Deanship of Graduate Studies

CHAPTER 5: ADMISSION AND REGISTRATION

Article(12)

The University Board determines the number of students to be admitted each year for the graduate studies as per the recommendations of the Council of the Deanship of Graduate Studies and suggestions by Department and College Councils.

 

Article (13)

For Admission to the Graduate Studies, the following general requirements should be satisfied:

1.      The applicant must be a Saudi national or must have an official scholarship to the Graduate Studies (for non-Saudis);

2.      The applicant must have a university degree from a Saudi university or from another recognized university;

3.      He/she must have a record of good behavior and be medically fit.

4.       Recommendation letters should be submitted from two of his/her former professors; a no-objection letter from his/her employer is required, if the applicant is willing; and

5.      Applicants for doctoral programs must enroll on a full-time basis.

6.      The basis in Ph.D. programs is that the student should be a full-time student. However, the University Board can decide exception from this requirement whenever it is inevitable.

The Board of each university can add any other general requirements as necessary.

 

Article (14)

Admission to a postgraduate diploma requires an undergraduate performance of not less than ‘good’ (C grade).

 

Article (15)

Admission to a master’s degree program requires a minimum overall undergraduate performance of ‘very good’ (B). However, the Council of the Deanship of Graduate Studies can waive this condition for ‘upper good (C+). Also the Council of Deanship of Graduate Studies can waive this condition for Good (C) as per recommendation of the Department Council and the support of the College Council in some programs which are nominated and identified by the University Board, given that the undergraduate major GPA is not less than ‘very good’ (B). The Council of the Deanship of Graduate Studies can add other requirements as per the recommendations of the Department Council and the support of the College Council. 

Article (16)

Admission to a Doctoral degree program requires a minimum overall performance of at least ‘very good’ (B) in the master’s degree program if this degree is from a university with a letter-grading system. The Council of the Deanship of Graduate Studies may add other necessary admission requirements as per the recommendation of the Department Council and the support of the College Council.

 

Article (16-1)

After fulfillment of all acceptance conditions mentioned in Articles 13, 14, 15 and 16 of the Unified Regulation, the candidate can apply to the DGSC within the identified acceptance period which will be proclaimed according to the fixed schedule and every candidate should bring:

1.      An authorized copy of his graduation document.

2.      An authorized copy of degrees record.

3.      Two academic recommendations from two of the staff members who had taught him.

4.      A copy of the identity card.

5.      Four passport photos (4 x 3)

6.      Good testimonial certifying honest conduct

7.      Totally filled Application Form, in Arabic and English.

8.      Approval of the employer, or a written promise to bring forward the approval if he has been employed after been accepted for graduate studies.

9.      To fulfill the required level in TOEFL exam (or in an equivalent exam acceptable to KAU.) except those candidates whose certificates are issued from English-speaking countries such as the UK, the USA, Australia, etc.

 

Article (16-2)

Non-Saudi Candidate should fulfill all requirements mentioned in Article (16-1) and, in addition, he has to bring:

1.      The official letter for the scholarship

2.      A copy of valid passport

3.      All papers and documents (except passport and application form) should be  authorized by Saudi officials or by Saudi embassy in the candidate’s country residence.

 

Article (16-3)

1.      When all requirements and conditions mentioned in the Unified Regulation are fulfilled, the DGSC sends the academic file to the college which sends it to the department concerned, to calculate the cumulative GPA in the undergraduate majors, only for those with ‘upper good,’ and to confirm that the candidate has scored ‘very good’ in the major, so his name is added to the list of competitors (to be one of those who will study the program). Giving that every department should make a list of courses usually been counted in the cumulative GPA, they will send a copy of this list to the DGSC, and also any modifications for those courses in the list, for follow up.

2.      The candidate who applies to study in a field other than his original field, or who is accepted or transferred from another university, the courses to be counted in his cumulative GPA should be identified, according to the rules decided as special implementing rules for the college.

3.      After counting the cumulative GPA, the college starts to proceed the written or oral tests, and interviews ( if necessary) and all these are carried out by the department concerned, according to the private implementing rules for each college, taking into consideration the following criteria for preference:

A. The cumulative GPA                       60%            

B. Written Test                                30%

C. Oral Test  or the Interview             10%

D. Each department has the right to assign a suitable portion of the percentages in B and C above for practical experience after bachelor’s degree, in the department which prefer experienced candidates.

E. The candidate to be accepted in a program must achieve at least 80% out of all criteria mentioned in A, B and C.

Subsidiary division for those criteria is left to each college, regarding that these should be included in its implementing rules.

4.      Copies of all rolls of each accepted candidate, must be kept in the concerned college. Beside sending copies of all rolls for each candidate (accepted and unaccepted) to the Deanship of Graduate Studies.

Article (17)

A graduate student may be admitted to a master’s or doctoral program other than his/her original field of study as per the recommendations of the Councils of Department and the College concerned, together with the approval of the Council of the Deanship of Graduate Studies.

 

Article (18)

The concerned department may require a student in a master’s or doctoral program to take a number of deficiency courses for a maximum period of three semesters with the following considerations:

1.      The deficiency courses must be completed at the first attempt with a grade not less than ‘good’ (C);

2.      The cumulative GPA in all deficiency courses must not be less than ‘very good’ (B);

3.      Registration for the intended graduate studies program will not commence until the deficiency courses are passed. The Department concerned may allow the student to enroll in such graduate courses if only one or two deficiency courses remain;

4.      The time period required for completing the deficiency courses is not considered a part of the maximum residency period for the degree in question; and

5.      Deficiency courses are not included in the GPA calculation for graduate studies.

Article (19)

Admission and registration of graduate students should be conducted through the Deanship of Graduate Studies in coordination with the Deanship of Admission and Registration.

 

Article (20)

A student cannot enroll in two graduate programs at the same time.

 

Article (20-1)

The student studying in a graduate program must not be simultaneously enrolled in any other program, neither in bachelor’s nor in graduate studies.

Deferment and Dropping  

Article (21)

A student’s admission may be postponed for not more than two semesters based on the approval of the relevant Department Council, the Dean of the College concerned, and the Dean of Graduate Studies. This period of postponement will not be included as part of the maximum residency period allowed for completing the degree. 

 

Article (22)

Studies may only be postponed following the approval of the relevant Department Council, and Dean of the College concerned, and the Dean of Graduate Studies according to the following:

1.      The student must have finished at least one semester or more, or completed a good part of his thesis;

2.      Postponement must not exceed four semesters (2 academic years);

3.      The student must submit a postponement request two weeks before the beginning of the semester;

4.      The postponement period is not included in the maximum residency period required for the degree.

 

Article (22-1)

1.      The study should not be postponed more than two successive semesters.

2.      For deferment, there must be convincing reasons.

3.      When the study is postponed for a semester, then the private programs are treated financially according to the regulations of Deanship of Community Services and Continued Learning.

 

Article (22-2)

If there is a department approval and support of Dean of the College and Dean of Graduate Studies, then the study can be postponed during the stage of deficiency courses, mentioned in Article 18, regarding the following:

1.      The student should have passed at least one semester of deficiency courses.

2.      The student has the right to postpone only one semester during study of deficiency courses.

3.      The student must apply for postponement at least two weeks prior to the beginning of the semester.

4.      The postponement is not included in the maximum residency period required for passing the deficiency courses mentioned in Article 18.

5.      The postponement period is included in the periods of postponement periods mentioned in No (2) in Article 22.

 

 

Article (23)

The student can request to drop all courses of the semester subject to the following conditions:

1.      He/she must submit the form for dropping before the final examination;

2.      Approval of the Department Council together with the approvals of the Dean of the College concerned and the Dean of Graduate Studies, are required;

3.      This semester must not be considered from the additional attempts given to the student;

4.      This semester will be considered as part of the postponement period mentioned in Article 22.

 

Article (23-1)

1.      The student must not drop the courses of two successive semesters.

2.      The student must apply for dropping before four weeks left to the start of final exams. The application should not be considered, except after the approval of Dean of Graduate Studies.

3.      When courses of a semester are dropped, then the private programs are treated financially according to the regulation of Deanship of Community Service and Continued learning.

 

Article (23-2)

The student can drop all courses of the semester during the stage of deficiency courses mentioned in Article 22, but that must be according to the following:

1.      The student must apply for drop out 4 weeks prior to the beginning of the final exams.

2.      Approvals from the Department Council and Deans of the college and Graduate Studies are required.

3.      This dropout semester is included within the postponed periods mentioned in Article (22-2).

 

Withdrawal

 

Article (24)

If a student has withdrawn voluntarily from graduate studies, and then decided to return, all the current admission requirements must be met.

 

Article (24-1)

1.      If the student has withdrawn voluntarily and then decided to return, the department can count for him all or some of deficiency courses that student has already studied before withdrawal.

2.      The main or major courses been studied by the student before withdrawal should not be counted for him.

 

Discontinuance

Article (25)

A student would be considered to have voluntarily discontinued his/her program and would be dismissed in the following cases:

1. If he is accepted in the program and doesn’t register during the registration period;

2. If he/she registers in a semester but does not attend classes in that semester.

 

 

Dismissal and Readmission

 

Article (26)

The Council of the Deanship of Graduate Studies may decide to dismiss a student if:

1.      The student gains admission to graduate studies but does not register during the registration period;

 

2.      He/she does not pass the deficiency courses mentioned in Article Eighteen

 

3.      He/she withdraws or discontinues the program for one semester without an acceptable excuse;

 

4.      He/she does not show his seriousness in studying or does not fulfill his academic duties according to Article Fifty-two;

 

5.      His/her GPA is below “B” for two consecutive semesters;

 

6.      He/she exceeds the postponement periods mentioned in Article Twenty-two;

 

7.      There is evidence of academic dishonesty in the student’s course of study or during his/her thesis work, or if the rules and regulations of the university are violated;

 

8.      He/she does not pass the comprehensive examination (if required) at the second attempt;

 

9.      The Thesis Committee disqualifies the thesis for defense or does not accept it following the defense; and

 

10. His/her program remains incomplete following the expiry of the maximum residency period according to Article Thirty-six.

 

Article (27)

In extremely limited cases, a student’s file can be reinstated if the Department and College Councils support his/her readmission request, with justification. The readmission is to be approved by University Board based on the recommendations of the Council of the Deanship of Graduate Studies with the following considerations:

1. If the period between dismissal and the application for readmission exceeds six semesters, the student will be treated as a new applicant regardless of the number of credit hours he earned before.

2. If the period between dismissal and the application for readmission is 6 semesters or less, the student may be asked to repeat some courses. These courses will be identified by the Department and College Councils and approved by the Council of the Deanship of Graduate Studies. The credit hours earned from the time of readmission will be counted in his GPA calculation. The previous period attended in the program by the student will be counted as part of his/her maximum residency period for the degree in question.

 

Article (27-1)

1.      The student who has been dismissed for more than six semesters, should be treated as a new applicant.

2.      The student who has withdrawn conclusively from the university cannot be registered again.

 

 

 Additional Attempts

Article (28)

Paragraph (5) of Article 26 may be exempted to give a student an additional attempt at graduating for one or two semesters (maximum) as per the recommendations of both the Department and College Councils and the approval of the Council of the Deanship of Graduate Studies.

 

Article (29)

Paragraph (10) of Article 26 may be exempted to give a student an additional attempt at graduating not exceeding two semesters following the approval of the University Council based on the academic advisor’s report and the recommendations of the Department, College, and Deanship of Graduate Studies Councils.

 

Transfer  

Article (30)

A student can transfer from one recognized university to the University as per the recommendation of both the Department and College Councils and the approval of the Council of the Deanship of Graduate Studies after consideration of the following:

1.      The student must satisfy the admission requirements and other departmental requirements as necessary.

2.      The student must not be dismissed, for any reason, from the university from which he is transferring.

3.      The number of credit hours earned will be calculated according to the following:

(a)  Courses under consideration should not have been taken more than six semesters preceding the application.

(b)  The topics of the credit hours to be transferred must meet the current program requirements.

(c)  The percentage of the credit hours to be transferred must not be more than 30% of the new program requirements.

(d)  The grade of the transferred courses should not be less than Very Good (B).

(e)  The transferred credit hours will not be included in the GPA calculation.

(f)    The Department Council will recommend the transfer of credits, to be approved by the Councils of the College and the Deanship of Graduate Studies.

 

Article (31)

The student’s major can be changed at the University according to the recommendations of the Department and College Councils and the approval of the Council of the Deanship of Graduate Studies taking the following into consideration:

1.      The student satisfies the admission and any other requirements deemed necessary by the Department.

2.      Credit hours earned at the University may be counted, if the new Department approves its compatibility with the new program to be transferred to. These credits will be included in the GPA calculation.

3.      The student should not have been previously dismissed for any of the reasons indicated in Article 26.

4.      The period spent in the previous major will be considered part of the maximum residency period for the degree in question.

5.      Only one change of major is allowed during the maximum residency period for the degree in question.

 

Article (31-1)

Shifting or transfer steps should be as follows:

1.      The student should apply to the head of the department for transfer from one field to another or from a program to another inside the same department.

2.      Application for transfer from a department to another in the same college is to be raised to the Dean of the College.

3.      Application for transfer to another college is to be raised to the Deanship of Graduate Studies.

4.      Application for transfer from another university  (Saudi or foreign) must be raised to the Dean of Graduate Studies accompanied by official and authorized details: The state of the student, the courses he has passed, and course content, the number of credits and the grade the student achieved in each course.

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Last Update 3/13/2014 11:19:06 AM