Academic Regulation

Academic Regulation:
Undergraduate Courses (2009 onwards*)


•Academic Deficiencies

•Disposal of Academically Deficient Students

•Warning

•Probation

•Relegation

•Withdrawal

•Retest/ Repetition of courses

•Temporary Suspension

(* The Students of 2007 and 2008 classes will be will be governed as per Academic Rules of UET Taxila.)

Academic Deficiencies:

A student who obtains one or more of the following grades in semester final result is considered academically deficient, namely :-

•An 'F' grade in any course;

•SGPA less than 2.00

•CGPA less than 2.00

•'I' (Incomplete) grade in any course


Disposal of Academically Deficient Students

The cases of academically deficient students are disposed of initially by the Departmental Board of Studies (DBS) and subsequently by the Board of Faculty (BF) in the following manner, namely:-

•The DBS shall review the end semester results of deficient students and recommend any one of the following actions to the BF, namely:-

◦warning;

◦probation;

◦relegation; or

◦withdrawal;

•the BF upon receipt of recommendations from the DBS shall be convened as soon as possible but not later than the first two weeks of next semester; and

•the BF shall consider each case individually and take one of the following actions as per latest policies of the University, namely:

◦issues warning to the student;

◦place student on probation;

◦recommend relegation of student to next junior class; or

◦recommend withdrawal of the student from the University.

•The warning and probation orders are issued by the Controller of Examination. One copy of the order is placed in the student's file for record and one copy each is sent to the parent / guardian and student's tutor.


Warning

•Definition. -"Warning" means a written cautionary statement issued to a student who qualifies to continue his studies despite minor deficiencies in some course so as to make him conscious of the weakness and advise him to work hard during the semester under progress.

•Policy.-A student is placed on warning under any of the following conditions as per latest policies of the University:-

◦first SGPA is equal to or more than 1.90 but less than 2.00 and the student has not obtained 'F' grade in any subject; or

◦second semester onwards, SGPA is equal to or more than 1.90 but less than 2.0 without any 'F' grade, provided the CGPA is more than or equal to 2.00 and the student does not qualify for probation, relegation, or withdrawal.

•Compulsions.- While on warning, a student is to, -

◦contact concerned faculty for guidance; and

◦keep a complete record of the semester work comprising home assignments, laboratory reports, quizzes, mid semester/one hour tests and the marks obtained.

Probation

•Definition. - A student is said to be on probation if he/she is deficit in academic standards to the extent that he/she is likely to be relegated / withdrawn and allowed to continue studies for one semester.

•Policy.- A student is placed on academic probation under any of the following conditions if,-

◦first SGPA is equal to or more than 1.5 but less than 1.9 without any 'F' grade or

◦CGPA at the end of second semester is equal to or more than 1.50 but less than 2.00 and he does not qualify for relegation / withdrawal; or

◦Third semester onwards, CGPA is less than 2.00; or

◦he receives 'F' grade(s) and does not qualify for relegation or withdrawal.

•Compulsions.- While on probation, a student shall:-

◦contact concerned faculty for guidance; and

◦keep complete record of the semester work comprising home assignments, laboratory reports, quizzes, mid semester / one hour tests and the marks obtained.


Relegation

•Definition. - "relegation" means that the student is asked to join the next junior class. Relegation may be due to

◦academic grounds;

◦medical grounds;

◦disciplinary grounds; or

◦prolonged absence.

•A student is recommended for relegation by the Board of Faculty, after due delibiration on case basis, for approval of the competent authority, subject to any of the conditions listed below; namely:-

◦if the first SGPA is between 1.00 and 1.50

◦if the student's CGPA consistently remains below 2.00 for two consecutive semesters, the student may be required to repeat both the semesters as decided by the BF, otherwise he shall repeat the previous semester only.;

◦if the student has a total of 4 un-cleared 'F' grades at any particular time during the course of studies provided he does not earn the same in a single semester;

◦if the student fails in 3 courses in any one semester;

◦if the student fails in repeat / retest of a failed course;

◦if the student fails to appear and clear the 'F' grades as decided by the Board of Faculty without valid reasons;

◦on disciplinary grounds when so recommended by the Discipline Committee

◦if overall attendance of the student is below 75% in a semester on medical grounds or reasons beyond his control, such relegation shall be termed as a technical relegation and shall not involve penalties associated with normal relegation; or

◦if the student remains absent for more than thirty but less forty five consecutive days without valid reasons.

•Suspension cum relegation due to prolonged absence: A student shall be suspended and relegated if he remains absent for more than 30 but less than 45 consecutive days without valid reasons as given above. The students shall be required to pay 10% of tuition fee during period of suspension. Suspension of a student mean that he shall not allowed to attend the classes i.e. remaining portion of the semester after he reports back from prolonged absence.



Withdrawal

•Definition. "withdrawal" means that a student is considered unsuitable for further studies and is withdrawn from the program.

•Policy.A student is recommended for withdrawal, subjects to any of the conditions listed below, namely:

◦if the student has been previously relegated (not technical relegation) and earns another relegation;

◦if the student fails in 4 courses in any one of semester;

◦if the student secures a minimum SGPA of 1.00 or less in the first semester;

◦if the student secures a CGPA of 1.5 or less at the end of first two semesters;

◦on disciplinary grounds when recommended by the Disciplinary Committee; or

◦if the student remains absent for 45 or more consecutive days without valid reasons.

Retest/ Repetition of courses

in order of ensure that a student clears all the prescribed courses and obtains a minimum CGPA of 2.0 which is a mandatory requirement to earn a degree, retest / repetition of courses is permitted as per the following rules, namely:-

•Retest of End Semester Examination.- In case a failed subject is a pre-requisite for a course in the following semester, the student shall have to clear it through retest within first six academic weeks of the next semester. Such retest shall have the same weightage as that of actual End Semester Examination in that subject. Maximum achievable grade in this case is 'D'.There shall be no extra coaching classes prior to such retest.

•Repetition of course(s). - A student may repeat a course under two circumstances i.e. to clear an 'F' Grade or to improve his CGPA. The student shall be required to complete all formalities applicable to repetition of courses i.e. mid semester examination/one hour tests, projects, assignments, quizzes etc, and End Semester Examination. The student transcript shall show both old grade and new earned grade but the CGPA shall be based on new earned grade. The student shall also have to pay the prescribed tuition fee for the repeated course. Student who repeats a subject shall not be eligible for top student honors / awards even if he improves it and comes in that bracket after repeating it. It is the student's responsibility to clear the failed subjects within the prescribed time limits to avoid relegation due to accumulation of 'F' grades, The details of the circumstances under which a student may repeat a course are:-

◦Clearance of 'F' Grade. For a failed course which is not a prerequisite for a subsequent course in the following semester, Faculty Board' of Studies may decide for a retest or repetition of the course whenever offered subject to the availability of necessary resources / faculty. Retest shall be governed as given above. In case 'F' grade is awarded due to shortfall in attendance (less than 75% attendance) in a specific subject which is also a pre-requisite for a course in subsequent semester, the student shall have to clear it by repetition within first six academic weeks of the next semester subject to availability of necessary resources / faculty.

◦Improvement of CGPA.- A student may repeat the course in order to improve his CGPA. Procedure for repeating a course shall be as under, namely:-

■The candidate shall apply to the HOD for permission to repeat a course. The case shall be presented before the BF which may permit a student to repeat a course whenever offered subject to the availability of necessary resources/faculty;

■the student while repeating the course shall have to undergo all tests, quizzes, sessionals and final exam; and

■a student shall be allowed to repeat maximum the five courses during his entire program apart from clearance of 'F' grades through repetition, if any.

(Repetition of a failed course is granted by BF subject to availability or necessary resources / faculty and shall not be used as a tool for avoiding relegation).


Temporary Suspension

Temporary suspension up to one year from course work is allowed to students facing acute domestic problems / valid reasons on the positive recommendations of Board Faculty. All rules pertaining to technical relegation shall be applied. During suspension period the student shall be required to pay 10% of the tuition fee for each suspended semester to continue his registration with HITEC.