Chapter Eight: Academic Procedures
Chapter Eight of the higher education regulations delineates the academic procedures that govern graduate studies within universities in the Kingdom of Saudi Arabia. This chapter encompasses Articles 19 to 25, which outline the policies related to course transfers, admission postponements, tuition fees, study postponements, course withdrawals, re-enrollment after withdrawal, and dropout criteria. These procedures are crucial for maintaining academic integrity, providing flexibility to students, and ensuring that universities operate within a standardized framework approved by the relevant authorities.
Article 19 permits the transfer of courses that a student has previously completed at another university or educational institution, whether inside or outside the Kingdom, provided that these institutions are licensed by the competent authority in the country where the study took place. The transfer process requires a recommendation from the Department Council and approval from the College Council, ensuring that the courses align with the university's academic standards and curriculum. Transferred courses are recorded in the student's academic record, which contributes to their progress toward degree completion. The University Council is tasked with issuing detailed regulations governing this transfer process, including the possibility of incorporating the grades of transferred courses into the student's cumulative Grade Point Average (GPA). This provision facilitates student mobility and acknowledges prior learning while maintaining the quality and integrity of the graduate programs.
Article 20 addresses the possibility of postponing admission to a graduate program. A student may request to postpone their admission once, but this request must be made before the student has commenced their studies. The postponement requires the approval of both the competent Department Council and the College Dean, ensuring that such decisions are made judiciously and in consideration of departmental capacity and resource planning. The regulations governing admission postponements are to be approved by the University Council based on proposals from the Standing Committee. This process provides students with flexibility in managing personal circumstances that may affect their ability to begin their studies as initially planned.
Article 21 outlines the conditions under which a university may charge tuition fees or other charges for offering graduate studies programs or courses. Specifically, the university is permitted to impose fees provided that the programs have received program accreditation and the number of fee-paying students does not exceed the number of students accepted without fees for the same programs or courses. This stipulation ensures that fee-paying students do not displace non-fee-paying students and that access to graduate education remains equitable. The University Council is responsible for setting the regulations governing the charging of fees, based on recommendations from the Standing Committee. This article acknowledges the financial aspects of offering graduate programs while balancing the need for accessibility and adherence to decisions issued by the Council of Universities' Affairs.
Article 22 allows for the postponement of studies after a student has begun their graduate program. A student may postpone their studies upon the recommendation of the competent Department Council and with the approval of the College Council. The postponement policies are to be established in accordance with regulations approved by the University Council, following proposals from the Standing Committee. This provision provides students with the ability to temporarily pause their studies in response to unforeseen circumstances or personal needs, without jeopardizing their academic standing or progress toward their degree.
Article 23 pertains to the withdrawal from courses after the end of the registration period. A student may withdraw from one or more courses, or even all courses in a semester, with the recommendation of the competent Department Council and the approval of the College Dean. This process must adhere to regulations approved by the University Council based on the Standing Committee's proposals. Allowing course withdrawals provides students with the flexibility to adjust their academic load in response to academic difficulties, personal challenges, or changes in circumstances, while ensuring that such decisions are made with appropriate academic guidance and oversight.
Article 24 addresses the re-enrollment of students who have previously withdrawn from the university. If a graduate student decides to withdraw from the university and later seeks to re-enroll, the university has the discretion to apply the admission requirements that are in effect at the time of the new application. This means that returning students may be subject to new or updated admission criteria, reflecting changes in program requirements, accreditation standards, or university policies. This provision ensures that all students meet the current standards of the graduate programs and that the integrity and competitiveness of the programs are maintained.
Article 25 defines the criteria for considering a student as having dropped out of their graduate program. A student is deemed to have dropped out if they fail to register within the specified registration period for any semester in which they are allowed to register. This status has implications for the student's academic record and may affect their ability to continue in the program without reapplication or meeting additional requirements. By clearly defining dropout criteria, the university sets expectations for continuous enrollment and encourages students to maintain steady progress toward their degree completion.
Overall, Chapter Eight provides a comprehensive framework for academic procedures that support student success while upholding the standards of graduate education. The articles within this chapter balance the need for academic rigor with flexibility, allowing for course transfers, postponements, and withdrawals under defined circumstances and with appropriate approvals. The involvement of Department Councils, College Councils, the College Dean, the Standing Committee, and the University Council in these procedures ensures that decisions are made collaboratively and in alignment with institutional policies and national regulations. By establishing clear guidelines and processes, the chapter helps students navigate their academic journeys effectively and supports universities in managing their graduate programs efficiently and responsibly.
Article 19
It is permissible to transfer courses previously completed by a student at a university or educational institution inside or outside the Kingdom, provided that these institutions are licensed by the competent authority in the country of study. This should be based on the recommendation of the Department Council and the approval of the College Council. The transferred courses are recorded in the student's academic record. The University Council shall issue regulations governing this process and the possibility of including their grades in the student's cumulative GPA.
Article 20
With the approval of the competent Department Council and the College Dean, a student may postpone their admission once. Postponement cannot be accepted after the student has started their studies. This shall be in accordance with regulations approved by the University Council based on the proposal of the Standing Committee.
Article 21
Without prejudice to the decisions issued by the Council of Universities' Affairs, the university may charge:
- Tuition fees or charges to offer graduate studies programs or courses, provided that these programs have program accreditation, and the number of students does not exceed the number of accepted students—without fees or charges—for the same programs or courses. The University Council shall set the regulations governing this based on a recommendation from the Standing Committee.
Article 22
A student may postpone their studies upon the recommendation of the competent Department Council and the approval of the College Council, in accordance with regulations approved by the University Council based on the proposal of the Standing Committee.
Article 23
A student may withdraw from one or more courses, or all courses of the semester after the end of the registration period, upon the recommendation of the competent Department Council and the approval of the College Dean, according to regulations approved by the University Council based on the proposal of the Standing Committee.
Article 24
If a graduate student withdraws from the university and then decides to re-enroll, the university may apply the admission requirements in effect at the time of the new application.
Article 25
A student shall be deemed to have dropped out if they do not register within the specified registration period for each semester in which they are allowed to register.