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​Graduate Registration

Explore registration policies, procedures, information and other services for Graduate students.




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Course Registration

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 students identifies the courses they need to take, they should complete the registration process through the Student Information System (SIS) during the registration period specified in the Academic Calendar, and according to the level of priority announced by the Registration Unit.

Upon closing the registration period of fall or spring semester, students are allowed to register only during the first day of classes. Accordingly, a late registration fee of (SR 1000 + VAT) will be charged.

The Registration Unit is responsible for conducting the registration process of the following categories of students:

  1. New students.
  2. Returning students who are placed in the pre-master program.
  3. Returning students who completed the pre-master program and were promoted to the first year of the master program.​
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Course Load

All students must maintain the course load and register the Semester Credit Hours (SCH) as follows:

Semester Credit Hours (SCH) Status

9 - 3 SCH

Students in the Master of Education Leadership program

6 - 13 SCH

Students in other programs

1 - 6 SCH

Summer session


Students have the right to register from 14 to 16 SCH in a regular semester if their Cumulative Grade Point Average (CGPA) is 4.50 or above. During the period announced by the Registration Unit, the students may apply to have overload credits by completing the "Course Overload E-From (available in the Petition System).

Add and Drop Courses

Students must first consult with their academic advisors before adding and dropping courses and they should maintain the required course load during this process. Adding and dropping courses will be done through the Student Information System (SIS)according to the dates specified in theAcademic Calendar.

Prerequisites and Co-requisites Waiving

Some courses may require pre-requisite or co-requisite courses. Through the help of the academic advisor, students must ensure all pre-requisite or co-requisite course(s) are taken in the same sequence as in the POS. Any exceptions regarding the waiver of a pre-requisite or a 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).

Repeating Courses

Students may repeat a course to remove the effect of a low grade or to meet graduation requirements, 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.

Repeating a Passed Course

A student may repeat once a course in which she obtained a grade of "C" or "C+" by completing the "Repeat Passed Course Form" (available at the Registration Unit) and obtaining the approval of the academic advisor and Department Chair.

Repeating a Failed Course

Students may repeat a failed course (a course in which they received a grade of "F", "NF" or "DN") only once within two semesters, the registration for which should be completed through the Student Information System (SIS). Students who fail a course twice are ineligible to continue the program, and their record will be deactivated accordingly.

Deferral of Study

Students who decide to defer their study must apply for a petition during the deferral of study period specified in the Academic Calendar. The student is required to complete the "Student Clearance E-Form" (available in the Petition System), discuss her reasons for deferral of study, and obtain the approval of the Dean of Students. Scholarship and financial aid students must obtain the approval of the Scholarship Unit before applying for a deferral of study.

Students who completed one semester at Dar Al-Hekma University are permitted to defer their study before the first day of classes of every semester. Students have the right to defer their study for two interrupted or consecutive semesters during their 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, students must either rejoin the University in the semester that follows, apply for another deferral of study, or withdraw from the University. Otherwise, they will be considered disenrolled. The deferral of study semester will not be counted towards the Maximum Time Frame (MTF).

Disenrollment

Students who fail to rejoin the University after the first day of classes 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 the students' record if they fail to rejoin the University after the disenrolled semester. However, they have the right to apply for a reactivation of record or readmission at a later stage.

Semester or University Withdrawal

Students who decide to withdraw from a semester or from the University must apply for a petition during the withdrawal period specified in the Academic Calendar. The student is required to complete the "Student Clearance E-Form" (available in the Petition System ), discuss the reasons for the withdrawal, and obtain the approval of the Dean of Students. Scholarship and financial aid students must obtain the approval of the Scholarship Unit before applying for the withdrawal.

Students who wish to withdraw either from a semester or from the University must continue to attend classes until they get all the required approvals on the "Student Clearance E-Form" and ensure that the withdrawal process in the Registration Unit has been completed. Students should, then, inform their course instructors and academic advisors of the withdrawal process and its final status. Students who stop attending classes without formal withdrawal will receive a "DN" grade or the so- far- earned grade for all the registered courses.

Withdrawal from a Semester

Students have the right to withdraw only during the withdrawal period specified in the Academic Calendarfor that semester. Upon the completion of the withdrawal process, the students must rejoin the University in the following semester. If the students fail to rejoin in the first day of classes, they must either apply for a deferral of study or withdrawal from the University. Otherwise, they will be considered as disenrolled.

The following will be implemented in case of withdrawal from a semester:

  1. The student will receive a grade of "W" for all the registered courses.
  2. The semester will be counted towards the MTF.

Withdrawal from the University

Students have the right to withdraw from the University prior, during, or after the withdrawal period specified in the Academic Calendar; however, the following consequences apply:

  1. Prior to the withdrawal period: The Registration Unit will drop all of the student's courses.
  2. During the withdrawal period: the Registration Unit will assign a "W" grade to all the student's courses, and the semester from which the student withdrew will be counted towards the MTF. The withdrawal from the University will be effectively on the student's record the following semester.
  3. After the withdrawal period: the student will receive a grade of "DN", based on the attendance record, or the so-far-earned grade for each course. The withdrawal from the University will be effectively be on the student's record from the following semester.

The Registration Unit will deactivate the record of the students who permanently withdraw from the University. Students have the right to reactivate their records within six semesters.

Reactivation of Student Record

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 six semesters starting from the deactivated semester until the first day 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 university and are applying for a reactivation must submit the transcript of records from the other university. Upon reactivation of records, students will follow the active Program of Study (POS) of their respective majors.

The following students do not have the right to apply for reactivation:

  1. Those who have academic or disciplinary dismissal from Dar Al-Hekma University.
  2. Those who have disciplinary dismissal from other universities. The University has the right to cancel a reactivation application, if the student has been identified to have received a disciplinary dismissal.

Readmission to the University

In the cases below, students have to apply for readmission and not reactivation by completing the "Re-activation / Re-admission Form" (available at the Registration Unit):

  1. If the application date is six semesters past the deactivated semester.
  2. If the applicant exceeded the reactivation attempt allowed.
  3. If the applicant had an academic dismissal.

Students who wish to apply for readmission must submit their application one week 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 1000 + VAT) at the Accounting Department.

Applicants must meet the admission criteria in the requested readmission semester except for those who did not exceed the six 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 universities, do not have the right to apply for readmission. The University has the right to cancel a readmission application, if the student has been identified to have received a disciplinary dismissal.


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Transfer from Other Universities to Dar Al-Hekma University

Categories of Transfer Students

1. New Transfer Students:

New transfer students must meet all the graduate admission criteria specified for new applicants. Students transferring from other universities, where English is the medium of instruction, may not be required to take the English proficiency test upon entrance to Dar Al-Hekma University.

2. Dar Al-Hekma Former Students Rejoining the University:

Former students, who intend to re-join the University after their records are reactivated or after being readmitted, have the right to apply for transfer of credits from other universities if they meet the transfer of credits eligibility requirements.

3. Dar Al-Hekma University Students Visiting Other Higher Education Institutions During Their Years of Study:

Students visiting other universities during their years of study at Dar Al-Hekma University must obtain the approval of their respective Department Chair prior to applying to the other university 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 Universities in Jeddah if the course in question is offered at Dar Al-Hekma University.

Required Documents

Transfer students must submit the following documents to the Registration Unit or send it to the email: transfer@dah.edu.sa one week before the first day of classes of the semester at the latest:

  1. An official transcript from the university they are transferring from.
  2. A detailed description of all the courses taken in the other university.

Eligibility Requirements

Transfer students are eligible to transfer their credits upon fulfilling the requirements below:

  1. The university from which the student is transferring must be recognized by the Ministry of Education (MOE). Please visit the Ministry's Website.
  2. The Cumulative Grade Point Average (CGPA) must be equivalent to "B" or above during the last semester in the previous university.
  3. Transfer students must not have been dismissed from the previous university for disciplinary reasons.

Processing Transfer of Credits

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:

  1. The course should have been completed within the three years preceding the application of transfer of credits. Courses older than three years are considered on a case-by-case basis.
  2. The course is not completed through correspondence and/or distance learning.
  3. The grade earned for a course studied at other university must be “B” (equivalent to 80%) or higher.
  4. The course must match 80% of the content of a similar course offered at Dar Al-Hekma University.
  5. No grade points are earned for the transferred courses. The Registration Unit considers the credits taken for the transferred courses only and designates the grade of “No grade – Pass” (NP) for each transferred course.

Limitation on the Number of Credits Allowed to be Transferred from Other Universities

Dar Al-Hekma University allows students to transfer a maximum of 30% of the total credit hours required for their graduation at the University. No credits will be transferred if they exceed the Program of the Study (POS) requirements.

Change of Major

Initially, students specify the intended academic major or track on the Graduate Admission Application and later the students have the right to change the major they applied to. However, 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 or track may consequently lead to a time extension beyond the typical semesters of academic study.

Students can apply to change their majors by completing the "Change of Major E-from" (available in the Petition System) within the change of major period specified in the Academic Calendar. On the application, the students should:

  1. Explain the reason for changing the major.
  2. Consider the completed courses that will not be counted towards graduation.
  3. Verify the need to withdraw courses that will not be counted towards the new major and, hence, graduation. The withdrawal from these courses must be completed before the deadline specified in the Academic Calendar while taking into consideration the semester minimum course load.

Upon the change of major, a new academic advisor will be assigned from within the new major.


Grading System

The following grading system is followed at Dar Al-Hekma University:

Grades Symbol and Definition

  • A+: Exceptional
    Equivalent to a numerical grade of 95-100% and indicates an outstanding achievement of distinction.
  • A: Excellent
    Equivalent to a numerical grade of 90-94% and indicates a superior achievement of distinction.
  • B+: Very Good
    Equivalent to a numerical grade of 85-89% and indicates very good extensive achievement.
  • B: Good
    Equivalent to a numerical grade of 80-84 % and indicates good extensive achievement.
  • C+: Above Average
    Equivalent to a numerical grade of 75-79% and indicates an above average achievement.
  • C: Average
    Equivalent to a numerical grade of 70-74% and indicates satisfactory achievement.
  • F: Fail
    Equivalent to a numerical grade of less than 70% and indicates inadequate achievement and the course must be repeated to secure credits.
  • DN: Denial
    Indicates that a student was administratively dropped from a course due to exceeding the allowed absence limit.
  • IP: In Progress
    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.
  • IC: Incomplete
    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.
  • AF: Absence Failure
    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.
  • W: Withdrawal
    Indicates that the student withdrew from a course within the allowed period for withdrawal.
  • NP: No grade – Pass
    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 universities.
  • NF: No grade – Fail
    Is assigned for Pass/Fail-based courses only and is equivalent to a numerical grade of less than 70%.

Grade Point Average

Dar Al-Hekma University uses a five-point grade system for calculating the Grade Point Average (GPA) and adopts the following equivalent grade points for each grade symbol:

  • A+ = 5.00 points
  • A = 4.75 points
  • B+ = 4.50 points
  • B = 4.00 points
  • C+ = 3.50 points
  • C = 3.00 points
  • F or DN = 1.00 point

Semester Grade Point Average

The Semester Grade Point Average (SGPA) is calculated as the total number of grade points earned per credit hour divided by the total credit hours in a semester.

Cumulative Grade Point Average

The Cumulative Grade Point Average (CGPA) is calculated as the total number of grade points earned per credit hour divided by the total credit hours in all the courses taken at Dar Al-Hekma University. The grades of transferred courses from other universities are not used to calculate the CGPA.

The grade of "NP" does not receive grade points, and therefore, does not affect the GPA calculation. While the grades of "IP," "IC," and "AF" receive no grade points and not impact the calculation of CGPA. Dar Al-Hekma University considers the credits in which these grades are received to be attempted, but not successfully completed, and therefore, will decrease the overall successful course completion percentage until given grade points.

The grades of "NF" and "W" bear no grade points, and therefore, do not influence the calculation of CGPA. In this case, the University considers the credits in which these grades are received to be attempted, but not successfully completed, and therefore, will decrease the overall successful course completion percentage.


GPA Calculator

Grading Operations

Dar Al-Hekma University follows the policies below in grading operations.

Grade Submission

The final grades of a course are posted on the on the Student Information System (SIS) for the student view within a maxim period of 5 working days from the course final exam date.

Changing of a Grade

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 and the Dean of School.

Withdrawal from a Course

Students may withdraw from a course during the period specified in the Academic Calendar if they are 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 while taking into consideration that a minimum course load of 6 Semester Credit Hours (SCH) must be maintained after withdrawal. The student will be allowed to withdraw from the same course only once.

Students who wish to withdraw from a course must complete a "Course Withdrawal E-form" (available in the Petition System).

If students stop attending classes without officially withdrawing from the course, they will receive a "DN" grade in that course.

The following will be implemented in case of course withdrawal:

  1. A grade of "W" will be received, which is not calculated towards the GPA.
  2. The credit hours from a withdrawn course are counted as attempted (but not earned) when calculating the minimum completion rate of 67% in order to graduate within the Maximum Time Frame (MTF).

Incomplete Grade ("IC" Grade)

Application for an Incomplete Grade

Students have the right to apply for a grade of Incomplete "IC" in a course if they are 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. In this case, the students must complete the "Request for Incomplete Grade) E-Form" (available in the Petition System) before the due date of the final exam. During the application process, the students must upload the necessary documents to validate the reason for not completing the course final requirement.

The course instructor assigns a grade of "IC" to the student if the following conditions are met:

  1. Successfully completing a minimum of 60% of the course work requirements.
  2. Providing enough documents that support the application.

The course instructor and the Department Chair have the right to decline rescheduling the final exam if a valid reason and supporting evidence are not provided.

Students who miss a final exam and fail to officially apply for the grade of "IC", receive a grade of Absence Failure "AF". Students who fail to show up within one week of the missed final exam date and submit authentic documents to support the absence will receive the so far earned grade in that course. If the students show up within the one-week period with valid document to support the absence, the instructor will change the grade of "AF" to "IC" and reschedules the final exam.

Removal of an Incomplete Grade ("IC")

Students who receive a grade of "IC" must deliver the incomplete work of the course within 4 weeks after the initial final exam date for that course. If the students fail to submit the work within the identified period, they receive the so far earned grade of the course. Students who have an 'IC" grade on their transcript will not be able to graduate.


​Good Academic Standing

Students are considered in good academic standing if they maintain a Cumulative Grade Point Average (CGPA) of 3.75 or higher, which is the minimum CGPA required for graduation.

Academic Probation

Dar Al-Hekma University places students on academic probation if their work does not meet the University minimum standards and they do not succeed in maintaining a minimum CGPA of 3.75.  During the probationary period, students must raise the CGPA to the minimum accepted level, and therefore, they must:

  1. Repeat major requirement courses that she has failed with an "F" or “DN" grades. The academic advisor has the right to ask the students on academic probation to repeat courses of "C" or "C+" grades to help improve their CGPA.
  2. Follow up with the academic advisors on their performance and academic load.

Students cannot remain on academic probation for more than one semester, and those who fail to demonstrate satisfactory academic progress at the end of the probationary semester will be dismissed from the University.

Academic Dismissal

Dar Al-Hekma University dismisses students on probation who fail to show satisfactory academic progress by the end of the probationary semester. The University also dismisses students on probation if it is proven that it is mathematically impossible to reestablish a 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) of eight semesters 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 University President. The applicants must comply with all the published admissions requirements and demonstrate to the Dean of Students and the respective Dean of School the ability and the determination to successfully resume their studies.

Appeal for Dismissal

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 policy. Students who appeal must complete the "Dismissal Waving Request Form" (available at the Registration Unit) and provide evidences to prove their ability to maintain satisfactory academic progress during the remaining years of study. Students must provide solid evidence of any exceptional circumstances that negatively affected their academic performance. Students who successfully waive an academic dismissal notification will be considered on probation for the subsequent semester.


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Application for Graduation

Students are considered expected to graduate in a semester if the total remaining Semester Credit Hours (SCH) is less than 21 SCH. Accordingly, students who are expected to graduate must complete a Request for Graduation E-Form" (available in the Petition System). 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 students must arrange a meeting with the academic advisor to:

  1. Review the graduation requirements, including the remaining courses and credit hours as per the Program of Study (POS), Cumulative Grade Point Average (CGPA) and the Maximum Time Frame (MTF).
  2. Plan the distribution of the remaining courses over the expected graduation semester (i.e. courses to be taken in the current semester, the expected graduation semester and the summer session, if applicable).
  3. Confirm the eligibility to graduate in the expected graduation semester.

Expected graduates who apply within the specified period must pay a non-refundable graduation processing fee of (SR 500 + VAT) at the Accounting Department. Any delay in the payment or in the submission of the form will incur an additional fee of (SR 100 + VAT) as per Dar Al-Hekma University fee structure.

Students are rendered responsible for providing a copy of their recent passport to the Admission Unit, for the student's name on the graduation certificate should match the student's name in the passport. If students do not have a passport, they must provide any applicable official document such as the national identification or Iqama.

Graduation Requirements

Students will graduate upon meeting all the following graduation requirements:

  1. A complete application for the graduation process;
  2. A minimum CGPA of 3.75;
  3. Graduation within the MTF;
  4. A successful completion of all the courses and credit hours as specified in the POS.

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 3.75 or more, must repeat several "C" or "C+" courses to improve their CGPA. In addition, students who fail to graduate within the MTF of their POS will be dismissed as per the academic probation and dismissal policy.

Graduation Status

Students will graduate under the following status based on their CGPA:

  • Excellent: 4.50 – 5.00
  • Very Good: 3.75 – 4.49

Graduation with Honor

Dar Al-Hekma University awards an honor status to students with CGPA between 4.80 – 5.00 only if they did not earn any grades of "F", "NF" or DN" during their study at the University.

  • Excellent with Honor: 4.80 – 5.00
  • Excellent: 4.50 – 4.79
  • Very Good: 3.75 – 4.49

Commencement

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 6 SCH to complete during the summer session of a certain academic year are permitted to join the Commencement Ceremony of that year as Expected-to-Graduate students. 

If graduating students wish to excuse themselves from attending the Commencement Ceremony, they must obtain the approval of the Dean of the Students.

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Issuing and Reissuing Graduation Certificates

Graduation certificates are issued for students from the Registration Unit within 6-8 working weeks after the end of the semester. Students must apply for a "Graduation Clearance E-Form" (available in the Petition System) in order to receive their certificate.

If a student changes her name, or her certificate is damaged, lost or destroyed, they have 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:

  1. Submit the original certificate to the Registration Unit in case her name is changed, or her graduation certificate is damaged;
  2. Bring her identification with a copy of the passport;
  3. Complete a "Request to Reissue Graduation Certificate Form​" (available at the Registration Unit);
  4. Pay a non-refundable fee of (SR 250 + VAT) at the Accounting Department.

A reissued certificate requires 6-8 working weeks to be processed.

The Academic Calendar

The academic calendar lists the major dates of the academic year such as: semesters' dates, exam weeks and official breaks. It also specifies the deadlines of important registration procedures, such as course registration, withdrawal and reactivation of records. The Registration Unit announces the approved academic calendar before the beginning of the academic year and publishes it on the DAH website. However, the academic calendar is subject to change without prior notice, and all students are responsible for checking the calendar on a regular basis.

Click here to access the Academic Calendar.

Issuing Official Letters, Transcripts and True Copy of Certificate

The Registration Unit issues official letters and documents such as a Student Acknowledgment Letter, University Acknowledgement Letter, Graduation Acknowledgment Letter, Certificate of Good Conduct, transcripts and true copies of the graduation certificate for none refundable fees as follows: 

  1. Any type of letter: SR 20 + VAT
  2. A transcript: SR 30 + VAT
  3. A true copy of a cretificate: SR 50 + VAT

Students have to pay at the Accounting Department to receive any of the above and submit the receipt to the Registration Unit. Scholarship students must seek the approval of the Scholarship Unit before filing a request for issuing transcripts.

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Title Download
Change of Track Request Form Change of Track Request Form
Delegation Delegation
Dismissal Waiving Request Form Dismissal Waiving Request Form
Re-Admission, Re-Activation Re-Admission, Re-Activation
Repeat Passed Course Repeat Passed Course
Request to Reissue Graduation Certificate Request to Reissue Graduation Certificate
Transfer of Credits Permission Transfer of Credits Permission
Transfer of Credits Request Transfer of Credits Request

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