Attendance policy

​Dar Al-Hekma is committed to providing all possible opportunities for students' success and welfare. Full attendance and engagement are essential for students to succeed academically, to benefit from the university's vibrant and friendly culture, and to acquire the essential sense of accountability necessary for lifelong success in both the professional and the personal domains. Therefore, students studying at Dar Al-Hekma University are expected to attend all scheduled classes (face-to-face, blended, and online), laboratories, studios, fieldwork, and tests.

Attendance and engagement also aid in identifying students who may be facing difficulties, enabling the university to intervene in an appropriate and timely manner to support the success and wellbeing of the students.

The university realizes that there may be circumstances when students face some difficulties that can affect their academic progress and ability to attend or engage in their studies. This policy is also aimed at supporting students with a focus on their wellbeing and academic progression.

Purpose:

This policy governs the rules, regulations, and procedures followed in dealing with students' noncompliance with attendance rules.

Scope:

2. Student Affairs Division

3. Students / Prospective Students

Policy Provisions

Expected Level of Attendance

• Students must attend all their scheduled classes including lectures, studios, laboratory sessions, and internship or practicum-related sessions, whether they are face-to-face, blended, or online. Synchronous online attendance through virtual classes is considered equivalent to regular attendance and is subject to all its rules and regulations.

• Students must attend all their tests and assessments in all courses and modules.

• Students must arrive to class (or sign in to the online session) on time. Any incidents of a late arrival will be treated as follows:

2.Expected Students' General Behaviors and Engagement

• Students are expected to attend all sessions of the courses in which they are enrolled, come prepared to class, and be active participants in both group work and in their own individual learning experiences.

• Students must interact with their instructor, answer questions and be ready to participate in class and peer activities, as described in the Course Syllabus, during the designated class time or at other times specified by the instructor.

3.Recording and MonitoringAttendance

• Attendance will be monitored in all tutorials, practicums, and assessments. Faculty members keep the record of attendance for each student in the Student Information System (SIS).

• Attendance of all students will be recorded according to the students' lists on the Student Information System (SIS).

4.Student's Responsibility / Faculty's Responsibility in Cases of Students' Absence

• Students registering late are expected to make up for all missed assignments as advised by the course instructor.
  

• Students are responsible for work missed during their absence. The course instructor is not obliged to repeat a lecture, or any coursework missed by a student due to her /his absence.
  

• Any graded classwork counted towards participation will not be repeated for a student who has been absent, and this includes excused absence cases unless authorized by the faculty member.
  

• Faculty members will explain the attendance policy, which is stated in the course syllabus, and clarify it to the students during the first class meeting.
  

5.Consequences of poorAttendance andEngagement

Issuing of Absence Warnings and DN grades

Attendance is not allocated to any grades. It is recorded to ensure that a "DN" (denial from the final exam) grade is issued fairly and in due time.

Any absence exceeding 25% will warrant a DN (denial of entering the final exam). Students, their instructor, and academic advisor will receive three Absence Warning emails issued automatically from the Student Information System (SIS) specifying the percentage of absences recorded to date according to the following order:

• When the third absence warning is issued, the following consequences will take place:

• The academic advisor and department chair will be notified automatically.

• The student will receive a message notifying her/him that she/he is NOT allowed to attend neither the class nor the final exam.

• The instructor will issue the student a DN, and the form will be sent to the Registration Unit.

• The Absence Warning email, sent by the SIS, will be effective as soon as it is issued.

• It is the students' responsibility to read their emails and get all updates about their academic performance, including Absence Warning notes.

• A student who exceeds 25% of absences (or the equivalent) may withdraw from the course before the DN is issued and before the last day of withdrawal specified in the academic calendar. A student who withdraws will receive a "W" on the transcript, which does not impact her/his GPA.

• Any student who stops attending classes without completing the withdrawal process will receive a DN, or the so-far-earned grade.

• A faculty member will assign a grade of DN using the "Assign DN Grade E-Form".

• The Registration Unit will post a DN list on the Bulletin Boards two weeks before the final examination period.

• A DN grade in any course will be computed into the student's GPA as an "F" grade for the course.

The DN Appeal

A student who receives a DN grade has the right to appeal to the Dean of Students.

• The student who intends to appeal a DN grade, must submit an Appeal Request together with all the relevant supporting documents through the petition system within 2 weeks before the final examination. The Dean of Students will verify the student's case with the Program Director/Department Chair, and the academic advisor, and will make the decision of approving/disapproving the case.

1. If the appeal is approved, the student will be allowed to, either:

• take the final exam, or

• withdraw from the course.

• Upon the approval of the petition, a notification e-mail will be sent to the student, the academic advisor, the program director, and the instructor concerned.

• If a student continues to be absent after the designated date for the submission of students' Attendance Records, the student loses her/his right to appeal.

• The Office of the Dean of Students must notify the concerned course instructor, academic advisor, and the Department Chair or Program Director about any student appealing a DN grade.

• Students' Non-attendance

• Not attending a course does not constitute an official drop. Students must follow the official channels to process the drop or withdrawal through the SIS.

• Disappearing from a course will subject students to earning failing grades which will considerably lower their GPA.

• If a student disappears, misses classes and academically related engagements, or if she/he fails to respond to university emails or calls, and disappears without dire reasons, and without obtaining the university's written approval (for more than one month), she/he may be asked to drop the semester.

6.Different cases of absences

Excused absences

• Excused absences are given for legitimate reasons and should be approved by the faculty member and the Department Chair.

• This type of absence obligates the student to make up any work done for a grade during the class period(s) missed. It does not exempt the student from submitting the assignment for the missed period, nor from the responsibility for the subject matter covered during her/his absence.

• Whenever possible, the student should inform the instructor prior to her/his absence date(s) and duration, and be ready to turn in assignments, and arrange to make up for classroom work that is going to be missed. If the student delays in attending to this matter, her/his excuse may be nullified.

• The Dean of Students has the right to grant an excused absence for the following reasons:

a.Death in the family:

• A student has the right to take three (3) days of excused absence in case of the death of an immediate family member: father, mother, sister, brother, husband, son, daughter, grandparents, and parents-in-law.

• In case of the death of a student's husband, the student has the option to withdraw for a semester, or apply for the deferral of study to take the "Iddah"leave that comprises a 4-month- period according to the Islamic sharia.

• A student must submit the death certificate of the family member within a period of a maximum of one week from the date of the incident.

• Any student facing extreme stress – resulting from the death of a first-degree relative - can ask for further assistance from the Dean of Students' office for referral to counseling who could attest if the case needs further accommodation.

b.Critical illness of a student or of an immediate family member, or other extreme personal emergencies.Relevant documents must be submitted, and approved, to validate this excuse. When possible, the student is expected to notify the Student Affairs Office on the morning of the absence, and present evidence or a report authenticating the reason for absence upon her/his return to the university.

c.Getting sick during university hours: If a student leaves the university during the day with an approved sick note from the University Health Centre physician/nurses, that day will not be counted as an absence and will not be counted within the 25% absence limit.

d.Maternity leave:

A pregnant student expecting to deliver within 2 weeks of the final exams has the choice of:

• taking the exam on time, or

• receiving an Incomplete grade (IC). This has to be requested by the student and supported with a medical report from an authorized physician specifying the expected date of delivery.

• A valid medical report / or sick notice, signed and stamped by the issuing authority (Make sure that this authority is approved by the University Health Center.)

• The relevant invoice/receipt.

• Submit the reports and sick leave application within a period of a maximum of one (1) week in regular days and three (3) days during the examination period.

• Make sure that the Health Centre approves and signs the reports to validate them. If there are any issues concerning the reports, the Health Centre Physician/Nurses can ask the student to get further clarification or supporting documents from the treating doctor or hospital.

• Complete the class attendance form and submit it to the Health Centre at the University.

• Show the original copy of the sick leave and the approved medical report to all concerned instructors and the academic advisor.

• Submit a copy of the approved medical report to the Office of the Dean of Students (only for the absences during the midterm and final exams).

• Make sure that the absences do NOT exceed 25% of all scheduled classes of any course.

Authorized (pre-approved) absences:

6.12Participation in university-approved activity or field trip:To be valid, this absence must be authorized by a faculty member. All affected instructors must be notified and their approval will be noted in writing on the Instructor's Permission Form at least one week prior to the student's absence. It is the responsibility of the student to make sure that her instructors are informed. A student is responsible to follow up with her instructors regarding making up for any missed exams, quizzes, or any other class assignments.

6.13 Appointment with governmental/official bodies:such as the police, the court, etc., which cannot be arranged after university hours. In order to be accepted, the student must present a valid document supporting the reason for absence with her name and the date(s) of the absence.

6.14Extended illness, a necessary surgical operation, or a health condition (not chronic):If a student is confined to home or hospital for an extended period (more than one week), she/he / or her/his legal guardian(s) must notify the Office of the Dean of Students about the case, providing all necessary documentation. If the student is unable to do her/his assigned work, or if there are major requirements of a particular course which cannot be accomplished outside of class, the student may be required to take an incomplete or withdraw from the course(s).

Unexcused Absences

• An unexcused absence is defined as an absence that is not covered by one of the foregoing exceptions. Each unexcused absence shall be documented on the student's record and will be counted towards the absence percentage leading to a DN.

• Please note that all cosmetic procedures/operations/interventions (face, body, hair, and teeth) are NOT treated as urgent; any absences related to these procedures will not be accommodated.

• Students are expected to manage circumstances in their lives in conjunction with their studies as they have made an informed decision to pursue an academic degree with all the dedication and hard work involved. Therefore, not every stressful event can be deemed as worthy of an excused absence. The following examples reflect cases that can be highly stressful but will NOT be considered mitigating circumstances worthy of exceptions:

• Employment.

• Financial difficulties.

• Personal travel and delays due to personal travel.

• Ongoing caring responsibilities of family members/dependents.

• Planned medical appointments that can be scheduled outside academic hours.

• Out-dated medical evidence/circumstances outside the relevant assessment period.

• Poor time management.

Marriage of a student

As students are NOT entitled to a marriage absence leave, they are advised to plan their wedding during the University's official breaks mentioned on the academic calendar. Any absence for this reason will fall within the 25% absence limit.

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