executed under seal shall be maintained.
Article 28 — Academic Freedom, Institutional Autonomy, Equity, Inclusion and Non-Discrimination
28.1 The University College shall uphold the principles of academic freedom and institutional autonomy in accordance with internationally recognised standards.
28.2 No person shall be discriminated against on the grounds of race, ethnicity, gender, religion, disability, age, social or economic status, or any other protected characteristic.
28.3 The University College shall take active measures to promote equity, inclusion and access for under-represented groups.
Article 29 — Code of Conduct and Conflict of Interest
29.1 All members of Council, Principal Officers and staff shall adhere to a written Code of Conduct approved by Council.
29.2 Members shall declare in writing any actual, potential or perceived conflict of interest, and shall recuse themselves from related decisions.
29.3 A Register of Interests shall be maintained by the Registrar and reviewed annually by the Governance Committee.
Article 3 — Vision, Mission, Core Values and Guiding Philosophy
3.1 The Vision of the University College shall be as adopted by Council and set out in Schedule 1.
3.2 The University College shall pursue the Mission of providing accessible, high-quality, and transformative higher education that develops character, courage, competence, and innovation in graduates for national and global service.
3.3 The University College shall uphold the Core Values of Trustworthiness, Experience, Authority, Success and Expertise (TEASE) in all its activities.
3.4 The University College shall be guided by an educational philosophy that prioritises formation over head knowledge, outcomes over credentials, and employer-engaged, venture-creation-led learning.
Article 30 — Indemnity
30.1 Members of Council, officers and staff acting in good faith and within the scope of their lawful authority shall be indemnified by the University College against personal liability arising from such actions.
30.2 The indemnity in clause 30.1 shall not extend to liability arising from fraud, wilful misconduct or gross negligence.
Article 31 — Dispute Resolution
31.1 Disputes within the University College shall first be resolved through the relevant internal grievance procedure.
31.2 Where internal procedures are exhausted or inappropriate, the parties shall attempt mediation by a mutually agreed mediator.
31.3 Any dispute that remains unresolved after mediation shall be referred to arbitration under the Alternative Dispute Resolution Act, 2010 (Act 798), without prejudice to any party's right of recourse to the courts of Ghana.
Article 32 — Dissolution and Winding-Up
32.1 The University College shall not be dissolved except by a resolution of the Promoters and Council passed after consultation with GTEC and the Minister responsible for Education.
32.2 On dissolution, all debts and liabilities shall first be settled.
32.3 Remaining assets shall be transferred to another tertiary institution or charitable purpose with similar objects, and shall not be distributed to the Promoters or members.
Article 33 — Amendment of the Statutes
33.1 An amendment to these Statutes may be proposed only by the Promoters, Council, the Academic Board or Convocation.
33.2 The proposal shall be circulated to all members of Council and to Convocation at least sixty (60) days before consideration.
33.3 An amendment shall be deemed approved only when it is carried by a two-thirds majority of all members of Council, after prior consultation with the Academic Board and Convocation.
33.4 No amendment shall come into force until it has been registered with the appropriate regulatory authorities and published.
33.5 The Preamble and Articles 2 (Establishment and Proprietorship), 3 (Vision and Values) and 33 (Amendment) are entrenched, and shall not be amended without the additional written consent of the Promoters.
Article 34 — Transitional and Saving Provisions
34.1 All staff appointments, student registrations, contracts, policies and instruments subsisting immediately before the commencement of these Statutes shall continue in force as if made under these Statutes.
34.2 Anything duly begun under any earlier instrument may be continued and completed under these Statutes.
34.3 Council shall have power to issue such further transitional directions as are necessary to give full effect to these Statutes.
Article 4 — Objects and Functions
4.1 The University College shall provide teaching and learning of the highest standard at certificate, diploma, undergraduate and postgraduate levels.
4.2 The University College shall form learners into persons of character, courage and competence.
4.3 The University College shall advance, transmit and apply knowledge through research, scholarship and innovation.
4.4 The University College shall engage with industry, government, civil society and communities for mutual benefit and national development.
4.5 The University College shall promote lifelong learning, professional development and continuing education.
4.6 The University College shall contribute to the cultural, ethical and spiritual life of the nation.
4.7 The formation of learners into persons of character, courage and competence under clause 4.2 shall be achieved through the mechanisms set out in Schedule 5.
Article 5 — Powers of the University College
5.1 The University College shall have power to award certificates, diplomas, degrees and other qualifications in accordance with Article 6.
5.2 The University College shall have power to establish and discontinue Faculties, Schools, Institutes, Centres, Departments and Halls in accordance with the Statutes.
5.3 The University College shall have power to acquire, hold, lease, mortgage and dispose of property.
5.4 The University College shall have power to borrow, invest funds and accept gifts, grants, endowments and bequests, provided that any such transaction shall require the prior approval of Council.
5.5 The University College shall have power to enter into agreements, partnerships and joint ventures with other institutions, subject to the approval of Council.
5.6 The University College shall have power to do all such other things as are reasonably incidental to or consequential upon the attainment of its objects.
Article 6 — Academic Mandate and Affiliation
6.1 Pending the grant of a presidential charter, all academic awards of the University College shall be conferred in affiliation with, and under the moderation of, the Mentor University.
6.2 The University College shall comply with the terms of the affiliation agreement and the standards of the Mentor University.
6.3 Upon the grant of a presidential charter, the University College shall be empowered to confer its own awards in its own name, subject to GTEC accreditation.
Article 7 — Relationship with the State and Regulators
7.1 The University College shall operate in conformity with the laws of Ghana, including the Education Regulatory Bodies Act and regulations issued by GTEC.
7.2 It shall cooperate with the Ministry responsible for Education, GTEC, the Mentor University and other relevant statutory bodies.
7.3 It shall submit such returns, reports and audited accounts as may be required by law.
Article 8 — The Ombudsman
8.1 There shall be an Ombudsman of the University College, who shall be a person of high standing appointed in accordance with the Statutes.
8.2 The Ombudsman may, on petition or of the Ombudsman's own motion, conduct an inquiry into the affairs of the University College.
8.3 The Ombudsman's findings and recommendations shall be communicated to Council, which shall take appropriate action.
Article 9 — The Chancellor
9.1 The Chancellor shall be the titular head and chief ceremonial officer of the University College.
9.2 The Chancellor shall be appointed by Council in consultation with Convocation for a term of four (4) years, and shall be eligible for re-appointment for one further term only.
9.3 The Chancellor shall, when present, confer all degrees and other awards.
9.4 Notwithstanding clauses 9.1 to 9.3, a non-chartered institution shall not appoint a Chancellor. The provisions of this Article shall therefore take effect only upon the grant of a presidential charter to the University College.
Preamble
We, the founders, Council, staff and students of Southshore university College, conscious of the role of higher education in the social, economic, cultural and spiritual development of Ghana and the wider world;
Recognizing the need for a formation-based, employer-engaged and character-driven institution committed to excellence in teaching, learning, research, innovation and service to community;
Affirming our commitment to academic freedom, institutional autonomy, integrity, equity, inclusion and accountability;
Operating in affiliation with the University of Cape Coast (UCC) and under the regulatory authority of the Ghana Tertiary Education Commission (GTEC) pending the grant of a presidential charter;
Do hereby adopt these Statutes as the supreme governing instrument of Southshore university College.
Schedule 1 — Vision, Mission and Core Values
1. Vision — To be the institution that the most capable students choose, the most respected employers trust, and from which Africa's most transformative leaders graduate.
2. Purpose — To equip every learner — and through them, every community — to shape what comes next: through competence that is genuine, character that is tested, courage that is earned, and innovation that is African in origin and universal in ambition.
3. Core Values (TEASE) — (a) Trustworthiness: we act with integrity, honesty and accountability in all our dealings. (b) Experience: we prize learning that is practical, reflective and grounded in real-world engagement. (c) Authority: we pursue rigorous scholarship and disciplined expertise that earns the trust of our communities. (d) Success: we hold ourselves to high standards of achievement, stewardship and measurable impact. (e) Expertise: We cultivate and apply deep, disciplined mastery that advances the frontiers of knowledge.
4. Motto — Ex Africa, Nova Lux | From Africa, A New Light. The motto declares that the continent's peoples, cultures, wisdom and creativity—not imported models or consumer dependence—are the wellspring of transformative knowledge and global leadership in thought and innovation; it signals Southshore's deliberate break with conventional education that has overlooked this foundation, and its commitment to forming leaders who draw from Africa's own well to enlighten the world.
5. Educational Philosophy — Formation over head knowledge; outcomes over credentials; employer-engaged and venture-creation-led. The University College believes that true education forms the whole person rather than merely filling the mind, that demonstrated outcomes matter more than accumulated credentials, and that every programme shall be anchored in active employer partnership and oriented toward venture creation and enterprise.
Schedule 2 — Form of the Common Seal
1. Description — The Common Seal of Southshore university College shall be circular in form, not less than 40 millimetres in diameter, bearing in its centre the official crest of the University College and inscribed around the circumference with the words 'SOUTHSHORE UNIVERSITY COLLEGE • GHANA • THE COMMON SEAL'.
2. Crest — The crest shall comprise an open book (symbolising scholarship and Scripture) surmounted by a lamp (symbolising truth and formation), set above a stylised wave motif (symbolising the Southshore identity), with the motto 'Ex Africa, Nova Lux' on a scroll beneath.
3. Custody — The Common Seal shall be kept in the custody of the Registrar under lock and key, and a register of all sealings shall be maintained.
4. Affixing — The Seal shall be affixed to a document only on the authority of a resolution of Council (or a committee authorised by Council), and every sealing shall be witnessed by any two (2) of the following: the Council Chair, the President, or the Registrar.
5. Specimen — A specimen impression of the Seal, duly authenticated by the Council Chair and the Registrar, shall be lodged with the records of Council.
Schedule 3 — Oaths and Affirmations of Office
1. Oath of the Chancellor — 'I, [name], having been installed as Chancellor of Southshore university College, do solemnly swear/affirm that I will faithfully discharge the duties of this office; uphold the Statutes and values of the University College; act at all times with integrity, impartiality and in the best interests of the University College and its community; and preserve the dignity and good name of the institution. So help me God.'
2. Oath of the Council Chair — 'I, [name], having been elected Chair of the Council of Southshore university College, do solemnly swear/affirm that I will faithfully chair the Council in accordance with the Statutes; act with independence, integrity and due diligence; promote good governance, accountability and the strategic interests of the University College; and observe the duty of confidentiality. So help me God.'
3. Oath of a Member of Council — 'I, [name], having been appointed/elected a member of the Council of Southshore university College, do solemnly swear/affirm that I will faithfully discharge the duties of a member of Council; act honestly, in good faith and in the best interests of the University College; declare and avoid conflicts of interest; observe the confidentiality of Council's proceedings; and uphold the Statutes. So help me God.'
4. Oath of a Principal Officer (President) — 'I, [name], having been appointed President of Southshore university College, do solemnly swear/affirm that I will diligently and faithfully perform the duties of this office; lead the University College with integrity, fairness and academic conscience; comply with the Statutes, policies and lawful directions of Council; and devote myself to the welfare and advancement of the University College. So help me God.'
5. Administration — Oaths shall be administered by the Chancellor or, in the Chancellor's absence, by the Council Chair (or, for the Chancellor's own oath, by a person designated by Council). A written record of each oath, signed by the office-holder and the administering officer, shall be kept by the Registrar.
6. Affirmation — A person who objects on conscientious grounds to taking an oath may make a solemn affirmation in the same terms, omitting the words 'swear' and 'So help me God' and substituting 'solemnly and sincerely affirm'.
Schedule 4 — Templates and Prescribed Forms
1. Governance — (a) Form G1: Council Member Appointment Letter; (b) Form G2: Council Member Declaration of Interests; (c) Form G3: Council/Committee Meeting Agenda and Minutes Template; (d) Form G4: Council Resolution Template; (e) Form G5: Common Seal Register entry.
2. Academic — (a) Form A1: Academic Board Paper Template; (b) Form A2: Programme Approval Form; (c) Form A3: Examiner's Report Template; (d) Form A4: Award of Degree/Diploma Certificate; (e) Form A5: Transcript of Academic Record.
3. Human Resources — (a) Form H1: Staff Appointment Letter; (b) Form H2: Annual Performance Appraisal Form; (c) Form H3: Disciplinary Notice and Hearing Record; (d) Form H4: Grievance Submission Form.
4. Student Affairs — (a) Form S1: Application for Admission; (b) Form S2: Student Registration and Enrolment Form; (c) Form S3: Student Code of Conduct Acknowledgement; (d) Form S4: Student Grievance/Appeal Form.
5. Finance and Procurement — (a) Form F1: Annual Budget Submission Template; (b) Form F2: Purchase Requisition; (c) Form F3: Payment Voucher; (d) Form F4: Asset Register entry; (e) Form F5: Declaration of Gifts and Hospitality.
6. Compliance — (a) Form C1: Whistle-blowing Disclosure Form; (b) Form C2: Conflict of Interest Disclosure; (c) Form C3: Data Protection Impact Assessment; (d) Form C4: Incident Report.
7. Custody and Revision — All prescribed forms shall be maintained by the Registrar in a Forms Register, reviewed at least every three (3) years, and updated by administrative directive without amendment to this Schedule.
Schedule 5 — Formation Framework for Character, Courage and Competence
1. Purpose — This Schedule gives effect to clauses 4.2 and 4.7 of the Articles by setting out the mechanisms through which the University College forms learners of character, courage and competence.
2. Character — A values-based curriculum embedding the TEASE core values across all programmes; a Student Code of Conduct and Honour Code; ethics modules in every faculty; chaplaincy, mentorship and pastoral care; and mandatory community service and service-learning hours as a condition of graduation.
3. Courage — Experiential learning through internships, fieldwork, entrepreneurship labs and capstone projects; leadership development through student governance, debate and public-speaking societies; innovation challenges, hackathons and undergraduate research opportunities; and a learning environment that rewards initiative and treats failure as formation.
4. Competence — Outcomes-based academic programmes aligned to professional and industry standards; employer-engaged curriculum design through Industry Advisory Boards and work-integrated learning; qualified faculty, modern teaching infrastructure and continuous quality assurance; professional certification pathways; and graduate tracer studies that close the feedback loop between learning and practice.
5. Governance — The Academic Board shall, on the recommendation of the President, adopt a Formation Policy operationalising this Schedule, and shall report annually to Council on its implementation, including measurable indicators for each of character, courage and competence.
6. Review — This Schedule shall be reviewed by Council at least every five (5) years, in consultation with the Academic Board and Convocation.
Schedules
The following Schedules form part of these Statutes and shall be read together with the Articles. They may be amended by Council on the recommendation of the President, subject to the entrenched provisions of Article 33.
Regulates custody and application of the University College's common seal on official documents.
1. Aim and Objectives
The aim of this Policy is to establish a clear, comprehensive and enforceable framework for use of the common seal at Southshore university College, ensuring that all related activities are conducted lawfully, ethically, transparently and in alignment with the institution's Statutes, strategic direction and core values.
The specific objectives of this Policy are to:
(a) Give effect to the relevant provisions of the Statutes and the strategic priorities of the statutes function;
(b) Define the standards, procedures and accountabilities that govern use of the common seal across all units, campuses and activities of the University College;
(c) Safeguard the rights, safety and legitimate interests of staff, students, partners and the wider community in all matters relating to use of the common seal;
(d) Promote a culture of compliance, continuous improvement and evidence-based decision-making in the administration of use of the common seal;
(e) Provide mechanisms for monitoring, enforcement, review and amendment that ensure the Policy remains current, effective and aligned with best practice.
3. Scope & Applicability
Subject-matter scope — This Policy applies to every matter, decision, transaction, activity, record, system, communication and dealing relating to use of the common seal within, by, or on behalf of Southshore university College, including planning, authorisation, execution, supervision, monitoring, reporting, review and disposal in respect of use of the common seal.
Functional scope — It governs the statutes function in so far as it concerns use of the common seal, and prevails over any local practice, custom, handbook entry, departmental rule or prior memorandum that is inconsistent with it.
Personal scope — It binds every person whose acts or omissions can affect use of the common seal at the University College, namely: (a) members of Council and its committees; (b) the Principal Officers and all Senior Officers; (c) all staff (full-time, part-time, contract, casual, adjunct, visiting and seconded); (d) all registered students and trainees, including those on internships, fieldwork, exchange or distance learning; (e) consultants, contractors, vendors, agents and partners performing use of the common seal-related work for the University College; and (f) visitors and any other person granted access to facilities, systems or information used for use of the common seal.
Territorial and temporal scope — It applies on all owned, leased, hired, shared or virtual premises of the University College, at any off-campus location where use of the common seal is carried out in the name of the institution, and to all online platforms, systems and channels used for use of the common seal; it takes effect on 24th January, 2026 and continues until lawfully amended or repealed.
Exclusions and interaction — It does not apply to purely private acts of individuals having no connection with use of the common seal at the University College. Where another University College policy, the Statutes, an enactment of Ghana, a GTEC directive, or the UCC affiliation agreement deals with the same subject-matter, this Policy is read together with them; in the event of conflict, the higher instrument prevails and, as between policies of equal rank, the more specific provision governs.
4. Definitions
In this Policy, unless the context otherwise requires, the following terms shall have the meanings assigned to them; terms not defined here bear the meaning given to them in the Statutes or in the laws of Ghana.
"This Policy" or "the Policy" means the Use of the Common Seal of Southshore university College, including its schedules, annexes and any approved amendments.
"Use of the Common Seal" means the subject-matter, activity, function, decision, record or transaction regulated by this Policy, namely use of the common seal as carried out by, within, or on behalf of Southshore university College.
"Use of the Common Seal Matter" means any act, omission, decision, record, communication, transaction, event or circumstance to which this Policy applies under Section 3.
"Responsible Officer" means the officer charged under this Policy with day-to-day administration of, and accountability for, use of the common seal; where no other officer is named, it is the Registrar, save that where the matter falls within the quality-assurance function it is the Director of Planning and Quality Assurance, and where it falls within the financial-management function it is the Finance Officer.
"Affected Person" means any person to whom this Policy applies under Section 3, including any person whose rights, duties or interests in respect of use of the common seal are determined or affected by a decision taken under this Policy.
"Breach" means any failure, refusal, act or omission by an Affected Person that is contrary to a provision of this Policy, including the conduct enumerated in Section 8.
"Record" means any document, file, dataset, communication, log, register or other information, in any form or medium, created, received or maintained in connection with a Use of the Common Seal Matter.
"Council" means the Governing Council of Southshore university College, being the supreme governing body and the approving authority for this Policy.
"Academic Board" means the highest academic authority of the University College, exercising in relation to this Policy such academic-governance functions as are reserved to it by the Statutes.
"President" means the President of the University College, being the Chief Executive and Chief Academic Officer responsible for the institution-wide implementation of this Policy.
"Staff" means any person employed by the University College on any terms whose duties touch on a Use of the Common Seal Matter.
"Student" means any person duly registered for a programme of study at the University College whose rights or duties are engaged by this Policy.
5. Policy Statement & Guiding Principles
Southshore university College is committed to use of the common seal that is lawful, ethical, evidence-based and aligned with international good practice.
Decisions and actions under this Policy shall observe the principles of legality, equity, transparency, accountability, due process and respect for human dignity.
The University College shall provide the resources, training and oversight needed for effective implementation.
Non-compliance shall be addressed promptly through the established disciplinary and grievance procedures.
6. Roles & Responsibilities
Council: approves this Policy, monitors institutional risk, and holds management accountable for implementation.
President / Principal: provides strategic leadership and ensures the Policy is operationalised across the institution.
Senate / Academic Board: oversees academic dimensions of the Policy and approves related academic regulations.
Registrar: coordinates day-to-day implementation, record-keeping and reporting.
Deans, Heads of Department and Directors: implement the Policy within their units, train staff and report compliance.
Staff and Students: comply with the Policy and report breaches through the appropriate channels.
Internal Audit: provides independent assurance on the effectiveness of controls under this Policy.
8. Prohibited Conduct
For the avoidance of doubt, and without limiting the generality of the provisions above, the following acts, omissions and behaviours are expressly prohibited under this Policy and shall constitute a breach:
(a) Any act or omission that violates, frustrates, evades or attempts to evade any provision of this Policy, whether directly, indirectly, or through a third party.
(b) Wilfully misrepresenting, falsifying, concealing, destroying, altering or fabricating any record, document, data, communication or report required, produced or maintained under this Policy.
(c) Failing or refusing, without lawful excuse, to perform a duty, follow a procedure, observe a timeline, obtain an authorisation, or implement a directive lawfully issued under this Policy.
(d) Exceeding, abusing or purporting to exercise authority not lawfully delegated under this Policy or the Schedule of Delegated Authorities, including authorising, approving, signing, committing funds, or making representations on behalf of the University College without proper authority.
(e) Coercing, inducing, instructing, aiding, abetting, conspiring with or counselling any other person to commit a breach of this Policy, or knowingly receiving a benefit arising from such a breach.
(f) Retaliating, victimising, intimidating, harassing or discriminating against any person who, in good faith, reports a suspected breach, participates in an investigation, gives evidence, or exercises any right or remedy under this Policy.
(g) Obstructing, misleading or refusing to cooperate with an investigation, audit, inquiry or disciplinary process conducted under this Policy or by any competent authority.
(h) Engaging in or failing to disclose any actual, potential or perceived conflict of interest affecting the impartial discharge of duties under this Policy.
(i) Using the name, resources, facilities, information systems, intellectual property, data or funds of the University College for any purpose inconsistent with this Policy.
(j) Any other act or omission which, in the reasonable judgement of the responsible officer, is contrary to the letter or spirit of this Policy.
9. Violations, Sanctions and Consequences
Every breach of this Policy shall be addressed in accordance with the principles of natural justice, proportionality and due process, and shall attract one or more of the consequences set out below.
Classification of breaches — Breaches shall be classified, having regard to their nature, intent, frequency, impact and the seniority of the person responsible, as: (i) Minor breaches — inadvertent or technical non-compliance with no material harm; (ii) Serious breaches — wilful, repeated or negligent non-compliance, or non-compliance causing material harm; or (iii) Gross breaches — fraud, dishonesty, criminal conduct, gross negligence, conduct endangering life, safety or institutional integrity, or repeated serious breaches.
Sanctions for staff — Depending on the classification, sanctions for staff may include: (a) written advisory or counselling; (b) formal written warning placed on the personnel file; (c) mandatory remedial training; (d) withholding of increments, promotion or performance bonus; (e) demotion or transfer; (f) suspension with or without pay pending investigation; (g) summary dismissal for gross misconduct; (h) recovery of losses, restitution and forfeiture of benefits unlawfully obtained; (i) referral to professional regulators and reporting to law-enforcement authorities where the conduct discloses a criminal offence.
Sanctions for students — Depending on the classification, sanctions for students may include: (a) written reprimand; (b) mandatory counselling, community service or remedial work; (c) restitution and payment of damages; (d) loss of marks, cancellation of an assessment, or invalidation of an award where dishonestly obtained; (e) suspension from a programme, residence or facility; (f) rustication for a specified period; (g) expulsion from the University College; (h) withdrawal of an award already conferred; (i) referral to law-enforcement authorities where appropriate.
Sanctions for Council members, contractors, consultants and third parties — sanctions may include suspension or termination of appointment or contract, debarment from future engagement, recovery of losses, forfeiture of bonds and securities, and referral to professional or law-enforcement authorities.
Aggravating and mitigating factors — In determining the appropriate sanction, the disciplinary authority shall consider, among other things, the seniority and responsibility of the person, intent and motive, harm caused, prior record, level of cooperation, voluntary disclosure, restitution, and the public interest.
Procedural safeguards — No sanction shall be imposed save after written notice of the alleged breach, disclosure of the evidence relied upon, a reasonable opportunity to respond in writing or in person, the right to be accompanied or represented where the rules so permit, a reasoned written decision, and notice of the right of appeal and the time within which it must be exercised.
Interim measures — Pending the conclusion of an investigation or disciplinary process, the responsible officer may impose interim measures, including precautionary suspension, restriction of access, reassignment of duties, or preservation of evidence, where such measures are necessary to protect persons, assets, evidence or the integrity of the process.
Concurrent liability — The imposition of a sanction under this Policy shall be without prejudice to any concurrent civil, criminal, professional or regulatory liability arising under the laws of Ghana, and shall not preclude the University College from pursuing any other lawful remedy, including civil action for recovery of losses.
Reporting and registers — All substantiated breaches, sanctions imposed and remedial actions taken shall be recorded in the institutional Compliance and Disciplinary Register, anonymised where appropriate, and summarised in the Annual Report to Council.
10. Procedures
Initiation: any matter falling under this Policy is initiated by the responsible officer using the prescribed form or channel.
Review: the responsible unit reviews the matter against this Policy and applicable laws, regulations and standards.
Decision & authorisation: decisions are made by the officer or committee with the appropriate delegated authority, and are documented with reasons.
Communication: outcomes are communicated in writing to all affected parties within stated timelines.
Record-keeping: complete records are maintained in line with the Records Management & Retention Policy.
Appeals / review: aggrieved parties may invoke the relevant grievance or appeals procedure.
11. Compliance, Monitoring & Reporting
The responsible officer shall monitor compliance and report quarterly to the relevant Council or Senate committee.
Key performance indicators shall be defined, tracked and published in the annual report.
Internal and external auditors may review compliance with this Policy at any time.
Breaches shall be investigated promptly and, where substantiated, dealt with under the staff or student disciplinary procedure.
12. Review & Revision
This Policy shall be reviewed at least every three (3) years, or earlier if required by changes in law, regulation or institutional circumstances.
Amendments are recommended by the responsible committee and approved by Council on the advice of Senate where applicable.
The approved version, version number and effective date shall be published on the official Policy Portal.
13. Related Documents & Authorities
University College Statutes
Relevant Acts of the Parliament of Ghana and GTEC regulations
University of Cape Coast (UCC) affiliation/mentorship instruments where applicable
Other University College policies referenced in this document
Implementing procedures, guidelines, forms and registers issued by the responsible office

Translation of strategic objectives into annual operational plans and resource allocation.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Annual Operational Plans and Budget Alignment Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the preparation, approval, execution, monitoring and revision of every Annual Operational Plan ("AOP") and the alignment of every recurrent and capital budget of the University College with the Institutional Strategic Plan.
Section 3. This Policy binds every Faculty, School, Department, Centre, Hall and administrative unit, and every cost-centre manager, of the University College.
Article 2 — Definitions
Section 4. In this Policy: "Financial Year" means the period from 1 August in one calendar year to 31 July in the next; "AOP" means the operational plan of a Faculty, School, Department or unit for one Financial Year; "Cost Centre" means a budgeted unit identified in the chart of accounts; "Variance" means the difference, positive or negative, between actual expenditure and approved budget at a reporting date.
Article 3 — Annual Planning Cycle
Section 5. The annual planning and budgeting cycle is: (a) by 31 January, the President issues Strategic Planning Guidance and budget parameters informed by the Institutional Strategic Plan and the prevailing performance data; (b) by 31 March, each unit submits its draft AOP and draft budget to the Director of Planning and Quality Assurance and the Finance Officer; (c) by 30 April, the Executive Management Council consolidates and prioritises; (d) by 31 May, the Finance, Audit & Risk Committee reviews; (e) by 30 June, the Council approves the consolidated AOPs and the budget for the ensuing Financial Year.
Section 6. No expenditure shall be incurred under an AOP or budget that has not been approved by Council, save under express delegated authority and within the limits prescribed by the Council Operating Constitution.
Article 4 — Strategic Alignment and Prioritisation
Section 7. Every AOP shall identify, for each proposed activity: the strategic pillar of the Institutional Strategic Plan to which it contributes; the KPI it advances; the responsible officer; the expected outcome; and the budgeted cost.
Section 8. The Executive Management Council shall prioritise activities by reference to strategic fit, expected outcome, risk and cost; an activity that does not contribute to a strategic pillar or a KPI shall not be funded save where it is required by law, regulation or contract.
Section 9. Not less than seventy percent (70%) of new discretionary expenditure in any Financial Year shall be allocated to activities directly advancing the strategic pillars of the Institutional Strategic Plan.
Article 5 — Monitoring, Variance and Corrective Action
Section 10. Each Cost Centre manager shall submit a quarterly progress and budget-variance report to the Director of Planning and Quality Assurance and the Finance Officer within fifteen (15) working days of the end of each quarter.
Section 11. A Variance exceeding ten percent (10%) of the approved budget for a Cost Centre, or any forecast overspend in absolute terms exceeding GHS 100,000, shall trigger a written explanation and a remedial action plan submitted to the Executive Management Council within ten (10) working days.
Section 12. A reallocation of budget between Cost Centres exceeding five percent (5%) of either Cost Centre's approved budget requires the approval of the Finance, Audit & Risk Committee; a reallocation exceeding the thresholds reserved to Council under the Council Operating Constitution requires the approval of Council.
Article 6 — Year-End Reporting
Section 13. Each unit shall, within thirty (30) days of the end of the Financial Year, submit to the Director of Planning and Quality Assurance a year-end report on delivery against its AOP, including a self-assessment against KPIs.
Section 14. The President shall present to the Annual General Meeting of Council a consolidated report on delivery of the AOPs, which shall accompany the audited financial statements.
Article 7 — Review and Amendment
Section 15. This Policy shall be reviewed by Council, on the joint recommendation of the President and the Finance, Audit & Risk Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Strategic approach to student recruitment, retention, and success aligned with institutional goals.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Enrolment Management and Student Success Strategy of Southshore university College, 2026 ("this Strategy").
Section 2. This Strategy comes into force on 24th January, 2026 and governs the recruitment, admission planning, retention, progression and completion of students of the University College.
Section 3. This Strategy shall be read with the Admissions Policy, the Scholarships and Financial Aid Policy, the Student Counselling and Wellbeing Policy, and the Career Services Policy.
Article 2 — Target Enrolment Mix
Section 4. The target full-time-equivalent enrolment for the Financial Year 2029/2030 is three thousand (3,000), to be reached through a profile of: (a) undergraduate to postgraduate of 85:15; (b) gender balance no worse than 45:55 in either direction at institutional level; (c) at least twenty percent (20%) of new entrants from outside the catchment region; (d) at least five percent (5%) international students by 2029/2030; (e) representation of students with disability not less than three percent (3%).
Section 5. Annual entry targets by Faculty, School and programme shall be approved by Council on the recommendation of the President as part of the Annual Operational Plans.
Article 3 — Recruitment
Section 6. The University College shall operate a year-round recruitment programme led by a designated Director of Admissions and Marketing reporting to the Pro-President, and shall maintain a digital application portal that is the sole channel of formal application.
Section 7. Recruitment communications shall be accurate, current and consistent with the Anti-Corruption and Anti-Bribery Policy; no recruitment agent shall be engaged save under a written contract approved by the President that prohibits the offering of incentives in breach of that Policy.
Section 8. The Director of Admissions and Marketing shall report monthly to the Executive Management Council on application and conversion metrics against the targets in Article 2.
Article 4 — Retention and Throughput
Section 9. The institutional retention target is that not less than ninety percent (90%) of first-year students shall progress to the second year; the institutional completion target is that not less than eighty percent (80%) of admitted students shall complete their programme within the stipulated duration plus one (1) academic year.
Section 10. Every Faculty shall operate an Early Alert system identifying students at risk of withdrawal by the end of the sixth (6th) teaching week of each semester, and shall offer documented academic, counselling, financial-aid and pastoral support to alerted students.
Section 11. The Pro-President shall report each semester to the Executive Management Council on retention and progression by programme, and shall publish a remedial action plan for any programme in which retention falls below eighty-five percent (85%).
Article 5 — Access, Equity and Financial Aid
Section 12. Not less than fifteen percent (15%) of tuition revenue shall be reinvested annually in scholarships, bursaries and financial aid administered under the Scholarships and Financial Aid Policy.
Section 13. Need-based aid shall take precedence over merit-based aid in any year in which the combined demand exceeds the available pool.
Section 14. The Finance Officer shall report annually to Council on the leverage achieved by financial aid in advancing the access targets in Article 2.
Article 6 — Data, Analytics and Decision-Making
Section 15. The Director of Planning and Quality Assurance shall maintain a Student Success Data Mart drawing on application, admission, registration, attendance, assessment, financial-aid and graduation data, and shall produce a Student Success Dashboard updated not less than monthly.
Section 16. Decisions on programme intake, fee setting, scholarship allocation and student-support investment shall be supported by analysis from the Dashboard, recorded in the minutes of the decision-making body.
Article 7 — Review and Amendment
Section 17. This Strategy shall be reviewed by Council, on the joint recommendation of the President and the Strategic Planning Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Long-term planning for physical campus development, facilities, and technology infrastructure.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Infrastructure and Estate Master Plan of Southshore university College, 2026–2035 ("this Master Plan").
Section 2. This Master Plan comes into force on 24th January, 2026 and governs land use, physical development, facilities management, sustainability standards and digital infrastructure across every campus and learning centre of the University College.
Section 3. No development, alteration, lease, disposal or material change of use of any land or building of the University College, and no procurement of a core digital-infrastructure system, shall proceed otherwise than in accordance with this Master Plan.
Article 2 — Land Use and Space Utilisation
Section 4. The campus shall be planned in functional precincts comprising: Academic; Research and Innovation; Student Life and Residential; Sports and Recreation; Administrative and Civic; and Future Reserve.
Section 5. Space utilisation standards are: teaching rooms shall achieve a utilisation rate of not less than sixty-five percent (65%) of the scheduled week; offices shall be allocated on the basis of role and not status, with shared workspace as the default for academic staff with weekly contact hours of fewer than ten (10) hours.
Section 6. A consolidated Space Inventory shall be maintained by the Director of Estates and Facilities and reported annually to the Executive Management Council.
Article 3 — Capital Project Prioritisation and Phasing
Section 7. Capital projects are prioritised on the criteria of: alignment to the strategic pillars of the Institutional Strategic Plan; contribution to enrolment, research or sustainability targets; condition and safety of existing assets; net present value over a twenty-five (25) year horizon; and availability of funding without unacceptable gearing.
Section 8. The capital programme is phased in three (3) periods: Phase 1 (2026–2028) — academic core, student residences and digital backbone; Phase 2 (2029–2031) — research and innovation precinct and sports complex; Phase 3 (2032–2035) — second academic quadrangle and future reserve activation.
Section 9. A capital project exceeding GHS 1,000,000 shall be approved by Council on a written business case; a capital project below that threshold may be approved by the Executive Management Council within the approved budget.
Article 4 — Sustainability and Green Building
Section 10. Every new building shall be designed to achieve, at a minimum, the EDGE certification standard or a comparable recognised green-building rating, with passive cooling, daylighting and rainwater harvesting as default design strategies.
Section 11. The University College shall achieve a thirty percent (30%) reduction in energy intensity per square metre by 2030 against the 2026 baseline, and shall install on-site renewable generation sufficient to meet at least twenty percent (20%) of campus electricity demand by 2030.
Section 12. A Sustainability Report shall be presented to Council at every Annual General Meeting against the targets in Section 11.
Article 5 — Digital Infrastructure
Section 13. The digital backbone shall comprise: redundant fibre connectivity; campus-wide Wi-Fi achieving full coverage of academic and residential precincts; an enterprise data centre with disaster-recovery to a geographically separate site; identity, learning-management, student-information and finance systems; and an institutional data warehouse.
Section 14. Every new core system shall comply with the Data Protection Act, 2012 (Act 843), shall integrate via the institutional integration platform, and shall not be deployed without a Data Protection Impact Assessment certified by the Registrar.
Section 15. The Director of Information Technology shall publish, and update annually, a five-year Digital Roadmap aligned with this Master Plan and approved by the Executive Management Council.
Article 6 — Maintenance, Health and Safety
Section 16. A planned preventative-maintenance programme shall be operated by the Director of Estates and Facilities; reactive maintenance shall be benchmarked and reported quarterly.
Section 17. Every building shall hold current statutory fire-safety, structural and electrical certifications; a certificate not current within twelve (12) months of expiry shall trigger immediate remedial action and suspension of use where safety is in doubt.
Article 7 — Governance, Review and Amendment
Section 18. The Development and Estates Committee, on behalf of Council, oversees the execution of this Master Plan and approves project initiation, design, tender and completion gates within delegated limits.
Section 19. This Master Plan shall be reviewed by Council, on the recommendation of the Development and Estates Committee, not less than once every five (5) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
The master strategic document setting the vision, mission, values, and long-term objectives of the University College.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Institutional Strategic Plan of Southshore university College, 2026–2030 ("this Plan").
Section 2. This Plan comes into force on 24th January, 2026 and supersedes all prior strategic documents of the University College to the extent of any inconsistency.
Section 3. This Plan binds every organ, Faculty, School, Department, Centre, Hall and administrative unit of the University College, whose annual operational plans and budgets shall be demonstrably aligned with its pillars and targets.
Article 2 — Vision, Mission and Core Values
Section 4. The Vision of the University College is to be a distinctively formation-based, employer-engaged tertiary institution producing graduates of character, courage and competence for national and global service.
Section 5. The Mission of the University College is to provide accessible, high-quality and transformative higher education that integrates teaching, research, innovation and community engagement under the moderation of the Mentor University and in conformity with the standards of the Ghana Tertiary Education Commission.
Section 6. The Core Values of Trustworthiness, Experience, Authority, Success and Expertise (TEASE) shall inform every strategic decision, investment and partnership under this Plan.
Article 3 — Strategic Pillars
Section 7. The strategic pillars of the University College for the period of this Plan are: (a) Academic Excellence and Programme Distinctiveness; (b) Character Formation and Student Success; (c) Employer Engagement, Venture Creation and Employability; (d) Research, Innovation and Knowledge Transfer; (e) Institutional Sustainability and Resource Mobilisation; (f) Infrastructure, Digital Transformation and Campus Experience.
Section 8. Each pillar is owned by a designated Principal Officer who is accountable to the President, and through the President to Council, for its delivery.
Article 4 — Strategic Targets
Section 9. Enrolment Target: the University College shall grow from its commencement cohort to not fewer than three thousand (3,000) full-time-equivalent students by the end of the academic year 2029/2030, with a gender ratio of no worse than 45:55 in either direction and a postgraduate share of not less than fifteen percent (15%).
Section 10. Academic Target: not fewer than seventy percent (70%) of full-time academic staff shall hold a terminal degree by 2029/2030, and the student–staff ratio shall not exceed 25:1 across the institution.
Section 11. Research Target: the University College shall achieve not fewer than fifty (50) peer-reviewed publications per annum and shall secure external research income of not less than GHS 5,000,000 per annum by 2029/2030.
Section 12. Sustainability Target: the University College shall achieve a tuition-dependency ratio of not more than seventy-five percent (75%) of total recurrent income by 2029/2030, the balance being derived from research, consultancy, endowments, philanthropy and ancillary services.
Section 13. Infrastructure Target: the University College shall deliver the priority capital projects set out in the Infrastructure Master Plan, and shall achieve full coverage of academic facilities by reliable broadband and learning-management systems by the end of 2027.
Article 5 — Governance, Adoption and Review
Section 14. This Plan is adopted by the Council on the recommendation of the President and the Strategic Planning Committee.
Section 15. The President shall report to Council annually on progress against the targets in Article 4, and shall present a formal mid-term review at the end of the academic year 2027/2028.
Section 16. A material variation of any target in Article 4 may be approved only by Council on the joint recommendation of the President and the Finance, Audit & Risk Committee.
Section 17. This Plan shall be succeeded by a new strategic plan adopted by Council before the expiry of its term, and shall continue in force until the successor instrument takes effect.
Guiding major organisational change, transformation initiatives, and culture evolution.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Institutional Transformation and Change Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every Major Change Initiative undertaken by or on behalf of the University College.
Section 3. For the purposes of this Policy, a "Major Change Initiative" is any programme of organisational change that: (a) alters the academic structure (creation, merger, restructuring or closure of a Faculty, School, Department or Centre); (b) introduces or replaces an enterprise system; (c) materially changes terms or conditions of employment; (d) materially changes the student experience; or (e) requires capital or transition expenditure exceeding GHS 500,000.
Article 2 — Change Governance
Section 4. Every Major Change Initiative shall be authorised by Council on a written Change Charter approved by the Executive Management Council and recommended by the President.
Section 5. A Change Steering Committee shall be constituted for each authorised Initiative, chaired by a Principal Officer designated as Senior Responsible Owner, and comprising the Change Lead, the Director of Planning and Quality Assurance, the Director of Human Resources, the Finance Officer, and representatives of the staff and students affected.
Section 6. The Senior Responsible Owner is personally accountable to the President, and through the President to Council, for the delivery of the Initiative within scope, time, cost and benefit.
Article 3 — The Change Charter
Section 7. The Change Charter shall set out: the case for change; the alignment to the Institutional Strategic Plan; the scope and out-of-scope items; the target operating model; the expected benefits and the KPIs by which they will be measured; the budget and funding source; the risks and mitigations; the stakeholder map; and the communication plan.
Section 8. No Change Charter shall be approved without an Equality and Inclusion Impact Assessment and a Student and Staff Impact Assessment certified by the Director of Human Resources and the Pro-President respectively.
Article 4 — Stakeholder Engagement and Communication
Section 9. Staff and students materially affected by a Major Change Initiative shall be consulted before final decisions are taken; the consultation period shall be not less than twenty-one (21) days save in a duly declared emergency.
Section 10. The recognised staff associations and the Students' Representative Council shall be consulted on every Major Change Initiative that affects their constituencies.
Section 11. The Change Steering Committee shall publish, through the Director of Branding, Marketing and Communications, a written communication at the commencement, at each significant milestone, and at the closure of every Major Change Initiative.
Article 5 — Risk Management and Decision Gates
Section 12. Every Major Change Initiative is subject to formal decision gates: Initiation; Design; Build; Transition; Closure; with continuation at each gate requiring written approval by the Executive Management Council and reporting to Council.
Section 13. Risks identified for an Initiative shall be recorded in the institutional Risk Register under the Enterprise Risk Management Policy and reviewed at every meeting of the Change Steering Committee.
Article 6 — Benefit Realisation and Sustainability
Section 14. At Closure, the Senior Responsible Owner shall submit to Council a Benefits Realisation Report comparing delivered outcomes against the benefits stated in the Change Charter and including a transition-to-business-as-usual plan.
Section 15. A post-implementation review shall be conducted twelve (12) months after Closure to confirm that benefits have been sustained and to capture lessons learned for future Initiatives.
Article 7 — Review and Amendment
Section 16. This Policy shall be reviewed by Council, on the recommendation of the Strategic Planning Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Tracking and reporting progress against strategic targets and key performance indicators.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Performance Monitoring and Evaluation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the monitoring and evaluation of the Institutional Strategic Plan, the Annual Operational Plans, and the institutional Key Performance Indicators set under Article 3.
Section 3. This Policy binds every Principal Officer, Dean, Director, Head of Department and unit head who owns a Key Performance Indicator or contributes data to one.
Article 2 — Roles and Responsibilities
Section 4. The Director of Planning and Quality Assurance is the institutional owner of the performance framework and is responsible for its design, data integrity and reporting.
Section 5. The President is accountable to Council for institutional performance and shall present the annual performance report under Article 4.
Section 6. The Executive Management Council reviews performance against KPIs at every ordinary meeting; the Finance, Audit & Risk Committee reviews performance against KPIs at every ordinary meeting; the Council reviews institutional performance at every ordinary meeting and formally at its Annual General Meeting.
Section 7. Every KPI shall have a named owner at the level of Principal Officer or Dean, who is accountable for its delivery and for the accuracy of data submitted.
Article 3 — The Balanced Scorecard and KPIs
Section 8. Institutional performance is measured on a Balanced Scorecard comprising four perspectives: (a) Student and Stakeholder; (b) Academic, Research and Quality; (c) Financial Sustainability; (d) People, Systems and Infrastructure.
Section 9. Each perspective is populated by Key Performance Indicators (KPIs) approved by Council on the recommendation of the President, each of which carries: a definition; a data source; an owner; a baseline; an annual target; and a five-year target aligned with the Institutional Strategic Plan.
Section 10. Performance against every KPI is rated: Green (target met or exceeded); Amber (within ten percent (10%) of target); Red (more than ten percent (10%) below target).
Section 11. A KPI rated Red for two (2) consecutive reporting periods triggers a mandatory recovery plan prepared by the owner and approved by the Executive Management Council.
Article 4 — Reporting Cycle
Section 12. Owners shall submit performance data to the Director of Planning and Quality Assurance within fifteen (15) working days of the end of each quarter.
Section 13. The Director shall publish a Quarterly Performance Dashboard to the Executive Management Council and to Council within thirty (30) working days of the end of each quarter.
Section 14. The Annual Performance Report, signed by the President, shall be submitted to the Annual General Meeting of Council together with the audited financial statements and the annual report.
Article 5 — Strategic Reviews
Section 15. A mid-term review of the Institutional Strategic Plan shall be conducted at the end of its third year, drawing on the performance data accumulated under this Policy.
Section 16. An end-of-term review shall be conducted in the final year of every Plan and shall form part of the evidence base for the successor Plan.
Section 17. The findings of every strategic review shall be published on the University College website within sixty (60) days of receipt by Council.
Article 6 — Data Integrity and Assurance
Section 18. The Director of Planning and Quality Assurance shall maintain documented definitions and data-collection methods for every KPI and shall apply consistent treatment year on year.
Section 19. The Director of Internal Audit shall, not less than once every two (2) years, conduct an independent review of the integrity of KPI data and the operation of this Policy, and shall report to the Finance, Audit & Risk Committee.
Article 7 — Review and Amendment
Section 20. This Policy shall be reviewed by Council, on the recommendation of the Strategic Planning Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Framework for developing and managing institutional partnerships that advance strategic goals.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Strategic Partnerships and Collaboration Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every partnership, collaboration, memorandum of understanding, joint programme, articulation agreement, research consortium, exchange arrangement and sponsorship entered into by the University College, save for ordinary commercial procurement and the affiliation with the Mentor University, which are governed by their own instruments.
Article 2 — Typology of Partnerships
Section 3. Partnerships under this Policy are classified as: (a) Academic — joint or articulated programmes, dual degrees, student and staff exchange; (b) Research — research consortia, joint laboratories, grant collaborations; (c) Industry and Employer — internships, work-integrated learning, sponsored chairs, advisory boards; (d) Community and Civic — service-learning hosts, outreach partners, host community agreements; (e) Institutional — capacity-building, twinning and benchmarking arrangements with peer institutions.
Section 4. Each class of partnership is sponsored by the Principal Officer with portfolio responsibility for the substantive area.
Article 3 — Strategic Fit and Due Diligence
Section 5. No partnership shall be entered into unless it demonstrably contributes to a strategic pillar of the Institutional Strategic Plan and to one or more KPIs under the Performance Monitoring and Evaluation Policy.
Section 6. Risk-based due diligence shall be conducted on every prospective partner before signature, addressing: legal status and authority; reputation and integrity; financial standing; safeguarding and labour practices; relevant accreditations; and exposure under the Anti-Corruption and Anti-Bribery Policy.
Section 7. Enhanced due diligence is required for partners that are Public Officials, politically exposed persons, established in jurisdictions identified as high risk by the Financial Action Task Force, or proposed for an exclusive arrangement.
Article 4 — Approval Authority
Section 8. A non-binding letter of intent or memorandum of understanding that creates no financial, academic or reputational commitment may be approved by the President.
Section 9. A partnership that commits the University College to academic award conferral, to expenditure within delegated limits, or to an exclusivity term not exceeding three (3) years, may be approved by the Executive Management Council on the recommendation of the sponsoring Principal Officer.
Section 10. A partnership that commits the University College to academic awards in partnership with a third party, to expenditure exceeding delegated limits, or to an exclusivity term exceeding three (3) years, requires the approval of Council.
Article 5 — Joint Programmes and Awards
Section 11. A joint academic programme requires the prior written approval of the Academic Board and shall comply with the requirements of the Mentor University and the Ghana Tertiary Education Commission for collaborative provision.
Section 12. Every joint-programme agreement shall specify: the contributions of each party; the responsible academic officer at each institution; the quality-assurance arrangements; the student-record and award arrangements; and the fee and revenue share.
Article 6 — Documentation, Register and Monitoring
Section 13. Every partnership shall be reduced to writing, signed by an officer with appropriate delegated authority, and lodged with the Registrar within ten (10) working days of execution.
Section 14. The Registrar shall maintain a Register of Partnerships open to inspection by Council at any time and reported on annually at the Annual General Meeting.
Section 15. The sponsoring Principal Officer shall conduct a written annual review of each partnership for which they are sponsor and shall submit it to the Executive Management Council.
Article 7 — Exit, Suspension and Termination
Section 16. Every partnership instrument shall include a termination clause permitting the University College to exit on not more than six (6) months' notice, save where a longer commitment is justified in writing and approved by Council.
Section 17. A partnership shall be suspended or terminated where the partner is found to have breached the Anti-Corruption and Anti-Bribery Policy, the safeguarding obligations of the University College or the law of Ghana, or where the partnership ceases to meet the strategic-fit test under Section 5.
Article 8 — Review and Amendment
Section 18. This Policy shall be reviewed by Council, on the recommendation of the President, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Governance and process for developing, approving, and refreshing the institutional strategic plan.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Strategic Planning and Development Framework of Southshore university College, 2026 ("this Framework").
Section 2. This Framework comes into force on 24th January, 2026 and governs the process by which every Institutional Strategic Plan, and any material amendment thereto, is developed, consulted upon, approved, communicated and refreshed.
Section 3. This Framework binds the Council, the Academic Board, the Executive Management Council, the Strategic Planning Committee and every Faculty, School, Department and unit participating in strategic planning.
Article 2 — The Strategic Planning Committee
Section 4. There is established a Strategic Planning Committee ("the Committee") chaired by the President and comprising: the Pro-President; the Registrar; the Finance Officer; the Director of Planning and Quality Assurance, who serves as Secretary; two (2) Deans nominated by the Academic Board; one (1) external member with strategy expertise nominated by the Chair of Council; one (1) student member nominated by the Students' Representative Council; and one (1) alumnus nominated by the Alumni Association.
Section 5. The Committee meets not less than four (4) times each year and reports through the President to the Council at each ordinary meeting.
Section 6. The functions of the Committee are to lead the development and review of the Institutional Strategic Plan, to commission environmental scans, to integrate stakeholder input, to advise the President on strategic trade-offs and to monitor delivery.
Article 3 — The Planning Cycle
Section 7. The Institutional Strategic Plan covers a horizon of five (5) academic years.
Section 8. Eighteen (18) months before the expiry of a Plan, the President shall direct the Committee to commence development of its successor; the cycle shall comprise: (a) environmental scan and evidence base; (b) stakeholder consultation; (c) draft pillars and targets; (d) costing and risk assessment; (e) Academic Board input; (f) Council approval.
Section 9. A mid-term review of every Plan shall be conducted at the end of its third year and may result in formal amendments approved by Council under Article 6.
Article 4 — Environmental Scanning and Alignment
Section 10. The environmental scan shall include analysis of: demographic and labour-market trends in Ghana and West Africa; the policy direction of the Ministry responsible for Education, GTEC and the Mentor University; the strategic plans of peer institutions; the financial outlook of the University College; technological and pedagogical developments; and the social, economic and political context.
Section 11. Every draft Plan shall demonstrate alignment with the prevailing national tertiary-education policy and with the United Nations Sustainable Development Goals, and shall record any deliberate departure with stated reasons.
Article 5 — Stakeholder Consultation
Section 12. The Committee shall consult, at a minimum, the following stakeholders before a Plan is submitted to Council: students through the Students' Representative Council; alumni through the Alumni Association; academic and administrative staff through Convocation and the recognised staff associations; the Mentor University; principal employers and industry partners; and host communities.
Section 13. The Committee shall publish a written record of stakeholder input and its disposition with the draft Plan submitted to Council.
Article 6 — Approval, Ratification and Amendment
Section 14. A new Institutional Strategic Plan is adopted by resolution of Council on the recommendation of the President; the resolution shall record the Plan, its commencement date and its term.
Section 15. A material amendment to a Plan, being any amendment to a strategic pillar or a numerical target, requires a resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Section 16. Non-material refinements to delivery milestones and operational sequencing may be approved by the President on the advice of the Committee and reported to Council for noting.
Article 7 — Communication and Review of this Framework
Section 17. An adopted Plan, and any amendment, shall be published on the University College website and communicated to staff and students through the Registrar within thirty (30) days of adoption.
Section 18. This Framework shall be reviewed by Council, on the recommendation of the Committee, not less than once every five (5) years.

Engagement of graduates as ambassadors, mentors, and supporters.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Alumni Relations Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every graduate of the University College, the Southshore Alumni Association (SAA) and every chapter, branch and affinity group operating under the name of Southshore.
Section 3. This Policy is to be read with the Data Protection Policy and the Branding and Visual Identity Policy.
Article 2 — Recognition and Engagement Programmes
Section 4. The Southshore Alumni Association (SAA) is the sole recognised graduate body, governed by a Constitution registered with the Office of Advancement, and the President of the SAA attends Council in an ex-officio non-voting capacity.
Section 5. Standing programmes are the annual Homecoming (first Saturday of November), Class-Year Reunions on the 5th, 10th, 20th and 25th anniversaries, the Alumni Mentorship Programme pairing senior alumni with final-year students, and the Distinguished Alumna/Alumnus Award.
Section 6. An Alumni Giving target of at least ten percent (10%) participation per class within ten (10) years of graduation shall be pursued; all gifts shall be receipted by the Bursar and applied strictly to the purposes specified by the donor.
Article 3 — Data Protection and Communications
Section 7. Personal data of graduates shall be processed in line with the Data Protection Act, 2012 (Act 843), and contact information shall be used only for alumni programmes, fundraising, career networking and institutional communications.
Section 8. Every alumni communication shall include a one-click unsubscribe option, and an alumna or alumnus may at any time request restriction, correction or deletion of their personal data, save data the University College is required by law to retain (such as the academic record).
Section 9. The sale, sharing or commercial licensing of the alumni database to any third party is absolutely prohibited.
Section 10. Use of the Southshore name, crest or seal by alumni groups requires written licence from the Registrar.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by Council, on the recommendation of the Director of Advancement, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Zero-tolerance framework for harassment, including sexual and gender-based misconduct.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Anti-Harassment and Sexual Misconduct Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every member of the University College community — students, staff, contractors, visitors and partners — on campus, off campus and in all online interactions associated with the University College.
Section 3. The University College affirms zero tolerance for harassment, sexual misconduct, exploitation and retaliation, and shall investigate every credible allegation in a trauma-informed manner.
Article 2 — Defined Prohibited Conduct
Section 4. Sexual harassment is any unwelcome sexual advance, request for sexual favour, sexual joke, image, message, touch or stare which a reasonable person would find offensive, humiliating or intimidating.
Section 5. Sexual exploitation is any actual or attempted abuse of a position of vulnerability, differential power or trust for sexual purposes, including the solicitation of sex in exchange for grades, supervision, accommodation or employment; "sex-for-grades" is a per se grave offence.
Section 6. Stalking, image-based abuse (including the non-consensual sharing of intimate images), gender-based bullying and retaliation against a complainant or witness are prohibited.
Section 7. Romantic or sexual relationships between a staff member and a student over whom the staff member has any teaching, supervisory, assessment, pastoral or evaluative authority are prohibited; existing relationships shall be disclosed immediately to the Registrar so that authority can be reassigned.
Article 3 — Reporting, Investigation and Sanctions
Section 8. Reports may be made to the Title IX/Safeguarding Officer (primary), the Dean of Students, the Director of Human Resources or any female senior member designated as a Confidential Listener; reports may also be made anonymously through the secure online portal.
Section 9. Reports shall be acknowledged within twenty-four (24) hours; interim measures (no-contact directive, accommodation change, alternative supervision, examination re-scheduling) shall be implemented within seventy-two (72) hours; the investigation shall be concluded within sixty (60) days save for documented good cause.
Section 10. The standard of proof is the balance of probabilities, and a single corroborated incident is sufficient to ground a finding.
Section 11. Mandatory minimum sanctions on a finding for staff are dismissal for sexual exploitation, sexual assault and "sex-for-grades", and written warning, demotion or dismissal for other proven sexual harassment depending on severity; for students, rustication for not less than two (2) semesters, with expulsion as the presumptive sanction for sexual assault.
Section 12. Confidentiality is preserved as far as the investigation allows, the complainant's identity is never disclosed to the wider community, and retaliation is itself a grave offence under this Policy.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council, on the recommendation of the Title IX/Safeguarding Officer and the Director of Human Resources, not less than once every two (2) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Internships, attachments, and career development support for students.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Career Services and Industrial Attachment Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every undergraduate and taught-postgraduate student of the University College undertaking industrial attachment, internship, practicum or placement as part of their programme.
Section 3. This Policy is to be read with the Student Code of Conduct, the Anti-Harassment and Sexual Misconduct Policy and the Health, Safety and Environment Policy.
Article 2 — Attachment Requirements and Host Approval
Section 4. Industrial attachment is a credit-bearing graduation requirement of not less than eight (8) weeks for undergraduate programmes, undertaken between the second and third year, and assessed by the host supervisor's report (40%), the student's reflective log-book (30%) and a Faculty oral viva (30%).
Section 5. Host institutions shall be legally registered in Ghana or abroad, operate in a sector aligned with the student's programme, have at least one qualified site supervisor (Bachelor's degree plus five (5) years' experience) and provide a documented work plan for the attachment.
Section 6. Self-placement requires the Faculty Industrial Liaison Officer's written approval, and family-owned businesses are permitted only where supervised by a non-family senior staff member.
Section 7. An attachment yielding less than the assessed minimum hours, or one in which the student is assigned to clerical errands unrelated to the programme, shall be voided and re-done at the student's cost.
Article 3 — Welfare, Conduct and Safety on Attachment
Section 8. The University College shall maintain group personal-accident insurance covering every student on attachment for the duration of the placement, the cover details of which shall be published with the placement letter.
Section 9. Students on attachment remain subject to the Student Code of Conduct and the Anti-Harassment Policy, and the host's own code applies concurrently.
Section 10. Sexual harassment, exploitation, unsafe work or compulsion to incur expenses on behalf of the host shall be reported to the Faculty Industrial Liaison Officer immediately; the University College shall withdraw the student within forty-eight (48) hours and may blacklist the host for up to five (5) years.
Section 11. Career Services shall run not fewer than four (4) employability workshops per semester (CV writing, interviewing, professional ethics and digital portfolio) and maintain a graduate-employment tracer survey with a target response rate of sixty percent (60%) or above.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Academic Board, on the recommendation of the Director of Career Services, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Safeguarding minors who interact with the University College through programmes, visits, or research.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Child Protection and Safeguarding Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every activity, programme, research project, visit, event and service of the University College that involves a child, on campus or off campus.
Section 3. For the purposes of this Policy a "child" is any person under eighteen (18) years; the Policy is to be read with the Children's Act, 1998 (Act 560) and the Domestic Violence Act, 2007 (Act 732).
Article 2 — Scope, Vetting and Supervision
Section 4. This Policy covers school outreach, holiday camps, open days, child research participants, visiting pupils and any child of a member of the University College present on campus other than transiently.
Section 5. Every staff member, student volunteer, contractor or visiting researcher with regular or substantial unsupervised access to children shall obtain a Ghana Police Service Criminal Record Check before commencing the role, renewed every three (3) years; a positive record for any offence against a child is an absolute bar.
Section 6. The two-adult rule applies: no adult shall be alone with a child in an enclosed or unobservable space; activities with children shall maintain a staff or volunteer-to-child ratio of at least 1:10 for ages 12–17 and 1:6 for ages under 12.
Article 3 — Mandatory Reporting and Prohibited Conduct
Section 7. Every member of the University College has a duty to report any suspicion, disclosure or allegation of abuse to the Safeguarding Lead within twenty-four (24) hours; failure to report is itself a disciplinary offence.
Section 8. On a credible disclosure of sexual or physical abuse the Safeguarding Lead shall, within forty-eight (48) hours, report to the Department of Social Welfare and to the Domestic Violence and Victim Support Unit of the Ghana Police Service, and shall suspend the alleged adult pending investigation.
Section 9. Prohibited adult conduct includes corporal punishment of any kind, sexual contact or sexualised conversation with a child, photographing or filming a child without written parental consent, private one-to-one messaging with a child outside approved channels, transporting a child alone in a private vehicle, and giving a child a gift of value without programme authorisation.
Section 10. Research involving children additionally requires Ethics Committee approval, written parental consent plus the child's age-appropriate assent and the presence of an independent adult; child participants may withdraw at any time without consequence.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by Council, on the recommendation of the Safeguarding Lead, not less than once every two (2) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Registration and governance of student clubs, societies, and sports teams.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Clubs, Societies and Sports Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every student club, society, association and sports team operating under the name of the University College, whether on or off campus.
Section 3. This Policy is to be read with the Student Code of Conduct and the Health, Safety and Environment Policy.
Article 2 — Registration and Governance
Section 4. Every club, society or sports team shall register annually with the Dean of Students by 31 October, submitting a constitution, the list of executives (with student IDs and CGPA confirmation), a faculty advisor and a programme of activities.
Section 5. Minimum membership is fifteen (15) registered students; religious societies shall additionally affirm respect for all faiths and shall not engage in coercive proselytising on campus.
Section 6. Political parties shall not register as student societies; this shall not be construed as restricting freedom of association off campus.
Section 7. A club whose activity is dormant for two (2) consecutive semesters is automatically de-registered, and its assets shall revert to the SRC.
Article 3 — Funding, Facilities and Conduct at Events
Section 8. Facilities shall be booked through the Estates Office at least ten (10) working days in advance, and external sponsors and external guest speakers require additional approval by the Dean of Students at least fourteen (14) days in advance.
Section 9. Off-campus trips and competitions require written parental indemnity for students under twenty-one (21), a Risk Assessment lodged with Health and Safety, transport from an approved carrier and a staff escort.
Section 10. Alcohol, narcotics, hazing and any form of initiation involving humiliation, sexual content or physical harm are absolutely prohibited, and sponsors who facilitate them shall be barred for three (3) years.
Section 11. Visiting teams shall be received in line with the GUSA Code, and misconduct of Southshore players or supporters shall be referred to the Student Code of Conduct.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Welfare Committee, on the recommendation of the Dean of Students, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Confidential support for student mental health and psychosocial wellbeing.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Counselling and Mental Health Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every registered student of the University College, and, where expressly extended, to staff and dependants.
Section 3. Nothing in this Policy derogates from the duty of confidentiality owed under the Data Protection Act, 2012 (Act 843) and applicable professional codes.
Article 2 — Service Standards
Section 4. The University College shall maintain a counsellor-to-student ratio of not worse than 1:750, with at least one (1) female counsellor and one (1) clinical psychologist on the establishment.
Section 5. The routine appointment wait time shall not exceed five (5) working days; urgent same-day slots shall be held open daily between 14:00 and 16:00; and a 24/7 crisis line shall be advertised on every student ID card and in every hall.
Section 6. Sessions are free of charge to registered students for up to ten (10) sessions per semester, beyond which further sessions are provided where clinically indicated.
Section 7. All records shall be kept on the secure counselling case-management system, separate from academic and disciplinary records, and accessible only to the counselling team.
Article 3 — Confidentiality, Crisis Pathway and Academic Adjustments
Section 8. Information shared in counselling is confidential and shall not be disclosed without the student's written consent, save where there is an imminent risk of serious harm to the student or others, a disclosure of child abuse or a court order.
Section 9. On an imminent-risk disclosure the counsellor shall trigger the Crisis Pathway: same-day clinical assessment, contact of the nominated next-of-kin and, where necessary, referral to Pantang Hospital or Accra Psychiatric Hospital with a Southshore escort.
Section 10. Counsellors may issue, on student request, a Wellbeing Letter to the Dean of Students supporting deferred assessment, deferred examination or reduced study load, without disclosing the underlying diagnosis.
Section 11. A Mental-Health Awareness Week shall be observed in October each year, and mental-health first-aid training shall be mandatory for all Hall Tutors and academic advisors.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Welfare Committee, on the recommendation of the Director of Health Services, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Equal access and reasonable adjustments for students and staff with disabilities.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Disability and Reasonable Accommodation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every student, applicant and staff member of the University College with a disability within the meaning of the Persons with Disability Act, 2006 (Act 715).
Section 3. The University College affirms the right to equal access and to reasonable accommodation, and shall not directly or indirectly discriminate on the ground of disability.
Article 2 — Disclosure and Assessment
Section 4. A student or staff member may disclose a disability at any time to the Disability Services Officer in the Office of Student Wellbeing, and supporting medical or psycho-educational evidence shall be reviewed within fifteen (15) working days.
Section 5. An Individual Support Plan (ISP) shall be agreed in writing within twenty (20) working days, copied with consent to the Dean, Head of Department, all course lecturers and the Examinations Officer.
Section 6. Disclosure shall not affect admission decisions, grading or appointment, and information shall be processed in line with the Data Protection Act, 2012 (Act 843).
Article 3 — Standard Adjustments and Accessibility Minima
Section 7. Examination adjustments include twenty-five percent (25%) extra time as standard for documented learning disabilities, up to fifty percent (50%) for severe cases, provision of a separate examination room and use of assistive technology, scribes, readers, large-print papers or Braille on request.
Section 8. Teaching adjustments include lecture slides supplied twenty-four (24) hours in advance, captioned or transcribed recordings within seven (7) days, accessible Word and PDF documents (no scanned image-only PDFs) and front-row reserved seating.
Section 9. Built-environment minima include at least one accessible entrance per building, accessible toilets on every floor with public use, lift access to all teaching floors of new and refurbished buildings, ramps not exceeding a 1:12 gradient and reserved accessible parking.
Section 10. Digital services — the University College website, the learning management system and the student portal — shall conform to WCAG 2.1 AA, audited annually by the Director of ICT and reported to the Academic Board.
Section 11. Failure by a lecturer or unit head to implement an agreed ISP without good cause is a misconduct matter under the HR Disciplinary Policy.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council, on the recommendation of the Welfare Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Tuition and other fees, payment deadlines, and refund entitlements.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Fees and Refunds Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every registered student and to every fee payable to the University College for tuition, residence, examinations and ancillary services.
Section 3. This Policy is to be read with the Financial Regulations and Authority Matrix and the Scholarships and Financial Aid Policy.
Article 2 — Fee Setting, Payment and Arrears
Section 4. The schedule of tuition, residential, examination, ICT, SRC, graduation and other approved fees shall be set by Council on the recommendation of the Finance and General-Purposes Committee, and published not later than 30 June for the following academic year.
Section 5. A minimum of seventy percent (70%) of semester fees is payable at registration, with the balance payable not later than the end of week eight (8) of the semester; payments shall be made by bank transfer or approved payment gateway only, and cash to staff is prohibited.
Section 6. A student in arrears at the end of week eight (8) shall be deregistered from classes; a student in arrears at the close of a semester shall not sit end-of-semester examinations, shall not receive a transcript and shall not graduate until all arrears are cleared.
Section 7. A late-payment charge of two percent (2%) per month, capped at ten percent (10%) of the outstanding balance, shall apply from week nine (9).
Article 3 — Refunds on Withdrawal
Section 8. The refund of tuition on formal written withdrawal shall be ninety percent (90%) if before the start of teaching week one (1); seventy percent (70%) within weeks one (1) to two (2); forty percent (40%) within weeks three (3) to four (4); twenty percent (20%) within weeks five (5) to six (6); and nil from week seven (7).
Section 9. Application fees, registration fees, examination fees, the ICT levy and the SRC due are non-refundable.
Section 10. Refunds shall be paid within thirty (30) days to the bank account in the student's name from which the original payment was made; no third-party refunds shall be made.
Section 11. Where withdrawal is on documented medical or compassionate grounds certified by the Director of Health Services or the Dean of Students, the Finance Committee may grant a discretionary uplift of up to twenty (20) percentage points above the standard refund.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed annually by the Finance and General-Purposes Committee, with revisions taking effect from the next academic year, and may be amended only by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Admission, support, and compliance framework for international students.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the International Students Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every applicant and registered student of the University College who is not a citizen of the Republic of Ghana.
Section 3. This Policy is to be read with the Admissions Policy, the Fees and Refunds Policy and the laws of Ghana relating to immigration.
Article 2 — Admission, Visa and Registration
Section 4. International applicants shall satisfy the standard programme requirements together with an equivalency assessment of foreign qualifications by the Ghana Tertiary Education Commission and English language proficiency (IELTS ≥ 6.0, TOEFL iBT ≥ 79 or equivalent) where prior instruction was not in English.
Section 5. Offers of admission are conditional on the issuance of a Ghana student residence permit, and the International Students Office shall lodge the permit application with the Ghana Immigration Service within ten (10) working days of fee payment.
Section 6. Every international student shall register their address, next-of-kin and emergency contact with the International Students Office at the start of each semester, and notify address changes within five (5) working days.
Section 7. Maintaining lawful immigration status is the personal responsibility of the student, and the University College shall report withdrawal, deferral or expulsion to the Ghana Immigration Service within seven (7) days as required by law.
Article 3 — Welfare, Tuition and Academic Support
Section 8. International tuition is set by Council and published with the annual fee schedule; payment shall be made in Ghana Cedis at the prevailing Bank of Ghana reference rate on the day of payment.
Section 9. Health insurance to a minimum cover of USD 25,000 per annum is mandatory, and the International Students Office shall maintain a panel of approved insurers.
Section 10. An orientation week and a buddy-mentor programme pairing each new international student with a continuing Ghanaian student shall be provided each semester at no charge.
Section 11. Where a national language requirement applies to a course, the Dean may permit assessment in English with no penalty; conversely, free Twi survival-language classes shall be offered weekly.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council, on the recommendation of the Director of the International Students Office, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Criteria and procedures for awarding scholarships, bursaries, and work-study.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Scholarships and Financial Aid Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every scholarship, bursary, fee waiver and work-study placement administered by the University College, whether funded internally or by a third-party donor.
Section 3. Donor-specific terms set out in a written gift agreement prevail over this Policy to the extent of any inconsistency, save where they conflict with the equity and anti-discrimination provisions of the laws of Ghana.
Article 2 — Award Categories and Thresholds
Section 4. The Presidential Scholarship covers full tuition, residence and book allowance, and is awarded to the top two (2) candidates per faculty at admission (WASSCE aggregate ≤ 8 or equivalent), renewable for the duration of the programme.
Section 5. The Founders' Merit Scholarship is a fifty percent (50%) tuition waiver for continuing students attaining a semester GPA of 3.75 or above, with no fail and no disciplinary record.
Section 6. The Need-Based Bursary is a partial waiver of up to sixty percent (60%) of tuition, awarded on a means-tested basis (verified by social inquiry conducted by the Office of Student Wellbeing) to students whose total household income is below the published threshold.
Section 7. The Work-Study programme provides up to ten (10) hours per week of paid on-campus assignment at the published hourly rate, capped at one (1) placement per student per semester.
Section 8. At least thirty percent (30%) of all named scholarships shall be reserved for women and for students from the three (3) Northern Regions, in line with the University College's equity commitment.
Article 3 — Application, Continuation and Revocation
Section 9. Calls for applications open by 15 May annually, and the Scholarships Committee (chaired by the Vice-President and including the Bursar, the Dean of Students, two (2) faculty members and one (1) external philanthropist) shall shortlist within thirty (30) days.
Section 10. Continuation requires a semester GPA of 3.30 or above, full-time registration, no Category 2 or 3 disciplinary offence and submission of a one-page annual impact letter.
Section 11. An award shall be suspended for one (1) semester on falling below the threshold and revoked on a second consecutive failure; revocation is appealable once to the Vice-President within fourteen (14) days.
Section 12. Fraudulent declaration of household income is a Category 3 disciplinary offence and triggers immediate revocation and full restitution.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by Council, on the recommendation of the Scholarships Committee, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Allocation, conduct, and welfare rules for on-campus residences.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Student Accommodation Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every student in residence in a University College hall and to every applicant for on-campus accommodation.
Section 3. This Policy is to be read with the Student Code of Conduct and the Health, Safety and Environment Policy.
Article 2 — Eligibility and Allocation
Section 4. The order of priority for allocation is: (a) first-year undergraduates resident outside the Greater Accra Region; (b) students with a documented disability requiring proximity to facilities; (c) international students; (d) student-athletes on University teams; and (e) continuing students by ballot.
Section 5. Applications open on 1 June, allocations are published by 15 August and appeals lie to the Dean of Students by 31 August; no student may occupy a room without a signed Residence Licence and full payment of the residence fee.
Section 6. Room density shall not exceed two (2) occupants per standard double room; triple-bunking is prohibited.
Section 7. Continuing-student eligibility requires no Category 2 or 3 hall offence in the prior year and full payment of the previous year's residence fee.
Article 3 — Hall Rules, Safety and Visitors
Section 8. Quiet hours are 22:00 to 06:00 daily; examination quiet hours are 20:00 to 07:00 throughout the examination period.
Section 9. Cooking inside rooms, the use of electric kettles, irons and heaters outside designated utility rooms, candles and the keeping of pets are prohibited as fire and health hazards.
Section 10. Visitors of the opposite sex are received only in common rooms between 09:00 and 21:00 and shall sign the visitors' register; overnight guests require the written permission of the Hall Tutor.
Section 11. Possession of alcohol, narcotics, weapons, gambling apparatus or pornographic material in halls is a Category 2 offence — and a Category 3 offence in the case of narcotics and weapons — under the Student Code of Conduct.
Section 12. Fire drills shall be conducted once per semester, refusal to participate is a hall offence and emergency exits and extinguishers shall not be obstructed.
Article 4 — Review and Amendment
Section 13. This Policy shall be reviewed by the Welfare Committee, on the recommendation of the Dean of Students, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Standards of behaviour expected of all registered students on and off campus.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Student Code of Conduct of Southshore university College, 2026 ("this Code").
Section 2. This Code comes into force on 24th January, 2026 and applies to every registered student of the University College, on and off campus, including during industrial attachment, field trips and online learning activities.
Section 3. This Code is to be read with the Anti-Harassment & Sexual Misconduct Policy, the Examination Irregularities and Malpractice Policy and the Student Accommodation Policy; where any of those instruments provides a specific procedure, that procedure prevails.
Article 2 — Categorised Offences and Tariff Sanctions
Section 4. Category 1 (minor) offences include failure to wear student ID on campus, smoking outside designated zones, unauthorised use of lecture rooms and minor noise breaches in halls; the sanction is a written warning by the Hall Tutor or Dean of Students and restorative community service of up to ten (10) hours.
Section 5. Category 2 (serious) offences include physical fight without weapon, theft below GHS 500, possession of alcohol on campus, persistent absence, forgery of an internal document and cyber-bullying of another member of the University College; the sanction is suspension for one (1) semester, payment of restitution and a Behavioural Bond signed before the Registrar.
Section 6. Category 3 (grave) offences include assault occasioning harm, sexual misconduct, possession of narcotics, possession of a firearm or offensive weapon, hacking of University College systems, examination malpractice proven under the Examinations Policy and forging of a Southshore academic transcript or certificate; the sanction is rustication for not less than two (2) academic years or expulsion, with referral to the Ghana Police Service where a crime is disclosed.
Section 7. Off-campus conduct that brings the name of Southshore into public disrepute, including social-media posts, conduct on attachment sites and conduct in University College vehicles, is justiciable under this Code as if committed on campus.
Article 3 — Disciplinary Procedure and Timelines
Section 8. Every reported offence shall be acknowledged in writing within forty-eight (48) hours and a charge sheet issued within ten (10) working days.
Section 9. The Junior Members' Disciplinary Committee, chaired by the Dean of Students with two (2) senior academics, one (1) senior administrator and one (1) Students' Representative Council nominee, shall conclude its hearing within thirty (30) days of the charge sheet.
Section 10. The accused student is entitled to written particulars of the charge, at least seven (7) days to prepare, the assistance of one (1) lay representative from within the University College and the right to call and cross-examine witnesses.
Section 11. A student may appeal in writing to the President within fourteen (14) days of the decision; the President's ruling is final within the University College and exhausts internal remedies.
Article 4 — Review and Amendment
Section 12. This Code shall be reviewed by the Academic Board, on the recommendation of the Dean of Students, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Channels for raising and resolving student complaints fairly and promptly.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Student Grievance and Appeals Procedure of Southshore university College, 2026 ("this Procedure").
Section 2. This Procedure comes into force on 24th January, 2026 and applies to every registered student in respect of academic and non-academic grievances arising in the course of their studies.
Section 3. This Procedure does not apply to disputes expressly reserved to another policy, in particular examination grade challenges (Assessment and Examinations Policy) and complaints of sexual misconduct (Anti-Harassment and Sexual Misconduct Policy).
Article 2 — Three-Stage Grievance Pipeline
Section 4. Stage 1 (Informal): the student shall raise the matter in writing with the Course Lecturer, Hall Tutor or Head of Department within fifteen (15) working days of the event, with a resolution target of ten (10) working days.
Section 5. Stage 2 (Formal): where Stage 1 fails, the student lodges Form SS/GR-02 with the Registrar within ten (10) working days, and the Registrar convenes a Grievance Review Panel comprising the Dean of Students, one (1) academic outside the student's faculty and one (1) SRC representative, which shall sit within twenty-one (21) days.
Section 6. Stage 3 (Appeal): the student may appeal to the Vice-President within fourteen (14) days of the Panel's written decision, and the Vice-President shall constitute an Independent Appeals Panel of three (3) persons, at least one (1) of whom is external to the University College; the Appeals Panel's decision is final.
Section 7. No student shall be victimised, denied results or denied registration for invoking this Procedure; any such victimisation is itself a Category 2 disciplinary offence against the staff member responsible.
Article 3 — Excluded Matters, Parallel Processes and Reporting
Section 8. Examination grade challenges are handled exclusively under the Assessment and Examinations Policy (re-marking and re-scrutiny) and shall not be entertained under this Procedure.
Section 9. Allegations of sexual misconduct are routed immediately to the Anti-Harassment and Sexual Misconduct procedure, and this Procedure is paused pending its outcome.
Section 10. The Registrar shall publish, in the Annual Quality Report, anonymised statistics of grievances received, time-to-resolution and outcomes.
Article 4 — Review and Amendment
Section 11. This Procedure shall be reviewed by the Academic Board, on the recommendation of the Registrar, not less than once every three (3) years, and may be amended by resolution of the Academic Board with subsequent ratification by Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.
Recognition and operation of the Students' Union and class representatives.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Student Representation and Union Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to the Students' Representative Council (SRC), class representatives, hall executives and every elected or appointed student representative of the University College.
Section 3. This Policy is to be read with the SRC Constitution; where any provision of the SRC Constitution is inconsistent with this Policy, this Policy prevails.
Article 2 — Recognition, Eligibility and Elections
Section 4. The Students' Representative Council (SRC) is the sole representative body of junior members and operates under a Constitution approved by Council on the recommendation of the Dean of Students.
Section 5. Eligibility to contest requires a continuing student, a cumulative CGPA of 2.75 or above, no Category 2 or 3 disciplinary record, full payment of fees, and that the candidate is not a final-semester student (save for the office of SRC Speaker).
Section 6. Elections shall be conducted by secret ballot supervised by the Electoral Commission of Ghana or the Dean of Students' Returning Officer, in March of each year; the term of office is one (1) academic year, renewable once.
Section 7. Class representatives shall be elected per cohort within four (4) weeks of the start of the academic year and shall sit on the Departmental Staff–Student Liaison Committee.
Article 3 — Committee Seats, Funding and Accountability
Section 8. The SRC President sits as a member on the Academic Board, the Library Committee, the Welfare Committee and the Health, Safety and Environment Committee; the SRC Treasurer attends the Finance Committee for matters affecting student fees.
Section 9. The SRC is funded from the SRC due collected at registration; it shall submit a budget for the year by 30 September and audited accounts within ninety (90) days of year-end to the Finance Office.
Section 10. Failure to submit accounts triggers automatic suspension of disbursements and a forensic audit at the SRC's cost.
Section 11. Officers found culpable of misappropriation shall be removed from office, sanctioned under the Student Code of Conduct and required to make full restitution.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by Council, on the recommendation of the Dean of Students and the SRC General Assembly, not less than once every three (3) years, and may be amended by resolution of Council on notice circulated with the agenda not less than fourteen (14) clear days before the meeting.

Protocol for managing communications and protecting institutional reputation during crises, distinct from general media-relations practice.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Crisis Communication and Reputation Management Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every member of staff, student leader, official spokesperson and Council member of the University College.
Section 3. This Policy shall be read together with the Media Relations Guidelines, the Emergency Preparedness and Business Continuity Guidelines, the Branding and Communications Guidelines and the Social Media Policy.
Article 2 — Crisis Classification and Team Activation
Section 4. A crisis shall be classified into three (3) levels: (i) Level 1 — Local (limited reputational risk, confined to a single faculty or service); (ii) Level 2 — Institutional (significant reputational risk, attracting regional media or regulator attention); and (iii) Level 3 — Existential (severe reputational, legal or safety risk, attracting national or international attention, or threatening accreditation or solvency).
Section 5. Common triggers shall include: a death or serious injury on campus; a credible allegation of sexual misconduct, fraud or research misconduct against a senior member; a data breach affecting more than one thousand (1,000) data subjects; a natural disaster or major safety incident; loss of accreditation; or a viral social-media incident.
Section 6. There shall be a Crisis Communication Team chaired by the President, comprising the Registrar, the Director of Communications, the Director of Legal Services, the Director of Student Affairs (or Human Resources, as relevant) and the Director of ICT (where digital incidents are involved); the team shall be convened within sixty (60) minutes of a Level 2 or Level 3 trigger and shall remain in standing session until the President de-escalates.
Article 3 — Communication Standards and Recovery
Section 7. The University College adopts the principles of: Speed (a holding statement within sixty (60) minutes of confirmation of a Level 2 or Level 3 incident; substantive update within four (4) hours); Accuracy (no speculation; correction of any error within two (2) hours of detection, with an audit trail); Empathy (people before institution; victim-centred language; never legalistic deflection where harm has occurred); and Single Voice (one designated spokesperson per crisis, identified in writing).
Section 8. Staff and students shall not comment on the crisis to media or on social media outside their personal capacity; personal-capacity posts shall include the standard disclaimer; speculation, the release of personal data and any contact with affected families before the official liaison shall be prohibited.
Section 9. Every Level 2 or Level 3 crisis shall be the subject of a written Post-Incident Review within thirty (30) days, examining root cause, response timeline, communication effectiveness, lessons learned and remediation, tabled before the Risk Management Committee and Council.
Section 10. Reputation recovery shall be planned over ninety (90) days through a structured Trust Rebuild Plan, comprising: redress and remedy for those harmed; visible governance reform addressing the root cause; transparent public reporting on actions taken; and a measurable rebuild of stakeholder confidence as monitored by the Reputation Tracker survey.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Director of Communications not less than once every two (2) years and may be amended by resolution of Council at any time.
Institution-wide framework for digital pedagogy, blended learning, learning analytics and digital capability development — beyond e-learning infrastructure.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Digital Education Strategy Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every taught programme, every academic and every student of the University College.
Section 3. This Policy shall be read together with the E-Learning Policy, the Teaching and Learning Policy, the Data Protection Policy and the Acceptable Use Policy.
Article 2 — Blended Learning and Pedagogy Standards
Section 4. By the academic year 2027/2028, every taught module shall be delivered in a blended mode, comprising not less than thirty per cent (30%) and not more than seventy per cent (70%) of asynchronous online learning, with the balance delivered through face-to-face or synchronous online sessions, save in laboratory, clinical and studio modules where the proportion shall be set by the relevant Faculty Board.
Section 5. Every module Moodle (or successor Learning Management System) site shall meet the Southshore Baseline, comprising: (i) module guide and assessment brief; (ii) weekly learning plan with intended outcomes; (iii) reading list with stable links; (iv) recorded micro-lectures of no more than fifteen (15) minutes each; (v) at least one formative activity per week; and (vi) accessibility compliance to WCAG 2.1 AA.
Section 6. Recognised digital pedagogies shall include the flipped classroom, problem-based learning, simulation and virtual laboratories, peer instruction supported by audience-response tools, and authentic assessment using portfolios, case work and capstone projects.
Article 3 — Analytics, Capability and Innovation
Section 7. Learning analytics shall be used to identify and support students at risk of non-completion; data shall be limited to engagement (logins, time on task, assessment submission), shall not include keystroke or webcam surveillance and shall comply with the Data Protection Act, 2012 (Act 843); students shall have a right of explanation and a right to challenge any analytics-driven intervention.
Section 8. Every academic shall hold, or attain within two (2) years of appointment, the Southshore Certificate in Digital Teaching (60 hours), and shall complete not less than ten (10) hours of digital pedagogy continuing professional development per academic year.
Section 9. Every student shall complete the Digital Capability Module at orientation, covering information literacy, digital identity, online collaboration, data literacy and the responsible use of generative artificial intelligence, with refresher modules at the start of each level of study.
Section 10. A Digital Education Innovation Fund of not less than GHS 500,000 per annum shall support pilots in immersive learning, adaptive courseware, learning engineering and open educational resources, with outcomes published openly.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Pro Vice-Chancellor (Academic) not less than once every three (3) years and may be amended by resolution of Council at any time.
Framework for student and staff venture creation, incubation, acceleration and innovation hubs — distinct from research-driven technology transfer.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Enterprise and Entrepreneurship Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every student, member of staff and affiliate of the University College who engages in venture creation, incubation or commercial activity arising from a Southshore context.
Section 3. This Policy shall be read together with the Intellectual Property Policy, the Technology Transfer and Commercialisation Policy, the Conflict of Interest Policy and the Outside Work and Private Practice Policy.
Article 2 — Institutional Infrastructure
Section 4. There shall be established a Southshore Enterprise Hub ("the Hub"), under the Pro Vice-Chancellor (Innovation and Enterprise), comprising: (a) a Pre-Incubator for ideation (8 weeks); (b) an Incubator for early-stage ventures (6 months); (c) an Accelerator for scale-up (12 months); and (d) Maker-Spaces equipped for prototyping in hardware, software, agri-tech and creative industries.
Section 5. The Hub shall admit not less than fifty (50) student ventures and ten (10) staff ventures per annum, by competitive selection on the criteria of problem-solution fit, team capability, scalability and social impact.
Section 6. Each cohort shall receive structured curriculum (business model, finance, legal, go-to-market), one-to-one mentorship from a panel of practitioners, access to seed grants of up to GHS 50,000 per venture and introductions to angel and venture capital networks.
Article 3 — Equity, Funding and Conflict Management
Section 7. Ventures admitted to the Accelerator that receive seed investment from the University College shall grant the institution founder equity of between two per cent (2%) and seven per cent (7%), the exact percentage to be set by the Investment Committee on the basis of the cash and in-kind value delivered; this allocation is distinct from, and additional to, any equity arising under the Technology Transfer and Commercialisation Policy where institutional IP is involved.
Section 8. A student or member of staff founder shall declare the venture to the Conflict of Interest Register; a member of staff shall not direct University procurement to a venture in which the staff member holds a beneficial interest, and shall recuse from any decision affecting the venture.
Section 9. Curricular credit may be awarded for venture creation through approved capstone, internship or enterprise modules at not more than fifteen (15) credits per programme; assessment shall be against learning outcomes and not against commercial success.
Section 10. The University College shall publish an annual Enterprise Report disclosing the number of ventures supported, jobs created, capital raised, revenues generated and institutional equity held; the report shall be tabled before Council and made public.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Pro Vice-Chancellor (Innovation and Enterprise) not less than once every three (3) years and may be amended by resolution of Council at any time.
Strategic framework that goes beyond formal equal opportunity to set demographic targets, inclusive-curriculum standards and measurable belonging outcomes.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Equity, Diversity, Inclusion and Belonging Strategic Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every member of staff, student, applicant, contractor, partner and governance organ of the University College.
Section 3. This Policy shall be read together with the Equal Opportunity Policy, the Anti-Harassment Policy, the Disability and Reasonable Accommodation Policy and the Recruitment and Appointment Policy.
Article 2 — Targets and Inclusive Curriculum
Section 4. By 2030, the University College shall achieve: (a) at least forty-five per cent (45%) women in academic staff and at least thirty-five per cent (35%) women in senior academic and management positions (Grade 12 and above); (b) representation of every region of Ghana within plus or minus ten per cent (±10%) of national demographic share in undergraduate admissions; and (c) at least five per cent (5%) of students identifying as having a disability, supported by full accessibility.
Section 5. Every programme shall undertake a Curriculum Equity Review on a five (5)-year cycle, examining: representation of African and global-South scholarship in reading lists (a minimum of forty per cent (40%) by the academic year 2028/2029); inclusive examples and case studies; non-Eurocentric assessment design; and decolonised disciplinary epistemology.
Section 6. Inclusive teaching practices shall include the use of students' preferred names and pronouns, accessible materials by default, flexible deadlines where reasonable, varied assessment modes and a zero-tolerance approach to discriminatory language in the classroom.
Article 3 — Belonging, Climate and Accountability
Section 7. The University College shall administer the Southshore Belonging and Climate Survey annually to staff and students, measuring sense of belonging, experiences of discrimination, psychological safety and intent to remain; results shall be disaggregated by sex, age, region, disability, religion and discipline, and published with an action plan within ninety (90) days.
Section 8. Intersectionality shall be embedded by analysing every workforce and student outcome (admission, attainment, progression, attrition, pay) by the intersection of at least two protected characteristics; gaps exceeding five per cent (5%) shall trigger a documented remediation plan.
Section 9. Every senior leader shall include at least one (1) measurable EDI objective in the annual performance contract under the Performance Management Policy, contributing not less than fifteen per cent (15%) of the overall performance score.
Section 10. There shall be established an Equity and Inclusion Council, chaired by the President and including representatives of staff, students and external community members, meeting quarterly and reporting annually to the University Council.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the President not less than once every three (3) years and may be amended by resolution of Council at any time.
Framework for global engagement: student and staff mobility, joint and dual degrees, transnational education, branch-campus arrangements and international partnerships.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Internationalisation Strategy Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every faculty, department, centre and administrative unit engaged in any international activity of the University College.
Section 3. This Policy shall be read together with the International Students Policy, the Partnerships and Collaborations Strategy, the Research Policy and the Academic Calendar Policy.
Article 2 — Mobility, Joint Programmes and Transnational Education
Section 4. The University College shall achieve, by the academic year 2030/2031, an outbound mobility rate of not less than five per cent (5%) of the eligible undergraduate cohort and an inbound international enrolment of not less than ten per cent (10%) of the total student population, drawn from at least twenty (20) countries.
Section 5. Mobility shall include semester exchange, summer school, short-term faculty-led programmes, virtual exchange (Collaborative Online International Learning) and research attachments; every mobility instrument shall be governed by a written agreement specifying credit recognition, fees, insurance and safeguarding.
Section 6. A joint or dual degree shall be approved only where: (a) the partner is accredited in its home jurisdiction; (b) the programme has been reviewed by the Academic Board and the Ghana Tertiary Education Commission; (c) the award is recognised under the National Qualifications Framework; and (d) a single jointly-approved curriculum, assessment scheme and external examination arrangement is in place.
Section 7. Transnational education, including branch campuses, franchised programmes and online provision delivered outside Ghana, shall comply with the regulatory regime of the host country, shall be quality-assured to the same standard as on-campus provision and shall be approved by Council on the recommendation of the Academic Board.
Article 3 — Partnerships, Risk and Cultural Integration
Section 8. International partnerships shall be tiered as: (i) Strategic (multi-year, multi-activity, Council-approved); (ii) Programmatic (single faculty or centre, Academic Board-approved); and (iii) Project (time-limited, Dean-approved); each tier shall be entered on the Central Partnership Register maintained by the Office of International Affairs.
Section 9. Every prospective partner shall be subjected to a due-diligence assessment covering accreditation, reputation, sanctions screening, academic freedom, human-rights record and financial standing; a partnership shall not proceed where due diligence raises a material concern that cannot be mitigated.
Section 10. Internationalisation-at-home shall be embedded through the inclusion of international and intercultural perspectives in every programme curriculum, English-medium provision at postgraduate level and a buddy system pairing each international student with a Ghanaian peer.
Section 11. Staff international competence shall be developed through a Global Faculty Programme offering language training, international teaching fellowships and sabbatical exchange; not less than thirty per cent (30%) of academic staff shall have meaningful international experience by 2030.
Article 4 — Review and Amendment
Section 12. This Policy shall be reviewed by the Pro Vice-Chancellor (International) not less than once every three (3) years and may be amended by resolution of Council at any time.
Framework for measuring, evidencing and rewarding the social, economic, cultural and policy impact of Southshore research beyond publications and citations.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Knowledge Exchange and Research Impact Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every researcher, research centre and faculty of the University College.
Section 3. This Policy shall be read together with the Research Policy, the Open Access and Research Data Policy, the Promotion Policy and the Community Engagement Guidelines.
Article 2 — Impact Framework
Section 4. Research impact shall be understood as the demonstrable contribution that research makes beyond academia, classified into five (5) domains: (i) Policy and Public Service; (ii) Economy and Industry; (iii) Society and Culture; (iv) Health and Wellbeing; and (v) Environment and Sustainability.
Section 5. Each academic unit shall prepare not less than one (1) Impact Case Study per researcher per Research Excellence Cycle (5 years), following the prescribed template comprising: underpinning research, pathways to impact, beneficiaries, reach, significance and corroborating evidence.
Section 6. Impact evidence shall include, where applicable: citation in policy or legislation; adoption by industry or non-governmental organisations; measurable change in service delivery, patient outcomes or environmental indicators; media reach; and stakeholder testimonials independently verified.
Article 3 — Engagement, Reward and Reporting
Section 7. Researchers shall actively engage stakeholders throughout the research lifecycle through co-design workshops, advisory boards, policy briefs (not exceeding four (4) pages and written in plain language), and public lectures; at least twenty per cent (20%) of competitive grant applications shall include a costed impact and engagement plan.
Section 8. Impact shall count as a recognised criterion for promotion and tenure on parity with publications and teaching, with a weighting of not less than twenty-five per cent (25%) of the research element in the Promotion Policy.
Section 9. The University College shall maintain an Impact Registry, publish an annual Impact Report and recognise exemplary contributions through annual Impact Awards in each of the five (5) domains specified in Section 4.
Section 10. A confidentiality protocol shall protect commercially-sensitive and policy-sensitive engagements; impact narratives shall be redacted before publication where reasonably requested by a stakeholder, without diminishing the integrity of evaluation.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Pro Vice-Chancellor (Research and Innovation) not less than once every three (3) years and may be amended by resolution of Council at any time.
Framework for the creation, adoption, sharing and quality assurance of openly licensed teaching and learning materials.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Open Educational Resources Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every academic, instructional designer and student engaged in the creation, adoption or use of teaching and learning materials.
Section 3. This Policy shall be read together with the Intellectual Property Policy, the Open Access and Research Data Policy and the Digital Education Strategy Policy.
Article 2 — Licensing, Creation and Adoption
Section 4. Teaching and learning materials produced by staff as part of normal duties and funded wholly by the University College shall be released by default under the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) licence, save where commercial publication has been approved under the Intellectual Property Policy or where third-party rights preclude open release.
Section 5. The University College shall set the target that, by the academic year 2028/2029, not less than fifty per cent (50%) of undergraduate modules use OER as the primary required reading, with a documented annual reduction in student textbook expenditure of not less than ten per cent (10%) year on year.
Section 6. Faculty shall be eligible for OER Creation Grants of up to GHS 25,000 per project, awarded competitively, with deliverables comprising a full OER textbook, courseware or laboratory manual deposited in the institutional repository within twelve (12) months.
Article 3 — Quality, Repository and Accessibility
Section 7. Every OER produced or formally adopted by the University College shall undergo peer review against the published Southshore OER Quality Rubric (alignment with outcomes, accuracy, currency, accessibility, cultural relevance and technical interoperability), with re-review every three (3) years.
Section 8. There shall be maintained the Southshore Open Repository, indexed in OER Commons, OASIS and Google Scholar, providing persistent identifiers (DOIs), versioning and download metrics for every resource.
Section 9. Every OER shall comply with WCAG 2.1 AA accessibility standards, shall be provided in at least two open formats (such as HTML and PDF) and shall be designed to function on low-bandwidth devices.
Section 10. OER creation and adoption shall count towards teaching workload under the Workload Allocation Policy and as a recognised criterion in promotion and tenure.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Pro Vice-Chancellor (Academic) not less than once every three (3) years and may be amended by resolution of Council at any time.
Standards and incentives for open science, reproducibility, responsible research assessment and a healthy research culture beyond research integrity rules.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Research Culture and Reproducibility Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every researcher, postgraduate research student, research centre and research administrator of the University College.
Section 3. This Policy shall be read together with the Research Policy, the Research Ethics and Integrity Policy, the Open Access and Research Data Policy and the Promotion Policy.
Article 2 — Open Science and Reproducibility
Section 4. Researchers shall adopt open-science practices as the default, including: pre-registration of confirmatory studies on the Open Science Framework or a discipline equivalent; sharing of analysis code under an OSI-approved open-source licence; sharing of data under the Open Access and Research Data Policy; and use of open peer-review or transparent peer-review where the venue permits.
Section 5. Quantitative research shall report effect sizes and confidence intervals (not solely p-values); shall conduct and report power analyses for confirmatory studies; and shall distinguish, in writing, between exploratory and confirmatory analyses.
Section 6. Computational research shall be accompanied by a reproducibility package comprising code, environment specification (such as a container image), data or synthetic data, and a one-command build that reproduces the principal figures and tables; the package shall be deposited with a persistent identifier alongside the publication.
Article 3 — Responsible Assessment and Culture
Section 7. The University College subscribes to the San Francisco Declaration on Research Assessment (DORA); accordingly, the Journal Impact Factor, h-index and similar journal-based metrics shall not be used as a proxy for research quality in hiring, promotion or funding decisions; assessment shall be based on the content and contribution of the work.
Section 8. Promotion and grant-award narratives shall use a structured contribution statement (problem, approach, evidence, impact, openness) of not more than five hundred (500) words per output, considering up to five (5) outputs per candidate.
Section 9. Research teams shall use the CRediT (Contributor Roles Taxonomy) authorship standard; ghost authorship and gift authorship are prohibited and shall be treated as research misconduct under the Research Ethics and Integrity Policy.
Section 10. The University College shall administer the Research Culture Survey biennially, covering psychological safety, mentorship, workload, bullying and recognition, and shall publish the results with an institutional response within ninety (90) days; results shall feed directly into the People and Culture Strategy.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Pro Vice-Chancellor (Research and Innovation) not less than once every three (3) years and may be amended by resolution of Council at any time.
Whole-University approach to proactive student wellbeing — prevention, early intervention, crisis response and curriculum integration — distinct from reactive counselling.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Student Mental Health and Wellbeing Framework of Southshore university College, 2026 ("this Framework").
Section 2. This Framework comes into force on 24th January, 2026 and applies to every student, every member of staff who engages with students and every campus space of the University College.
Section 3. This Framework shall be read together with the Counselling and Mental Health Policy, the Student Handbook, the Child and Vulnerable Person Protection Policy and the Disability and Reasonable Accommodation Policy.
Article 2 — Whole-University Approach and Stepped Care
Section 4. The University College adopts a Whole-University Approach across four (4) settings: (i) Learn — curriculum design and pedagogy that does not unnecessarily harm wellbeing; (ii) Live — halls of residence and campus environment; (iii) Work — student employment and placement; and (iv) Support — services and referrals.
Section 5. Services shall be organised as a stepped-care model: Step 1 — universal wellbeing promotion (workshops, peer support, digital resources); Step 2 — brief targeted interventions (group programmes, self-help with guidance); Step 3 — individual counselling and short-term therapy (a minimum of six (6) and a maximum of twelve (12) sessions); Step 4 — referral to specialist mental-health services external to the University College, with a named transition coordinator.
Section 6. Service standards shall be: a first response to any wellbeing request within two (2) working days; an initial assessment within ten (10) working days; and crisis response on the same day, available twenty-four (24) hours, seven (7) days a week through a published hotline and an on-call duty officer.
Article 3 — Suicide-Safer Campus and Curriculum Integration
Section 7. The University College commits to becoming a Suicide-Safer Campus through: (i) suicide-prevention training (SafeTALK or equivalent) for not less than five per cent (5%) of all staff and student leaders per annum; (ii) means restriction across campus buildings; (iii) postvention support after any death by suicide following the published Postvention Protocol; and (iv) participation in a national real-time suspected-suicide surveillance arrangement.
Section 8. Every programme shall embed wellbeing learning outcomes covering stress management, help-seeking, sleep, substance use and digital wellbeing, totalling not less than ten (10) curriculum hours across the programme.
Section 9. Assessment design shall avoid bunching of major deadlines; no student shall have more than three (3) summative submissions in any one (1) calendar week; reasonable adjustments and extensions shall be granted under the published Compassionate Circumstances procedure without medical evidence for the first request per semester.
Section 10. Trusted contact arrangements shall be offered to every student at registration, allowing the University College to contact a nominated person in defined circumstances of serious concern, subject to data-protection safeguards and the student's informed consent.
Article 4 — Review and Amendment
Section 11. This Framework shall be reviewed by the Director of Student Affairs not less than once every two (2) years and may be amended by resolution of Council at any time.
Framework for credit-bearing placements, internships, apprenticeships, service learning and co-operative education arrangements with employer partners.
Article 1 — Citation, Commencement and Application
Section 1. This instrument may be cited as the Work-Integrated Learning and Co-operative Education Policy of Southshore university College, 2026 ("this Policy").
Section 2. This Policy comes into force on 24th January, 2026 and applies to every credit-bearing placement, internship, clinical attachment, teaching practice, apprenticeship, service-learning module and co-operative education arrangement offered by the University College.
Section 3. This Policy shall be read together with the Teaching and Learning Policy, the Assessment Policy, the Health and Safety Policy and the Child and Vulnerable Person Protection Policy.
Article 2 — Placement Standards and Employer Approval
Section 4. Every undergraduate programme shall include at least one (1) substantial Work-Integrated Learning experience of not less than eight (8) weeks full-time-equivalent and not less than ten (10) credits, save in programmes where a longer professional placement is already mandated by an accrediting body.
Section 5. Every host organisation shall be approved by the Office of Career Services and Placements before students are placed, on the criteria of: legal registration; a satisfactory health and safety assessment of the workplace; the presence of a named workplace supervisor with relevant qualifications; insurance cover for the placement; and compliance with the Labour Act, 2003 (Act 651) (including minimum wage where the placement is paid and prohibition of unpaid labour displacement).
Section 6. The relationship shall be governed by a tripartite Placement Agreement between the student, the host organisation and the University College, specifying learning outcomes, working hours (not exceeding forty (40) hours per week), supervision arrangements, intellectual-property treatment and termination procedures.
Article 3 — Safeguarding, Assessment and Co-operative Education
Section 7. Students on placement shall receive pre-departure briefing covering safeguarding, professional conduct, confidentiality, mental health support and reporting routes; an academic placement supervisor shall conduct not less than two (2) contacts during the placement (one visit and one structured check-in) and a final debrief.
Section 8. Concerns of harassment, discrimination, unsafe conditions or exploitation shall be reportable through a confidential channel managed by Student Affairs; the University College reserves the right to withdraw students from any non-compliant host and to terminate the partnership.
Section 9. Assessment shall combine workplace performance (assessed by the workplace supervisor against agreed outcomes), a reflective portfolio (assessed by the academic supervisor) and an oral presentation; the placement shall be graded pass or fail unless the programme regulations expressly provide otherwise.
Section 10. A Co-operative Education track (alternating periods of full-time study and full-time paid employment over an extended programme) may be offered in selected disciplines with the approval of the Academic Board, with a minimum of two (2) co-op terms and a programme length not exceeding one (1) additional academic year.
Article 4 — Review and Amendment
Section 11. This Policy shall be reviewed by the Director of Career Services and Placements not less than once every three (3) years and may be amended by resolution of Council at any time.

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