COLLEGE POLICES AND PROCEDURES MANUAL

AUGUST 2020

 COLLEGE VISION

To Be a Leader in Educational Reforms in East Africa

COLLEGE VISION

Greater Definition of Knowledge

CORE VALUES

Quality Team Accountability Professionalism Integrity

FOREWORD

We invite you to our Human Resource Policies and Procedures Manual, an important document that contains the Arctis Training and Technology Center Policies, Procedures, Rules and Regulations, crucial to the smooth and profitable operations of our institution. The content herein, goes beyond questions of recruitment and benefits, as it includes issues that touch on motivation, productivity, loyalty and safety of employees in every area of the institution.

This Manual is an essential tool that attempts to address some of the questions asked, as well as complaints raised about pay procedures, promotion policies, grievances, etc. It equally serves as an insightful guide to every employee on matters such as the standards that are required of them and the policies that affect them. In this Manual, all managers are guided by standard guidelines that effectively give them the confidence to handle personnel issues, thereby dispelling any doubts about the limits of their authority and accountability for enforcing the institution’s procedures and regulations.

It is envisaged that these policies and procedures will protect the college against the possibility of claims of favoritism, unfair treatment, capricious rewards or promotions, and the usual complaints by employees that “nobody tells us what is expected of us here.” Therefore, it is expected that Arctis Training and Technology staff will read this Manual alongside other pertinent policy documents in order to familiarize themselves with timely and accurate information on Human Resource issues.

It is worth noting that this Human Resource Policies and Procedures Manual that should be every employee’s companion, has been developed in line with the College Principals and , Kenya Labour Laws, and will be reviewed from time to time to incorporate internal and external changes.

Ali Hussein                                    

College Director

TABLE OF CONTENTS

COLLEGE MISSION…………………………………………………………………………………….. i

CORE VALUES……………………………………………………………………………………………… i

PHILOSOPHY………………………………………………………………………………………………. i

FOREWORD………………………………………………………………………………………………… ii

TABLE OF CONTENTS………………………………………………………………………………. iii

ABBREVIATIONS AND ACRONYMS………………………………………………………… xii

PREAMBLE……………………………………………………………………………………………….. xiv

GOVERNANCE OF THE COLLEGE……………………………………………………………. 1

  1. 0. The College Directors 1

3.0.             College Principal                    6

CHAPTER 1…………………………………………………………………………………………. 13

CHAPTER TWO………………………………………………………………………………….. 20

CHAPTER THREE……………………………………………………………………………………… 24

CHAPTER FOUR……………………………………………………………………………………….. 26

CHAPTER 5………………………………………………………………………………………………… 32

CHAPTER 6………………………………………………………………………………………………… 36

6.5.1.     Warnings………………………………………………………………………………………………………………….. 37

6.5.4.          Termination for Good Cause…………………………………………………………………………………. 39

CHAPTER SEVEN………………………………………………………………………………………. 42

CHAPTER EIGHT……………………………………………………………………………………… 44

8.0       OCCUPATIONAL SAFETY AND HEALTH POLICY            44

CHAPTER NINE…………………………………………………………………………………………. 47

CHAPTER TEN……………………………………………………………………………………. 49

CHAPTER ELEVEN…………………………………………………………………………….. 51

CHAPTER TWELVE…………………………………………………………………………… 52

CHAPTER THIRTEEN………………………………………………………………………… 56

OTHER GENERAL POLICIES……………………………………………………………. 56

13.3.3.       Aims of the policy……………………………………………………………………….. 61

13.4.3.       Aims of the policy……………………………………………………………………….. 62

REFERENCES……………………………………………………………………………………… 76

 

ABBREVIATIONS AND ACRONYMS

 

AC Academic Grades
ACU Aids Control Unit
ADSA Alcohol, drug and substance abuse
AIDS Acquired Immune Deficiency Syndrome
ARV Anti-Retro Viral
ASALS Arid and semi – Arid Lands
   
CBOs Community Based Organizations
CCC Comprehensive Care Centre
CCCO Chief Corporate Communications Officer
CEDAW Convention on the Elimination of all Forms of Discrimination against Women
CRC Convention on the Rights of the Child
CM Content Management
DIPCA Directorate Performance Contracting and Appraisal
DOSHs Directorate of Occupational Safety and Health Services
   
  EFA Education for All
GBV Gender-Based Violence
GL Group life
GMC Gender Mentoring Centre
GPA Group personal Accident
HIV Human Immunodeficiency Virus
HOD Head of Department
HRM Human Resource Manager
ICT Information and Communication Technology
IEC Information, Education and Communication

 

   
NACADA National Academic Advising Asssociation
NACC National AIDS Control Council
NSSF National Social Security Fund
NGO Non-Governmental Organization
OSH Occupational Safety and Health
OSHA Occupational Safety and Health Act, 2007
OVC Orphans and Vulnerable Children
PC Performance Contract
PITC Provider Initiated Testing and Counselling
PPE Personal Protective Equipment
QUALTE Quality Life Action Team
RRU Rapid Response Unit
SPA Staff Performance Appraisal
SRC Salaries and Remuneration Commission
STI Sexually Transmitted Diseases
TOS Terms of Service
   
VCT Voluntary Counselling and Testing
WIBA Work Injury Benefits Act, 2007

 

PREAMBLE

The Arctis Training and Technology Center Human Resource Manual has been written as a guide to help staff in understanding the Terms and Conditions of Service while at the College. The well-being and fulfillment of staff members are very important to realize the Vision and Mission of the College. In view of this, the College has developed policies which ensure conducive working conditions, fair wages and salaries, standard hours of work and job security for efficient and dedicated employees. Further to this, it is meant to give a clear understanding of the Terms and Conditions of Service for each category of staff. As such, it should be read in conjunction with other relevant college documents. In addition to overall College policies, specific directives and operational guidelines may be issued from time to time by the Management, Heads of Department/Sections.

Human Resource Department’s Vision

To be a leader in Human Capital Management and development

Human Resource Department’s Mission

To attract, engage, develop and retain an excellent workforce in support of the College’s Mission of leadership in Training, Research and innovation

Human Resource Department’s Core Values

Integrity Respect Teamwork Fairness Customer Focus Innovation Quality Results

GOVERNANCE OF THE COLLEGE

1.   0.     The College Board Chairperson

 The College has a Board Chairperson, who is appointed –

  1. By vote by fellow directors in accordance with the procedure set out by the relevant legislations.
  • The Board Chairperson holds office for a term of five years and is eligible for re- appointment for one further
  1. The Board Chairperson –
    1. is the titular head of the college and, in the name of the college, confer degrees and grant diplomas, certificates and other awards of the college;
    2. from time to time, recommend to the Board of Directors, a visitation of the College;
  • from time to time give advice to the Trustees which the Chairperson considers necessary for the betterment of the college;
  1. Enjoys such powers and privileges and perform such other functions as may be provided in the College policy.

The Chairperson is appointed subject to confirmation that the person is of high moral character and integrity in accordance with Chapter Six of the Constitution.

2.0.               College Board

 

2.1.               Composition

The College Board members are appointed in accordance with the relevant college statutes. The membership consists of nine persons appointed by the Trustees as follows;

  1. Chairperson;
  2. Three members appointed by the College Trustees through an open process;
  • The College Principal who is an ex-officio member of the

2.2.               Functions of the College Board

The College Board is the governing body of the college. It’s charged with the following;

  1. It administers the property and funds of the college in a manner and for the purposes that promote the interest of the college; but does not charge or dispose of immovable property of the college except in accordance with the procedures laid down by the Government of Kenya;
  2. mobilizes resources and administer the properties;
  • receives, on behalf of the college, donations, endowments, gifts, grants or other moneys and make disbursements there from to the college or other bodies or persons;
  1. makes Statutes for gazettement in accordance with the college Act, for the governance, control and administration of the college, however the college does not make, amend, or revoke any statutes governing privileges or terms and conditions of service of the officers or offices established in the college without first as certaining the opinion of trustees;
  2. makes appointments authorized by the colleges Act and the Statutes;
  3. determine the terms and conditions of service for all staff of the college;
  • subject to the Act and Statutes, determines the methods of recruitment, appointment and promotion of all staff of the college;
  • provides for the welfare of the staff and students of the college;
  1. may enter into association with other colleges, or other institutions of learning, whether within Kenya or otherwise, as the Council may deem necessary and appropriate;
  2. may, after consultation with the trustees, make regulations governing the conduct and discipline of the students of the college;
  3. may, after consultation with the Management Board make regulations governing the conduct and discipline of the staff of the college;
  • approves the budget;
  • subject to the laid down government procedures approves sale, purchase, exchange, lease, or take on, lease moveable and immovable property on behalf of the college;
  • determines, after considering the recommendations of the college board, all fees payable to the college;
  1. subject to the laid down government procedures, approves the borrowing of money on behalf of the college, and for that purpose and subject to the Act, to mortgage or charge all or any part of the property unless the conditions of the property so held provide otherwise, and to give such other security whether upon moveable and immovable property or otherwise as the College board may deem fit;
  • subject to the laid down government procedures, approves the investment of any money belonging to the college including any unutilized income, in such stock, funds, fully paid shares or securities as the college board may from time to time deem fit, in accordance with the general law for the investment of trust moneys or in the purchase of freehold or leasehold properties, including rents and subject to the Act with the powers of varying such investment from time to time by sale or re- investment or otherwise;
  • on the recommendation of the college board provides in accordance with the Statutes, for the creation of new divisions, faculties, schools, institutes, departments, centers or other bodies of learning, research and production in the college, whether formed by the sub-division of any one or more than one of any such new body or otherwise, and for the abolition from time to time of any of such body, and to approve the establishment, abolition or subdivision of any such body however so described;
  • approves regulations governing the conduct and discipline of the students of the college;
  • approves the constitution of the Students’ Association and so far as is reasonably practicable, to ensure that the Students’ Association operates in a fair and democratic manner and is accountable for its finances;
  1. may after consultations with the Management Board approve regulations governing the recruitment, conduct and discipline of the staff of the College;
  • recommends the person to be appointed as the College Principal;
  • monitors and evaluate the implementation of strategies, policies, and the management criteria and plans of the College;
  • constantly reviews the viability and financial sustainability of the college, and does so once every year;
  • ensures that the college complies with all the relevant laws, regulations, governance practices, accounting and auditing standards; and
  • Performs such other duties as may be contained in the Statutes and may have such other powers as contained in the colleges

2.3.               Committees of Council

The governing organs of  Arctis Training And Technology Center sets up such committees as may be appropriate to perform such functions and discharge such responsibilities as it may determine provided that the organs do not delegate their principal mandate to the committees.

2.3.1 Executive Committee

The Executive Committee is comprised of all members of the Board.

It acts on behalf of the Board except in so far as the Board may wish to limit the powers of the Executive Committee in any respect. The Executive Committee pays due regard to the necessity to refer matters of major importance to the Council for final approval.

2.3.2.         Finance Committee

  1. The Finance Committee is responsible for the management of the College’s entire finances and recommends to the Board for approval, the College’s annual budget and certain items of major
  2. The Committee is also responsible for:
    1. the administration of special funds benefactions
    2. investment policy
  • staff loan schemes
  1. financial consequences of the decisions of the Terms of Service Committee
  2. consideration of reports on Fees Revisions
  3. ensuring the preparation of proper books and records of accounts of income and expenditure, assets and liabilities of the college
  • receipt and consideration of college audit Reports
  • Fund raising for the

2.3.3.         Building Committee

The Building Committee is responsible for the management of the college building projects including:

  1. The establishment of project planning groups
  2. The approval of plans and budgets for development expenditure
  • The monitoring of progress in construction and liaison with architects, quantity surveyors,
  1. General supervision of campus development including such issues as use of planning and location of

2.3.4.         Audit Committee

The Committee’s responsibility includes;

  1. Evaluating the adequacy of management procedures with regard to issues relating to risk management, control and
  2. Reviewing and approving the audit charter where applicable and internal audit annual work
  • Reviewing the internal and external audit findings, recommendations, proposed corrective and preventive action where
  1. Reviewing the systems established to ensure sound public financial management and internal controls, as well as compliance with policies, laws, regulations, procedures, plans and
  2. Initiating special audit/investigation on any allegations, concerns and complaints regarding corruption, lack of accountability and transparency in consultation with the Vice
  3. Any other responsibility under its mandate.

2.3.5.         Human Resource Management Committee

The Committee considers staff and recommends to Board for appointment and promotions into all established Academic and administrative posts provided that the Vice Chancellor can make temporary appointments to such posts for renewable contractual periods not exceeding on year. When this is done, due care is taken regarding relevance and adequacy of qualification of the persons being so appointed by the Vice Chancellor.

Appointments to posts on Non-Academic Terms of Service are affected by the Committee on behalf of the Board.

2.3.6.         Sealing and Honorary Degree Committee

The Committee authorizes, on behalf of Board, the application of the College Seal on documents.

3.0.      The Principal Arctis Training and Technology Center

 The Principal Arctis Training and Technology Center;

  1. Is appointed competitively by the College Board on the recommendation of the Trustees
  2. The College Principal is the Chief Executive Officer of the College and is;
    1. the academic and administrative head of the college;
    2. have the    overall   responsibility   for    the    direction, organization, administration and programs of the college; and
  • Have such responsibilities and duties as may be provided for in the policies of the college.
  • The College Principal of Arctis Training and Technology Center will hold office for a term of five years and is eligible for a further term of five

4.0.   The College Managers

 The Board appoints Seniors Managers from among the managers of the college, who, under the general authority of the college principal, exercise such powers and perform such duties as provided for by the

  1. The College Currently has four (4) Managers as below:
    1. Manager, Academic Affairs
    2. Registrar , Administration
  • Registrar , Finance

5.0.               The Principals of Colleges within the College

 The Council, through a competitive process, appoints for each campus or college a Principal who is the academic and administrative head of the campus or college and, under the general authority of the college principal, have such other powers and duties as may be provided by the

  1. A Principal holds office for a term of five years and is eligible for re-appointment for a further term of five

6.0.               The Senior Management College Board

 

6.1.               Membership of the Board of the college;

  1. the College Principal who is the Chairperson;
  2. the Managers;
  • the Heads of Departments;
  1. the Registrars of the college;
  2. two members elected by the academic board or equivalent body of each constituent college from among the members of such board or body;
  3. the college librarian;
  • the Dean of Students;
  • one representative of each of the college academic boards appointed by the respective boards from amongst its members;
  1. one representative of each of the school academic boards appointed by the respective boards from amongst its members;
  2. two members elected by the Students’ Association; and

 

  1. such other member as Council may determine or require to be in attendance in accordance with the

The members of the Students’ Association do not participate in the deliberations of the Senate, which the Chairperson considers to be confidential or which relate to examinations, grades and such other issues that may pose a conflict of interest.

 

The Deputy Vice-Chancellor for the time being in charge of academic affairs is the secretary to Senate.

 

6.2.               The functions of the college board

  1. satisfy itself regarding the content and academic standard of any course of study in respect of any degree, diploma, certificates or other award of the college;
  2. propose regulations to be made by the Council regarding the eligibility of persons for admission to degree, diploma and certificate programs;
  • propose regulations to be made by the Council regarding the standard of proficiency to be gained in each examination for a degree, diploma, certificate or other awards of the college;
  1. establish Campus and College academic boards;
  2. decide which persons have attained such standard of proficiency and are otherwise fit to be granted a degree, diploma, certificate or other awards of the college;
  3. set the dates for academic year and to determine the schedule of academic programs;
  • regulate the conduct of examinations;
  • approve the examination results;
  1. make regulations governing the award of fellowships, scholarships, bursaries, prizes and other awards;
  2. develop, implement and promote quality assurance systems and structures in all college operations;
  3. discontinue a student from a programme of study on academic grounds;
  • receive proposals from various boards and faculties, institutes, schools, center’s and to consider their recommendations and make appropriate decisions;

 

  • review statutes from time to time and to present recommendations thereon to the Council provided that all statues are reviewed at least once every five years;
  • recommend to Council appropriate criteria for appointment and promotion of staff;
  1. determine general policy matters relating to the library, laboratory facilities, teaching aids, workshops and such other academic services which are in its view necessary for the furtherance of the academic objectives of the college; and
  • make regulations governing such other matters as are within its powers in accordance with the Charter and the

 

The College Board exercises such other powers as may be conferred to it by the college Act, Statutes or by the regulations and to do such other acts as the college trustees may authorize.

 

 

7.0.      The college Management Board

 

 

Membership

There is a college Management Board which consists of;

  1. the college principal Chairperson;
  2. the unit managers;
  • the Registrars of the college;
  1. the person in charge of students’ welfare;
  2. the Chief Legal Officer;
  3. the Finance Officer; and
  • any other person that the Board may from time to time co-opt.

 

The Chairperson of the Management Board may invite other officers to attend the management board meeting when specific matters pertaining to their departments are being discussed and such officers are in attendance but not eligible to vote.

 

The Registrar for the time being in charge of administration and planning is the Secretary to the Management Board.

The college Management Board assists the college principal in the day-to-day management of the college and is, in this respect, responsible for –

  1. the efficient management of the human, physical, and financial resources of the college ;
  2. making proposals to the Council and college board on policies that have a college-wide application;
  • the coordination of the board strategic and development plans; and
  1. any other matters related to the management of the

 

 

8.0.               The Staff of the College

 

  1. The academic members of staff of the college consists of the college principal, the Deans within the college, the Librarian and all members of staff who are engaged in teaching and
  2. The senior management staff of the college consists of the college principal, Registrars, the Chief Legal Officer, the Directors and such other members of staff as the College Board may from time to time
  • The non-academic staff of the college consists of such other members of staff engaged in general administration as the College board may, from time to time determine including all the staff of the college engaged in laboratory, field instruction, workshops and such similar environs in the teaching departments and the staff engaged in general duties as the College board may from time to time
  1. All members of staff of the college are, subject to the Charter, appointed either –

 

  1. in the manner and upon the terms and conditions of service prescribed by the Statutes; or
  2. in the case of a person seconded to the service of the college from the service of another institution, the Government or any other public service, on terms and conditions agreed upon between the Council and the seconding body.
  • The College board may, subject to such restrictions as it may impose, delegate, either generally or specifically, to any person, committee, or body, the power to appoint any member of the staff of the college.
  1. All members of staff of the college are –
    1. subjected to the general authority of the College Board and the college principal,
    2. deemed to be employed in accordance with the Statutes or as otherwise specifically provided by the Statutes or by the terms of a particular appointment.

 

9.0.               The College Statutes

 

  1. In the performance of its functions under the college Charter, the College board, subjects to the Charter, make Statutes generally for the government, control and administration of the college and for the better carrying into effect of the purposes of the Charter, and in particular for the –
    1. establishment of colleges, faculties, schools, institutes and centers of the college;
    2. description of degrees, diplomas, certificates and other academic qualifications;
  • requirement for conferment of degrees and award of diplomas, certificates and other academic qualifications;
  1. conduct of examinations;
  2. prescribing fees and other charges;
  3. prescribing the rules and regulations for the conduct and association of student affairs;

 

  • setting the terms and conditions of service, including the appointment, dismissal and recommendation of retirement benefits of the members of the staff of the college;
  • constitution and procedure of meetings of the Council, and the establishment, composition and terms of reference of committees of the Council; and
  1. providing for or prescribing anything, which, under the Charter may be provided for or prescribed by

 

 

CHAPTER 1

 

 

1.0.             RECRUITMENT POLICY

1.1.               Introduction

 

The college endeavours to operate an efficient system for placement of advertisements to attract and select qualified staff without regard to ethnicity, race, gender, religion, marital status, disabilities or any form of discrimination.

 

1.2.               Policy Statement

 

The recruitment policy of arctis is to attract, hire, develop and retain quality staff to match job requirements under employment Terms and Conditions of the college. Arctis is an equal opportunity employer. Thecollege derives its strength from the diversity of staff groups who contribute towards its intellectual capacity and effectiveness.

 

1.3.               Aims of the Policy

 

The aims include:

  1. To ensure the recruitment selection practices are aligned to the college Strategic goals

 

  1. To guide the college in the recruitment and selection process to ensure competitiveness, fairness, transparency and

 

1.4.               Staff Categories

 

1.4.1           Teaching Members of Staff

Academic Members of staff fall in Grades 11-15 and are categorised as follows:

  1. Teaching Assistant/Research Assistant
  2. Tutorial Fellow/Junior Research Fellow
  • Lecturer/Adjunct Lecturer/Research Fellow
  1. Senior Lecturer/Adjunct Senior Lecturer/Senior Research Fellow

 

  1. Associate Professor/Adjunct Associate Professor
  2. Professor/Adjunct Professor
  • Professor Emeritus
  • Sabbatical/Visiting Scholar

1.4.2.         Non-Teaching Members of Staff

 

 

Non teaching members of staff are categorised as follows:

  1. Unskilled and skilled staff members of Non-Teaching staff in Grades 1 – 4
  2. Middle grade members of Non- Teaching staff in Grades 5 – 10
  • Senior Library, Technical and Administrative staff members of Non -teaching staff in Grades 11 – 15

 

1.4.3.         Members of staff on Contract Terms

 

 

Contract appointments are tenable for such periods and on such terms as are specified in the letters of appointment.

 

1.5.               Recruitment Process

 

This is the process of seeking and hiring the best qualified candidate (from within or  outside of an organization) for a job opening, in a timely and cost effective manner. The process includes analysing the requirements of a job, attracting employees, screening and selecting applicants, hiring and integrating the new employee to the Organization.

 

1.5.1.         Recruitment Procedure

  1. The Head of Department or Section Head refers to the approved staff establishment
  2. The HOD prepares Internal/external draft advertisement
  • Registrar (ADMIN) approves the advertisement and forwards to HRM, if not approved the HOD is informed by

 

  1. The HRM forwards the external approved advertisement to CCCO for advertisement and places internal advertisements on the website and notice boards as the case may
  2. The Registrar (ADMIN) sends the received applications to HOD for short listing within a month after the closing date for sending applications
  3. The HOD forwards shortlist and minutes of short listing committee to registrar (ADMIN)
  • The registrar (ADMIN) invites short listed candidates for interviews at least seven (7) before the interview
  • The registrar (ADMIN) constitutes Appointment Committee as per the college Statutes.
  1. Interviews are conducted by the Appointment Committee and minutes recorded
  2. Minutes are approved by the registrar (ADMIN) and forwarded to the VC for confirmation
  3. The registrar(ADMIN) offers appointment letters and Terms of Service to the successful candidates and regret letters to the unsuccessful candidates within one (1) month after interview
  • The appointee receives and returns accepted signed copy of the letter and Terms of
  • The appointee reports and undergoes orientation/induction.

 

 

1.5.2.         Engagement of Temporary Labour

The college occasionally hires temporary labour. The Procedure is as follows:

  1. Head of Department requests for temporary labour from registrar  (ADMIN)
  2. The registrar (ADMIN) identifies and approves suitable individuals to perform the task and forwards the approved list of casuals to Head of
  • The employee reports to the HOD for assignment of duties
  1. The HOD prepares master roll and forwards to ADMIN for approval of payment.
  2. The registrar (ADMIN) sends the approval to registrar (Finance) for payment
  3. The registrar (Finance) prepares payment and effects

 

 

1.6.               Appointment and Promotion

 

Appointment refers to competitive engagement of staff in accordance with the college Appointment and Promotion Criteria. Promotion on the other hand is a reward for good performance and entails advancement in terms of designation, salary, benefits and job description.

1.7.               Probation and Tenure

 

1.7.1.         Teaching Members of Staff

On first appointment, employees in Academic Cadres are subjected to a probation period as shown below:

i.          Grades AC 12 to 15

  • The minimum probationary period is two (2) years for all appointments made on permanent and pensionable terms. The college at its discretion may extend the period of probation for a further year after the expiry of the two
  • During the period of probation, either party may terminate employment by giving the other six (6) month notice or payment of six month’s basic salary in lieu of notice.

 

ii.         Grades AC 11

  • Appointments under this category are on contract basis renewable on mutual agreement up to a maximum period of four (4) years and subject to production of progress report.
  • Temporary appointments and all contract appointments are tenable for such periods and on such terms as are specified in the letters of

 

1.7.2.         Non-Teaching Members of Staff

On first appointment, employees in non  teaching Cadres are subjected to a probation period as shown below:

 

i.                         Grades NT 5 – 15

 

All first appointments on permanent terms in the service of this college shall be subject to a probationary period as shown below:

 

ii.                      Grades NT 11 – 15

  • The minimum probationary period of one (1) year for all appointments made on permanent and pensionable terms. The college may at its discretion extend the period of probation for a further year after the expiry of the one
  • During the period of probation, either party may terminate employment by giving the other party (1) month notice or payment of one month’s basic salary in lieu of notice.

 

iii)                   Grades NT 5 – 10

  • The minimum probationary period of ten (10) months for all appointments made on permanent and pensionable terms. The college may at its discretion extend the period of probation for a further period of ten (10) months after the expiry of the ten (10)
  • During the period of probation, either party may terminate employment by giving the other party (1) month notice or payment of one month’s basic salary in lieu of notice.

 

iv.                    Grades 1 – 4

  • Appointment of members of staff on permanent terms is subject to probationary period of five (5) months, which may be extended for a further period of five (5) months.
  • During the probation period the employment may be terminated by either party giving one (1) month’s notice of termination in writing or the equal sum of one (1) month’s basic salary in lieu of

 

All appointments are in writing and include a letter of appointment clearly indicating the Job designation, Salary, Terms and Conditions of Service being offered to the new employee.

 

 

Upon engagement, the employer requires a new employee to submit to a medical examination at the employee’s expense, the results of which are not used to unduly discriminate against the employee.

 

1.8.               Job Description

 

At appointment, re-deployment or promotion an employee is provided with a detailed job description relevant to the post.

Such employee is expected to sign the job description with the immediate supervisor. Job descriptions are reviewed regularly in line with changes in job structure or working conditions.

 

1.9.               Induction

 

This is a deliberate step taken by the college to introduce a new employee to his / her new job and the college at large. It involves orientation and training of the employee in the organisational culture and showing s/he the working relationships with both other employees and departments of the college.

  1. The responsibility for the induction of new members of staff lies with Human Resource Department and their immediate
  2. The Human Resource Manager or any assigned Officer supports the induction process.
  • An induction checklist / programme is provided to facilitate the
  1. Members of staff appointed on management positions are also inducted into their new roles using the Induction Programme for

 

 

Guiding references/documents: The Employment Act 2007, college Statutes, Commission for University Education, college Appointment and promotions Criteria and arctis Staff Induction Handbook

 

 

 

CHAPTER TWO

 

2.0.             CONDITIONS OF EMPLOYMENT

 

2.1.               Introduction

 

The terms and conditions of employment are governed by the Public any amendments there to, and by the statutes made under the authority of the Act in its present or amended form, provided that the terms of any appointment made shall not be altered except with the approval of the college board.

 

2.2.               Policy Statement

 

Conditions of employment refer to Terms of Contract of employment that affect or pertain to working conditions of employees. The conditions must be complied with throughout the employee’s life cycle. The college is committed to fulfillment of its part of contract conditions and expects the employee to do likewise.

 

2.3.               Aim of the Policy

 

To give guidance on the implementation of the terms of Contract in a consistent and effective manner

 

2.4.               Working Hours, Attendance and Punctuality

 

2.4.1.         Working hours

The college working hours are as follows:-

Monday to Friday: 8.00 a.m. to 1.00 p.m. & 2.00 p.m. to 5.00 p.m.

Although the general working hours are as stated above, Heads of Departments are not restricted to engage members of staff only during these days/hours and they shall avail themselves when there is cause that requires their services before or beyond the stipulated days/hours.

 

2.4.2.         Attendance and punctuality

Attendance is a key factor in job performance. Punctuality and regular attendance are expected of all employees. Unexplained absenteeism is a ground for disciplinary action.

 

2.5.               Parallel Employment

 

Staff should not engage in any activity that jeopardizes the interests or reputation of the college or comprises the staff’s integrity or ability to fulfill the obligations of their employment at the college.

 

Employment by the college is considered a primary occupation of the staff, and takes precedence over all other occupations. Full time employees should not have other employment that that represents a time conflict. Part time employees are expected to work as agreed upon schedule. No employee, regardless of employment status, shall have other employment that presents conflict of interest with his/her position or the college.

 

2.6                  Staff Performance Evaluation

 

2.6.1.         Staff Appraisal

Staff Appraisal is a process of assessing, summarizing and developing the work performance of an employee. The Staff Appraisal exercise is carried out annually and the results communicated to individual staff.

 

2.6.2.         Performance Contract

Staff members are required to sign performance contracts with their immediate supervisor in the beginning of each financial year. They are required to forward to Directorate of Performance contracting and Appraisal (DIPCA quarterly reports) through their respective Head of Departments. The Performance contract scores are combined with appraisal results.

 

2.7.               Separation from Service

 

Separation from service occurs when the employee is no longer in the service of the College. Arctis Training and Technology Center values all employees and as such she is committed to ensuring that there is smooth, friendly and respectable separation with the staff when it occurs.

The following are types of separation from service:

  1. Resignation
  2. Termination on medical grounds
  • Termination on disciplinary grounds
  1. Termination by either party
  2. Redundancy
  3. Retrenchment
  • Mandatory Retirement
  • Voluntary Retirement
  1. Demise in service

 

 

2.8.               Exit Interviews

 

In the College, an exit interview is conducted with an employee when he or she is leaving service. The information from each survey is used to provide feedback on why employees are leaving, what they liked/disliked about their employment and what areas of the college need improvement. The objectives of an exit interview are:

  1. To enable the Management identify what the other employer is offering the employee that it has been or unable to offer him/her; and
  2. To enable the Management determine what it can do to correct any situation that needs to be corrected in order to retain employees in
  • The departing employee holds an exit interview with the Human Resources Manager or any assigned officer and is expected to complete a questionnaire, which forms part of departure or clearance
  1. The College analyses the responses for effective

 

2.9.               Certificate of Service

 

The College issues to a member of staff a Certificate of Service upon termination of his employment, unless the employment has continued for a period less than four (4) consecutive weeks. The Certificate of Service will contain:

  1. The name of the college and her postal address
  2. Name of the staff member
  • The date when employment of the member of staff commenced
  1. the nature and usual place of employment of the member of staff
  2. the date when the employment of the member of staff ceased
  3. such other particulars as may be prescribed

The College has no obligation to give a recommendation letter to any member of staff.

 

 

Guiding references/documents: Public Officers Ethics Act, 2003, Employment Act, 2007, Leadership and Integrity Act, 2012, Public Finance Management Act, 2012, Fair Administrative Act, 2015, Code of Governance for state Corporations (Mwongozo), The arctis training and Technology Statutes, arctis Staff Code of Conduct and Ethics, arctis Staff Retirement Benefits Scheme Revised Trust Deed and Rules, TOS, CBA, The Commission for Administrative Justice Act, 2011 and Government circulars issued from time to time.

 

CHAPTER THREE

 

 

3.0.             RECORDS AND CONFIDENTIALITY POLICY

3.1.               Introduction

 

The College maintains personnel records information for each employee. Confidentiality of all information will be maintained. Personnel records are the property of the Colleg. Listed below but not limited to, are types of documents, which are appropriate for retention in personal files:

 

3.2.               Policy Statement

 

The College recognizes the vital role of proper records management through Maintaining, protecting, using vital information in a consistent and cost effective manner.

 

3.3.               Aim of the Policy

 

The aim of the Policy is to ensure safety and confidentiality of College records.

 

 

3.4.               Type of Records

 

  1. Personal data
  2. Employment application records
  • References
  1. Records pertaining to an employee’s change of status
  2. Performance evaluations
  3. Communications or disciplinary actions
  • Benefit Information
  • Attendance and absence records
  1. Payroll records

 

 

Personnel records are confidential and access is limited to protect employee privacy. Access to the records is restricted to authorized office of Human Resource. An employee

 

may request to see his/her personnel records by appointment with a representative of the Department of Human Resources.

 

3.5.               Authority to release information

 

Disclosure of personal information by the Department of Human Resources is made only under the following circumstances:

  1. Department of Human Resource staff authorised to release date of employment
  2. Representative of an employee requesting to obtain or review any personnel records must provide a written request from the employee
  • Requests as demanded by law or statutes
  1. Under valid court order, search warrant or subpoena
  2. In an emergency, upon independent verification information availed in any circumstances is limited to only what is necessary

 

3.6.               Non-Disclosure of Information

 

All employees are required to take an oath of secrecy and sign confidential agreement with the college agreeing not to disclose any official information when in employment and after leaving service.

 

Those entrusted with college property including electronic property like passwords are required to surrender them to their supervisors before leaving the college.

 

Guiding references/documents: The Staff Code of Conduct and Ethics, Public Officers Ethics Act, 2003

 

CHAPTER FOUR

 

4.0.                TRAINING AND DEVELOPMENT POLICY

4.1.               Introduction

 

Training is a planned process of modifying attitude, knowledge or skills through learning experience to achieve effective performance in an activity or range of activities. The College endeavor’s to achieve this as part of its mission.

 

4.2.             Policy Statement

 

The College recognizes training and development as a critical determinant in the quality of services rendered by the staff. The Policy relates to both Teaching and Non-teaching staff. It is concerned with training of staff to realize their full potential and enhance their professional development and work environment. Members of staff are expected to have acquired their basic training in their relevant fields before they are employed. The College is committed to ensuring that it has the skilled knowledgeable and competent human resource required to meet its present and future needs.

 

4.3.               Aims of Staff Training and Development

 

  1. To develop and sustain adequate capacity to support the college’s Vision and Mission.
  2. To improve the efficiency and effectiveness in the Faculties, Institutes, Schools, Colleges/Campuses, Departments, Sections in order to achieve set goals and objectives.
  • To enhance professional skills related to the duties of members of staff by exposing them to new methods and techniques necessary to improve
  1. To provide opportunities for personal growth and development for members of staff in preparation for emerging challenges in their duties and
  2. To enhance job satisfaction and staff
  3. To ensure that the decision making and planning processes fully integrate Human Resource Development and training

 

 

4.4.               Eligibility for Training

 

All full time members of staff on permanent terms of employment and tutorial fellows, junior research fellows, teaching assistants and research assistants on contract shall be eligible for training provided their requirements are within the specific areas of need in the capacity development of the college.

 

4.5.               Identification of Training needs

 

Deans of Faculties/Directors of Institutes/Schools, Chairmen of Departments and Heads of Sections are responsible for:-

  1. Consulting with the staff working under them to establish the needs, interest and aspirations for career development and reconciling the needs, interests and aspirations with the requirements of their respective administrative
  2. Appraising the effectiveness of members of staff in their respective administrative units.
  • Drawing up a training programme/schedule for staff in the department for every financial year. This should include the cost of seminars, workshops and conferences.
  1. Recommending members of staff under them for any relevant programs of staff
  2. The college may identify and support senior members of staff for training to complement their professional training in order to prepare them for Senior Management positions. However such training shall be prioritized and shall be on recommendation by the relevant head of division to the college Management.

4.6.               Application for Training Requirements

  1. Consideration for training shall be based on, among others, the approved training projection for the Department/Section.

 

  1. Applicants shall give full details of confirmed admission, sponsorship and description of the relevance of the training of the applicant’s appointment at the college and the timeliness of the
  • In all cases, including time-off, written approval must have been obtained from the Registrar (Administration) before the commencement of the
  1. Staff members are normally expected to pursue programs of Arctis Training and Technology Center and only apply for sponsorship to undertake programs of other institutions where Arctics does not offer such programs. A justification for the choice of the institution/program outside  Arctis will be (exemption for staff working here e.g. exams)

 

4.7.               Criteria for approval of training

 

In deciding whether or not to approve applications and the level of support, the following considerations shall be taken into account:-

  1. The College’s Vision, Mission, Goals, Objectives and projected needs shall from the basis for determining such training
  2. Staff applying for any training shall be expected to meet the requirements for the particular
  • All members of staff should have equal opportunities regardless of gender, race/ethnicity, disability and
  1. The costs of the proposed training, both financial and
  2. The benefits to the
  3. Whether the course is relevant, essential and timely for both the applicant and the College.
  • Qualifications, experience and current performance of the candidate which are likely to affect his/her ability to benefit personally as well as other Academic Departments in the college.
  • For long term training (Diplomas or Degree Programs lasting more than one year) priority for training will be given to members of staff with longest

 

  1. The responsibility for the identification of training needs shall be vested upon faculties / institutes / Schools / Colleges / Campuses / Departments / Section staff development committees of divisions in the
  2. In all cases, nomination for training shall be done by the relevant training committee of the Faculties/Schools/Institutes/Departments/Sections.
  3. Members of staff who have not satisfactorily served for two years since appointment or from the date of return form the last study leave shall not be nominated for training, except those on staff development

Procedure

  1. All applications for training shall be submitted through the Chairman of Department/Head of
  2. The Chairman of Department/Head of Section shall convene the relevant Training Committee to consider the applications and shortlist the
  • The names of the shortlisted applicants together with the minutes and other relevant documents shall be forwarded to the Chairman of the college Training Committee through the relevant Dean of the Faculty where applicable.
  1. The Chairman of the College Training Committee shall convene the committee to consider and approve the
  2. The Chairman of the College Training Committee shall communicate the outcome of the requests of the Deputy Vice Chancellor (Administration)
  3. The Deputy Vice Chancellor (Administration) shall inform all the applicants of the

 

4.8.               Review

 

Applicants not satisfied with the decision of the college Training Committee can apply for review to the College of the College Training Committee within seven (7) days of receipt of the decision of the Training Committee.

 

4.9.               Appeal

 

Applicants who are dissatisfied with the decision of the college Training Committee even after review may appeal to the Chair of Management within fourteen (14) days of the date of receipt of the outcome of the review

 

4.10.           Payment of salary and other emoluments

 

  1. When a member of staff takes up a scholarship to attend a full time course, he/she shall apply to be is granted study leave equivalent to the period required to complete the program of
  2. If the member of staff goes to a full time program for a period longer than six months on a donated scholarship or College-sponsored, such a member of staff shall be granted leave on 80% salary. The College shall deduct 20% of the basic salary.
  • If the family of a member of staff is remaining in Kenya, ones housing allowance shall continue to be
  1. If a member of staff is on study leave but has mortgages/obligations, he/she shall be paid house allowance even if he/she does not have a family staying behind provided documentary evidence for such obligations is
  2. A member of staff on study leave shall not earn commuting allowance

 

 

4.11.           Bonding

 

Bonding shall always be a pre-requisite for granting study leave where applicable.

  1. Any member of staff, who is granted study leave by the College for a period longer than six months, shall serve the College for a period of three (3) years. He/she shall be bonded for the three years on resumption of duty
  2. A member of staff who is granted study leave by the College and duly bonded for a period of three (3) years can liquidate the bond amount by paying to the college an amount equivalent to that expended on him/her during the study leave period

 

  • A member of staff who is granted leave to attend a course on self-sponsorship for a period longer than six months shall sign the bond before commencement of the study leave
  1. In cases where bonds overlap, they shall run concurrently. However, if one leaves the College employment before he/she completes the bond, he/she shall be required to complete the payment of the longer bond
  2. All members of staff returning from study leave shall be required to resume duty in their nominating departments/sections and serve for at least a period equivalent to the duration of training
  3. Members of staff who train privately on programs with approval of the College Training Committee shall be bonded at the time of reimbursement but the bonding period shall be bonded at the time of
  • A beneficiary of the college support who fails to resume duty shall refund college monies expended on him/her during training in full through him/herself or his/her

 

Guiding references/documents: The College Training Policy and the Study Leave Bond Document

 

CHAPTER 5

 

5.0.             REMUNERATION AND BENEFITS

5.1.               Introduction

 

Remuneration is reward for employment in the form of pay, salary or wage including allowances, benefits (such as medical plan pension) bonuses, cash incentives and monetary value of the non cash incentives.

 

5.2.               Statement

 

The College is committed to offer a remunerative package that is fair, competitive and motivating in order to attract, retain, secure commitment of staff and depict the college as employer of choice.

 

5.3.               Aim

 

To ensure equity and fairness in remuneration and benefits for the staff in similar cadre

 

 

5.4.               Remuneration and Allowances

 

5.4.1.         Basic Salary

  1. Salaries are paid to all employees at the end of every
  2. Members of staff are required to provide details of their pay points to the Manager (Finance) for this
  • Salary review is carried out by the board in consultation with the college trustees

 

Salary increments are awarded to staff on Permanent and Pensionable Terms annually. The incremental date for employees on these grades will be 1st January annually for all those staff appointed and report for duty between 1st January and 30th June and the incremental date for those appointed and report for duty between 1st July and 31st December will be 1st July annually.

 

 

 

5.4.2.         Allowances

Over and above salaries and wages, where applicable the College pays a number of Allowances. Currently, the following Allowances are in force:

  1. Leave Allowance
  2. Housing Allowance
  • Passage and baggage Allowance
  1. Acting/Special duty Allowance
  2. Mileage Allowance
  3. Subsistence Allowance (within and outside Kenya)
  • House to Office Allowance
  • Day trip Allowance
  1. Responsibility Allowance
  2. Entertainment Allowance
  3. Telephone Allowance
  • Clinical Allowances
  • Relocation Allowance
  • Hardship Allowance
  1. Risk Allowance
  • Extraneous Allowance

 

 

The nature and Conditions under which the Allowances are paid are spelt out in the Terms of Service and the approved Board report.

 

5.5.               Welfare and Benefits

 

5.5.1.         Loan facilities

The College facilitates the servicing of the loans through the check-off system subject to the 1/3 rule of gross pay. The terms of the loans and assessment for credit worthiness of each applicant is the responsibility of the respective financial institution, eligibility of

 

This is guided by provision of employment Act, 2007. The college has a car loan facility for its members of staff.

 

 

5.5.2.         Other check-off deductions

Any other check off deductions from the payroll must be approved by the Manager (Administration).

 

 

5.5.3.         Medical Benefits

The College runs a medical scheme for members of staff and their immediate families. The immediate family of a member of staff comprises one spouse and the member’s own children either legally or adopted (up to five children) up to the age of eighteen (18) years. Children of staff who are beyond this age limit will be catered for only if they are full time students in educational institutions. Members of Staff are obligated to join NHIF.

 

5.5.4.         Insurance cover benefits

The College operates a Group Life and Group Personal Accident cover for all staff members. All employees of the College are covered by this policy. For claims to be honored, injuries/accidents should be reported to the Human Resource Department within ten (10) days from the date of the accident and to report to the insurance Company within one month.

 

5.5.5.         Assistance on Demise

In the event of demise of a member of staff, the employer offers financial assistance as provided for in the terms of service to meet funeral expenses. The assistance is also applicable to a member of staff’s immediate family members who in this case mean one spouse, five (5) own or legally adopted children who are up to the age of 25 years and unmarried.

 

5.5.6.         Pension Scheme Benefits

The college operates a retirement benefits scheme where all members of staff on Permanent and Pensionable Terms of Service are required to join. Full details can be obtained from the Human resource department.

 

Members of staff serving on Contract are entitled to a service Gratuity on successful completion of the Contract Period. This is governed by conditions laid down in the contract. Additional voluntary contribution by individuals is encouraged.

 

5.6.               Leave

 

College staff are entitled to the following types of leave where applicable:- annual leave, maternity leave/Paternity leave, study leave, sabbatical leave, sick leave, unpaid leave, compassionate leave, leave of absence , special leave, terminal leave pending retirement and disembarkment leave.

 

5.7.               Holidays

 

The College observes gazetted and any other holiday declared by the Government as follows:

  1. New year’s Day
  2. Easter Holiday
  • Labour Day
  1. Madaraka Day
  2. Mashujaa Day
  3. Jamuhuri Day
  • Christmas Day
  • Boxing Day
  1. Idd fitr Day

 

 

Guiding references/documents: The Employment Act 2007, SRC, IPUCCF, TOS, CBA and the Training Policy

 

CHAPTER 6

 

6.0.             DISCIPLINE GUIDELINE

 

6.1.               Introduction

 

The Institution’s Disciplinary Procedure will be used only when necessary and as a last resort. Where possible, informal and/or formal counselling or other good management practice will be used to resolve matters prior to any disciplinary action being taken. The procedure is intended to be positive rather than punitive but takes cognisance of the fact  that sanctions may have to be applied in some circumstances.

 

6.2.               Statement

 

The College is committed to create a motivated and dedicated workforce which upholds the rule of conduct and work ethics for efficient service delivery.

 

6.3.               Aim

 

To ensure a disciplined workforce, which operates within the framework of the approved Core Values and Culture

 

6.4.               Staff’s Conduct

 

The College expects high standards of performance and conduct from its staff members. Therefore, rules and regulations have been established as guidelines for employees conduct. It is the responsibility of supervisors to:

  1. Have knowledge of College’s policies
  2. Ensure employees have an understanding of the conduct, expectations and rules
  • Respond to violation of employees conduct in an appropriate, consistent and impartial

 

6.4.1           Offences that may attract disciplinary action

The most common situations that may result in disciplinary action are but not limited to the following:

  1. Absence without authority
  2. Gross negligence of duty/any other grave offence
  • Insubordination
  1. Violation of drug and Alcohol Policy
  2. Use of abusive or insulting language, or behaves in a manner insulting, to his employer or to a person placed in authority over him by his employer
  3. Knowingly fails, or refuses to obey a lawful and proper command which was within the scope of his duty to obey
  • when lawful exercise of any arrest given by or under any written law, an employee is arrested for a cognizable offence punishable by Imprisonment and is not within fourteen days either released on bail or bond or otherwise set at liberty
  • When an employee commits or on reasonable and sufficient grounds is suspected of having committed a criminal offence against or to the substantial detriment of his employer or his employer’s

 

6.5.               Disciplinary Procedure

 

 

 

6.5.1.         Warnings

  1. A staff whose work or conduct is unsatisfactory or who otherwise commits a misconduct which in the opinion of the college does not warrant removal for good cause is warned in
  2. Before a staff is issued with a letter of warning, he/she is called upon in writing to explain the alleged offence within seven (7) days. If the explanation is not satisfactory, the staff is given an opportunity to make verbal presentation before an appropriate disciplinary
  • The first and second warnings are recorded in the staff’s file

 

  1. If a staff completes six (6) months from the date of his/her last warning without further offence, any warning recorded in his/her file is deemed to have been cancelled. The same will never be referred to in the future as a basis of other warnings.
  2. All warning letters issued are subject to written appeal by the staff to the issuing office within fourteen (14) days from the date of the receipt of the warning. Consideration to such appeal is given by the college within thirty (30) days from the date the college receives a written appeal. If within the thirty (30) days the staff does not receive a reply from the college, then the warning is deemed to have been
  3. If a staff who had already received four (4) warnings commits a fifth offence within six (6) months, s/he can be terminated by being given appropriate notice

 

 

6.5.2           Suspension

  1. The college reserves the right to suspend a staff from employment with half pay pending investigations into the alleged misconduct for a period not exceeding Ninety (90)
  2. A staff can be suspended from work to facilitate investigations into alleged misconduct, such suspension does not exceed ninety (90) days unless the matter is pending in Court or it is being investigated by the police or any other statutory law enforcement agency. During the suspension the staff will be entitled to all other benefits except basic
  • The staff in question within ninety (90) days to be informed as to the position of the suspension, in default of which the suspension is lifted, unless the case is pending in Court or being investigated by the Police or other statutory authority.
  1. Upon the expiry of ninety (90) days and upon conclusion of the investigations, the staff is given a disciplinary hearing within sixty (60) days and if the staff has a case to answer, he is given a chance to call and examine
  2. Upon expiry of ninety (90) days and investigations have not been concluded, and suspension lifted, the college reserves the right to continue with investigations

 

and retain the half salary previously withheld, provided that the staff receives full salary.

  1. Where a staff’s suspension has been lifted, he/she is paid all his/her dues which may have been deducted on account of such suspension, less any surcharge as recommended by the Disciplinary

 

6.5.3           Interdiction

  1. The college reserves the right to suspend a staff from employment with half pay pending investigations into the alleged misconduct for a period not exceeding Ninety (90)
  2. A staff can be suspended from work on half pay to facilitate investigations into alleged misconduct, such suspension does not exceed ninety (90) days unless the matter is pending in Court or it is being investigated by the police or any other statutory law enforcement
  • The staff in question within ninety (90) days to be informed as to the position of the suspension, in default of which the suspension is lifted, unless the case is pending in Court or being investigated by the Police or other statutory authority.
  1. Upon the expiry of ninety (90) days and upon conclusion of the investigations, the staff is given a disciplinary hearing within sixty (60) days and if the staff has a case to answer, he is given a chance to call and examine
  2. Upon expiry of ninety (90) days and investigations have not been concluded, and suspension lifted, the college reserves the right to continue with investigations and retain the half salary previously withheld, provided that the staff receives full salary.
  3. Where a staff’s suspension has been lifted, he/she is paid all his/her dues which may have been deducted on account of such suspension, less any surcharge as recommended by the Disciplinary

 

 

6.5.4.         Termination for Good Cause

  1. When in the opinion of the college there has been good cause, the college has power to suspend the appointment of a member of staff, and refer his/her case to a

 

Committee appointed by board with powers to terminate with good cause a member of staff’s services on these terms provided that the employee will be given a chance to be heard, call and examine witnesses.

  1. A member of staff whose appointment is terminated retains his/her right of appeal to the board and such appeal must be lodged within three (3) weeks of notification of the Committee’s decision to the member of

 

6.6.               Details of the Disciplinary procedure

 

In implementing the disciplinary procedure, the following steps are undertaken:

An alleged misconduct is reported either verbally or in writing by the relevant supervisor

  1. Investigation of the misconduct is done
  2. Notice to show cause/suspension letter is issued
  • If an explanation after issuance of notice to show cause is not acceptable, then the person appears before a Disciplinary Committee constituted in line with the college statutes
  1. The disciplinary outcome is communicated to the concerned member of staff
  2. A staff has a right to appeal against the decision of the Disciplinary Committee verdict to the college principal and/or the Chairman of the College Board, as applicable within twenty one (21) days from the date of receipt of letter of verdict. The college will respond within twenty one (21) days from the date of receipt of the appeal

 

6.7.               Disciplinary Outcomes

 

Disciplinary procedure outcome actions include but not limited to the following:

  1. Counseling
  2. Demotion for a specific period
  • Summarily dismissal
  1. Exoneration
  2. Surcharge
  3. Suspension
  • Termination
  • Verbal caution and warning

 

  1. Withholding of annual increments for a specified period of time
  2. Written caution and warning

 

 

6.8.               Appeals

 

A staff whose services have been terminated may lodge an appeal, to the college principal and/or the Chairman of the College Board, as applicable within twenty one (21) days from the date of receipt of letter of termination. The college responds within twenty one (21) days from the date of receipt of the appeal.

 

6.9.               Conflict of interest

 

A member of staff will make every effort to declare and avoid situations where personal interest conflict with his/her official position.

 

Guiding references/documents:: Public Officers Ethics Act, 2003, Employment Act, 2007, Leadership and Integrity Act, 2012, Public Finance Management Act, 2012, Fair Administrative Act, 2015, Code of Governance for state Corporations (Mwongozo), , The arctis Statutes , arctis training and technology center Staff Code of Conduct and Ethics, TOS and CBA, Anti-Corruption and Economic Crimes Act, 2003, Labour Relations Act, 2007.

 

CHAPTER SEVEN

 

7.0.             ATTRACTION AND RETENTION POLICY

7.1.               Introduction

 

Attraction Policy is the process of getting the employees with the proper qualifications and experience to enable an organization achieve its goals and objectives. Retention Policy is an organized system of retaining or keeping staff in an establishment.

 

7.2.               Policy Statement

 

The purpose of this policy is to ensure that the college is able to achieve its strategic objectives by enhancing and maintaining its ability to attract and retain high calibre employees. It is particularly important with regard to defined critical occupations, strategically critical individuals and ensuring adequate succession and continuity in the college.

 

Human Resource is the most important and creative resource that any organization can have. Human Resource Planning is a critical activity in ensuring sustained growth and development in any institution. The Human Resource adds value to the organization and utilizes other non-human resources available to make an organization better. Both Public and Private Institutions are engaged in strong competition against each other to recruit and retain the best available employees from the labour market.

 

7.3.               Aims of the policy

 

  1. This policy is designed to assist the college to attract employees especially those with scarce and critical
  2. It also aims at ensuring that the college always has the best trained, skilled and suitable employees occupying each
  • The Policy further aims to retain the services of such

Arctis  is committed to attracting and retaining the best talent in the labour market towards the realization of its Vision and Mission.

 

 

To provide for a clearly defined career structure which will attract, motivate and facilitate retention of suitably qualified employees at arctis training and technology center.

 

7.4.               Strategies of attraction and retention

 

The attraction and retention within the College is guided by the following strategies:

  1. Good Management practices to ensure a motivated
  2. Competitive pay and reward for excellent
  • Developing people and retaining the best by providing perpetual learning and
  1. Establishing a work‐life culture and climate that is attractive and
  2. Presence of a clear career development plan to guide
  3. Provision of clear job descriptions, matching the same with job specifications, qualifications and experience of
  • Talent
  • Performance Management
  1. Good employment relations
  2. Ensuring fairness in recruitment and promotion
  3. Guidance, Counselling and Mentorship
  • Communicating openly and sharing information
  • Ensuring Good health and safety at work through the college Medical Scheme
  • Developing and maintaining a reputation as being “an employer of choice”
  1. This reputation is often best promoted by own
  • Collective Bargaining Agreements
  • Staff Training
  • Staff Children Education Scholarship Support
  • Staff ring fencing
  1. Pension Scheme
  • Insurance

 

Guiding references/documents: college Strategic Plan 2020 – 2025, the college Training Policy

CHAPTER EIGHT

 

8.0     OCCUPATIONAL SAFETY AND HEALTH POLICY

8.1.               Introduction

 

Many occupational accidents, injuries and health issues in Kenya go unreported. This is because many Organizations do not have an OSHA Policy to guide their activities. This means that technical investigations may not be done or preventive actions taken to avoid recurrence.

 

8.2.               Policy Statement

 

Arctis Training and Technolgy Center is committed to the provision of a safe and healthy work environment. The College regularly audits her activities and workplaces and implements recommendations to ensure that  Arctics remains a safe workplace.

 

8.3.               Aim of the Policy

 

The College aims at providing healthy and safe working learning environment in accordance with the Occupational Safety and Health Act (OSHA), 2007 to prevent injuries, illnesses, accidents and property loss/damage.

 

8.3.1.         Responsibilities of senior management

The College’s senior management will:

  1. Identify and eliminate or control work – related hazard and
  2. Provide and maintain safe access to and exit from the workplace at all times
  • Ensure that all accidents/incidents are recorded and investigated and determine their cause(s).
  1. Immediately take steps to ensure that all employees are sensitized on the OSHA and the WIBA.
  2. Ensure that resources are available for the implementation of the

 

  1. Provide Personal Protective Equipment (PPE) as
  • Ensure that this safety policy is implemented within all the college
  • Rectify reported risks to safety and health at the

 

 

8.3.2.         Responsibilities of the workers

All workers within the College will:

  1. Use appropriate PPE’S
  2. Not remove or interfere in any way with the safeguards provided for safety and health purposes
  • Report all accidents, injuries, illnesses and ‘’near misses’’ occurring or associated with the workplace. Such incidences shall be reported to the departmental OSH representative.
  1. Not undertake any task for which authorization or training has not been provided. Authority shall be given only to trained/competed
  2. Work in such a way so as not to endanger their safety and health or that of
  3. Report any unsafe working conditions to the department’s OSH

 

 

8.3.3.         Responsibilities of the Safety Managers

HOD’s will be designated Safety Managers in their respective departments/sections. They will:

  1. Ensure that equipment, materials and protective devices are provided and maintained in good
  2. Be the departmental representatives to the College OSH
  • Recommend improvements on safety management
  1. Supervise and promote accident prevention by collecting data on accidents and ‘’near misses’’ for further
  2. Ensure compliance with applicable legislations within their
  3. Report quarterly to the college OSH committee on the status of safety and health performance in their
  • Give recommendations for corrective

 

 

8.4.               Safety and Health Audits

 

Safety and Health audits will be:

  1. Carried out by a registered Safety and Health advisor
  2. Carried out at least once in twelve (12) months

 

 

A copy of the report is be kept by the college while another copy shall be submitted to the DOSH.

 

8.5.               Implementation

 

In keeping with the provisions of the law, the College endeavors to ensure the Safety, Health and Welfare of all persons at work. Implementation of this Policy is vested on the office of the Registrar (Administration).

 

Guiding references/documents: The Arctis training and technology center Occupational Safety and Health Policy, 2011, ISO 14001:2004 standards

 

CHAPTER NINE

 

9.0.             ALCOHOL, DRUG AND SUBSTANCE ABUSE POLICY

9.1.               Introduction

 

Alcohol, drug and substance abuse is a phenomenon that over the past two decades has spread at an unprecedented rate affecting every part of the globe. A broad spectrum of the world community has demonstrated intense concern over the ADSA problem.

 

9.2.               Policy Statement

 

Arctis training and technology center is committed to promoting the wellbeing of its community by creating a safe and healthy environment. Additionally, the college recognizes the negative impact that alcohol, drug and substance abuse may have upon an individual’s ability to work or study.

 

9.3.               Aims of the Policy

 

This policy is necessary for the following reasons:

  1. To create awareness on the harmful effects of alcohol, drug and substance abuse
  2. Increase confidence and morale resulting in improved productivity, profits and competitiveness
  • Reduce absenteeism and high turnover and ultimately reduce medical burden on the college
  1. To help those affected by alcohol, drug and substance abuse related problems by providing clear structures and procedure as well as encouraging treatment
  2. Outline the rules and managing cases arising from ADSA through early detection and intervention

 

9.4.               Recognition of Substance Abuse

 

  1. Absenteeism
  2. High Accident Rate
  • Difficulty in Concentration

 

  1. Irregular work patterns
  2. Deteriorating job efficiency
  3. Poor staff relations at work
  • Mood swings

 

 

9.5.               Policy Guidelines

 

The College is aware that there is Alcohol and Drug abuse among members of its community. Arctis training and technology  center is therefore committed to:

  1. Raising Awareness
  2. Training and Development
  • Intervention
  1. Rehabilitation
  2. Misconduct
  3. Alcohol or Substance Dependency

 

 

9.6.               Substances abused

 

Some of the substances abused include:

  1. Tobacco
  2. Alcohol
  • Cocaine
  1. Heroine
  2. Marijuana
  3. Ecstasy
  • Ketamine

 

 

Guiding references/documents: college Alcohol, Drug and Substance Abuse Policy, NACADA

 

CHAPTER TEN

 

10.0.       SEXUAL HARASSMENT POLICY

 

10.1.           Introduction

 

The College has made a commitment to ensure a working environment free from sexual harassment and does not tolerate sexual harassment of its employees.

 

10.2.           Policy statement

 

Sexual harassment is identified as unwanted conduct of a sexual nature or other conduct based on sex, which affects the dignity of men and women at work. Conduct which may amount to sexual harassment is often not intended to cause offence but occurs because of a lack of awareness of other people’s feelings.

 

Conducts which may constitute sexual harassment and are clearly unacceptable are:

  1. Giving someone unwanted sexual attention
  2. Insulting or ridiculing someone because of their sex
  • Suggestions that sexual favours may further an employee’s career or refusal may hinder it
  1. Lewd, suggestive or over-familiar behaviour
  2. The display or circulation of sexual suggestive material

 

 

All employees have a responsibility to comply with the college’s policy and to treat colleagues of both sexes with dignity and respect.

 

10.3.           Aim of the Policy

 

This Policy aims at ensuring that members of staff do not harass or victimize fellow members of staff or students in any form of sexual harassment.

 

10.4.           Channel of reporting complaint

 

In the event of the occurrence of a genuine complaint on sexual harassment, employees should not hesitate to make their complaints directly to the Registrar, Administration, HRM, any other relevant officer or the College Principal (CEO) as appropriate. An employee who presents a complaint on the grounds of sexual harassment need not fear reprisal or victimization.

 

Guiding references/documents: The Sexual Harassment Policy and Staff Code of Conduct and Ethics

 

CHAPTER ELEVEN

 

11.0.       HIV AND AIDS POLICY

 

11.1.           Introduction

 

HIV and AIDS is a major public health concern that has impacted negatively on national development. The scourge continues unabated, claiming millions of lives of people worldwide. Despite the global efforts to fight the Pandemic, HIV and AIDS has continued to have negative effect. Kenya AIDS Indicators Surveys (KIAS) 2007 showed that more than 1.4 million Kenyans are infected with HIV. Additionally, it is estimated that there are

1.78 million children orphaned by AIDS as at 2007.

 

 

11.2.           Policy Statement

 

Arctis Training and Technology Center views HIV AIDS as any other chronic illness and therefore does not tolerate causes of stigma, discrimination and harassment based on a person’s actual or suspected HIV and AIDS status. Arctis will exercise reasonable and care to protect the health and safety of the college community and will offer ongoing education and support services as part of this commitment.

 

11.3.           Aim of the policy

 

To provide an institutional framework and set standards for the College to address HIV and AIDS in line with the College’s Vision and Mission statement.

 

Guiding references/documents: The College HIV and Aids Policy and Staff Code of Conduct and Ethics

 

CHAPTER TWELVE

 

12.0.           LABOUR RELATIONS

12.1.           Introduction

 

The Labour Relations guidelines provide a framework within which employees and trade unions, employers and employers’ organizations can collectively bargain to determine wages, terms and conditions of employment.

 

12.2.           Statement

 

The policy promotes orderly collective bargaining, encourages employee participation in decision-making in the work-place and promotes effective resolution of labour disputes.

 

12.3.           Aims of Labour Relations

 

  1. To safeguard the interest of labour and management by securing the highest level of mutual understanding and good-will among all those sections in the industry which participate in the process of
  2. To avoid industrial conflict or strife and develop harmonious relations, which are an essential factor in the productivity of workers and the industrial progress of a
  • To raise productivity to a higher level in an era of full employment by lessening the tendency to high turnover and frequency
  1. To establish and promote the growth of an industrial democracy based on labour partnership in the sharing of profits and of managerial decisions, so that ban individuals personality may grow its full stature for the benefit of the industry and of the country as well.
  2. To eliminate or minimize the number of strikes, lockouts and go-slows by providing reasonable wages, improved living and working conditions and fringe
  3. To improve the economic conditions of workers in the existing state of industrial managements and political
  • Socialization of industries by making the college itself a major employer
  • Vesting of a proprietary interest of the workers in the industries in which they are employed.

 

 

12.4.           Dispute Resolution

 

The College endeavor’s at all times to have good working relations with the Unions in order to maintain industrial harmony. However, should a trade dispute arise concerning any aspect of the employer/employee relationship, the resolution of that dispute will be as provided for in the Labour Relations Act.

 

The collective bargaining in the college may include salaries, allowances, benefits, and working conditions as shall be agreed upon from time to time.

 

Guiding references/documents: The Industrial and Labour Relations Act.

 

CHAPTER THIRTEEN OTHER GENERAL POLICIES

 

13.1          INTELLECTUAL PROPERTY POLICY (IPP)

13.1.1.                                   Introduction

 

Arctis is an educational institution duly established under Education Act,. It was established as an  tvet institution offering diploma and certificate courses and to realise that mandate there is need to have a comprehensive and enabling Intellectual Property Policy.

 

13.1.2                                    Policy statement

 

In its efforts to realise its vision, mission and objectives, ARCTIS continues to put emphasis on enhancing the following amongst others:

  1. Quality education and training
  2. Quality Research, Innovation and Development
  • Transfer of knowledge from the College and the utilisation of the same for the creation of national wealth
  1. Linkages with industry, business and government through consultancy, research contracts and commercialization of inventions, innovations and research findings
  2. Infrastructure and facility for Research and Development in the

 

 

13.1.3                                    Aims of Policy

 

  1. To safeguard the interest of labour and management by securing the highest level of mutual understanding and good-will among all those sections in the industry which participate in the process of
  2. To avoid industrial conflict or strife and develop harmonious relations, which are an essential factor in the productivity of workers and the industrial progress of a country.

 

  • To raise productivity to a higher level in an era of full employment by lessening the tendency to high turnover and frequency
  1. To establish and promote the growth of an industrial democracy based on labour partnership in the sharing of profits and of managerial decisions, so that ban individuals personality may grow its full stature for the benefit of the industry and of the country as
  2. To eliminate or minimize the number of strikes, lockouts and go-slows by providing reasonable wages, improved living and working conditions and fringe
  3. To improve the economic conditions of workers in the existing state of industrial managements and political

 

 

13.1.4                                    Policy Objectives

 

The objectives of the IP Policy include:

  1. To govern the disposition of the Intellectual Property generated at the college in order to stimulate additional support for research by industry partners resulting in the innovation of novel technologies and creative works for
  2. To facilitate and enhance the transfer of the college’s innovations and inventions derived from research and the dissemination of knowledge for the national and global
  • To promote the progress of Science and Technology and ensure discoveries, innovations, inventions and creations generated by the staff and students of college are utilized in ways most likely to benefit the
  1. To motivate further research and development in order to enhance national development.
  2. To derive additional revenue for the support of the college research and educational initiatives, as well as a personal incentive for innovators to create and disclose.
  3. To create a framework for the college’s activities by providing transparent and secure environment for staff, students and associates to innovate and

 

  • To create an enabling environment that encourages and expedites the dissemination of the new knowledge generated by arctis researchers for the greatest benefit to college and the public through efficient and timely processing of technology transfer.
  • To protect the traditional rights of scholars to benefit from the products of their scholarly
  1. To ensure that the commercial results, financial, or otherwise, are distributed in a fair and equitable manner that recognizes both the contributions of the innovators/inventors and the college as well as any other
  2. To establish standards for determining the rights and obligations of the college, innovators/inventors and other stakeholders with respect to innovations/inventions, discoveries and works created at the
  3. To encourage and reward the college staff who innovate, invent and create intellectual property.
  • To ensure compliance with applicable National Laws and Regulations, relating to intellectual
  • To discourage the infringement of Intellectual Property Rights (IPRs), improper exploitation and abuse of college technologies and creative
  • To promote the economic development of local as well as the national and global community, by supporting the formation of new companies using the college technologies and creative
  1. To do all such other things that may be deemed incidental or conducive to advance and to the attainment of the above objectives or any other functions and objectives of the

 

Guiding references/documents: The Intellectual Property Policy,

 

13.2.       DIGITAL REPOSITORY POLICY

13.2.1      Introduction

 

The Repository is an initiative of the college library and contributes to the commitment of the college to support research activities. It provides an open access platform to capture, store, index and distribute globally a wide range of research outputs, including master’s and doctoral thesis, produced by the college’s researchers and post graduate students.

 

13.2.2      Policy statement

 

The policy describes arctis Institutional Repository Policy on materials that can be submitted to and stored in the digital repository criteria for eligibility to deposit material along with the policy on long term preservation of material and quality control. Additionally, policy document highlights the selection, retention and withdrawal procedures relating to research material held in the college Digital Repository.

 

13.2.3      Aim of the policy

 

The aim of the Repository is to promote the college’s research profile by exposing arctis research outputs online. This will assist in increasing citation rates and the impact of the college research.

 

ARCTIS Digital Repository:

  1. Provides free, searchable access to this output and make possible its long term archiving and preservation
  2. Provides a permanent record of the intellectual output of ARCTIS
  • Operates as a non-profit, non-commercial, open access, institution-wide repository with the aim of preserving and disseminating the scholarly output and other selected outputs of the

 

13.2.4      Benefits of a repository

 

Individual Researchers:- By contributing research work to a repository, the author:

  1. Makes research more visible on the web
  2. Reaches a wider readership via free access to research
  • Achieves higher citation rates and impact
  1. Contributes to open access to research
  2. Provides with long-term preservation
  3. Gives permanent identifiers for each deposited paper

ARCTIS and the Global Community:- At institutional level, the benefits of an institutional repository includes:

  1. Showcasing the College’s scholarly footprint
  2. Increasing the visibility, reputation and prestige of the College
  • Demonstrating the scientific, social and economic relevance of the institution’s research activities
  1. Enhancing opportunities for communication and collaboration between individual researcher’s and research teams; individual creative artists and groups
  2. Acting as a route for the institution to take part in providing open access to scholarly works
  3. Providing long-term preservation to research outputs
  • Acting as an effective marketing tools

 

 

Guiding references/documents: The arctis Digital Repository Policy

 

13.3.       INFORMATION SECURITY POLICY

13.3.1      Introduction

 

Information is a vitally important college asset and we all have a responsibility to make sure that this information is kept safe and used appropriately. Without due care, personal, research or business information can be misplaced or leaked, which is a big enough problem in itself without the added difficulty of having to protect it against increasingly proactive and sophisticated attempts at theft.

 

13.3.2      Policy Statement

 

ARCTIS seeks to ensure that the confidentiality, integrity and availability of its information is maintained by implementing best practice to minimize risk.

 

13.3.3.                                   Aims of the policy

 

The aims of this policy are to:

  1. Protect information resources from unauthorized access;
  2. Ensure the continuity of systems processing services;
  • Guarantee the privacy and accuracy of information resources;
  1. Allow proper restoration of the functionality of damaged resources;
  2. Prevent and detect possible threats, violations and security

 

 

Guiding references/documents: The ARCTIS Information Security Policy

 

13.4.       COMMUNICATION POLICY

13.4.1      Introduction

 

Effective communication in a corporate environment provides all stakeholders with a clear understanding of their responsibilities and obligations. For academic institutions, effective and efficient communication enhances performance of staff and students. Ineffective communication on the other hand leads to conflict and poor performance. Against this backdrop, arctis, through this policy document, makes a commitment to provide stakeholders with timely, accurate, clear objective and complete information regarding information flow, communication channels, feedback mechanisms and crises communication management. This policy establishes principles, rules and procedures applying to communication among all members of the arctis community and its stakeholders.

 

13.4.2      Policy Statement

 

This Policy Document is intended to foster excellent internal and external communications among staff, students and other stakeholders. It seeks to maintain a good working environment, promote efficiency and generate better understanding of the Arctis’s objectives. The document is also tailored to help the Arctis to realise its Vision and Mission.

 

13.4.3.     Aims of the policy

 

The overall aim of the policy is to support aspirations and mandates of the College as spelt out in the vision, mission and other relevant documents. The objectives of the communication policy are to:-

  1. Provide effective and efficient communication mechanisms among staff and students in line with the college’s vision, mission and values

 

  1. Promote coherence and consistency in information flow, both internally and externally

 

  • Minimise communication breakdown and delays

 

 

  1. Promote the use of appropriate channels of communication

 

 

Guiding references/documents: The Communication Policy

 

13.5.       GENDER POLICY

13.5.1      Introduction

 

Gender mainstreaming is an internationally accepted strategy to promote sensitivity and integration of gender issues and concerns that affect men and women. An important strategy to bring about gender equity and equality through specific interventions is to integrate gender in institutional policies. This will lead to a transformation in which women and men’s concerns and experiences are an integral part in the design, implementation, monitoring and evaluation of policies, programs, activities and projects at all levels.

 

13.5.2      Policy Statement

 

This policy provides a framework for staff and students in the planning and implementation of gender responsive education, training and research. It highlights the key concerns and intervention strategies in various aspects including disparities in student enrolment, enhanced governance and management with an aim to enhance overall performance through incorporation of holistic and successful organization practices and adaptation of best practices.

 

13.5.3      Aims of Gender Policy

 

The college is committed to

  • Enhancing the principal of equal opportunities for all persons such that no deserving persons are discriminated against on the basis of gender
  • Institutionalizing the principle of gender mainstreaming to ensure that opportunities and benefits are equally accessible to both men and women in all its

The goal of this policy is to enhance gender mainstreaming at arctis training and technology center in all its operations. These include academic and staff training programs, research and policies that give due attention to gender considerations and promote equity and equality among males and females.

 

Guiding references/documents: Gender Policy

 

13.6.       TRANSPORT POLICY

13.6.1.     Introduction

 

The Transport Policy is a guide on how to align the demand and supply of college transport services through effective management of the college vehicles, increasing staff and students understanding of the overall college fleet programs, providing greater accountability of the college fleet and comprehensively operate, maintain and repair vehicles to acceptable safety standards.

 

13.6.2.     Policy statement

 

college Policies and procedures governing the use of vehicles are in accordance with the statutes and apply to the use of college vehicles, whether assigned to a department, individual or motor pool and is restricted to college business only.

 

13.6.3.     Aim of the Policy

 

To provides transport to staff and students on official / academic duties/trips outside the college

 

13.6.4.     Procedure

 

The detailed procedure for authorizing use of personal/ outsourced vehicles on college business is as follows:-

  1. The member of staff fills transport requisition form for the intended college approved business and submits to the Transport Manager who checks availability of the vehicle.
  2. The Transport Manager, in case college vehicle is not available, assesses for the most cost effective option between outsourcing and use of personal vehicle advices the use of staff personal vehicle or recommends out
  • The Transport Manager liaises with the HOD, as vote holder, who decides whether to re-schedule or use available options
  1. The Transport Manager approves outsourcing or use of personal vehicle

 

  1. The Transport Manager receives the mileage claim, processes and forwards to the registrar (Administration) for approval of payment.
  2. The registrar (Administration) approves payment and forwards to the head of human resources
  • The Head of Human Resources (Finance) makes payment

 

 

Guiding references/documents: The Transport ISO procedure

 

13.7.       WHISTLE BLOWER PROTECTION POLICY

13.7.1.     Introduction

 

The College requires all managers, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of the arctis, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

 

13.7.2.     Policy statement

 

The College is committed to upholding honesty and integrity through whistle blowing by stakeholders and volunteers who are encouraged to report concerns about violations of the law and regulations that govern college operations. The college management shall ensure that the whistle blowers are protected against any reprisals or detrimental action in relation to disclosures made.

 

13.7.3.     Aim of the policy

 

The Whistle-blower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that arctis can address and correct inappropriate conduct and actions. It is the responsibility of all council members, officers, employees and volunteers to report concerns about violations of college’s code of ethics or suspected violations of law or regulations that govern arctis operations.

 

Guiding references/documents: The whistle blower Policy

 

13.8.       ANTI-CORRUPTION POLICY

13.8.1.       Introduction

 

The college has declared total war against corruption and eradication of it vice remains at the forefront of the college’s strategies. In order to win the war against this vice, the college management has put in place structures and instruments as evidenced in this policy to detect prevent and report corrupt activities within the college.

 

13.8.2.       Policy Statement

 

The Board of Directors, supported by the trustees, Staff and Students is committed to ensuring that all the college’s undertaking are corruption free and uphold high integrity standards. The college commits itself to handling all forms of corruption decisively, promptly and with equity within the framework of this policy document .The responsibility of ensuring that the objectives set out shall rest with the Management of the college, members of staff, students and all the college Stakeholders.

 

13.8.3.       Aim of the Policy

 

This Policy aims at making the college a corruption free environment through prevention, detection and reporting corruption activities within the college.

 

13.8.4.     Objectives of the Policy

 

  • To affirm and communicate the college’s resolved to prevent and combat fraud in its operations and

 

  • Establish and maintain Procedures for identifying, managing and preventing cases of corruption and mismanagement

 

  • Enhance Co-operation and Partnership with the Ethics and Anti-Corruption Commission as well as other institutions responsible for prosecuting and adjudicating Corruption and Economic crime.

 

  • Enhance Education, Training and awareness on the dangers of Corruption and Economic Crime.

 

Guiding references/documents: The Ethics & Anticorruption Act, 2011 & college Anti Corruption Policy

 

13.9.       KNOWLEDGE MANAGEMENT POLICY

13.9.1.     Introduction

 

Knowledge Management (KM) is the discipline that enables individuals, teams, organizations and communities to collectively and systematically capture, store, share and apply information to achieve the organization’s objectives. It involves the design of approaches that improve knowledge sharing across the entire organization ensuring access to information, documents, best practice methodologies, templates, libraries, and other pertinent information. KM is complete in an organization when both explicit and tacit knowledge are recognized and used to move the organization forward. Both form of knowing complement each other. arctis will develop practical management steps that convert individual learning/team capabilities into organizational knowledge.

 

13.9.2.     Policy statement

 

The college is committed in making conscious efforts to encourage the creation, sharing, storing and wider use of knowledge at all levels within organization and knowledge community (comprising, in addition to the staff, governmental structures at local and national levels, NGOs/CBOs, and other key stakeholders).

 

13.9.3.     Aim of the Policy

 

The policy establishes a knowledge management system for the college. As an essential element for organizational learning and knowledge management, the policy is designed to identify, capture, share and implement best practices and lessons learned so that they can be applied in order to improve the efficiency and effectiveness of the college.

 

Specifically, the policy communicates college expectations of staff and managers in terms of knowledge management. The policy defines the systems, tools and guiding principles to capture share and access college knowledge and thereby promote the integration of lessons learned, best practices and other operational knowledge into work processes. The Policy facilitates identification and analysis of available and required

 

knowledge, and the subsequent planning and control of actions to develop knowledge capital so as to fulfil organizational objectives.

 

Guiding references/documents: The Knowledge Management Policy

 

13.10. RISK MANAGEMENT POLICY

 

 

13.10.1.                              Introduction

 

Risk exists as a consequence of uncertainty and is present in all activities whatever the size or complexity and whatever industry or business sector. It is important to understand that risk is a broader concept than the traditional view of merely a threat. It also recognizes the risks of taking or not taking opportunities.

 

13.10.2.                              Policy Statement

 

The College considers risk management to be fundamental to good management practice and a significant aspect of corporate governance. Effective management of risk will provide an essential contribution towards the achievement of the college’s strategic and operational objectives and goals.

 

The college is committed to ensuring that all members of staff, particularly Heads of units, Schools, Institutes, Departments and Sections are provided with adequate guidance and training on the principles of risk management and their responsibilities to implement risk management effectively. The college will regularly review and monitor the implementation and effectiveness of the risk management process, including the development of an appropriate risk management culture across the college.

 

13.10.3.                              Aim of the Policy

 

This Policy seeks to identify and prevent possible risks in the entire college and its operations and to put in place internal and external controls.

 

13.10.4.                              Policy objectives

 

  1. To confirm and communicate the college’s commitment to risk management to assist in achieving its strategic and operational goals and

 

  1. To formalize and communicate a consistent approach to managing risk for all college activities and to establish a reporting protocol.
  2. To ensure that all significant risks to the college are identified, assessed and where necessary treated and reported to the college Court in a timely manner through the college’s audit
  3. To assign accountability to all staff for the management of risks within their areas of control.
  4. To provide a commitment to staff that risk management is a core management capability.

 

Guiding references/documents: The college Risk Management Policy

 

13.11.                               GUIDELINE ON RECEIVING GIFTS, GRANTS AND DONATIONS

 

13.11.1.                              Introduction

 

Apart from bribes for financial gain, receipt of gifts, grants and donations can be abused especially where they are used to enrich self or for influence in decision making or otherwise.

 

13.11.2.                              Statement

 

An institutional framework to guide the fight against such practices is very important. The college is committed to fighting this practice. Prevention and education will reduce and eliminate opportunities for receiving such inducements for self-gain. Inspiration of behavioral change in the college is extremely necessary.

 

13.11.2.                              Aim

 

This Policy aims at targeting behavioral change against receipt of gifts, grants and donations for personal enrichment, favours or influence in decision making.

 

13.11.3.                              Guideline Provisions

 

  1. A member of staff shall not misuse his/her office to enrich himself / herself
  2. A member of staff shall not accept gifts, benefits or favours where these may influence or may be seen to influence his or her
  3. A member of staff may however receive gift given to him in his / her official capacity and, such a gift shall be deemed to be a gift to the college and be surrendered to the
  4. A member of staff may receive grants and donations for educational, literally research or other related purposes which will be surrendered to the college as stipulated in the agreement. Gifts referred to herein shall include the amount and

 

nature of gift. A provision on acceptable gifts can be accompanied by a form or a register which the employee is required to sign.

 

Guiding references/documents: The college Staff Code of Conduct and Ethics, the Anti corruption and Economic Crimes Act, 2003, Public Officers Ethics Act.

 

REFERENCES

  1. Anti-Corruption and Economic Crimes Act, 2003
  2. Appointment and Promotions Criteria
  3. Code of Governance for state Corporations (Mwongozo)
  4. Commission for Administrative Justice Act, 2011
  5. Commission for University Education
  6. CUE Standards and Guidelines
  7. Employment Act, 2007
  8. Fair Administrative Act, 2015
  9. Government circulars issued from time to
  10. Arctis Alcohol drug and Substance Abuse
  11. Arctis Anti-Corruption Policy
  12. Arctis Communication Policy
  13. Arctis Digital Repository Policy
  14. Arctis Gender Policy
  15. Arctis Gender Policy
  16. Arctis HIV and AIDS Policy
  17. Arctis Information Security Policy
  18. Arctis Intellectual Property Policy
  19. Arctis Knowledge Management Policy
  20. Arctis Occupational Safety and Health Policy
  21. Arctis Risk Management Policy
  22. Arctis Sexual Harassment Policy
  23. Arctis Staff Code of Conduct and Ethics
  24. Arctis Staff Retirement Benefits Pension Deed,
  25. Arctis Training Policy
  26. Arctis Transport Policy
  27. Arctis Whistle Blowing Policy
  28. Labour Relations Act, 2007
  29. Leadership and Integrity Act, 2012
  30. Public Finance Management Act, 2012
  31. Public Officers Ethics Act, 2003
  32. SRC Guidelines
  33. Terms of Service
  34. The Arctis Statutes
  35. College Appointment and promotion criteria