Regulations for Undergraduate Education and Examinations
Objective, Scope, Basis and Definitions
Article 1- Objective
(1) The aim of this regulation is to lay out principles governing the processes of Ishik University undergraduate students regarding education, registrations, examinations and assessments, leaves of absence, severance, diploma awards and academic advising.
Article 2- Scope
(1) These regulations cover the provisions pertinent to IshikUniversity’s undergraduate education and exams and assessments.
Article 3- Basis
(1) These rules and Regulations have been prepared according to the Iraq Kurdistan Regional Government Private Universities Authorization and Establishment Law.
Article 4- Definitions
(1) The following terms in these regulations have the meanings specified below:
a. ECTS: the European Credit Transfer System,
b. Advisor: the faculty appointed by the relevant department/program chair to advise students on academic matters and other problems they may have,
c. Additional examination: The exam which can be taken by only students at the graduation stage and failed in a maximum of two courses.
d. GPA: General Points Average,
e. The Faculty Council : The Board of the faculties ,
f. Make-Up Exam: The exams opened for students who could not take the midterm exams due to valid and just excuses accepted by the relevant faculty council ,
g. The Board of Trustees: the Board of Trustees of Ishik University,
h. Regular course load: The total number of credit hours that the student need to attend in according to the curriculum within the particular semester the student is enrolled for,
i. Ministry: Ministry of Higher Education and Scientific Researches,
j. Undergraduate: The education period of at least eight semesters or four year-programs after the high school level,
k. Curriculum: The education programs determined by faculty councils after taking the recommendations of the respective departments and accepted by the university council,
l. Prerequisite Course: The course that can only be taken on condition that one or more courses taken in the previous semester(s) are passed successfully,
m. Elective course: The courses that can be selected by the student, from the courses of the education program,
n. Compulsory course: The course that the student has to take.
o. University Council: Council of Ishik University,
p. The University: IshikUniversity,
q. Semester Course Load: The total number of credit hours that the student is enrolled in the semester,
r. Final Exam: The exam conducted at the end of the course in the semester,
s. Mid-term exam: The exam conducted during the semester.
Student Admission and Enrollment, Transfers (internal/external)
Article 5- Tuition Fees
Undergraduate students are charged a certain amount of tuition fee as determined by the Board of Trustees.
Article 6- Student Affairs
(1) The relevant Boards determine student internal transfers, education and exam issues, vacations and severance of students from the faculty. The student may object to the Faculty Council regarding these decisions within fifteen days.
(2) Issues of student discipline and proceedings shall be conducted according to Students’ Discipline Regulations.
Article 7- Procedures for Admission and Final Registration
(1) Students are accepted to the faculties according to the results of the general examinations held by the Ministry of Education for sixth grades and the results of the examinations held by the Ishik University. However; students shall not keep their enrolments at any other institutions / universities, if any.
2) Final registration dates, required documents and guidelines are determined and announced by the university. Upon fulfilment of the registration procedures, the candidate becomes a student of Ishik University and is entitled to all students' rights.
(3) Candidates with justifiable excuses may also have their final registration completed by an acquaintance or a relative on condition that the above mentioned provisions are obeyed. Students submitting unlawful, false or deficient documents shall be dismissed from the University regardless in which semester they are enrolled in.
Article 8- Counselling
(1) For each student, the relevant department assigns a lecturer as an advisor. Such advisor assesses the student throughout his/her training at the University. Student is responsible for renewal and registration for each semester and when completing or renewing registration for any semester, the student fills in the registration form and obtains the approval of the advisor.
Article 9- Registration Renewal
(1) University students shall renew their registration for each semester at the faculties they are enrolled pursuant to the procedure laid out by the Faculty Council. Registration renewals are to be made within the time specified in the academic calendar.
(2) Students failing to pay the tuition fee as fixed by the University shall not be allowed to renew their semester registrations. Such students shall not be able to attend courses and take exams. Any semester for which no tuition fee has been paid shall be deemed to be within the overall academic terms to be completed at the University. Failure to renew registration for two consecutive semesters shall cause the student to be dismissed from the University. The tuition fees not paid on time by the student will be charged with fine determined every year by the University Council.
Article 10- Identity Card
(1) Students who complete their final registration in accordance with Article 9 herein or who renew their registration in accordance with Article 11 herein shall be given an identity card with photo remaining valid for maximum one year and demonstrating that they are students of the University.
Article 11- Transfers
(1) Students who have completed at least two semesters in their programs may apply to the Student Affairs Directorate during the period specified in the academic calendar for transferring to another program within the University pursuant to the rules of Ministry of Higher Education and Scientific Research.
(2) In accordance with this Article, students matriculated at the faculties of the University are awarded a diploma only after completing two semesters at least.
(3) Intra-University Transfers
(a) Students who have completed at least two semesters in their programs may apply to the Student Affairs Directorate during the period specified in the academic calendar for transferring to another program within the University pursuant to the rules of Ministry of Higher Education and Scientific Research.
(b) Applications are finalized by the proposal of the department the student wants to transfer to and the decision of the relevant executive board.
Principles of Education
Article 12- Academic Year
(1) An academic year consists of the fall and spring semesters. The regular period of the fall and spring semesters including exam dates is 15 weeks at least. If necessary, the Faculty Council may extend this time. The starting and ending dates and examination periods of each semester are to be announced in the academic calendar determined by the Faculty Council.
(2) No classes and exams are held on official holidays. But if it is necessary and proposed by the relevant unit with Faculty Council approval, the education activities may also be conducted on Fridays and Saturdays or on other official holidays.
Article 13: Period of Study, Method and Language
(1) The maximum period of study granted to students enrolled at the undergraduate programs of the University is seven years for four-year programs, eight years for five-year programs, and nine-years for six-year programs.
(2) The education program includes theoretical and applied courses, applications, projects and studios, laboratories and workshops, practical studies, applied field studies, seminars, graduation projects, and internships and so on as set forth in academic programs.
(3) The duration of each course shall be one semester or two semesters.
(4) The language of instruction is English. But the language of instruction might be local or other foreign languages.
Article 14- Education Programs
(1) Education at the faculty and departments of University is conducted pursuant to the academic programs agreed upon by the faculty boards with recommendations of the departments and accepted by the University Council, taking into consideration the common, compulsory and elective courses specified by the University.
(2) Education is conducted in line with the education program and with respect to the sequence set forth in the program. Student, whose English level is not sufficient, has to take Preparatory School education for two semesters. If the student can pass the proficiency exam at the beginning of each academic year, she/he may start the program that she/he is enrolled.
Article 15- Prerequisite Courses and Other Conditions
(1) For taking a course, the previously required courses may be needed to be passed and the courses requiring this are called Prerequisite courses. Any prerequisites or other conditions with respect to taking any specific course shall be implemented according to the education program made by the relevant councils. Following exceptions apply to the prerequisite courses in Faculty of Dentistry;
i. Students cannot enroll in any course from the 4th year and up before they successfully pass from all the prerequisite courses in the first 3 years.
ii. Courses are yearly basis; thus examination and grading rules are adjusted accordingly.
Article 16- Adding and Dropping Courses
(1) The regular credit courses that the student needs to attend in within the particular semester are called regular course load, and all credit courses that the student is enrolled for a semester are called Semester Course Load.
The semester course load cannot exceed one and a half times the regular course load. In calculation of the course load, the credit values of the courses are considered.
(2) Students have to enrol all courses they are going to take in that semester at the beginning of each semester. The following principles shall be taken into consideration in course enrolments:
a) Students must primarily take the courses which they have failed in previous semesters and those which they have not taken until then. These courses will be given in the time order of the previous semesters. For courses removed from the education program and those that are not opened will be replaced with other courses arranged.
b) For previously taken elective courses that the student failed, it is not obligatory to take the same course. Another elective course from the same group can be taken instead.
c) From the beginning of the third semester onwards, students who have successfully fulfilled the requirements of all of their courses in previous semesters and who have a minimum GPA of 3.00 may take one course from a semester of the following year with the approval of the advisor, or those who have a GPA of 3.50 or above may take two courses from a semester of the following year with the approval of the advisor.
d) In the event that any student has not been able to complete the regular course load due to being exempted from some courses, not being able to pass prerequisite courses, having used the semester leave, or being in a position to participate in the international exchange programs, then the student can be given courses from two following semesters by the decision of the Faculty Council. But the total course load in the semester cannot exceed the regular course load.
e) The student, with his/her advisor’s approval, may withdraw from one or more courses, or register for other courses during the second week of courses from the beginning of each semester.
Article 17- Attendance
(1) Each student must attend the courses, applied studies, laboratories, projects, seminars, workshops, graduation projects and other studies of the semester s/he is enrolled for.
(2) Students who have not attended at least 80% of theoretical courses and 85 % of applied and laboratory studies are not allowed to take the final exam of those courses. If the student provides a commission medical report within a week, s/he is accepted as excused for extra 10 % of theoretical courses and 5 % of applied and laboratory studies. Medical reports given by health committee are acceptable for attendance.
(3) Once the student fulfils the attendance requirements in a course, with the approval of the advisor, no attendance is required if the course is repeated later.
Article 18- Graduation Studies
Compulsory graduation studies (thesis, project, seminar, internship, research, fieldwork etc.), showing that students reached the required professional level according to the educational program, are decided by the authorized committee of concerned department or program. The conditions of being submitted with a graduation study and also submission, examination and evaluation of it are defined by the decisions of the same department or program.
Graduation studies take place in the schedules as the last two semester course. A graduation study can be projected in the content of a single course also. However the assignments of the topics of the graduation studies can be given to students in the former years according to the conditions in the regulations.
Grades, Examinations and Achievement
Article 19: Grades
(1) Students, for each course they have taken, are awarded the following grades in letters by the lecturer of the course as the final grade of achievement for that course.
Grade Equivalent Out of 4.00
Grade Equivalent Out of 100
b) Grades not included in the averages are the following:
1) I- Incomplete,
2) S- Satisfactory,
3) U- Unsatisfactory,
4) P- Progressive,
5) EX- Exempt,
6) NI- Not Included,
7) NA- Non-Attendant
c) Explanation of the letters above:
1) The (I) grade is awarded by the instructor to a student who failed to complete the requirements of a course due to illness or other valid reason although s/he was successful during the term. In the event that a student receives an (I) grade for a course, s/he must receive a grade by completing the previously unfulfilled requirements within fifteen days from the announcement date of the grades. Otherwise, the (I) grade will automatically turn into an (FF). However, in the case of long-lasting illness or a similar situation, the term for the (I) grade may be extended till the beginning of the following registration term, upon a proposal by the relevant department and subject to the approval of the relevant faculty council.
2) The (S) grade is given to students who pass the courses which does not have any credit and courses taken at preparation schools or during the student exchange program.
3) The (U) grade is awarded to students who fail to pass courses taken as non credit courses, which are courses not included in point averages and courses taken at preparation schools or during the student exchange program.
4) The (P) grade is given to students who are successfully pursuing non credit courses.
5) The (EX) grade is given to students who have passed the exemption tests administered by the relevant department with regard to courses specified by the University Council. The (EX) grade is not included in GPA.
6) The (NI) grade is given with respect to non-credit courses taken out of the academic program(s) the student is enrolled in. This grade is indicated on the student’s transcript along with the grade in letters the student has received from the relevant course. This grade is not taken into account in enrolled program or related point average calculations. Courses in which students have scored (NI) cannot be repeated.
7) The (NA) grade is given to students who have failed to fulfill the requirements of attending a course or course applications. The (NA) grade is treated as an (FF) when calculating GPA.
Article 20- Achievement
(1) If a student has Semester PA over 2,00 in a semester, her/his DC and DD grades are accepted as passed. DC is turned into DC+ and DD is turned into DD+. If a student has semester PA less than 2,00 in a semester, her/his DC and DD grades are accepted as failed. DC is turned into DC- and DD is turned into DD-. Following exception applies to the Faculty of Dentistry;
i. DC and DD grades are accepted as failed regardless of the SPA.
(2) A student with a grade point average of (2.00) or over and without a failing grade in a course in the program is considered satisfactory. Students should pass all the courses in the program in order to satisfactorily complete the undergraduate preparation program.
(3) At the end of each semester, students who have achieved all the courses of that semester and whose semester PA is between 3.00 - 3.49 are placed in the honors list, and students whose semester PA between 3.50 and 4.00 are placed in the high honors list.
Article 21: Increasing Grade Point Average
Students who need to increase their Grade Point Averages (GPA) can take again only the courses that they took in previous semesters but they got DC or DD grades. The last grade received by the student with respect to any course will be valid when calculating the GPA.
Article 22- Determination of Grades
(1) Except the (EX) grade, final grade of a course includes all the studies (mid-term exams, quizzes, field studies, practices, assignments, projects, workshops, seminars, attendance, laboratory studies, etc.) within a semester with respect to such course and the result of the final examination according to the performance evaluation system of the course. The relevant lecturer announces the achievement evaluation system regarding the courses to be offered within one week following the beginning of each semester.
2) The achievement grades of a course are submitted to the relevant administrative unit within the time specified in the academic calendar and the results are announced by Departments.
3) The evaluation of the exams done during a semester might affect the passing grade between 40% and 60%. Only the administration of the relevant faculty might decide and change the rates. Those changes shall be effective from the beginning of the academic year to the end of it. Following exception applies to Faculty of Dentistry;
i. A student must obtain at least 60 out of 100 in final exam to be able to pass from the course. They get FF as a result regardless of what they have got in other exams or other evaluation criteria.
Article 23: Examination Period
(1) There is a period of examinations at the end of the courses of each semester. The period of examinations is extended to cover the number of days in which examinations could not be held due to acceptable reasons to the relevant faculty council.
(2) The graduation project examination is held within the week following the final examination period. The examinations regarding the laboratories, applied and field studies, and others where the results of such studies shall be considered with a view to granting the right to take exams, can also be held after such studies are over.
(3) Other rules about the exams are announced before the exams.
Article 24- Programs and Locations of Examinations
The final examination programs in a semester are decided upon and announced at least two weeks before the beginning of the examination period by the relevant faculty council. The exams are held in the University buildings at the date, venue and time specified in the programs. However, exams with regard to courses and practices held on field can take place on field and in extramural venues.
Article 25- Make-up Exams
(1) Students who cannot take the all type examinations on account of their excuses shall provide documentation in support of their excuses and apply to the Directorate of Student Affairs within one week following the date of the exam, together with a petition. Only commission medical report is acceptable as excuse for examinations.
(2) A make-up exam shall be given to students whose excuses have been accepted by the relevant Faculty Council within fifteen days after the final examinations are over. Following exception applies to the Faculty of Dentistry;
i. Students may take second attempt exams to pass from a course. Additionally, a student may take a third attempt exam in only one course of choice that he/she failed.
Article 26: Examination Method
(1) Examinations are generally in written form. However, the instructor of the course may decide to conduct the exam in the form of an oral exam, project or assignment on condition that s/he states it on the course information form (syllabus).
(2) Examinations are arranged and conducted by the examination committee of the faculty and instructors teaching the courses prepare questions for the exams. In the event that the responsible lecturer is not at the University on the exam day, by which the exam shall be supervised shall be determined by the head of the relevant department.
Article 27- Objections to Examination Results
A student may object to the result of a final examination by submitting a petition to the Directorate of Student Affairs within one week following the announcement of final grades. The objection is assessed by the relevant examination committee in terms of material mistakes and the application is finalized by the relevant Faculty Council upon a proposal by the board of the department offering the course in one week. Results are announced by Directorate of Student Affairs.
Article 28- Summer Term Training
The summer term training shall be carried out in accordance with the "Ishik University Regulations for Summer Term Training".
Graduation and Diploma
Article 29- Credit Values of Courses and ECTS application
(1) The credit value of a course consists of all of the weekly theoretical class hours plus half of the weekly class hours of practices, laboratories, projects and workshops. Numbers after the comma are rounded to the next whole number. ECTS credits which are a numerical value allocated to course units to describe the students workload required to complete them.
Article 30- Semester PA and Cumulative GPA
(1) A student's Semester Point Average is computed by multiplying the numerical grade received in each course by the number of credits offered for each course, then dividing by the total number of credit hours studied during the term. The digits following second digit after the comma in the division are rounded to two decimal places.
(2) A student's GPA is computed by multiplying the numerical grade received in each course by the number of credits offered for each course, then dividing by the total number of credit hours studied. However, only courses on the instructional program are considered when GPA is computed.
Article 31- Graduation and Diploma
(1) A student, who has been successful in all courses through pursuing the faculty's academic program, increased his/her grade point average to at least (2.00) and be deemed to have met the requirements of graduation by the relevant board decision, shall be awarded undergraduate diploma stating the name of the faculty/institute and if necessary the name of the department/program.
(2) Students entitled to a diploma shall deliver a non-affiliate document to be obtained from the relevant units to be able to receive their diplomas.
Article 32- Additional Examinations for Graduation
1) Students at the graduation stage who do not have any U or NA grades (excluding internship) but who have failed DC, DD or FF grades from a maximum of two courses are given the right to take an additional examination only once for a maximum of two courses from which they have received DC, DD or FF at the end of the relevant semester.
2) Additional examinations are given for courses from which they have received FF, DD and DC on the date determined by the department.
3) In order to meet graduation requirement, a student is permitted to exercise his right to take additional exams once during his/her education.
Miscellaneous and Final Decisions
Article 33- Reservation of Permissions and Rights
(1) The student can be granted a leave of absence at the most for 4 semesters, and two at once at the most, (on valid and acceptable reasons) subject to a decision by the Faculty Council provided that he/she applies at the latest within 30 days after the beginning of the academic year. The student has to pay one third of the tuition fees for each semester for which he/she has been granted a leave of absence.
(2) On account of epidemic, natural disasters, detention, economic reasons and imprisonment, such leave of absence can also be granted in mid-term, subject to a decision by the relevant Faculty Council. However, the tuition fee paid by students in these conditions is not refunded.
(3) In the event that a leave of absence is demanded on account of the reasons cited in Item (2), the student shall apply to the Directorate of Student Affairs within twenty days at the latest following the occurrence of such reason and prove it by documentary evidence. If the mentioned reasons continue, the extension of leave of absence is decided by the relevant faculty council.
(4) A student on a leave of absence during a semester cannot attend classes and take the final examinations of such semester.
(5) Leave of absences shall not be included within the whole duration of academic training on condition that it is stated in the decision of the Council.
(6) Students who do not register for a successive two years will lose all of their rights. Any student applying to attend classes within 2 years may be accepted by the faculty council only and the student shall be fined to the half amount of the annual tuition for each unregistered year.
Article 34- Leaving the University
Students wishing to leave the University at their own discretion shall apply in writing to the Student Affairs Directorate. Such students' registration shall be removed subject to the delivery by them of a non-affiliate document to be obtained from the relevant unit. Upon request by any such student, a document demonstrating academic status and diplomas and other documents submitted when registering shall be given back to the student, except that tuition fees paid until then are non-refundable.
Article 35- Course Exemption
(1) Following registration, students may ask exemption from some courses until the end of add-drop periods, subject to submitting a document demonstrative of their achievement in those courses during their previous higher education. The council of the relevant faculty may exempt such students from those courses if such council concludes upon assessment of the demand that they qualify.
(2) The council of the relevant faculty decides upon which semester the student should start and are to be subtracted from the maximum study time, and upon exempted courses while considering their total credits.
Article 36- Extra Courses
(1) Each additional course is indicated on the transcript. Only regarding the elective courses on the program, GPA is computed starting with the elective courses with highest grades, the rest is not considered.
(2) Starting from the elective courses with highest grades among passing additional courses of the program, necessary for graduation are computed, the rest is indicated as additional courses and fail courses are not indicated on the transcript.
Article 37- Associate Diploma
(1) Students who have achieved all courses of the first four semesters as well as the obligatory courses determined by the Ministry of Higher Education are granted an associate diploma of the relevant department, subject to having a grade point average of at least 2.00.
(2) Students may take additional examinations in line with the basis of Article (32) of this regulation.
Article 38- Scholarship-Holding Students
(1) Issues regarding scholarships to be granted to students are determined by the University Council. For a scholarship student enrolled at faculty/vocational school to continue receiving bursary for the following year;
a) Having no disciplinary records,
b) Study period should be completed within maximum 4 years not including preparatory class.
c) Fulfilling the requirements of attendance in Article 17 of these Regulations.
(2) Performance in contrary manner shall result in the abolition of the said status at the end of the relevant academic year.
Article 39- Execution
(1) The provisions herein are enforceable by the President of Ishik University.
Article 40: Validity
This regulation is in effect from in 2011-2012 Academic Year.