During the advising week and prior to the registration period, students meet with their academic advisors to plan their schedule for the coming semester according to their Program of Study (POS). Once the student identifies the courses she needs to take, she should complete the registration process through the Student Information System (SIS) during the registration period specified in the Academic Calendar and according to the student's year level priority announced by the Registration Unit. Upon closing the registration period of fall or spring semester, students are only allowed to register during the first week of classes and they are subject to pay a late registration fee of SR 1000 at the Accounting Department.
The Registration Unit is responsible for conducting the registration of the below students:
Students must maintain the following normal Semester Credits Hour (SCH) load of:
A student cannot register for more than 18 SCHs in a regular semester unless her Cumulative Grade Point Average (CGPA) is 4.50 or above. Approval for an overload will not be granted to any student with a CGPA lower than 4.50 unless justified. However, exceptions are made for students with a CGPA of 2.75 and who are enrolled for the last semester prior to graduation. In no case will a student be allowed to enroll for more than 21 SCHs. In addition to the standard University tuition fee, the student with a credit overload has to pay the cost of the extra credit hour(s) as per the University fee structure. During the registration period and until the last day of adding courses, the students may apply to overload credits through completing the "Overload Credits E-from" (available in the Petition System).
Students may add and drop courses according to the dates specified in the Academic Calendar through the Student Information System (SIS). Students must consult with their academic advisors before adding and dropping courses and maintain the SCH regular load.
Some courses offered under each academic program, may require pre-requisite or co-requisite course(s). Through the help of the academic advisor, students must ensure all pre-requisite or co-requisite course(s) are taken in the set order in the Program of Study (POS). Any exceptions regarding the waiver of a pre-requisite or co-requisite that is supported by the academic advisor must have a written justification and an approval from the Department Chair. Students can apply to waive a course pre-requisite or a co-requisite by completing the "Pre-requisite Waiving E-form" (available in the Petition System).
Students have the right to apply for registering in a closed section during the period announced by the Registration Unit. After clearing any conflict, pre-requisite, or load issues, students can apply to the waiting list for registering in a closed section through the Student Information System (SIS). If the waiting list application fails, students can apply for a petition during the allowed period by completing the "Registering in a Closed Section E-form" (available in the Petition System). Students are responsible to monitor the status of their application in both systems as applying only does not guarantee a successful registration in that section.
A student may repeat a course to remove a low grade or to meet graduation requirements after she gets the approval of her academic advisor and Department Chair and within the maximum time limit required for graduation. When a course is repeated, only the highest grade earned in the course will be counted when calculating the student's GPA. However, the old grade will appear on the transcript. If the student repeats a course, she is not allowed to apply for a grade of Incomplete "IC".
A student may repeat a course in which she obtained a grade of "D" or "D+" once by completing the "Repeat Passed Course" (available at the Registration Unit).
A student may repeat a failed course (a course in which she received a grade of "F", "NF" or "DN") twice, the registration for which should be completed through the Student Information System (SIS).
If a student fails a course 3 times, she has the following options:
Any student who decides to defer her study must complete the"Student Clearance Form" (available at the Registration Unit), discuss her reasons for deferral of study, and obtain the signature of the Dean of Students. Scholarship and financial aid students must obtain the approval of the Scholarship Office prior to the deferral process.
A student is permitted to defer her study before the end of the second week of classes of every semester. The student has the right to defer her study for three interrupted or consecutive semesters during her years of study. Taking into consideration that the active time frame of the deferral is one semester, the student must apply for each deferred semester separately. At the end of the deferred semester, the student must either rejoin the University in the semester that follows, or apply for another deferral of study, or withdraw from the University. The deferral of study semester will not be counted towards the Maximum Time Frame (MTF).
A student who fails to rejoin the University during the first two weeks of the semester, or fails to either apply for a deferral of study or a withdrawal from the University, will be disenrolled for that semester only. The student has the right to rejoin the University in the following semester.
The Registration Unit deactivates a student's record if she fails to rejoin the University after the disenrolled semester from which she has been dropped. However, she has the right to apply for a reactivation of record or readmission at a later stage.
A student who wishes to withdraw either from the semester in which she is currently enrolled or from the University must first discus the reason for withdrawal with the Dean of Students. If the student still wishes to withdraw, she must fill out the "Student Clearance Form" (available at the Registration Unit) and continue to attend classes until she gets all the required signatures on the Student Clearance Form and ensures that the withdrawal process in the Registration Unit has been completed. The students should inform, then, her course instructors and academic advisor of the withdrawal process and the final status. A student who stops attending classes without formal withdrawal will receive a "DN" grade or the so far earned grade for all her registered courses. If the student is a scholarship or financial aid student, she must obtain the approval from the Scholarship Unit prior to the withdrawal process.
A student has the right to withdraw only during the withdrawal period specified in the Academic Calendar for that semester. Upon the completion of the withdrawal process, the student must rejoin the University in the following semester. If the student fails to rejoin, she must either apply for a deferral of study or withdrawal from the University. Otherwise, she will be considered as disenrolled.
The following will be implemented if a student withdraws from the semester:
A student has the right to withdraw from the University prior, during, or after the withdrawal period specified in the Academic Calendar; however, the following consequences apply:
The Registration Unit will deactivate the record of students who permanently withdraw from the University. Students have the right to reactivate their records within four semesters.
Students whose records are deactivated have the right to apply for reactivation of records by completing the "Re-activation / Re- admission Form" (available at the Registration Unit) within four semesters starting from the deactivated semester until the first week of classes of the requested semester. Upon the approval of the Dean of Students, the student must pay a non-refundable reactivation fee of (SR 200 + VAT) at the Accounting Department. Students are allowed to reactivate their records only once. Students who were enrolled in another higher education institution and are applying for a reactivation must submit their transcripts. Upon reactivation of records, students will follow the Program of Study (POS) of their respective majors.
The following students do not have the right to apply for reactivation:
Students have to apply for readmission and not reactivation by completing the "Re-activation / Re- admission Form" (available at the Registration Unit) in the following cases:
Students who wish to apply for readmission must submit their application two weeks before the beginning of the requested semester. Upon the approval of the Dean of Students, applicants must pay a non-refundable application fee of (SR 500 +VAT) at the Accounting Department.
Applicants must meet the admission criteria in the requested readmission semester except for those who did not exceed the four semesters' time limit. Any related admission criteria are studied on a case-by-case basis.
Students who have received a disciplinary dismissal from Dar Al-Hekma University or from other higher education institutions, do not have the right to apply for readmission. The University has the right to reject a readmission application, if the student has been identified to have received a disciplinary dismissal.
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1. New Transfer Students
New transfer students must meet all the undergraduate admission criteria specified for freshmen applicants. Students transferring from other higher education institutions, where English is the medium of instruction, may not be required to take the English proficiency test upon entrance to Dar Al-Hekma University. Students who have successfully completed A-Level, IB or AP examinations are entitled to receive credits for the courses they passed. New transfer students can apply for transfer of credits by completing the"Transfer of Credits Request" (available at the Registration Unit).
2. Dar Al-Hekma Former Students Rejoining the University.
Former students who intend to re-join the University, have the right to apply for transfer of credits from other higher education institutions following their reactivation or readmission, and meeting the transfer of credits eligibility requirements.
3. Dar Al-Hekma University Students Visiting Other Higher Education Institutions During Their Years of Study.
Dar Al-Hekma University students visiting other higher education institutions during their years of study must obtain the approval of their respective Program Director prior to applying to the other higher education institution by completing the "Transfer of Credits Permission Form" (available at the Registration Unit). During the summer session, the University refrains from transferring credits for students who intend to visit other higher education institutions in Jeddah if the course in question is offered at Dar Al-Hekma University.
Transfer students must submit the following documents to the Registration Unit one week before the first day of classes of the semester at the latest:
Transfer students are eligible to transfer their credits upon fulfilling the requirements below:
The Registration Unit needs 10 to 15 working days to process any transfer of credits for any student. The transfer of credits process is conducted based on the following:
Dar Al-Hekma University allows students to transfer a maximum of 50% of the total credit hours required for their graduation at the University. Transfer students must complete at least 60% of their junior and senior year courses at Dar Al-Hekma University. No credits will be transferred if they exceed the Program of the Study (POS) requirements.
Initially, a student specifies the intended academic major on the Undergraduate Admission Application Form. However, the student has the right to change the major she applied to. The decision to change an academic major is a matter of great significance and should be pursued only after thoughtful deliberation. Students who change majors must meet all requirements of the new major. A change of major may consequently lead to a time extension beyond the typical eight semesters of academic study.
A student who wishes to change her major must first consult with the Counseling and Career Advising Office at the University to review the Professional Interest Test (PIT) results.
Students can apply to change their majors through completing the "Change of Major E-from" (available in the Petition System) within the time limit defined for a change of major. On the application the student should:
Upon the change of major, the student will be assigned a new academic advisor from within the new major.
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The following grading system is followed at Dar Al-Hekma University:
Equivalent to a numerical grade of 95-100% and indicates an outstanding achievement of distinction.
Equivalent to a numerical grade of 90-94% and indicates a superior achievement of distinction.
Equivalent to a numerical grade of 85-89% and indicates very good extensive achievement.
Equivalent to a numerical grade of 80-84 % and indicates good extensive achievement.
Equivalent to a numerical grade of 75-79% and indicates an above average achievement.
Equivalent to a numerical grade of 70-74% and indicates satisfactory achievement.
Equivalent to a numerical grade of 65-69% and indicates a high pass achievement.
Equivalent to a numerical grade of60-64 % and indicates minimal achievement.
Equivalent to a numerical grade of less than 60% and indicates inadequate achievement and the course must be repeated to secure credits.
Indicates that a student was administratively dropped from a course due to exceeding the allowed absence limit.
Is given only for research-based courses which require more than one semester for completion. Upon completion, the "IP" grade is replaced with the new earned grade.
Is given to students who completed a minimum of 60% of the course work requirements and passed them but are not able to take the final exam or complete the final project on the due date for a valid reason submitted ahead of time.
Is a temporary grade assigned to students who completed a minimum of 60% of the course work requirements and passed them but failed to attend the final exam or submit the final project on the due date and time without previous notice.
Indicates that the student withdrew from a course within the allowed period.
Is assigned for Pass/Fail-based courses and is equivalent to a numerical grade of 70% and above. A grade of "NP" is also assigned to courses transferred from other higher education institutions.
Is assigned for Pass/Fail-based courses only and is equivalent to a numerical grade of less than 70%.
D ar Al-Hekma University uses a five-point grade system for calculating the Grade Point Average (GPA). The GPA is calculated as the total number of grade points earned per credit hour divided by the total number of Semester Credit Hours (SCHs) attempted. Semester grade symbols have the following values:
The Cumulative Grade Point Average (CGPA) is the grade point average for all credit hours taken at the University. Only grades earned at Dar Al-Hekma University are used to calculate a student's GPA. Grades of transferred courses from other higher education institutions are not used to calculate a student's GPA at the University.
The grades of "IP," "IC," "AF", and "W" receive no quality points, and therefore, do not impact the calculation of CGPA. Dar Al-Hekma University considers these courses to be attempted, but not successfully completed, and therefore, will decrease the overall successful course completion percentage if given quality points. The grades of "NP" and "NF" are used for Pass/Fail-based courses and transfer credits ("NP" only) and bear no quality points, and therefore, do not influence the calculation of CGPA.
Dar Al-Hekma University follows the policies below in grading operations.
Course instructors must submit the final grades of a course to the Registration Unit within 48 hours of the final exam date. Course instructors who have a course with more than one section can submit the final grades of that course to the Registration Unit within 72 hours of the final exam date. The Registration Unit reviews the grades and posts them on the Student Information System (SIS) for the student view.
The allowed period to change a grade is during the semester following the course final exam date. During the allowed period, the course instructor has the right to change a grade of a student if the instructor provides a valid justification for the change approved by the respective Department Chair or Program Director and the Dean of School or the Provost. The course instructor must apply through the Petition System to change the grade of a student by completing a "Change of Grade E-form".
A student may withdraw from a course during the period specified in the Academic Calendar if she is having difficulty in the course; experiencing serious medical problems, not being able to develop the required skills to pass the course, or having other valid reasons. Such a decision needs to be discussed with the academic advisor. If the student wishes to withdraw a course, she must complete a "Course Withdrawal ("W" Grade) E-form" through the Petition System. A student who stops attending classes without formally withdrawing the course will receive a "DN" grade in that course. If the withdrawn course is required for the student's major, it may be repeated twice to receive a numerical grade. The student will be allowed to withdraw from the same course a maximum of two times.The following will be implemented if the student withdraws from a course:
A student has the right to apply for a grade of Incomplete "IC" if she is unable to take the final exam or submit the final project on the due date due to circumstances, including but not limited to, health problems or a death in the family. The student must apply for a grade of "IC" through completing the "Incomplete Request (IC Grade) E-Form" (available in the Petition System) before the due date of the final exam. During the application process, the student must upload the necessary documents to validate the reasons she claims for not being able to complete the course final requirement/s.
The course instructor assigns a grade of "IC" to the student if the following conditions are met:
The course instructor with the Department Chair/Program Director have the right to decline rescheduling a final exam for any student if the latter fails to provide valid reasons and supporting evidence.
A student who fails to officially apply for the grade of "IC" and misses a final exam, receives a grade of Absence Failure "AF". A student who fails to show up within one week of the missed final exam date and submit authentic documents to support her absence will receive the so far earned grade in that course. The instructor changes the grade of "AF" to "IC" and reschedules the final exam only for students who show up within the one week period with valid documents to support their absence.
A student who receives a grade of "IC" must deliver the incomplete work of the course within eight weeks after the initial final exam date for that course. If the student fails to deliver the work within the identified period, she receives the so far earned grade of the course. The instructor is rendered responsible for removing the "IC" grade through the "Removal of Incomplete Grade E-Form" (available in the Petition System) within eight weeks of the original final exam date. Any student who has an 'IC" grade on her transcript will not be able to graduate.
The President's Honor List is an official recognition of outstanding academic achievement. Students are placed on the President's Honor List upon fulfilling the following criteria:
The President's Honor List status is posted each semester on the student's transcript and is not removed unless the student subsequently fails to meet one of the above-mentioned criteria.
A student is considered in good academic standing if she maintains a Cumulative Grade Point Average (CGPA) of 2.75 or higher, which is the minimum CGPA required for graduation.
Academic probation is a serious warning that the quality of the student's work has not met Dar Al-Hekma University minimum standards and that the student's continued enrollment is in jeopardy. The University places the student on academic probation if she fails to maintain a CGPA of 2.75. During the probationary period, the student must raise her CGPA to the minimum accepted level, and therefore, she must:
A student cannot remain on academic probation for more than three consecutive semesters, and those who fail to demonstrate satisfactory progress at the end of the third semester will be dismissed from the University.
Dar Al-Hekma University dismisses a student on probation who fails to show satisfactory academic progress by the end of the third probationary semester. The University dismisses also any student on probation if it is proven mathematically impossible to reestablish satisfactory progress at any point during the probationary period. In addition, students who are deemed unable to successfully complete all program requirements prior to the expiration of the Maximum Time Frame (MTF) will be dismissed without benefiting from any probationary period.Dismissed students are allowed to apply for readmission to Dar Al-Hekma University under a different ID upon the approval of the Dean of Students. The applicant must comply with all published admissions requirements and demonstrate to the Dean of Students and the respective Program Director the ability and the determination to successfully resume her studies.
Students have the right to appeal to the Dean of Students when they have received a dismissal notification as a result of the application of the Standards of Satisfactory Academic Progress. A student who appeals must complete the "Dismissal Waving Request Form" (available at the Registration Unit) and provide evidence to prove her ability to maintain satisfactory academic progress during the remaining years of study. A student must provide solid evidence of any exceptional circumstances that negatively affected her academic performance. Students who successfully waves a dismissal notification for unsatisfactory academic performance will be considered on probation for the subsequent semester.
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A student is considered as expected to graduate in a semester if the total remaining Semester Credit Hours (SCHs) is less than 50 SCHs. Accordingly, students who are expected to graduate must complete a "Request for Graduation Form" (available at the Registration Unit). This form should be submitted to the Registration Unit one semester prior to the expected graduation semester and during the declaration of graduation period specified in the Academic Calendar. During that process, the student must arrange a meeting with her academic advisor to:
Expected graduates who apply within the specified period must pay a non-refundable graduation processing fee of (SR 500 +VAT)at the Accounting Department. Late submission of the "Request for Graduation Form" will incur an additional fee of (SR 100 + VAT) as per Dar Al-Hekma University fee structure.Students are rendered responsible for providing the AdmissionsUnit with a copy of their recent passport, for the student's name on the graduation certificate should match the student's name in the passport. If the student does not have a passport, she must provide any applicable official document such as the national identification form.
Students will graduate upon meeting all the following graduation requirements:
Failing to meet any of the graduation requirements leads to the suspension of the student's graduation. Students who do not attain a CGPA up to 2.75 or more, must repeat a number of "D" or "D+" courses to improve their CGPA. In addition, students who fail to graduate within the MTF of their Program of Study (POS) will be dismissed as per the academic probation and dismissal policy.
A student will graduate under the following status based on her CGPA:
Dar Al-Hekma University awards an honor status to students with CGPA between 4.25 – 5.00 only if they did not earn any grades of "F", "NF" or DN" during their study at the University as stated below:
Dar Al-Hekma University conducts one Commencement Ceremony annually during or towards the end of the spring semester. Students who have completed the graduation requirements are required to attend the Commencement Ceremony. Students who are left with a maximum of 7 SCHs to complete after the spring semester of a certain academic year and planning to finish in the summer session are permitted to join the Commencement Ceremony of that year as "Expected to Graduate" students. If a graduating student wishes to excuse herself from attending the Commencement Ceremony, she must obtain the approval of the Dean of the Students.
Graduation certificates are issued for students from the Registration Unit within 6-8 working weeks after the end of the semester provided that students have completed the"Graduation Clearance Form" (available at the Registration Unit). The graduation certificate is authenticated by the Ministry of Education (MOE).
If a student changes her name, or her certificate is damaged, lost or destroyed, she has the right to request a reissue of her graduation certificate. A student who would like to have a reissue of her graduation certificate must follow the steps below:
The Registration Unit must stamp the reissued certificate indicating that the certificate is reissued. A reissued certificate requires 6-8 working weeks to be processed.
All new students who registered at Dar Al-Hekma University have to pass by the Registration Unit in order to receive their registration packages upon payment at Accounting Department. These packages are prepared by the Registration Unit and provided to all new students only at their first semester in the University. This package contain:
Every new student is assigned a locker and issued a key by the Registration Unit during the registration period at the beginning of the semester. Students must return their locker keys when they graduate or officially withdraw from the University. If a locker key is lost, the student must immediately report the incident to the Registration Unit in order to obtain a replacement key. A fine of (SR 60 + VAT) (payable to the Accounting Department) will be charged for lost or damaged keys. Students are not allowed to make copies of locker keys.
Official letters such as Acknowledgment Letter, English Proficiency Letter, Graduation Acknowledgment Letter, and Certificate of Good Conduct are issued for students from the Registration Unit provided that students have paid a non-refundable of (SR 20 + VAT) for a letter and (SR 30 + VAT) for a transcript and (SR 50 + VAT) for a true copy of certificate at the Accounting Department and submit the receipt to the Registration Unit. Scholarship students must seek the approval of Scholarship Unit before issuing transcript.
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