Chapter Nine: Assessment Mechanism

Chapter Nine: Assessment Mechanism

Chapter Nine of the higher education regulations outlines the assessment mechanisms and academic procedures related to graduate studies within universities in the Kingdom of Saudi Arabia. This chapter, encompassing Articles 26 to 34, provides detailed guidelines on student enrollment termination, re-enrollment possibilities, exceptions to termination rules, transfer policies, and examination regulations. These provisions are essential for maintaining academic standards, ensuring fairness, and providing clarity on the expectations and consequences associated with graduate studies.

Article 26 specifies the conditions under which a student's enrollment shall be terminated. There are two primary categories:

  1. Automatic Termination Situations:

    • a. Non-Registration: If a student stops studying, as defined in Article 25, which states that a student is deemed to have dropped out if they fail to register within the specified period for any semester they are allowed to register.
    • b. Failure in Supplementary Courses: If a student does not pass the required supplementary courses, in accordance with regulations approved by the Standing Committee. Supplementary courses are often prerequisites needed to ensure the student has the necessary background for the program.
    • c. Low Cumulative GPA: If a student's cumulative Grade Point Average (GPA) falls below "Very Good" for two consecutive semesters. This emphasizes the necessity for maintaining a high academic standard throughout the graduate program.
    • d. Fraudulent Admission: If it is discovered that the student's acceptance was based on the submission of completely or partially incorrect information or documents. This ensures the integrity of the admissions process.
    • e. Exceeding Program Duration: If the student does not obtain the degree within the specified period of the program, accounting for any approved extensions.

  2. Termination by Decision of the Standing Committee:

    • a. Poor Academic Standing During Thesis Stage: If it is proven that the student is not in good academic standing during the thesis stage, as per Article 44.
    • b. Failure in Comprehensive Exam: If the student does not pass the comprehensive exam after being allowed to retake it once, highlighting the importance of demonstrating mastery of the subject matter.
    • c. Unacceptable Thesis: If the thesis is not accepted by the defense committee as suitable for defense, emphasizing the need for producing work that meets academic standards.
    • d. Academic Misconduct: If the student violates academic integrity during coursework or thesis writing, or if they violate laws, regulations, or related decisions, ensuring adherence to ethical and legal standards.

Article 27 addresses the possibility of re-enrollment for a student whose enrollment has been terminated. Re-enrollment is contingent upon the acceptance of the Department and College Councils, considering the following:

  1. Termination Over Three Years Ago: If more than three academic years have passed since termination, the student is considered a new student and must re-study courses regardless of previous completions. The University Council may grant exceptions based on regulations proposed by the Standing Committee.

  2. Termination Within Three Years: If the termination occurred three academic years ago or less, the student must re-study certain courses specified by the Department Council and approved by the College Council. Units studied after re-enrollment are included in the cumulative GPA, and prior periods count towards the maximum time for obtaining the degree.

Article 28 provides an exception to the termination clause related to low GPA (Clause c of Item 1 in Article 26). The College Council may grant the student one exceptional opportunity, not exceeding one academic year, based on the Department Council's recommendation. This allows students additional time to improve their academic standing.

Article 29 offers an exception to the termination clause regarding exceeding the program's specified duration (Clause e of Item 1 in Article 26). The Standing Committee may grant an exceptional extension of up to one academic year, based on a supervisor's report and recommendations from the Department and College Councils. This provision accommodates unforeseen circumstances that may delay a student's progress.

Article 30 pertains to the transfer of students from other universities or educational institutions, inside or outside the Kingdom, provided they are licensed by the competent authority in the country of study and the student was not dismissed for any reason. The transfer process requires recommendations from the Department and College Councils and acceptance by the Executive Management. Transferred courses are recorded in the student's academic record, and the University Council will issue regulations governing the transfer, including the possibility of including transferred grades in the cumulative GPA. This facilitates academic mobility while maintaining program integrity.

Article 31 allows for the internal transfer of a student from one program to another within the same university. Such a transfer requires a recommendation from the Department Council of the new program and approval by the College Council. Transfers are subject to guidelines and conditions approved by the University Council based on the Standing Committee's proposal. This flexibility enables students to realign their academic pursuits with their evolving interests and career objectives.

Article 32 permits graduate students to study certain courses at other universities or educational institutions, domestically or internationally, provided these institutions are licensed by the relevant authorities. This requires recommendations from the Department Council and approval from the College Council. The academic units from these courses are transferred and recorded in the student's academic record. Regulations governing this process, including the inclusion of grades in the cumulative GPA, are to be issued by the University Council. This provision encourages academic collaboration and allows students to benefit from specialized courses not offered at their home institution.

Article 33 allows graduate students from non-Saudi universities to study courses at Saudi universities, following regulations approved by the University Council based on the Standing Committee's proposal. This enhances international academic cooperation and provides opportunities for global engagement and cultural exchange.

Article 34 specifies the conduct of examinations and the recording of grades for graduate courses, aligning with the Regulations on Studying and Examinations at the Undergraduate Level, with the following exceptions:

  1. Passing Grade Requirement: A student must obtain at least an "Above Average" grade to pass a course, setting a higher standard for graduate studies.

  2. Supplementary Course Performance: A student must pass any supplementary course on the first attempt with at least an "Above Average" grade, and their cumulative GPA in all supplementary courses must not be less than "Very Good." This ensures that students possess the foundational knowledge essential for success in their graduate programs.

  3. Alternative Exams and Extended Courses: For alternative examinations and courses requiring more than one semester to complete, the College Council determines appropriate measures based on the Department Council's recommendation. This allows for flexibility in assessing courses that do not conform to standard examination schedules.

In conclusion, Chapter Nine establishes a robust assessment mechanism to uphold academic excellence and integrity within graduate studies. It clearly defines the circumstances leading to enrollment termination, provides avenues for re-enrollment under specific conditions, and outlines exceptions to standard policies to accommodate individual student needs. The chapter also facilitates academic mobility through transfer policies, both domestically and internationally, and sets stringent examination standards to ensure that graduate students meet the high expectations of advanced academic work. By providing detailed regulations and procedures, this chapter ensures fairness, maintains the quality of graduate programs, and supports students in their pursuit of advanced degrees while safeguarding the university's academic standards.

Article 26

  1. A student's enrollment shall be terminated in the following situations:

a. If they stop studying, in accordance with the provisions of Article 25 of this Regulation.

b. If they do not pass the supplementary courses, in accordance with the regulations approved by the Standing Committee.

c. If their cumulative GPA falls below "Very Good" in two consecutive semesters.

d. If their acceptance is found to be based on the submission of completely or partially incorrect information or documents.

e. If they do not obtain the degree within the specified period of the program.

  1. A student's enrollment shall be terminated by a decision of the Standing Committee based on the recommendation of the Department Council and endorsement of the College Council in the following situations:

a. If it is proven that they are not in good academic standing during the thesis stage, in accordance with the provisions of Article 44 of this Regulation.

b. If they do not pass the comprehensive exam after being allowed to repeat it once.

c. If the thesis is not accepted by the defense committee as suitable for defense.

d. If they violate academic integrity during the coursework or thesis-writing phases, or if they violate laws, regulations, or related decisions.

 

Article 27

A student whose enrollment has been terminated may be re-enrolled if the conditions preventing them from continuing their studies are acceptable to the Department and College Councils. The re-enrollment decision shall be made by the Standing Committee, considering the following:

  1. A student whose enrollment has been terminated for more than three academic years is deemed a new student in terms of re-studying courses, regardless of what they have previously completed. The University Council may make exceptions to this in accordance with regulations issued by the University Council based on a proposal from the Standing Committee.
  2. A student whose enrollment has been terminated for three academic years or less must re-study certain courses specified by the Department Council and approved by the College Council. The units they study after re-enrolling are included in their cumulative GPA, and the period spent before termination is counted within the maximum period for obtaining the degree.

 

Article 28

As an exception to Clause (c) of Item (1) of Article 26 of this Regulation, the College Council may grant the student one exceptional opportunity, not exceeding one academic year, based on the Department Council’s recommendation.

 

Article 29

As an exception to Clause (e) of Item (1) of Article 26 of this Regulation, the Standing Committee may grant the student an exceptional opportunity not exceeding one academic year, based on a report from the supervisor and recommendations from the Department and College Councils.

 

Article 30

Without prejudice to Article 15 of this Regulation, and based on recommendations from the Department and College Councils, the Executive Management may accept the transfer of a student to the university from a university or educational institution inside or outside the Kingdom, provided it is licensed by the competent authority in the country of study and that the student was not dismissed for any reason. The transferred courses shall be recorded in the student’s academic record. The University Council shall issue regulations governing this and the possibility of including their grades in the student’s cumulative GPA.

 

Article 31

A student may be transferred from one program to another within the university based on the recommendation of the Department Council to which they are transferring and approval of the College Council, in accordance with guidelines and conditions approved by the University Council based on the proposal of the Standing Committee.

 

Article 32

A graduate student may, based on the recommendation of the Department Council and approval of the College Council, study some courses at a university or educational institution inside or outside the Kingdom, provided it is licensed by the competent authority in the country of study. The academic units studied shall be transferred and recorded in the student’s academic record. The University Council shall issue regulations governing this and the possibility of including their grades in the student’s cumulative GPA.

 

Article 33

A graduate student from a non-Saudi university may study some courses at a Saudi university in accordance with regulations approved by the University Council based on the proposal of the Standing Committee.

 

Article 34

Exams in graduate courses shall be conducted and grades recorded in accordance with the Regulations on Studying and Examinations at the Undergraduate Level, except for the following:

  1. The student shall not be considered to have passed the course unless they obtain at least an "Above Average" grade.
  2. The student must pass the supplementary course on the first attempt with a grade of no less than "Above Average," and their cumulative GPA in all supplementary courses must not be less than "Very Good."
  3. For alternative exams and courses that require more than one semester to complete, the College Council decides what is appropriate based on the Department Council’s recommendation.