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Preamble

Effective communication is the cornerstone of a thriving academic community. At the Uganda Institute of Information and Communications Technology (UICT), we recognize the importance of fostering a culture of open, transparent, and constructive communication between students and the administration. This Communication Policy has been developed to provide clear guidelines and procedures for students when engaging with the institution’s administration and management across various categories of issues.

UICT is committed to providing a conducive learning environment where students can excel academically, grow personally, and develop professionally. We understand that students may encounter a wide range of challenges and concerns during their academic journey, and it is our responsibility to ensure that their voices are heard, their issues are addressed, and their rights are upheld.

This policy outlines the appropriate channels, procedures, and responsibilities for students to communicate their concerns, seek assistance, and engage in dialogue with the administration and management. It is designed to promote fairness, efficiency, and effectiveness in addressing academic, administrative, and personal matters.

We encourage all students to familiarize themselves with this policy to ensure that their communication with UICT’s administration and management is productive and leads to positive outcomes. By adhering to these guidelines, students can help us maintain a harmonious and supportive academic community where every individual’s well-being and success are paramount.

Thank you for being a valued member of the UICT community, and we look forward to working together to ensure that your experience here is enriching and fulfilling.

2.0   Protocols by Category

2.1   Academic Matters

Category of Issues:

• Course scheduling and conflicts.
• Grading disputes.
• Academic program-related concerns.

Protocol:

1. Guild Representative Council (GRC) / Class Representative:
   In case of academic concerns, students are encouraged to first consult with their assigned GRC. They can provide guidance on course-related issues.
2. Lecturers/instructors:
   If the concern persists, students may contact the relevant subject lecturer/instructor for assistance and/or guidance. They can help address issues within the class level/department in some instances.
3. Department Heads:
   If the concern persists, students may contact the relevant department head or program coordinator. They can help address issues within the academic department.
4. Office of Dean of Students:
   If the issue remains unresolved, students can escalate it to the Office of the Dean of Students. The Dean of Students will facilitate communication with relevant academic departments and faculty members including forwarding to Management for resolution.

2.2   Administrative and Non-Academic Matters

Category of Issues:

• Housing and accommodation.
• Student services (e.g., counselling, health services).
• Financial aid and scholarships.
• General administrative inquiries.
• Allowances

Protocol:

1. UICT Website:
   Students are encouraged to visit the UICT website Frequently Asked Questions (FAQs) Page for general information regarding administrative and non-administrative matters.
2. Guild Council:
   Where a student has a challenge accessing the website or the information is unsatisfactory, he/she should contact the Guild Representative Council (GRC) Member in charge of information or be referred to the Guild President.
3. Dean of Students Office:
   For non-academic matters, students are encouraged to contact the Dean of Students Office. They can provide assistance and information regarding various administrative services.
4. Dean of Students:
   If the issue persists or requires higher-level attention, students may contact the Dean of Students. The Dean of Students is responsible for overseeing non-academic aspects of student life and can facilitate solutions.

2.3   Grievances and Disputes

Category of Issues:

• Student grievances.
• Ethical concerns.
• Conflicts with staff or peers.

Protocol:

1. Point of first contact. Where a student has a grievance or dispute, he/she shall report the issue to the Guild Representative Council (GRC).
2. The GRC shall schedule a committee sitting to minute the issue and proceed to deliberate on it. Where required, the Guild President shall forward the matter to the concerned administrative unit and/or management.
3. Conflict Resolution Committee: In cases of disputes or grievances, students should first attempt to resolve the issue informally with the involved parties. If resolution is not achieved, they may seek assistance from the Conflict Resolution Committee.
4. Office of the Principal: If a grievance remains unresolved, students may escalate it to the Office of the Principal. The Principal will review the matter and may involve relevant authorities or committees for resolution.

Note: Issues that have not

2.4   Communicating to the Media

Category of Issues:

• Media Inquiries: Only authorized individuals, typically UICT’s Public Relations Officer or designated spokesperson, are permitted to communicate with the media on behalf of UICT.
• Information Sharing: Students are advised not to share information or make statements to the media on behalf of UICT unless they have received explicit authorization to do so from the designated spokesperson or administrative authority.
• Media Relations: If students are approached by the media for comments or interviews regarding UICT-related matters, they should redirect media inquiries to the designated spokesperson or the Office of Public Relations.

Protocol:

Media interactions relate to engagements with external media outlets and journalists. The following is the protocol for students when dealing with media.

1. Authorized Spokespersons: Only designated individuals, typically UICT’s Governing Council Chairperson, Principal, Public Relations Officer, Guild President (limited to issues regarding the Guild Council) or assigned spokespersons, are authorized to communicate with the media on behalf of UICT. This ensures that only official and accurate information is shared.
2. Media Inquiries: Students are advised against independently sharing information or providing statements to the media on behalf of UICT (this is in against UICT policy). Any interaction with the media should be coordinated through the designated spokesperson or administrative authority.
3. Media Liaison: In cases where the media approach students for comments or interviews regarding UICT-related matters, it is essential to redirect all media inquiries to the Office of Public Relations (Marketing Coordinator). This ensures consistent and controlled communication.

2.5   Emergency or Safety Concerns

Category of Issues:

• Safety and security concerns.
• Emergencies.

Protocol:

1. Campus Security: In emergencies or safety concerns, students should immediately contact campus security or relevant emergency services.
2. Dean of Students: After addressing the immediate safety concern, students should report the incident to the Dean of Students Office for further assistance and follow-up.

Students need to adhere to this communication protocol to ensure that their concerns are addressed in a timely and appropriate manner. Open and respectful communication is encouraged, and students are reminded to engage with their Guild Council representatives, administration and management constructively and professionally.