Undergraduate Academic Advising Guide 2018 2019 - Version - accreditation integration ...
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Undergraduate
Academic Advising Guide
2018 - 2019
Version - 2
Deanship of Academic Affair s FCIT - KAU
Contents
P r e a m b l e ...................................................................................................................... 2
Benefits of Academic Advising ......................................................................................... 2
Stakeholders ........................................................................................................................... 3
Roles of Advisors ................................................................................................................... 3
Academic Advising Tools.................................................................................................... 3
Rights of the Students .......................................................................................................... 4
Responsibilities of Students .............................................................................................. 4
The Advising Process ........................................................................................................... 5
Advising Programs for Special Needs Students .......................................................... 6
Difference between High School and University........................................................ 7
Transfer Policies ................................................................................................................... 7
Credit Hour Limit .................................................................................................................. 8
Withdrawal and Postponement ....................................................................................... 8
Difference between Withdrawing and Postponement of a Semester ................. 9
Final Withdrawal .................................................................................................................. 9
Dismissal .................................................................................................................................. 9
GPA and Grades ................................................................................................................... 10
Transcript .............................................................................................................................. 10
GPA Calculation ................................................................................................................... 10
Visiting Student ................................................................................................................... 11
Re-enrollment ...................................................................................................................... 11
Medical Excuse ..................................................................................................................... 11
Grade Change........................................................................................................................ 11
1|PagePreamble
Academic advising is integral to fulfilling the teaching and learning mission of higher
education. Through academic advising, students learn to become members of their
higher education community, to think critically about their roles and responsibilities as
students, and to prepare to be educated citizens of a society and global community.
Academic advising engages students beyond their own world views, while
acknowledging their individual characteristics, values, and motivations as they enter,
move through, and exit the institution. Regardless of the diversity of our institutions,
our students, our advisors, and our organizational structures, academic advising has
three components: curriculum (what advising deals with), pedagogy (how advising
does what it does), and student learning outcomes (the result of academic advising).
FCIT considers academic advisers a valuable resource to students as they help plan
their undergraduate career and, ultimately, prepare them for graduation. The Academic
advisors propose students on different issues related to their academic progress and to
help them find solutions to different academic problems, educational choices, degree
requirements, academic policies/procedures, as well as broader concerns such as
career and graduate school options in the future.
Benefits of Academic Advising
1. Introduces students to the rules and regulations of studying at the college
2. Helps students solve problems affecting their academic progress
3. Helps students identify the major based upon their aptitude and intellectual
abilities
4. Provides assistance in selecting courses to meet career goals
5. Guides in pursuing degree requirements and exploring academic interest
6. Explanation of their responsibility as students
7. Assists in developing communication skills and strategies to overcome
challenges
8. Referral for additional support as needed
9. Encouragement in becoming an active member of the FCIT community
10. Forms a relationship between student and campus personnel
11. Increases college retention and graduation rates
12. Provides assistance with transitional experiences
2|PageStakeholders
The four stakeholders involved in the process of academic advising at FCIT are:
1. The advisee/student
2. The advisor/faculty member
3. The Head of the Academic Advising
4. The department/program
Roles of Advisors
1. Mentor and role model. Advisors will model appropriate responses and actions
in dealing with the academic issues, planning and collegial interactions
2. Advocate. Advisors will assist students in problem solving and development of
strategies to overcome challenges
3. Resource. Advisors will ensure students are aware of the academic support
available at FCIT, including website resources
4. Institutional observer. Advisors will inform the Office of Academic Affairs of
errors in the course of scheduling and other problems encountered by students, so
these can be addressed and corrected
Academic Advising Tools
In order to facilitate the academic advising process, the following tools are provided to the
students:
Electronic services on the Odus Plus system
o Study plan for each program
o Class schedule
o Transcript
MyKAU application on smart mobile systems
Students' e-mail
o The student can obtain all these tools through the private account on the
electronic services system
Student's personalized study plan, displaying what has been studied and what is left
from the plan.
3|PageRights of the Students
The rights of the student on his academic advisor are as follows:
1. Communicate directly or electronically with the academic advisor through all
available channels.
2. Access to course registration services such as addition or deletion via the academic
advisor
3. Discussion with the academic advisor regarding his/her academic progress
4. Making use of the available services at the college and university, which are guided
by the academic advisor
5. The academic advisor provides the necessary guidance and guidance to the student
/ student on an ongoing basis until graduation
6. All files and information of the students are treated in strict confidentiality and in
the context of the requirements of the case
Responsibilities of Students
The student must:
1. Obtain a full copy of the academic advising guide and read it fully and understand all
the rights and duties
2. Obtain a complete copy of the list of studies and tests from the Deanship of
Admission and Registration website and read them in full.
3. Assume full responsibility for his academic performance as academic guidance is a
means of assistance should be He has to take advantage of them.
4. Know the specific academic advisor and schedule of office hours. If an academic
supervisor is not assigned, contact the head of the department or the vice dean.
5. Be familiar with the academic calendar and the important dates of registration,
withdrawal, apology
6. Meeting with the academic advisor to consult on future academic and professional
goals, program and schedule
7. To act upon the advisor's recommendations and attend the meeting according to the
agreed dates
8. Notify the advisor of any circumstances that may affect his or her performance
4|PageThe Advising Process
The academic advising process starts with the student enrollment into the university.
A s s i g n m e n t of A ca d e m i c Ad v i s o r s t o S t u d e n t
By directing the student to the college, the advising unit will:
Receive new students on the first day of the study and explain them about the
university system, college and the university environment
Distribute the new students to their academic advisors from faculty members in
the faculty by the faculty’s vice dean.
Distribute of specialized students to their academic advisors from faculty
members in the faculty by the faculty's vice dean or the head of department.
In addition of the availability of electronic services and data for the student under
guidance, the academic advisor may prepare a special file for each of the students who
have been assigned to him/her:
5|Page The file contains the following:
a. Student personal and contact information
b. The study plan for the student's academic specialization program
c. List of courses of specialization program leading to graduate student
d. Registration forms
e. A recent copy of the transcript
f. Other administrative documents (for example, deferral forms).
E a r l y R e g i st r a t i on
This is the basic registration period where students can enroll by themselves for the next
semester through the system (Odus Plus). The early registration period begins in the
middle of the preceding semester.
E n d o f E a r l y R eg i st r a t i o n a nd S t a rt o f R e g i st r a t i o n b y t h e A c a d e m i c
Advisors
The academic advisor reviews the students’ progress and recommend courses
based upon his/her study plan
In case the student has not selected a major, the academic advisor assists the
student to start the allocation procedures according to the date of the announced
allocation from the Deanship of Admission and Registration.
The academic advisor can then register the courses for the student and delete and
add directly from his account on the university systems
The advisor makes sure that the student knows the place and time at which the
lectures begin, and that there is no discrepancy in the schedule of the student
All registration procedures are completed before the start of the study by one
week and the student is not entitled to make any violations of his choices
Advising Programs for Special Needs Students
It is a guiding program that addresses all issues and problems of university students with
special needs, especially the issues of helping them to adapt to different university
environments and developing their ability to communicate and deal with different groups
of university employees and other students.
6|PageDifference between High School and University
Undergraduate education is different from secondary school. The university is considered
to be fully responsible for its academic life, and it stems from the fact that the student has
become an adult and can depend on himself in the management of all his life affairs.
On this basis, each student has a clear path to his / her university life, in which he / she
will distribute his / her subjects, taking into consideration the rates of each semester and
the cumulative average.
The undergraduate study is characterized by the level of the student based on the method
of collecting the rate of study without all university years and not only the last year, as in
the secondary stage, so the student estimates free of each semester make the cumulative
rate free of all years and on the basis of which the final assessment of the student .
At the undergraduate level, the student finds that he has his own legal personality within
the university environment, which means that he is responsible for all his actions and
ethics before the competent authorities.
This definitely contributes to building his strong independent personality and drives him
to be an adult and help him discover his abilities and skills that distinguish him from
others as a productive member of his society in the future.
Therefore it is very important that the student learn about the university study systems
and absorb the most important regulations and regulations that govern your academic
performance without this important stage.
Transfer Policies
Transfers between colleges within King Abdulaziz University or from other institutions
are handled by the Deanship of Admission and Registration subject to approval by FCIT.
Transfers inside FCIT are handled by its Academic Affairs Unit.
Students may transfer to FCIT subject to the following:
1. GPA should be no less than 3 out 5 or equivalent
2. No disciplinary action in academic record
3. Only one-time transfer is allowed.
4. No more than half of completed credits may be transferred.
5. Application through the university electronic systems before submission deadlines
specified in academic calendar.
7|PageCredit Hour Limit
The university-wide policy of credit hours limit vs. Grade Point Average (GPA) is out-
lined in the table below as given by the Deanship of Admission and Registration. These
limits do not apply to summer semester.
GPA Credit hours allowed
Less than 2.75 19 hours
From 2.75 to 3.75 21 hours
More than 3.75 24 hours
Withdrawal and Postponement
The student has the right to withdraw for two consecutive or three non-consecutive
semesters. It is not considered a recess, taking into consideration that the student
should not be new, his/her cumulative average is not less than 2.00 and the
withdrawal application is made before five weeks of final exams.
The student may withdraw for the study in any semester; if he applies for
withdrawal through his account on the electronic system in the period specified for
this according to the academic calendar of each semester and posted on the
Deanship of Admission and Registration, usually during the first eight weeks of the
semester.
The withdrawal for the summer semester is not counted within the number of times
the student is entitled to excuse for the study of the semester (3 times), but the
excuse for a course in the summer semester is counted within the number allowed
to excuse.
If the applicant submits a request for postponement through his account on the
electronic system within the specified period according to the academic calendar of
the semester preceding the semester that he wishes to postpone and is advertised
on the website of the Deanship of Admission and Registration, provided that the
postponement does not exceed two consecutive semesters or three non-consecutive
semesters.
8|PageDifference between Withdrawing and Postponement of a Semester
Postponement of the semester is not counted within the regular period of completion of
the program. If the student foresee that he/she will not to be able to study for one or
more semesters, he/she can submit the request for postponement in the semester
preceding the semester he wishes to postpone, provided that the period of postponement
does not exceed two consecutive semesters or three non-consecutive semesters.
Withdrawing form a semester is a way to avoid repeating all courses in a semester. If a
student is faced with circumstances that prevents him/her from continuing to study in
that semester, the student can apply for a withdrawal. The semester is calculated within
the regular period of completion of the course, followed by suspension of the student's
monthly allowance.
In both cases the applications are subject to review and approval by the college where the
student is studying.
Final Withdrawal
The student has the right to withdraw permanently from the university according to the
following procedures:
Bring the university card
The student will grant the student a certificate and complete the request for
brotherhood of the party and then go to the Deanship of Admission and Registration
for delivery to complete the withdrawal request
The student is not allowed to apply as a new student again only after three months
of withdrawal, in addition to taking into account the criteria for admission to the
university
Dismissal
The student will be dismissed from the university if he/she receives three academic
warnings for a lower than 2.00 CGPA, or does not finish the graduation requirements for
one and a half years of the scheduled period of graduation or if he/she violates the
university regulations and regulations or the behavior and ethics of the university
student.
9|PageGPA and Grades
The GPA is calculated based upon the following table:
Marks Grade GPA (out of 5.0) GPA (out of 4.0)
From 95 to 100 A+ 5.00 4.00
From 90 to less than 95 A 4.75 3.75
From 85 to less than 90 B+ 4.50 3.50
From 80 to less than 85 B 4.00 3.00
From 75 to less than 80 C+ 3.50 2.50
From 70 to less than 75 C 3.00 2.00
From 65 to less than 70 D+ 2.50 1.50
From 60 to less than 65 D 2.00 1.00
Less than 60 F 1.00 0
The grade description based upon the GPA at the time of graduation is as follows:
Grade Description GPA
Excellent From 4.5 to 5.0
Very good From 3.75 to less than 4.5
Good From 2.75 to less than 3.75
Acceptable From 2.00 to less than 2.75
Transcript
A statement showing the student's course of study, including the courses taught by the
student in each semester with their symbols and numbers, the number of hours, the
estimates obtained, the code and the values of those estimates, as well as the cumulative
quarterly average, in addition to the courses exempted from the transferred student and
can be obtained directly through the Internet or A certified copy of the Deanship of
Admission and Registration or through educational affairs at the College.
GPA Calculation
The GPA is calculated by dividing the total number of grade points obtained to the total
number of credit hours taken by the student in a semester.
10 | P a g eVisiting Student
The student is allowed to study some courses at another recognized university or in one
of the campuses of the university by not more than 30% of the hours required for
graduation after obtaining the prior approval of his/her academic advisor.
Re-enrollment
A student may request a re-enrollment in accordance with the following regulations:
Apply for re-registration within four semesters from the date of enrollment
The College Council and relevant authorities agree to this.
If the applicant has been enrolled in four or more years, he or she can apply to the
University without a return to his / her previous academic record. In case of
extreme necessity, it shall be re-registered in accordance with certain regulations.
Student may not be re-enrolled more than once, except in case of extreme necessity.
Students who have been dismissed from the university may not be re-registered for
academic reasons for a lower rate than (2), exhaustive of all permitted or
disciplinary warnings, or who have been dismissed from another university for the
same reason; Canceled from the date of re-registration
Medical Excuse
The student’s medical excuse is accepted by bringing the original medical report
from the university clinic, university hospital or an accredited hospital.
The student or one of his relatives shall give the excuse to the faculty representative
within a period not exceeding five days from the occurrence of the illness.
If the period of absence includes an assessment such as a quiz or a midterm
examination, the re-examination is evaluated by the faculty's vice dean in
coordination with the head of the department and the course instructor.
If the absence period includes a final exam, the result will be suspended and a
record will be made. After considering whether or not to accept the medical report,
the student's assessment will be determined either as (F) or (IC).
Grade Change
If the student doubts the validity of the grade, he or she may ask the course instructor to
amend the grade. If the student is not convinced, he will apply to the head of the
department concerned, who in turn will study the request with the professor. If the
professor insists on his position, the head of the department may transfer the answer
paper to another professor in the same field. To take into consideration the grade
adjustment for less than one month from the same semester.
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