Introduction

REVISED ADMISSION POLICY FOR GOVERNMENT COLLEGES

(BOTH MALE & FEMALE) OF KHYBER PAKHTUNKHWA, 2022

This Admission Policy is being implemented in all the Male and Female Colleges of Government of Khyber Pakhtunkhwa for admission in Intermediate Part-1,2-year Associate Degree Program(ADP)1^st Semester, BS 1st Semester, and BS 5^th Semester with effect from the academic session 2022-23 and onward.

1. Short Titles and Commencement:

1. This may be called the Admission Policy for Male and Female Colleges of Khyber Pakhtunkhwa under the jurisdiction of the Higher Education Department.
2. This shall come into force w.e.f. the Academic Session 2022-23 and onward.

2. Definitions

In the Admission Policy, unless the context otherwise requires:

1. “Admission “means regular entry into the college as per the laid down procedure.
2. “Admission Committee” means the committee/committees appointed by the Principal of a college for scrutinizing the documents and eligibility of the candidates and making recommendations for their admission in the faculty/discipline for which the committee is constituted.
3. “College” means all the male and female colleges under the administrative control of the Higher Education Department, Government of Khyber Pakhtunkhwa.
4. “Principal” means the head of the college whether holding a regular post or appointed as otherwise.
5. “Director” means Director, DirectorateGeneral of Higher Education, Khyber Pakhtunkhwa/respective regional directorate.
6. “Secretary” means Secretary to Government of Khyber Pakhtunkhwa, Higher Education, and Archives & Libraries Department.
7. “Result” means the gazette notification regarding the assessment of the candidates after SSC, Intermediate, and undergraduate examinations by the respective Education Boards and Universities.
8. “Level” or “Class” means Intermediate Part-1/1st Year, or ADP 1^st Semester/ BS 1st Semester, or BS 5^th Semesterundergraduate level of studies, respectively.
9. “Faculty” means discipline like Pre-Medical, Pre-Engineering, Computer Science, Humanities at the intermediate level, and such other groups of studies/disciplines at BS/ADP level which are available in the college and allowed by the concerned Education Board or University.
10. “Sports” means games defined by the concerned Education Board or University and offered by the college.
11. “Board” means concerned Board of Intermediate & Secondary Education to which a college is affiliated at the intermediate level.
12. “University” means concerned University to which a college is affiliated at the undergraduate level.
13. “College Jurisdiction” or “Jurisdictional Area” means the area specified by the college administration and duly approved by the concerned JMC for admission against the specified quota.
14. “BS” means Bachelor of Studies a 04-year program
15. “ADP” means Associate Degree Program (02 years) in Arts and Science.

3. Commencement of Admission

(i) Admission to different classes shall be completed according to the schedule fixed by the concerned Education Board or University, as the case may be. Admission forms shall be made available to the candidates just after the declaration of the result till reasonable opportunity is provided to all the eligible candidates of different Education Boards and Universities of the Province, including FBISE (Islamabad).However, O/A or any other equivalent foreign certificate holder candidates shall also be facilitated while keeping in view respective board/university last registration dates. “O/A” Level/other boards candidates can even apply without their result declaration on tentative marks mentioning in the hope certificate from their respective institution’s heads/principals to the effect by also producing the same at the time of admission and accordingly may be offered admission provisionally subject to the condition of fulfilling all codal formalities by not violating the merit. Furthermore, the result declared and shared, later on, will be checked with tentative marks, in the case obtained marks in the original DMC are less than the minimum marks on the specified quota merit list against which admission was sought, the admission shall stand canceled.Moreover, the Principal being the competent authority can announce the admission cycle as and when deemed appropriate to him/her with justifiable reasons if in any case as such is requested. The O/A Level or any foreign certificate students must obtain an equivalency certificate from IBCC/HEC for the correct determination of their merit marks along with fulfilling the respective Board/University registration requirements.

(ii)(a) In the case of a manual process, admission forms for admission to each group shall be entered in a separate register under specified serial numbers, which shall serve as a reference for any information in respect of a candidate who has applied for admission. A receipt of admission form shall also be issued to each candidate who applies for admission.

(b) Where an online admission facility is available, candidates shall apply online and hardcopies of their application forms along with required documents shall be submitted to the concerned colleges or as otherwise described. Its record shall also be maintained as per procedure explained at 3-(ii) a, above.

(iii) The Principal shall constitute separate Admission Committees for different faculties/disciplines at various levels. Each committee shall consist of a Senior Staff Member as Chairperson along with other staff members drawn from the relevant faculty/discipline. These committees should thoroughly check/scrutinize the application forms and make their recommendation regarding the eligibility of the candidates for admission in a particular group of studies according to the rules/instructions issued by the government and concerned affiliating Education Board or University.

(iv) The application form shall be supported by the attested photocopies of thefollowing documents or as required otherwise:

1. SSC Certificate for admission at any level of studies& HSSC Certificate for Associate Degree/BS Program
2. Detail Marks / Provisional Certificate of the last exam passed
3. Character Certificate issued by the learning institution last attended. Where the candidate has passed the last examination in a private capacity such certificate shall be signed by a gazetted officer.
4. Domicile Certificate
5. Self / Father CNIC/ Form B
6. Required number of colored photographs as per college policy.
7. Quota eligibility certificate in case a candidate applies for a specified quota notified by the government, e.g. Sports, Disable or Education Employees, minority quotas, etc.
8. Original Migration Certificate (Board to Board) of O/A Level or SSC is passed from the board other than the board to which the college is affiliated. Original Migration Certificate (Board to University) for admission in BS/ADP programs.

Note: Affidavit for Non-involvement in Politics on a plain page shall be obtained from the candidates at the time of admissionwhere online admission facility is not available whereas, in Online Admission System, the said provision is already available.

(v) Applications that are not registered within due date, whether online or manual, shall not be considered for admission. Furthermore, the applicant must first deposit the processing fee through any mechanism devised/approved by the Higher Education Department and then apply for a program/faculty to proceed further into the admission process.

(vi) The principal may keep 10 % of the total number of seats in each faculty for 15 days for meritorious students who may not turn up for admission within the prescribed time for admission due to unavoidable circumstances. The minimum marks declaring a candidate as meritorious shall be determined by the concerned committee of each college. While determining minimum marks for meritorious quota care should be taken that those marks should not be below the minimum marks of a candidate who has been offered admission either on District or Jurisdiction local quotas merit list.

(vii) if a student applies for admission one or more years late then he/she shall produce an affidavit to the effect that he/she has not been admitted at any college previously and he/she is availing the opportunity for admission for the first time.

(viii) Students passing in a supplementary examination shall not be eligible for admission in the academic year in which he/she has passed the examination.

(ix) Students who failed in any class or did not appear in the examination or discontinued their studies shall not be allowed readmission in the same or lower class. However, genuine hardship cases such as Death of blood relatives, a major accident, serious illness and family enmity duly supported by un-refutable documentary proofs may be considered for admission with the prior approval of the Director, Directorate General of Higher Education/respective regional Directorate and the concerned student must also fulfill all codal formalities of the concerned Board/University as the case may be.

(x) The admission Committee(s), while recommending the candidates for admission shall pay due consideration to the following:

a) Students who failed in one or more subjects shall not be allowed to take admission in Intermediate Part-I /1st Semester of Associate Degree or BS Program.

1. Minimum marks for admission in 1^st year will be as per the concerned BISE policy.
2. Minimum marks for admission in BS/AD 1^stSemester and BS 5^thsemester will be as per the eligibility criteria of affiliating university.
3. General conditions, as well as conditions specific to particular faculty/discipline or subject for admission to Associate Degree Program or BS 1st Semester or BS 5th Semester, shall be per those set by the concerned Education Board or University for the relevant level, faculty, or discipline.
4. No regular admission in any faculty/discipline shall be allowed to a candidate who has already passed the equivalent examination in another faculty/group or discipline.
5. Candidates who passed equivalent exams at the intermediate level may also be considered for admission to highereducation at the graduate level as per the eligibility criteria of the affiliating university.

(xi) Candidates who fail to confirm their seat by depositing the required fee within the specified period shown on any merit list shall lose their right of admission and his/her seat shall be allotted to the next candidate in order of merit. However, if such candidate(s) turn for admission at a later stage and vacant seats are available then such candidates may be given an opportunity before offering admission to the next candidate(s) having a lower stage on the merit list.

4. College Jurisdiction and Seats Distribution

A.For Intermediate Part-1/1st Year each college shall offer admission to the following based on their respective merit:

(i).Eighteen percent (18%) of the total number of seats are reserved for candidates belonging to the jurisdictional area of the college as defined by the college administration. However, JMC should call a meeting at least one month before the admission process to revisit the Jurisdiction area of the colleges to cope with the changing scenarios and the same will be uploaded in the online portal of each college. Furthermore, the candidates who have applied on this quota shall be automatically considered eligible for District Quota Merit lists.

A candidate shall be defined as belonging to the jurisdictional area of the college if he/she:

1. is domiciled of the college jurisdictional area of the district
2. is child/spouse of an employee of the federal or provincial government serving in the jurisdictional area of the college. However, such applicants must produce attested service certificate and payroll of their parents/spouse from their respective departments at the time of admission.
3. has passed the last exam from a feeding school situated in the jurisdictional area of the college

ii. Fifty-Eight percent(58%) of the total number of seats are reserved for candidates of the district in which the college is situated. A candidate shall be defined as belonging to the district of the college if he/she:

1. is domiciled of the district in which the college is situated.
2. is child/spouse of an employee of the federal or provincial government serving in the jurisdictional area of the college. However, such applicants must produce attested service certificate and payroll of their parents/spouse from their respective departments at the time of admission.
3. has passed the last exam from a feeding school of the area situated in the district in which the college is situated.

iii. 10% of seats are reserved for candidates belonging to other districts of the province.

iv. Five percent (5%) seats for admission to intermediate Part-I are reserved for the children of in-service or retired employees of the Higher Education Department Khyber Pakhtunkhwa (college subsector) on aprovincial basis.

v. Two percent (2%) seats, for admission to intermediate Part-I are reserved for disabled candidates on the provincial basis.

vi. Five percent (5%) seatsfor admission to intermediatePart-Iare reserved for sports quota on the provincial basis. These seats are reserved only for the games which facilities are available and offered by the college.

vii. Two Percent (02%) seats, for admission to intermediate Part-I are reserved for minority candidates on the provincial basis(Note: As per Supreme Court of Pakistan decision and HED notification: SO(Lit)/HED/CPLA-30/Dr. Shoaib Suddle Commission/1121-57 dated: 29-10-21).

viii. Seats falling vacant under any quota as defined under rule 4:A (ii, iii, iv, v, vi, vii) except Afghan refugees shall be allocated to quota as defined under rule 4: A(i).(Jurisdiction Local). However, if seats remain vacant after three cycles of admission under any quota then non-local applicants will be considered as local.

B. In case of admission to the AD/BS program, the following seats distribution (40 or 50) for each discipline shall be observed by each college and shall offer admission to the following based on their respective merit:

1. 43%seats are reserved for candidates of the district in which the college is situated, as defined under rule 4: A(ii)
2. 44% seats are reserved for open merit
3. 04% is reserved for the children of the in-service or retired employees of the Higher Education Department Khyber Pakhtunkhwa (College sub-sector) on the provincial basis.
4. 02 % seat is reserved for the disabled candidates of the province. However, such candidates must produce a disabled certificate from the concerned department.
5. 05 % seats are reserved for sports quota on the provincial basis. These seats are reserved only for the games which facilities are available and offered by the college.
6. 02 % of seats are reserved for minority candidates on a provincial basis. (Note: As per Supreme Court of Pakistan decision and HED notification: SO(Lit)/HED/CPLA-30/Dr. Shoaib Suddle Commission/1121-57 dated: 29-10-21).
7. Seats falling vacant under any quota as defined under rule 4: B (ii, iii, iv, v,vi) shall be allocated to quota as defined under rule 4: B(i)(District Local).However, if seats remain vacant under quota Rule 4. B(i)(District Local), then these vacant seatsmay be allocated to quota at 4:B(ii) (Open Merit Quota).

C. In case of admission to the ADP, the seat distribution of each subject combination offered shall be on the similar analogy of the BS Program. However, admission to the 5th semester shall be offered only on those seats which have been leftover due to dropout students for any reason in the respective BS Program and Open Merit Quota shall be observed for such new intake. Eligibility criteria of the respective affiliating university shall be followed for such candidates.

D. One seat for admission to intermediate Part-I, ADP/BS 1^st semester in each faculty/discipline over and above of the allocated seats is reserved for Afghan refugees. However, such candidates shall submit their applications through the proper channel. Pre Medical, Pre Engineering, Computer Science, and Arts each may be considered as a separate faculty at the intermediate level.

5. Preparation of Merit List

(i) Merit lists for all categories of candidates shall be prepared separately based ona percentage of obtained marks in the last examination passed such that candidates with a higher percentage of obtained marks shall have the exclusive right for admission over those who have a lower percentage of obtained marks.In case obtained marks percentage is the same then the applicant older in age should be given priority. If obtained marks percentage and age bothare same, then who applied earlier will havepriority.

(ii) For admission to any level of studies, before preparation of merit lists, twenty extra marks shall be added to the marks obtained by a candidate in the last examination passed who is Hafiz-e-Quran. Such candidates shall not only support their claim by the relevant certificate but they shall also have to pass the recitation test conducted by the relevant admission committee.

(iii) Five marks per year/session shall be deducted from the obtained marks of a candidate who has passed the last examination in the previous year(s)/session(s). However, no such deduction shall be made from a candidate who has passed the last examination in the supplementary session of the immediately preceding year. Such procedure shall be limited for the candidates who failed to get admission during the previous three consecutive years/sessions. Candidates whose passing year of the last examination is more than three years back shall not be put on the merit list. However, if vacant seats exist after absorption of all the candidates on the merit list then such candidates may be provided the opportunity of admission on merit.

(iv) Merit List of sports quota for the game(s) the facility for which is available in a college shall be prepared on the basis of performance of candidates in sports, which shall be measured as below:

1. Sports Certificate Marks at any Level of Admission Maximum (35)

Note: Candidates having more than one of the above certificates shall be awarded marks of only the highest certificate.

b. Trail Marks 65

c. Total Sports Marks (a+b) 100

Sports Merit List shall be prepared based on total sports marks.

(v) Students admitted on a sports basis shall be required to submit an undertaking that they will actively participate in the college sports team, failing which their admission shall stand canceled.

(vi) Admission shall not be offered to the candidates in a faculty /program where the number of applications received is less than 20. However, in special cases, prior approval may be sought out from the Director, Directorate General of Higher Education/respective regional Directorate.

(vii) If the Principal/concerned admission committee foresees a possibility wherein less than 50% students of total allocated seats turn up for admission in ADP/BS discipline, then students must be guided by the concerned admission committee regarding their possible adjustments in other disciplines subject to the condition of not violating the merit of that very discipline along with the availability of seats. In case no such adjustment is possible under the circumstances, then an undertaking on a plain paper at the time of admission may please be sought to the effect that any decision in this regard taken by the Principal/concerned admission committee shall be deemed final.

6. Increase/Decrease of Seats

With the dynamic scenarios for admissions, the Principal concerned may submit such cases to the Director of respectiveRegional Directorates for increase/decrease in seats, keeping in view the availability of the physical and human resources in the college.

At the request of the Principal the Director, Directorate General of Higher Education, Khyber Pakhtunkhwa/respective Regional Directorate can increase/decreasethe total number of seats, keeping in view the availability of the physical and human resources in the college.

7. Upper Age Limit

(i) The upper age limit of Male Candidates for admission to various levels/classes, except sports quota, shall be as under and shall be counted with respect to the closing date for receipt of applications for admission to the concerned level or faculty.

a. Intermediate Part-I 19 years

b. ADP 1^st Semester/ BS 1st Semester 22 years

c. BS 5^th Semester 25 years

(ii) There shall be no upper age limit for female candidates.

8. Age Relaxation

i. Overage candidates can apply for relaxation in the upper age limits for up to (05) five years by giving cogent reasons for availing of such relaxation. Applications for age relaxation must be submitted before the closing date of submission of application forms, whether online or manual. The principal of the college is authorized to grant one year's relaxation in the upper age limits at all levels as defined in rule 7(i)(a, b, c).

ii. The Director, Directorate General of Higher Education/respective regional Directorate is authorized to grant age relaxation up to three years. The principal may submit such genuine hardship cases by giving cogent reasons to the Director Higher Education after providing provisional admission to such students, if otherwise eligible. In case a candidate is over aged by more than 3-yearsmay be referredfor approval to the Secretary, Higher Education Department through the Director, Directorate General of Higher Education/respective regional directorate.

iii. The provisional admission shall stand canceled if the relaxation in the upper age limit under sections 8(i) and 8(ii) is not granted by the competent authority Within30 days of making such a request.

9. Cancellation of Admission

A. Admission in the college shall stand canceled under the following circumstances.

i. If any information given by the student in his/her Admission Form is found to be incorrect at any stage.

ii. If a student fails to attend the classes within 10 days of the start of the session.

iii. If a student is found to be a professional agitator, or has been struck off from any educational institution on disciplinary grounds.

iv. If a student is practically involved in Politics.

v. Under rule 5(v).

vi. On the request of the student provided the request is made within a specified time notified by the admission committee.

B. In case a newly admitted student cancels his/her admission on account of getting admission in any other college of his/her choice or any other reason and applies for fee refund. Such cases will be dealt with as per the following scenarios.

a) Cancellation request received at a time when the board/university registration fee has not yet been deposited then a 100% refund will be made immediately.

b) Cancellation request received at a time when the board/university registration fee has been deposited, then only private fund along with refundable security will be reimbursed.

c) In case of a lapse of one month after admission has been offered, only the security fee shall be refunded. Furthermore, if no such request is received within 03 months after admission has been offered, the security shall be forfeited as well.

10. Struck off on Account of Absenteeism

A student who remained absent for six consecutive days without anywritten application shall be struck off the college roll.

11. Re-Admission

A student whose admission is canceled under rule 9 (ii) or whose name is struck off based on long absence under rule 10 can apply for re-admission to the Principal within 15 days of the issue of such notification. The Principal may allow his/her re-admission on payment of the Re-admission fee / Admission Fee and any other outstanding dues.

Re-admission for the second time in a current academic session shall not be generally allowed. However, genuine and deserving cases may be submitted to the Director, Directorate General of Higher Education/respective regional Directorate based on valid documentary proof with the condition that the applicant can make up for his/her shortages and can fulfill the requirement of 75% attendance during the remaining period of the session. Such students shall pay all the Government fees and Pupils Fund except security and Board / University charges.

12. Change of Subject

Change of faculty is not allowed. However, change of subject is allowed subject to the following conditions:

i. The student must apply for a change of subject within 21 days of the start of the classes at each level of studies.

ii. Change of subject is allowed only within a faculty or group of subjectswhilenot violating the merit.

13. Migration

Migration to or from a college/university may be allowed by the Principals/Heads of both the colleges/University subject to the conditions:

(i) That the applicant is seeking migration from a college/university situated beyond 16 kilometers of the college to which he/she wants to migrate

(ii) That the request is based on genuine grounds like parents/spouse transfer, family shifting, family enmity, or marriage duly supported by documentary proof

(iii) Marks obtained by the candidates in the last examination passed are not less than the minimum marks obtained by a regular student of that class.

(iv) The migration is within the prescribed time of the concerned Education Board / University.

14. Miscellaneous:

Any matter not covered by this policy shall be referred to the Director, Directorate General of Higher Education, Khyber Pakhtunkhwa, in writing, whose decision in the matter shall be final.