Student Deanship Policy And Procedures

Official

Policy and Procedure Statement 1, Use of University's Name in Students Associations and Clubs
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Use of University's Name and Logo in Students Associations and Clubs

Introduction:
The name "Alfaisal University and its Logo" and how they are used affect both the University as a whole and the individual members of the University community. Appropriate use of the name and insignias can benefit all, while inappropriate use may reflect negatively on both the University and its individual members abiding by the University general use of logo.

Policy:

The use of the university name or logo without having a written approval from Student Affairs Deanship and PR in any of the following ways is prohibited:

• To promote any business, social, political, religious, or other event.
• To display, advertise, or announce this name publicly at, or in connection with, any meeting, assembly, or demonstration, or any propaganda, advertising, or promotional activity of any kind.

Procedures:

Step 1: to use Alfaisal logo, a form must be filled out and submitted to the activity officer for an approval with full (proposal).
Step 2: PR department approval.

Official

Policy and Procedure Statement 2, Student Publication
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Publication

Introduction:

Alfaisal University is committed to providing the students and campus community with quality publications that enhance the University and its image. Students' publications are not free from official action controlling editorial policy.
Student publication types: magazine, videos, websites, images, pamphlets and brochures….etc

Policy:

• Publications shall not bear the name and the logo of the University or purport to issue from it without Student Affairs and Public Relations approval.
• All publications must respect religion, culture, and ethnic groups and comply with MOE regulations.
• The university shall not provide any student publication with financial support, editorial assistance, printing or other facilities without Student Affairs and Public Relations approval.
• The publication must not contain obscene or libelous materials or advocate disruption of university activities or violation of university regulations.
• The publication must not contain Female pictures without Student Affairs Deanship and Public Relations approval and female written approval.
• Female students must wear Hijab in the pictures.

Procedure:

• A form must be filled and submitted to Student Affairs Deanship for approval with full information.
• Alfaisal logo must be added to any publications or banners after PR department approval.
• The publication draft must be approved by Student Affairs Deanship before printing or published on the net.

Official

Policy and Procedure Statement 3, Segregation of Males and Females on Campus Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Segregation of Males and Females on Campus

Introduction:

Alfaisal University is keen to follow MOE regulations. As mix genders meetings, activities and studying are against MOE regulations and therefore prohibited.

Policy:

• Segregation policy is applied on all the campus, male and female students are not permitted to gather in one place.
• Mixed gender meetings, activities and studying are prohibited.
• Violators will be subject to a disciplinary action.

Official

Policy and Procedure Statement 4, Student Harassment and Discrimination
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016 Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Harassment and Discrimination

Introduction:

Alfaisal University is committed to providing an educational and working environment free from discrimination and harassment and to foster a nurturing and vibrant community based upon the fundamental dignity and worth of all of its students.

Discrimination: Discriminatory practices based on bias against a person's age, color, creed, disability, gender identity, national origin, race, religion or gender are prohibited.

Harassment: unwanted conduct that has the purpose or effect of intimidation and/or humiliation of a person.

Examples of Harassment:
• Sexual Harassment: unwanted and/or offensive physical, verbal or non-verbal sexual conduct.
• Racial Harassment: hostile or offensive behavior based on a person's race, color or appearance, ethnic group, nationality or citizenship.
• Harassment on Grounds of Disability: offensive or hostile behavior towards a physically or mentally disabled person that undermines dignity and self-respect.
• Harassment on Grounds of Sexual Orientation: is a behavior which is hostile or offensive towards people because of their sexuality, sexual preferences, or gender.
• Harassment on the Grounds of Age: is the hostile or offensive behavior towards people because of their age.

Policy:

• Alfaisal University will not tolerate harassment under any circumstances. All members of the University community have a responsibility to ensure that they do not perpetuate, incite, conspire or condone any form of harassment within the University.
• Each member of the university community should be aware of, and share the responsibility for, creating and maintaining an environment free from discrimination and harassment.

Procedures:

Based on severity of the harassment the disciplinary committee will decide the punishment according to the student conduct.

Official
Policy and Procedure Statement 5, Student Grievance Policy (non-academic complain)
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Grievance Policy (non-academic complain)

Introduction:

A grievance arises when a student believes, based on established administrative policies and procedures, that he or she has been treated in an arbitrary or capricious manner by a university department, faculty or a representative of the university.
For academic grievance refer to Alfaisal Code to Student Conduct.

Policy:
Students may initiate a grievance for any of the following actions:

• A grievance of personal misconduct towards the student by a faculty member or other university employee when a student believes he or she has been the subject of inappropriate behavior outside of the employee or student role and duties within the university.
• Act of threat of intimidation or harassment.
• Act or threat of physical aggression.
• Verbal abuse or any sort.

If a situation is to arise in which a student is unable to resolve his or her grievance informally, the university's formal grievance process may be employed. This process, outlined below, should also be initiated within 15 days of the incident.

Procedures:

Step 1
A formal grievance is presented in writing to the Counseling Office. This written grievance must include the following:

• Name, address and phone number of the person submitting the grievance.
• A report of the incident.
• Identification of the office or individual against whom the grievance is brought.
• A description of the specific action or individual behavior resulting in this grievance.
• The date or period of time in which the behavior occurred and the location of the incident.
• A listing of all individuals who witnessed any part of the incident in dispute.

Step 2
• Upon receipt of the formal grievance, student affairs (counseling office) will inform the HR or SA about the case and will forward all the documents regarding the case.
• HR and Student Affairs Deanship are authorized to perform investigation or issue a penalty.
• Student Affairs (counseling office) must follow up the case and ensure that justice is met.
• The Counseling Office will inform the student about the results of the decision.
• If the student is not satisfied with the resolution and it is not convincing, the Student Affairs will carry on the case with the student to the provost office.
• The appeal committee will contain representative from Student Affairs Deanship, one faculty member and a representative from HR department.

Official
Policy and Procedure Statement 6, Student Attendance
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Attendance
Introduction:

Students expected to attend all classes. An excuse of absence is required for a student who does not attend in classes due to personal or family health reasons.

Policy:

• Students are expected to attend all classes. They are allowed 15% absence without excuses and 25% absence with excuses.
• An absence for a non-acute medical service does not constitute an excused absence.
• Among the reasons of absences that are considered excused by the university are the following:
• Death or major illness in a student's immediate family. Immediate family may include: mother, father, sister, brother, grandparents, spouse, child, spouse's child, grandparents, legal guardian and should submit a death certificate.
• Illness of a dependent family member.
• Participation in legal proceedings or administrative procedures that require a student's presence.
• Injury or Illness that is too severe or contagious for the student to attend class.
• Injury or illness of three or more days. For injury or illness that requires a student to be absent from classes for three or more business days, the student should obtain a medical confirmation note from his or her medical provider. The medical confirmation note must contain the date and time of the illness and medical professional's confirmation of needed absence and it must be from a certified hospital.
• Mandatory admission interviews for professional or graduate school which cannot be rescheduled.
• The Vice dean for Student Affairs, counselor or the dean of the student's college may provide an email for the student to take to the instructor stating that the dean has verified the student's absence as excused.
• If needed, the student must provide additional documentation substantiating the reason for the absence with the filled form of absence that is satisfactory to the instructor, within one week of the last date of the absence.
• Each faculty member will refer to the attendance policy, which will be stated in the course syllabus and shared at the first class meeting. Certain courses may have more stringent attendance policies. Students should be aware of differences and plan accordingly. • When the number of absences exceeds 15 % with no excuse of the scheduled classes, the faculty may issue a failing grade (DN) for the student.

Procedures:

• The student is responsible for providing satisfactory evidence to the instructor concerning the reason for absence.
• If the instructor does not accept the student's excuse the student can take the case to the college dean. If rejected and the policy of absence is applicable the student may seek the Student Affairs help.
• Absences should not exceed 15 % of the lectures and laboratory sessions specified for the course.
• Faculty member will keep a weekly record of attendance for each student.
• When an absence is unavoidable, a student should contact the instructor or the College Dean. Documentation may be required. Students are liable for the work missed and must make arrangements to complete the incomplete work. Instructors are not required to make exceptional arrangements for students who have missed a class.

* Absences Leave Form see Appendix E

Official

Policy and Procedure Statement 7, Associations and Clubs Policies
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Associations and Clubs Policies

Introduction:
Alfaisal University is keen in involving all students in every kind of activities through college's associations or clubs. It Allows students to participate in the Kingdom's national and international events in the campus. The clubs' events aim at serving the campus life and the international community in general. The activity department at Student Affairs Deanship support and sponsor all approved proposals.

Association: each college has one association established and supervised by the Student Affairs Deanship (activity office), the members must be from the same college. Club: established by the students and supervised by Student Affairs Deanship, the club members can be from all the students in the campus.

Policy:
• Must be approved by Student Affairs Deanship.
• All clubs should represent Alfaisal vision and mission.
• All events must be in compliance with MOE and Alfaisal regulations.
• No mixed gender clubs of female and male.
• Head of association or club must spend a year at Alfaisal as a student and be aware of all regulations.
• A head of a club and its members should have no conduct or academic warning.
• No racial or religious discussions or debates.
• Should not duplicate either in function or purpose an existing club.
• No event that may endanger the mental, physical health or safety of students or endanger a public property on campus.
• Any club that inactive for whole year will be cancelled.
• All recognized student organizations (association and club) will be held responsible by the University for abiding by Alfaisal, and governmental laws. The University is involved in the off-campus event of recognized student organizations when such event is under Alfaisal name.
• Only currently registered students shall be eligible for active membership status in student organizations.
• The purpose of student organizations must not conflict with the educational functions or established policies of the University.
• The University offers several ways for student organizations to market themselves to students who want to become involved.
• All recognized student organizations are given space on the sites. http://www.alfaisal.edu/
• The Office of Student Activities coordinates associations and clubs Fair at the beginning of the fall semester. All recognized student organizations are given an opportunity to register for the fairs during which they can set up a table with information about their groups.
• Student organizations can place flyers/materials on general purpose bulletin boards throughout campus after the approval of SA & PR.
• The Head of a club's responsibilities:

• Represent the club.
• Enforce the regulations on the club's activities.
• Contact Student Affairs for any issues.
• Submit all financial receipts to the activities office.
• Submit comprehensive report for each event with pictures.
• Must be enrolled full time student.
• Must train the next president before he/she leaves.
• the University's recognition to a student association or club, the club is accorded a number of benefits, including:

• Use of the University's logo and insignia is subject to University regulations.
• Ability to book space for the activity.
• Right to hold Events.
• The use of the clubs' name on campus.
• Access and ability to use university property and equipment.
• Access to send email to all students.
• Financial support for the activities.
• Email address for the club.

Financial Support of Students' Organizations:

In order to receive a financial support an organization should follow the following:
• Apply for approval of the event.
• Submit a budget with all details.
• Submit all original receipt of the Expenses to the activity officer or finance department.
• Each association is primarily entitled to 10,000 SR each semester.
• Each club is primarily entitled to 5,000 SR each semester.
• All events must go in hand with Alfaisal regulations.
• Any donation for activities must be submitted to the finance department with all information regarding the name of the donor/ amount /activity date.
• Sponsors should be approved by Student Affairs Deanship and development office.
• Any financial request must be submitted two weeks before the event.
• Any associations or club that represent Alfaisal officially should receive an official invitation to off campus events.
• Correspondence with sponsors is only through development office.

Clubs and Associations Procedures:

• Submit a report at the end of each event.
• Fill a form for any event with its budget to secure approval from Student Affairs.

Procedures of establishing a club:

• Clubs seeking recognition under this policy must supply the following:
• Apply by filling the form.
• The name of an academic advisor for the club.
• The total number of at least five members, the size of the governing body.
• A copy of the constitution of the student club.

Procedure to suspend a club:

• If the club violates MOE and Alfaisal regulations or club polices, an email will be sent with the violation committed.
• If Student Affairs do not accept any explanation for the violation of the regulation, the club will be suspended for a year.
• As a condition of being a registered association or club, the following information must be submitted to Student Affairs at the time of original application and at the beginning of each year.
• A complete list of the names and addresses of all officers of the association or club as well as all person(s) authorized to speak for, represent, or receive official notices, directives or instructions from the university on behalf of the organization. The list must be kept current and accurate throughout the year.
• List of the intended activities must be submitted prior to the new academic year or at its beginning.

Official

Policy and Procedure Statement 8, Student Travel Policy for University organized sponsored events

Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Travel Policy for University Organized or Sponsored Events

Introduction:

An educational trip for students that will contribute in enhancing their knowledge and skills to supplement their own curriculum; in addition it will provide the students with the opportunity to observe, explore and engage in diverse experiences either organized by Student Affairs Deanship or Collages.

Policy:

• only educational trip is allowed
• any student is eligible to participate as long as she/he fulfil the below criteria:
• CGPA 2.5+
• Alfaisal University/College will not be responsible/liable for activities (shopping, diving, skiing, riding...etc.) carried out by students outside the scheduled educational trip program.
• the dean/the professor have the right to stop any student participation in the trip if it has been justified that the student will jeopardize the safety of the other students
• No student is allowed to join any educational trip if she/he is listed to an exam time.
• if the participant needs an entry visa for the allocated country/city she/he should provide the health insurance with the visa to the responsible office offering it .
• If a student becomes ill or is injured and is in need of assistance, appropriate health officials should be notified immediately. The parents must be notified immediately about the nature of the illness or injury.
• an advisor or assigned supervisor from the college should attend the trip with the students.
At least one staff member is required
• Any student possessing or using alcohol or any narcotic drugs will be sent home immediately, at parental expense. No weapons of any sort are allowed.
• Mixed gender trip is not allowed.

Common Sense and Courtesy:

• Student must be mindful of his/her own safety and well-being throughout the trip and use his/her own good judgment at all times. Student is responsible for his/her possessions as well as for his/her behavior and will be held accountable for himself/herself.
• Students must keep their identity cards always with them and shall show them on demand
• Every student must follow the laws and principles of Islam, fulfil the obligatory duties and refrain from wrong doings. Female students must wear Hijab during the whole trip.
• HOTEL BEHAVIOR: Treat your hotel room with respect. Keep it neat while you use it. You will be held responsible for any and all damage you cause. Be mindful of noise at all times.
• STAYING TOGETHER: It is imperative that you stay together at all times. No one may go anywhere alone for any reason whatsoever. It is important that your supervisor, knows where you are at all times. Remember you are part of a group. Always be on time for scheduled activities and departures. It is unfair to keep others waiting and you don't want to miss a thing!
• TIME LIMIT: All students are required to be in their hotel rooms at a time to be determined by the supervisor, which is 10:00 pm.
Policy and Procedure Statement 9, Full-time Undergraduate Student Course Load.
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Full-time Undergraduate Student Course Load.


Introduction:

A student's course load is the total number of credit hours for which he/she is registered in a regular semester or a summer session. The course load varies from one major to another and is determined according to the following policy.

Policy:

• The maximum course load in a regular semester is 20 credits and minimum 12 credit unless it is his/her last semester.
• The minimum course load in a summer session is 2 credit hours and the maximum is 9 credit hours.
• The maximum course load for a student in his/her last semester 24 credit hour if the CGPA 3 and above.

Procedures:

• Student can register through the registration portal after counselling their academic advisor, once they face a conflict, they must contact their college.
• If the sections are full, students can contact the registrar office after they get the approval from the instructor.
• The maximum credit hours to register is 20 CH per semester, any additional courses should be dropped if not, course/s will be dropped by registrar office.


Policy and Procedure Statement 10, Registration Policies and Procedures
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Registration Policies & Procedures


Introduction:

Alfaisal University follows Ministry of Education rules and regulations for course registration and grading.

Policy:

Students are responsible for registering for the correct courses on time after receiving an approval from the academic advisor. A student will not be allowed to attend classes without being properly registered for them; student cannot receive credit for courses in which he/she is not registered for. Students will not register or add individual courses retroactively.

Registration Procedures:

Student can register for a course through registration portal. If the student faces a problem, he/she can contact the registration office.

Policy and Procedure Statement 11, Pre-Registration
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Pre-Registration


Introduction:

Pre-registration is allowed so students can choose their courses for the next semester.

Policy:

Pre-registration is required of all students enrolling in that semester. They also should confirm their registration at the beginning of each semester. If the student did not pass the prerequisite, he/she must drop it the class or it will be dropped automatically.

Procedure:

Student can personally register online for the courses 2 months before Fall semester and one month before Spring and Summer semester



Policy and Procedure Statement 12, Actual Registration
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Actual Registration


Introduction:

Policy and Procedure Statement 12Policy and Procedure Statement 12 Actual registration starts at the beginning of each academic or summer session, as specified in the academic calendar.Policy and Procedure Statement 12Policy and Procedure Statement 12

Policy:

Student should register during registration period for each semester. For more information about the credit hours see Policy and Procedure Statement 10, Full-time Undergraduate Student Course Load.

Procedure:

Each student must complete his/her own registration by him/herself through the registration portal. Registration via mail or other means is not allowed.

Policy and Procedure Statement 13, Late Registration

Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Late Registration


Introduction:

Late registration starts after the end of the actual registration.

Policy:

• Late registration opens only for a week after the end of adding period.
• Student must pay late penalty for each course (500 SR).
• Registration committee and the course instructor must approve the late registration.


Policy and Procedure Statement 14, Prerequisites for Courses
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Prerequisites for Courses



Introduction:

A prerequisite is a requirement that the student must fulfil prior to beginning a course for which there is a prerequisite.

Policy:

• Registration in a course may be cancelled if the student does not satisfy all published pre- requisites.
• Students should check course pre-requisites in their program guides before registering for a course.

Procedure:

• If there is an exceptional case in which the prerequisite might be waived, the instructor or the College Dean needs to send his/her approval to the registrar.
• Permission of the instructor. Students must consult with the instructor and gain written permission prior to enrolling in a course for which they want to waive the prerequisites.
• Students must check with their instructor to ensure that his/her name is on the class roster.
Policy and Procedure Statement 15, Adding & dropping Courses
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Adding & Dropping Courses


Introduction:

A student may change his/her schedule by adding or dropping courses during the approved time frame.

Policy:

• Student may add courses during the first two weeks of the semester (during the first week for the summer session).
• The course load must not exceed the maximum allowed for registration.
• A student may add a course as long as it does not conflict with a course or examination in his/her schedule and if the course does not have a pre-requisite.
• A course may be dropped during the first 4 weeks of the semester (during the first and second
week for the summer session) without affecting the student's academic record.
• The course load must not be less than the minimum required for registration.
• If the course to be dropped is a co requisite, the student either must drop both co requisite courses or complete both courses concurrently.
• Courses dropped during the first 4 weeks will not appear on the student's transcript. Classes
dropped between the 4th and 8th week of the semester will appear with the grade of 'W' on the student's transcript. The student's grade point average (GPA) will not be affected.

Procedure:

• Registration will be conducted through the registration portal. If the student faces a problem while registering, he/she can contact the registration office.
• Admitted students can alter their schedule of classes during the drop/add time frame through the portal.


Policy and Procedure Statement 16, Course Schedules
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Course Schedules


Introduction:

Alfaisal University is devoted to providing the best teaching and learning environment for both students and faculty members

SCHEDULING COMMITTEE

Scheduling Committee members shall be as follows: Dean of Admission and Registration The registrar A faculty-member representative from each college that has been nominated by their college's dean before the beginning of each semester.

The goal of the committee will be to prepare a schedule that optimally allows students to register in their required classes as well as to explore a variety of elective classes in a timely manner. Moreover, the schedule should permit faculty members the opportunity to pursue research in their respective disciplines.

Policy and procedure:

GUIDING PRINCIPLES
Scheduling committee members, faculty members and instructors are requested to keep the following guiding principles in mind when managing, supporting, scheduling or using classrooms:

• The assignment of classrooms and labs to individual colleges or departments is not permanent, the assignment may change as the needs, priorities and demands of the college or university change.
• Final exams have scheduling priority over all other activities that require the use of classrooms.
• With appropriate notification, the Office of the Registrar is authorized to reschedule classes and final exams in any available general purpose classroom to accommodate the broader academic needs of the university.
• Classes are planned equitably across all days of the week and all hours of the day to fully utilize available classroom space and to minimize class overlaps.
• Large classrooms will be assigned to classes that efficiently utilize the available seats.
• Departments are responsible for accommodating the special needs of faculty, instructors and students while not impinging upon the overall class schedule.
• Each college is responsible for appointing a scheduling representative to interact with the Office of the Registrar. All scheduling requests must be made through the representative only.
• Office of Registrar approval must be obtained in order to change a class day, time or classroom.
• Requesting schedule changes after the start of the preregistration period will not be permitted.
Exceptions will be made for only the most necessary of circumstances. In such a case, approval from both the College Dean and the Dean of Admission and Registration must be obtained.
• Schedule changes will not be accepted once classes begin.
• The scheduling process for the upcoming fall semester will begin during the spring semester of the current academic year.

PROCESS OVERVIEW

The scheduling process for classes usually starts one week before the beginning of classes of the preceding semester as follows:

• The Office of the Registrar calls for a meeting that involves scheduling committee members to discuss related matters.
• All colleges communicate their needs to college of science for elective courses.
• Colleges plan their overview schedules, and schedule classes in their assigned classrooms.
• Colleges' representatives are to submit their colleges' schedules to Office of the Registrar.
• Office of the Registrar verifies that the submission of colleges schedules adhere to the scheduling policy, and requests for the non-adhering classes to be changed.
• Office of the Registrar imports the schedules into the system. During this stage, no changes to be made to the schedules.
• Colleges review the imported schedules, and may request for necessary changes before the final schedule is out for students.
• Colleges, scheduling committee, and Office of the Registrar work together to resolve any remaining issues.
• All the above steps must be completed within the following specified times:

Scheduling Action

Day

Week No

Scheduling Committee Kick-off Meeting for
each semester

 

Thursday

Before Classes
Begin

Colleges to submit their requests to COS

Wednesday

1

All colleges to submit their schedules to SA

Tuesday

5

Final schedule check sent by SA to colleges

Monday

6

Schedule updates forwarded by colleges to SA

Sunday

7

Schedules posted to BlackBaud

Thursday

7

Copy sent to colleges for verification

Thursday

7

Colleges to submit final schedule changes

Wednesday

8

Final updates made to BlackBaud

Tuesday

9

Schedule sent to students

Tuesday

9



Agreements made during the scheduling committee's meetings are documented and shared with the committee members, the Dean of Admission and Registration and all college Deans.

Class Meeting Time

Each college and the UPP must distribute its classes over all possible days and hours while taking the below listed rules into consideration.

    • Classes must fall in one of the two following patterns:
    • Sun – Tue – Thu for one hour and/or two hour sessions.
    • Mon – Wed for one hour and a half or three hour sessions.
    • Classes should be scheduled as follow:

    • 60% on Sun-Tue-Thu
    • 40% Mon-Wed
    • 10% from 08:00-09:00
    • 10% after 15:00
    • A class start and end time should be the same for all days.
    • Each college is kindly requested to utilize all days in a pattern to eliminate gaps. However the gaps can be utilized for labs and tutoring sessions.
    • A class that meets once a week should not be scheduled in the peak hours (10:00 – 15:00). If it must, then the college is responsible for using the same block for other similar once a week classes.

GOOD SCHEDULING PRACTICES

• A course should be assigned a classroom which best meets the needs of the class to ensure the best teaching and learning experience for faculty and students.
• Review each classroom schedule to ensure that it is conflict free. • Draft several student schedule scenarios to ensure that students can register core courses and popular electives without any overlap.
• If a class is not needed, kindly cancel it as soon as possible and inform the registrar.
• Current semester enrolments, previous semesters' enrolments and the number of current students in a course can all be utilized in projecting the upcoming total enrolment for a course.
• Each college is strongly encouraged to plan for a reasonable number of classes that run simultaneously to make classroom assignments easier.

LABORATORY AND TUTORIAL

Lab and tutorial schedules must be designed and submitted with course schedules to eliminate unforeseen class overlaps. Lab assignments are prioritized as follows:

• COS approval must be obtained to use a COS lab.
• COE has priority utilization for computer labs (SG.064 and B3.065).
• COM has priority utilization for the computer lab (BG.079); followed by COB and subsequently COE and COS.

Tips for Common Issues

Scheduling issues can be eliminated when detailed reviews are conducted. Below are some common issues and their suggested solutions.

Issue

Solution

Missing course, class, meeting, tutorial or lab

Review schedule thoroughly

A class overlap with tutorial or lab

Plan their schedule at the same time

Course cap is not enough

Increase enrolment or offer another section

 

Male only or female only class

Specify the course gender if it's for one gender
only



CLASSROOM RESERVATION

Classrooms can be used for teaching, workshops, seminars, exams and various other activities. The following are the points to be considered when reserving a classroom:

• A classroom reservation for any purpose prior to term commencement is not considered until all classes and their required sessions, such as tutorials and labs, are scheduled.
• A reservation request must be submitted at least one full working day in advance.
• A request to reserve three classrooms or more must be submitted at least three working days in advance



Policy and Procedure Statement 17, Independent and Directed Study (IDS)
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi
Introduction:

Independent and Directed Study (IDS)


Independent and Directed Studies allow students to initiate, develop and complete courses under the supervision of a faculty member.

The purpose of the IDS program is to allow students to:

• Pursue learning outcomes that extend beyond those normally taught in the classroom.
• Pursue studies independent of the classroom schedule.
• Have prior learning recognized for a course they may not have completed.
• A primary goal is to encourage independent study under the supervision of faculty members. In addition to research projects, internships and practicums, the different programs use individual study, case studies and directed readings as the basis for various independent study offerings.

The student and the supervising faculty member develop the content and format of the Directed Study course. The program of reading, assignments and method of evaluation will be dependent on the subject under study. Supervision is also on an individual basis, and while there may not be regularly scheduled class sessions, the student is expected to schedule and maintain regular meetings with the IDS faculty member.

Policy:

• An IDS course must be undertaken with a view to specified learning outcomes.
• The course may be taken for variable credit and not more than twice and for no more than 6 credit hours. One, two or three credits of selected studies may be earned for each IDS course reported.
IDS courses should not be taken to replace required courses.
• The following requirements govern enrollment for credit in independent study:
• The consent of the instructor and college dean must be obtained before enrollment.
• The content of the study should differ from the content of the regular course offerings.
• The contact hours between student and faculty member must be sufficient to ensure consistency with credit earned in regular course offerings.
• Students must have at least junior standing (i.e., 3rd year), including transfer students, who have earned at least a 2.75 cumulative GPA at Alfaisal University and who give sufficient evidence of initiative, originality and intellectual maturity to warrant the expectation of distinction in the program. Students may do Independent Directed Studies in any discipline in which they obtain the required permission.

Procedure:

• Students wishing to take an independent directed study must complete the Directed Studies Application Form and have it approved by the faculty member most familiar with the topic of study and obtain further approval from the dean of the college in which the student is enrolled.
• The dean of the college may form a committee to recommend the approval at the college level.
• The faculty will work with the student to select a reading list, projects, and evaluations appropriate to the topic and the credit level chosen.
• All needed materials will be presented in a syllabus attached to the application form.

Policy and Procedure Statement 18, Change of Major
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Change of Major


Introduction:
A student may transfer from one major to another within a college, in accordance with the policy below.

Policy:
• A student first must apply to his/her collage of choice then he/she can transfer.
• A student changing a major will start the new major with the beginning of next semester
• The transferring must be approved by the dean and head of the department
• A student is allowed to change majors only twice, as maximum • All courses that have been studied by a student who has transferred from one major to another are recorded in his/her academic record, including the grades and CGPAs obtained throughout his/her study at the University.

Procedure:

• A student must fill the major change form.
• The form should be submitted during the 12th week of fall and spring semester.



Policy and Procedure Statement 19, Changing Sections
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Changing Sections


Introduction:

Student is allowed to change his/her section according to the below policy.

Policy:

Section assignments take into consideration the student's new schedule, as well as the equitable distribution of students across sections. If a student wishes to change a section, he/she must adhere to the following steps:

• He/ She should choose a section that will not create a time conflict with his/her current schedule.
• Change of section only allowed during the period determined by the Admission and Registration Deanship for add.

Procedure:

Student can change his/her section through Netclassroom. If the class is full, an approval from the instructor is needed. The approval is to be sent to the Registrar office.

Policy and Procedure Statement 20, Course Substitution
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Course Substitution


Introduction:

If the student is unable to complete the requirements of any program (due to termination of a course, the changing of its content, or when accrediting new programs that are comprised of courses the student has not studied), he/she can substitute or compensate for these courses with other equivalent courses, in terms of level, content, and credit hours.

Policy:

A student qualifies for graduation when he/she has fulfilled all the requirements for the degree program in which he/she enrolled in when admitted to the University.

Procedure:

• The Admission and Registration Deanship must be informed of the substitution or compensation after the student has obtained the approval of the Academic Development Committee responsible for graduation requirements.

Policy and Procedure Statement 21, Repeating a Course
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Repeating a Course

Introduction:

Student is allowed to repeat his/her course according to the below policy.

Policy:

• Student must repeat a course if he/she fails a required course.
• The student may repeat any course in which he/she obtained a "C-, D, or D+" grade up to a total of 18 credit hours for COM and 12 for other collages.
• The highest grade reflects the student's final grade in that course. That is, if a student repeats a course in which he/she previously earned a D, and he/she subsequently receives an F, his/her grade for the course is an F, and he/she must repeat that course (if it is required in his/her degree plan) the more than one repeated course only one grade of the repetition is accepted. All grades, however, will be included in his/her academic record.

Procedure:
After retaking the course, student must contact the registrar office to change his/her grade.

Policy and Procedure Statement 22, Transfer Credits
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Introduction:

Transfer Credits

The number of transfer credits a student receives depends primarily on the educational quality of the work and the comparability of the courses taken in content, scope, and level to those offered by the University.

The transfer credits of a student from outside the University may be accepted under the following policy:

Policy:

• The department head, and/or college dean determine if and how credit transfer may be used to satisfy baccalaureate requirements.
• All courses that are approved and evaluated by the concerned college will be added to transfer database.
• New students should fill the transfer credit form and submit it with the admission form.
• A maximum of 40% of any program total credits may be applied toward the baccalaureate to be transferred.
• Credits Transfers must be approved initially by the prospective college in Alfaisal University, to which the student is joining and the total number of Credit Hours must not exceed 48 credit hours. The process of credit transfer will begin after the acceptance to the college.
• Undergraduate course work completed at regionally accredited degree-granting institutions that is comparable in character, content, and quality to courses offered by the University and in which a minimum grade of "C " has been earned, will be considered for transfer credit. The student's quality point average at the University however, is calculated solely on the basis of work taken at Alfaisal University.
• Transfer credits are posted on the transcript and assigned the grade "CR"
• The number of transfer credits a student receives depends primarily on the educational quality of the work and the comparability of the courses taken in content, scope, and level to those offered by the University.
• Transfer course work is evaluated on an individual basis and assigned an equivalent University course number whenever possible. If no equivalent course can be designated, and the work is deemed to be comparable to University-level work, then general elective credits in the discipline may be awarded.
• If a student fails to indicate on the admission application that s/he has completed course work at another college or university and later requests to have that work evaluated for transfer, credit for such work will be denied. Students can also be subject to dismissal for failure to disclose postsecondary institution enrollment.
• The Registrar Office requests that departments review and/or re-evaluate courses offered by public and private institutions so that Transfer Courses Data base may be kept up-to-date with new offerings, content change, etc. Colleges might also request additional review of Transfer Courses Database in accordance with College regulations and standards. In this regard, the Registrar Office makes students aware of regulations through the university website.

Non-Transferable Credit

• Credit earned in colleges and universities that are not regionally accredited.
• Courses on a transcript where no credit or grade is given.
• Career, vocational, or technical courses.
• Distance learning courses.
• Precollegiate/remedial courses; e.g., reading improvement, English/Math skills courses, developmental courses, or courses classified by as below freshman level or not applicable to the degree, etc.
• Personal development/self-improvement courses; e.g., career counseling, interpersonal relationships, college success courses, etc.
• Courses not offered at the undergraduate level by the University. • Credit given by another college for life/work experience.
• Co-op, internship, and practicum credit.

Transfer Credit Evaluation

Official transfer credit evaluations are prepared only for students who:
• Have been admitted to a degree program and have paid the advance deposit fee. • Are continu
ing students taking school work away while still enrolled at the University Continuing students are request to receive prior approval for school work to be taken elsewhere.

Procedure:

• Transfer credit is administered by the Registrar.
• The Registrar Office works on a close and continual basis with one faculty member in each department, designated by the department head or dean of the College, who acts as liaison with the Registrar Office.

AU current student:

• Student must fill the transfer form and submit it with the syllabus to the college, he/she must be sure the course planned to take at the other university is on Alfaisal syllabus and approved by the college. Student must take a course approval letter from registrar office containing the courses that he/she will take.



Policy and Procedure Statement 23, Incomplete Course
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Incomplete Course
Introduction:

Students are expected to complete all course work by the end of a semester. When this is not possible as a result of illness or other circumstances, an incomplete grade may be considered. The University distinguishes between two types of extensions: personal and academic. Only in the most unusual circumstances can an extension, either personal or academic, be granted.

Personal Extensions

Personal extensions are appropriate for students coping with end-of-semester illness or other personal circumstances beyond their control.

Policy:

• In certain cases, the student may not wish this documentation to be placed in his or her student file. In this case, the student should confer confidentially with the relevant faculty member, and with the agreement of the dean of the college, such material can be excluded from the student's file.
• The due date for completed work will be set at the time the extension is granted. For the fall and spring semesters it is expected that all written work and projects will be completed no later than four weeks from the last day of exams. Earlier deadlines may be set by the instructor. The Dean of the College and the student will agree on the specified deadline.
• An incomplete (IC) grade will be given to the student if the instructor is unable to submit the final exam before the final grade deadline and submit a Grade Change Authorization Form to the College Dean for approval and processing to the Office of the Registrar.

Procedure:

• Request forms for these extensions are available from the Office of Registrar.
• The Dean of the College will be required to receive and judge the validity of these requests.
• Documentation from a doctor, hospital or other appropriate institution is required in order to consider an extension. All documentation will be placed in the student's permanent academic record. This verification is required to document circumstances that have had an impact on a student's ability to finish course work or finals.
• Students must submit all requests before the last day of classes.
• Faculty will submit extension grades no later than the fifth (5th) week following the last day of exams, unless special arrangements are made with the College Dean and the University Registrar.

Academic Extensions
Academic extensions are appropriate when something non-personal interferes with a student's ability to complete work.

Policy:

• "Normal" computer failures are not covered by this policy; it is expected that students will back up their files.
• Only rarely will extensions be granted for academic reasons.
• The due date for completed work will be set at the time the extension is granted. The Instructor, the College Dean, and the student must agree in writing on the due date.

Procedure:
• If a student or faculty member wishes to request an extension on academic grounds, the instructor should submit a written request for approval to the Dean of the College for incomplete grade, explaining the circumstances in full and the student will receive an (I) as a grade in that course.
• The Instructor must submit a final grade for the course by the end of the fifth (5th) week of the following semester.

Policy and Procedure Statement 24, Hold Status
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Introduction:

Hold Status

Students' records will be placed on "Hold Status" if they incur any type of outstanding obligation (either financial or otherwise) to the university.

Some typical reasons for holds are:

• Outstanding fees or other unpaid university fees.
• Outstanding library books and/or fines.
• Counselling.
• Outstanding transcripts or documents.
• Students records pending disciplinary action.
• Expired Iqama.

Policy:

• No administrative or academic services (Netclassroom and Moodle) will be provided to students on Hold Status until the specific obligations have been met.
• Students who have not cleared their "Hold Status" from previous registrations will not be permitted to register again until the hold has been cleared.


Procedure:

Registration office is responsible of changing the status according to the reasons above.

Policy and Procedure Statement 25, Grade Change
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Grade Change

Introduction:
Grade can be changed his/her grade according to the policies below.

Policy:

• Student evaluations and assignments of final course grades are the responsibility of the faculty.
The faculty member is accountable for any grades assigned to students; therefore, each faculty member shall maintain records to support student evaluations and grades. Students who have reasons which can be substantiated to request grade changes must:
• Write a formal letter to the Instructor (or to the Dean of the College if the instructor is no longer on campus) requesting a re-evaluation of their performance in the course.
• Provide the following information in the letter: name and student ID, course number, title, and section; semester and year taken; name of the Instructor and a clear statement of the grade change request and reasons which justify the request.

Procedure:
• Faculty members, upon receiving student's request for a grade change, will review their records.
If it is determined that a student's request is justified, the faculty member will prepare a Grade Change Authorization Form, with appropriate documentation and submit it to the Dean for authorization. The grade change is forwarded to the Office of the Registrar. A faculty member may not change an F grade to a W grade in those cases in which the student did not follow the proper procedures for withdrawing from the course. • The Grade Change Authorization Form should be send to in a confidential way to the registrar office.

Policy and Procedure Statement 26, Withdrawal from a Course or Program
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Withdrawal from a Course or Program

Introduction:

A student may withdraw from a course or university for a semester, without his/her being considered as having failed the courses. Withdraw period starts by the end of the 4th week until the end of the 9th week.

Policy:

• Student is allowed a withdrawal from a course or university for a semester if he/she presents an acceptable excuse to Student Affairs Deanship during the 1st nine weeks of the semester (withdraw period) prior to the beginning of the final examination. Under exceptional circumstances, Student Affairs may extend the permitted deadline for withdrawal and assign a W grade to the student. This semester will be included in the period required for completion of the program degree.
• Registration Committee may approve the student's request for withdrawal from a course during the stipulated period after the ninth week and before the fifteenth week if he/she presents an acceptable excuse.

Procedure:

Student can withdraw through registration portal, if he/she faces a problem, he/she can contact registration office.

Policy and Procedure Statement 27, Medical Drop/Withdraw During a Semester
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Medical Drop/Withdraw During a Semester

Introduction:

A student who cannot complete a semester due to illness may drop/withdraw the semester according to the policy below:

Policy:

• A student who cannot complete a semester due to illness may apply for a withdrawal (W) for medical reasons.
• A medical withdrawal during a semester will be recorded as a "W" and medical documentation is required from certified hospital.
• No academic work completed at another institution during that semester can be transferred to Alfaisal University.
• In some cases drop will be applied.

Procedure:

Medical documentation will be submitted to the University Registration committee for consideration and approval or denial.

Policy and Procedure Statement 28, Dismissed Students Transferring Policy
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Dismissed Students Transferring Policy


Introduction:

Alfaisal University allows student who is on verge of dismissal to transfer to another college according to the below policy.

Policy:

Allowing dismissed students to transfer to other college if they meet below requirements:

• Studied three semesters or less.
• Having 1.70 CGPA or more.
• Approval of new college's dean.

Student will be given two semesters to raise his/her CGPA above 2.0 otherwise he/she will be finally dismissed. To achieve this, student also to maintain semester GPA above 2.5 otherwise he/she will be instantly finally dismissed by end of the first extra semester.

Procedure:

Student must fill the change college major form and have it signed by the dean of the college which the student wants to transfer to.

Policy and Procedure Statement 29, Final Examination
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Final Examination


Introduction:

A final examination is a test given to students at the end of the semester. The purpose of the test is to make a final review of the topics covered and assess each student's knowledge of the subject.

Policy:

• A final examination shall be given in every undergraduate course. Exceptions may be made with the written approval of the chair of the department or the dean.
• All final examinations must be held on the examination days of the Official Final Examination Schedule.
• No final examination shall be given at a time other than that scheduled in the Official Final Examination Schedule without written permission of the department chair and report to the dean.
• No student is not to be given more than two examinations per day.

Procedures:

• The instructor posts the grades through online grading system using letter grades (ex. A, A- etc.).

Policy and Procedure Statement 30, Grades Submission
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Grades Submission


Introduction:
Faculty members must submit grades according to the policy below.

Policy:

Grades must be submitted within 2 days following the exam:
• Any blank grade will be translated to [F].
• Grades must be submitted as letters only.
• If the student didn't attend the class, the instructor must contact the registration office.

Procedures:
• Use this link to access Faculty Access for the Web
• If you do not see your student listed in your course, report their names to the Registrar's

Policy and Procedure Statement 31, Final Grade Appeal
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Final Grade Appeal

Introduction:
The Alfaisal University Academic Appeals Process is designed to maintain the integrity and quality of each College's programs within the University and to ensure that a fair and equitable learning and teaching environment is upheld for all students and faculty.

Policy:
The student can appeal a negative decision of a faculty member; this policy is intended for students who believe that they have legitimate grounds for requesting a reassessment of their final grade on a course.


Procedure: Present the appeal to the faculty member's College Dean who refers the appeal to a committee for hearing and decision. Based on committee decision, college dean will authorize a grade change, and must notify the involved individual of his action, i.e., the College Dean must notify the student, the faculty member and the registrar office of his decision. To appeal an attendance-related grade reduction, the appeal process that is part of the Attendance Policy must be followed.

Policy and Procedure Statement 32, Graduation Requirements
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Graduation Requirements


Introduction:

A student graduates after successfully completing all graduation requirements according to the degree plan, provided that his/her CGPA is not less than 2.

Policy:

• The student must follow the degree plan for his/her major and complete all the requirements before graduation.
• To be eligible for graduation, the undergraduate student must have earned a cumulative and major GPA of 2.00 or higher.
• To be awarded an academic degree from Alfaisal, the student must complete 60% of the required courses at Alfaisal University.
• If the student has passed the required courses but his/her CGPA is below 2, the College Council, on the basis of the recommendations of the council of the department concerned, is entitled to specify the appropriate courses that the student must complete in order to improve his/her GPA.

Procedure:

In the fifth week of each semester, the registration office nominates students who satisfy University degree requirements (Completed courses credits + registered courses credits of ongoing semester equal or more than the minimum limit required (depending on the total credit hours of each academic program).

Student Part

• Students must attach an updated transcript and academic plan to the form.
• Student and Academic Advisor fill out the form and submit it along with the required documents to the registration office for approval The registration office Part

The registration office will audit, review and ensure the following:

• Revise the records for the students concerning their remaining credits, making sure that they register for the remaining courses in order to finish the academic plan successfully within desired semester.
• Graduate students must meet the minimum degree GPA specified by the degree program in order to have the degree certified and to graduate. 2/4 for bachelor's degree – 3/ 4 for master's degree
• Print student's audit from the BB system, revise student's documents and attach with the rest of the graduation documents.
• Need to insure that students are not on any type of probation • Complete the personal data, such as name in Arabic and English as it is written on identity card and passport.
• Send expected graduating student list to the Board of Trustees for approval along with the names of the students with low GPA, in order to make a decision concerning their case.
• After the approval of the Board of Trustees, send a list of expected graduating students to the public relations office at the university to begin preparations for the graduation ceremony.
• Inform students via e-mail to attend and receive a copy of the approved model graduation.
• Update student record in the BB system, final audit on graduate's records in terms of status, major, honor classification, date of graduation
• Add Honor classification if there is any (From 3.50 - 3.74 /4.00 second class honors, from 3.75- 4.00 / 4.00 First Class Honors)
• Prepare a list of expected graduating students. • Send an e-mail to nominated students stating the time period for applying - deadline, graduation form and guideline of applying


Policy and Procedure Statement 33, Academic Calendar
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Academic Calendar


Introduction:
The academic year is divided into two regular semesters and if available, one summer session (8weeks) which is usually half of the time period of a regular semester.

Policy:
Pre-registration: one month before the beginning of the semester extending one week.
Adding: the first 2 weeks of the semester.
Dropping: the first 4 weeks of the semester.
Withdrawal: starts the 5th week – 9th week of the semester.

Procedure:
Student Affairs Deanship is responsible for publishing the academic calendar on October of each year for the year after.

Policy and Procedure Statement 34, Student Employment
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Student Employment


Introduction:
Student Part-Time Employment plays an important and valuable experience for the student, in addition to other benefits for student and the university. Alfaisal University Program for student employment is implemented to encourage an effective and proactive university community, and provide students with the financial assistance if need may be, as well as give them the chance to develop a real workplace experience.

Policy:

Student compensation as following:

•An hourly rate:
• 30 SAR for 1st working year (calculation is based on working a total of 2 semesters)
• 45 SAR for the 2nd year and onward
• The maximum allowed working hours is 60 hours/month (14 hours/week)
•The contract duration is one semester only, and can be renewed for one semester each time.
• There should not be any conflict between the student classes and the working hours.
• A student can only be employed with one Department/College during the sae semester
• Student Requirements to be fulfilled:
• The Student must be enrolled during the Employment semester.
• The Student Cumulative GPA must be above 2.0

Procedures:

To employ a student at your Department/College please follow the steps below:

Step One Request:
• College/ Department to fill the "Request for Student Employment Form (SA-SE01)" for each employed student.
• Ask the requested student to:
• Fill "Student Employment Application (SA-SE02)"
• Attach a copy of his/her ID/Iqama and his Student ID.
• The requester must prepare the Student Contract and have the requested student sign it.

Step Two Approvals:
• The requester must submit the above forms and documents to Finance for Approval.
• If approved By Finance Dept. (Request can be accommodated (within budget)) the request will be handed over to Student Affairs.
• If approved by Student Affairs (Student fulfilled the Employment requirements) the request will be handed over back to Finance Dept. and a confirmation email will be sent to the requester.

Step Three Payment:
• After each employment month ends the employed student must fill a soft copy of the "Student Employment Time Sheet (SA-SE03)"
• They employed student must print and sign the Time Sheet, then submit it to Finance Department for the payment to be processed.

Step Four Extension:
A contract can be extended for one additional semester each time, this form "Student Employment -
Agreement Extension Request" must be filled and submitted to Finance Department.

Student employment Form see appendix F

Policy and Procedure Statement 35, Event's Speaker Policy
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Event's Speaker Policy


Introduction:
All speakers that are invited to give Alfaisal Students a lecture need to follow the policies below:

Policy:
• All external speakers must be approved by the Dean, Provost and the President.
• Speaker must not be known for being controversial.
• Speaker must focus on academic topics, comply with MoE guidelines regarding approval process and segregation requirements.
• All speakers must submit their CV before any approval
• Couples/spouse to abide by applied segregation rules.

Procedure:
• A letter must be written by the owner of the college, reviewed by the Provost and signed by the President.
• There must be gender separation by physical dividers, Male/Females to enter from different entrances:
• main auditorium (graduation format).
• U-shape rooms (e.g. al Gusaibi), stage shared (only to give a speech and/or hand out awards).
• Balcony format: default.


Policy and Procedure Statement 36, Student Healthcare Policy
Revised: 2/2015
Review Cycle: Oct. E3Y
Review Date: 10/1/2016
Reviewer: Dean/ Vice Dean of Student Affairs
Editor: Reem Almakadi

Introduction:

Student Healthcare Policy


Alfaisal University is committed to promote good health and meet the medical needs of its students.

Policy: • A student who is ill or experiencing chronic disease should inform the University before admission
• Non- Saudis students must be covered by a major medical health insurance.

Procedure:
Student who suffers from disability, psychological or health issue must consider the following:
• Student who has a disability issue must submit official copy of his/her medical report to student counseling office & the college.
• Student who has a psychological issue must submit official copy of his/her medical report to student counseling office & the college.
• Student who has a physical illness must submit official of his/her medical report to student counseling office, the University clinic & the college.

Medical insurance card:
Alfaisal University provides a medical insurance card to the students who are admitted to the University.



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