Undergraduate Academic Advising Guide 2018 2019 - Version - accreditation integration ...
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Undergraduate Academic Advising Guide 2018 - 2019 Version - 2 Deanship of Academic Affair s FCIT - KAU
Contents P r e a m b l e ...................................................................................................................... 2 Benefits of Academic Advising ......................................................................................... 2 Stakeholders ........................................................................................................................... 3 Roles of Advisors ................................................................................................................... 3 Academic Advising Tools.................................................................................................... 3 Rights of the Students .......................................................................................................... 4 Responsibilities of Students .............................................................................................. 4 The Advising Process ........................................................................................................... 5 Advising Programs for Special Needs Students .......................................................... 6 Difference between High School and University........................................................ 7 Transfer Policies ................................................................................................................... 7 Credit Hour Limit .................................................................................................................. 8 Withdrawal and Postponement ....................................................................................... 8 Difference between Withdrawing and Postponement of a Semester ................. 9 Final Withdrawal .................................................................................................................. 9 Dismissal .................................................................................................................................. 9 GPA and Grades ................................................................................................................... 10 Transcript .............................................................................................................................. 10 GPA Calculation ................................................................................................................... 10 Visiting Student ................................................................................................................... 11 Re-enrollment ...................................................................................................................... 11 Medical Excuse ..................................................................................................................... 11 Grade Change........................................................................................................................ 11 1|Page
Preamble Academic advising is integral to fulfilling the teaching and learning mission of higher education. Through academic advising, students learn to become members of their higher education community, to think critically about their roles and responsibilities as students, and to prepare to be educated citizens of a society and global community. Academic advising engages students beyond their own world views, while acknowledging their individual characteristics, values, and motivations as they enter, move through, and exit the institution. Regardless of the diversity of our institutions, our students, our advisors, and our organizational structures, academic advising has three components: curriculum (what advising deals with), pedagogy (how advising does what it does), and student learning outcomes (the result of academic advising). FCIT considers academic advisers a valuable resource to students as they help plan their undergraduate career and, ultimately, prepare them for graduation. The Academic advisors propose students on different issues related to their academic progress and to help them find solutions to different academic problems, educational choices, degree requirements, academic policies/procedures, as well as broader concerns such as career and graduate school options in the future. Benefits of Academic Advising 1. Introduces students to the rules and regulations of studying at the college 2. Helps students solve problems affecting their academic progress 3. Helps students identify the major based upon their aptitude and intellectual abilities 4. Provides assistance in selecting courses to meet career goals 5. Guides in pursuing degree requirements and exploring academic interest 6. Explanation of their responsibility as students 7. Assists in developing communication skills and strategies to overcome challenges 8. Referral for additional support as needed 9. Encouragement in becoming an active member of the FCIT community 10. Forms a relationship between student and campus personnel 11. Increases college retention and graduation rates 12. Provides assistance with transitional experiences 2|Page
Stakeholders The four stakeholders involved in the process of academic advising at FCIT are: 1. The advisee/student 2. The advisor/faculty member 3. The Head of the Academic Advising 4. The department/program Roles of Advisors 1. Mentor and role model. Advisors will model appropriate responses and actions in dealing with the academic issues, planning and collegial interactions 2. Advocate. Advisors will assist students in problem solving and development of strategies to overcome challenges 3. Resource. Advisors will ensure students are aware of the academic support available at FCIT, including website resources 4. Institutional observer. Advisors will inform the Office of Academic Affairs of errors in the course of scheduling and other problems encountered by students, so these can be addressed and corrected Academic Advising Tools In order to facilitate the academic advising process, the following tools are provided to the students: Electronic services on the Odus Plus system o Study plan for each program o Class schedule o Transcript MyKAU application on smart mobile systems Students' e-mail o The student can obtain all these tools through the private account on the electronic services system Student's personalized study plan, displaying what has been studied and what is left from the plan. 3|Page
Rights of the Students The rights of the student on his academic advisor are as follows: 1. Communicate directly or electronically with the academic advisor through all available channels. 2. Access to course registration services such as addition or deletion via the academic advisor 3. Discussion with the academic advisor regarding his/her academic progress 4. Making use of the available services at the college and university, which are guided by the academic advisor 5. The academic advisor provides the necessary guidance and guidance to the student / student on an ongoing basis until graduation 6. All files and information of the students are treated in strict confidentiality and in the context of the requirements of the case Responsibilities of Students The student must: 1. Obtain a full copy of the academic advising guide and read it fully and understand all the rights and duties 2. Obtain a complete copy of the list of studies and tests from the Deanship of Admission and Registration website and read them in full. 3. Assume full responsibility for his academic performance as academic guidance is a means of assistance should be He has to take advantage of them. 4. Know the specific academic advisor and schedule of office hours. If an academic supervisor is not assigned, contact the head of the department or the vice dean. 5. Be familiar with the academic calendar and the important dates of registration, withdrawal, apology 6. Meeting with the academic advisor to consult on future academic and professional goals, program and schedule 7. To act upon the advisor's recommendations and attend the meeting according to the agreed dates 8. Notify the advisor of any circumstances that may affect his or her performance 4|Page
The Advising Process The academic advising process starts with the student enrollment into the university. A s s i g n m e n t of A ca d e m i c Ad v i s o r s t o S t u d e n t By directing the student to the college, the advising unit will: Receive new students on the first day of the study and explain them about the university system, college and the university environment Distribute the new students to their academic advisors from faculty members in the faculty by the faculty’s vice dean. Distribute of specialized students to their academic advisors from faculty members in the faculty by the faculty's vice dean or the head of department. In addition of the availability of electronic services and data for the student under guidance, the academic advisor may prepare a special file for each of the students who have been assigned to him/her: 5|Page
The file contains the following: a. Student personal and contact information b. The study plan for the student's academic specialization program c. List of courses of specialization program leading to graduate student d. Registration forms e. A recent copy of the transcript f. Other administrative documents (for example, deferral forms). E a r l y R e g i st r a t i on This is the basic registration period where students can enroll by themselves for the next semester through the system (Odus Plus). The early registration period begins in the middle of the preceding semester. E n d o f E a r l y R eg i st r a t i o n a nd S t a rt o f R e g i st r a t i o n b y t h e A c a d e m i c Advisors The academic advisor reviews the students’ progress and recommend courses based upon his/her study plan In case the student has not selected a major, the academic advisor assists the student to start the allocation procedures according to the date of the announced allocation from the Deanship of Admission and Registration. The academic advisor can then register the courses for the student and delete and add directly from his account on the university systems The advisor makes sure that the student knows the place and time at which the lectures begin, and that there is no discrepancy in the schedule of the student All registration procedures are completed before the start of the study by one week and the student is not entitled to make any violations of his choices Advising Programs for Special Needs Students It is a guiding program that addresses all issues and problems of university students with special needs, especially the issues of helping them to adapt to different university environments and developing their ability to communicate and deal with different groups of university employees and other students. 6|Page
Difference between High School and University Undergraduate education is different from secondary school. The university is considered to be fully responsible for its academic life, and it stems from the fact that the student has become an adult and can depend on himself in the management of all his life affairs. On this basis, each student has a clear path to his / her university life, in which he / she will distribute his / her subjects, taking into consideration the rates of each semester and the cumulative average. The undergraduate study is characterized by the level of the student based on the method of collecting the rate of study without all university years and not only the last year, as in the secondary stage, so the student estimates free of each semester make the cumulative rate free of all years and on the basis of which the final assessment of the student . At the undergraduate level, the student finds that he has his own legal personality within the university environment, which means that he is responsible for all his actions and ethics before the competent authorities. This definitely contributes to building his strong independent personality and drives him to be an adult and help him discover his abilities and skills that distinguish him from others as a productive member of his society in the future. Therefore it is very important that the student learn about the university study systems and absorb the most important regulations and regulations that govern your academic performance without this important stage. Transfer Policies Transfers between colleges within King Abdulaziz University or from other institutions are handled by the Deanship of Admission and Registration subject to approval by FCIT. Transfers inside FCIT are handled by its Academic Affairs Unit. Students may transfer to FCIT subject to the following: 1. GPA should be no less than 3 out 5 or equivalent 2. No disciplinary action in academic record 3. Only one-time transfer is allowed. 4. No more than half of completed credits may be transferred. 5. Application through the university electronic systems before submission deadlines specified in academic calendar. 7|Page
Credit Hour Limit The university-wide policy of credit hours limit vs. Grade Point Average (GPA) is out- lined in the table below as given by the Deanship of Admission and Registration. These limits do not apply to summer semester. GPA Credit hours allowed Less than 2.75 19 hours From 2.75 to 3.75 21 hours More than 3.75 24 hours Withdrawal and Postponement The student has the right to withdraw for two consecutive or three non-consecutive semesters. It is not considered a recess, taking into consideration that the student should not be new, his/her cumulative average is not less than 2.00 and the withdrawal application is made before five weeks of final exams. The student may withdraw for the study in any semester; if he applies for withdrawal through his account on the electronic system in the period specified for this according to the academic calendar of each semester and posted on the Deanship of Admission and Registration, usually during the first eight weeks of the semester. The withdrawal for the summer semester is not counted within the number of times the student is entitled to excuse for the study of the semester (3 times), but the excuse for a course in the summer semester is counted within the number allowed to excuse. If the applicant submits a request for postponement through his account on the electronic system within the specified period according to the academic calendar of the semester preceding the semester that he wishes to postpone and is advertised on the website of the Deanship of Admission and Registration, provided that the postponement does not exceed two consecutive semesters or three non-consecutive semesters. 8|Page
Difference between Withdrawing and Postponement of a Semester Postponement of the semester is not counted within the regular period of completion of the program. If the student foresee that he/she will not to be able to study for one or more semesters, he/she can submit the request for postponement in the semester preceding the semester he wishes to postpone, provided that the period of postponement does not exceed two consecutive semesters or three non-consecutive semesters. Withdrawing form a semester is a way to avoid repeating all courses in a semester. If a student is faced with circumstances that prevents him/her from continuing to study in that semester, the student can apply for a withdrawal. The semester is calculated within the regular period of completion of the course, followed by suspension of the student's monthly allowance. In both cases the applications are subject to review and approval by the college where the student is studying. Final Withdrawal The student has the right to withdraw permanently from the university according to the following procedures: Bring the university card The student will grant the student a certificate and complete the request for brotherhood of the party and then go to the Deanship of Admission and Registration for delivery to complete the withdrawal request The student is not allowed to apply as a new student again only after three months of withdrawal, in addition to taking into account the criteria for admission to the university Dismissal The student will be dismissed from the university if he/she receives three academic warnings for a lower than 2.00 CGPA, or does not finish the graduation requirements for one and a half years of the scheduled period of graduation or if he/she violates the university regulations and regulations or the behavior and ethics of the university student. 9|Page
GPA and Grades The GPA is calculated based upon the following table: Marks Grade GPA (out of 5.0) GPA (out of 4.0) From 95 to 100 A+ 5.00 4.00 From 90 to less than 95 A 4.75 3.75 From 85 to less than 90 B+ 4.50 3.50 From 80 to less than 85 B 4.00 3.00 From 75 to less than 80 C+ 3.50 2.50 From 70 to less than 75 C 3.00 2.00 From 65 to less than 70 D+ 2.50 1.50 From 60 to less than 65 D 2.00 1.00 Less than 60 F 1.00 0 The grade description based upon the GPA at the time of graduation is as follows: Grade Description GPA Excellent From 4.5 to 5.0 Very good From 3.75 to less than 4.5 Good From 2.75 to less than 3.75 Acceptable From 2.00 to less than 2.75 Transcript A statement showing the student's course of study, including the courses taught by the student in each semester with their symbols and numbers, the number of hours, the estimates obtained, the code and the values of those estimates, as well as the cumulative quarterly average, in addition to the courses exempted from the transferred student and can be obtained directly through the Internet or A certified copy of the Deanship of Admission and Registration or through educational affairs at the College. GPA Calculation The GPA is calculated by dividing the total number of grade points obtained to the total number of credit hours taken by the student in a semester. 10 | P a g e
Visiting Student The student is allowed to study some courses at another recognized university or in one of the campuses of the university by not more than 30% of the hours required for graduation after obtaining the prior approval of his/her academic advisor. Re-enrollment A student may request a re-enrollment in accordance with the following regulations: Apply for re-registration within four semesters from the date of enrollment The College Council and relevant authorities agree to this. If the applicant has been enrolled in four or more years, he or she can apply to the University without a return to his / her previous academic record. In case of extreme necessity, it shall be re-registered in accordance with certain regulations. Student may not be re-enrolled more than once, except in case of extreme necessity. Students who have been dismissed from the university may not be re-registered for academic reasons for a lower rate than (2), exhaustive of all permitted or disciplinary warnings, or who have been dismissed from another university for the same reason; Canceled from the date of re-registration Medical Excuse The student’s medical excuse is accepted by bringing the original medical report from the university clinic, university hospital or an accredited hospital. The student or one of his relatives shall give the excuse to the faculty representative within a period not exceeding five days from the occurrence of the illness. If the period of absence includes an assessment such as a quiz or a midterm examination, the re-examination is evaluated by the faculty's vice dean in coordination with the head of the department and the course instructor. If the absence period includes a final exam, the result will be suspended and a record will be made. After considering whether or not to accept the medical report, the student's assessment will be determined either as (F) or (IC). Grade Change If the student doubts the validity of the grade, he or she may ask the course instructor to amend the grade. If the student is not convinced, he will apply to the head of the department concerned, who in turn will study the request with the professor. If the professor insists on his position, the head of the department may transfer the answer paper to another professor in the same field. To take into consideration the grade adjustment for less than one month from the same semester. 11 | P a g e
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