Umm Al-Qura University

Umm Al-Qura University


- 2017/02/05

The University considers student advising by faculty as an important teaching-related activity. The department policy for advising students is mixing between central and distributed advising systems. Therefore, a faculty member is assigned to every student for the duration of the student’s enrollment with the program. In addition, a central advising committee is assigned to guide and advice all students in the beginning of each semester. The faculty members advise students in planning academic progress during registration and throughout the academic year whenever a student seeks his advisor's input in academic matters. During the senior year, the faculty provides guidance for students regarding available career options and encourages them attending career fairs organized in UQU main campus. Moreover, the department plans to arrange “A Day of Career Fairs” in the fall following the recommendation of the external advisory board, see Appendix E.

Enrollment Procedure

Under normal circumstances, all students are registered automatically through the university computerized registration system, and follow a model study plan set by the department. This plan automatically enforces all pre-requisites. The system allows the student to make changes and adjustments that do not violate prerequisites, do not cause timetable clashes, and do not exceed the student’s maximum allowed load. It is during the first week of a semester that students are allowed to make changes, such as add, drop, and change section through the guidance of the central advising committee.

Course withdrawals are permitted later in the semester, usually between weeks six and eight, subject to approval from the student’s advisor and chair. A student cannot withdraw from more than two courses per semester except with the permission of the vice dean for academic affairs. Moreover, the total credit hours of the students should not be less his/her minimum allowed load of credits hours after the withdrawal, and the withdrawal course must be of higher level to the student's level. Course withdrawals do not show on the transcript. A student can withdraw from the entire semester late in the semester, usually during weeks 12 to 14, subject to the chair and vice dean for academic affairs approval. Semester withdrawal does show on the transcript.

Prerequisite Violation Regulation

Students are not allowed to violate prerequisite restrictions in their course registration process. However, in rare cases some students can be exempted due to justified legitimate reasons and they should satisfy the following violation regulation.

  1. A student should consult his/her academic supervisor for his/her case.
  2. A student should submit a request including strong prerequisite violation reasons.
  3. The curriculum committee study the student request as well as his/her records and file.
  4. If the curriculum committee decides to consider the request, then the student will be examined in front of a committee consists of three members:
  • The instructor of the course (B) that student want to register it.
  • The instructor of the prerequisite course (A) that the student has not passed it yet.
  • A member from the curriculum committee.
  1. After examining the student, the three-member committee take one of the following decisions:
  • Decision 1: Do not allow the student to violate prerequisite restrictions.
  • Decision 2: Allow the student to register both courses in the same time and these courses will be taught in their normal ways.
  • Decision 3: Allow the student to register both courses in the same time and the teaching plans for these courses are modified.

There was some relaxation in applying the prerequisite violation regulation before the department started the assessment process. Therefore, the above procedure is decisively applied starting from the current academic year 2014-2015.

Enrollment advising

The student affairs committee is responsible for managing student advising. The committee allocates groups of students to academic staff, which is entered into UQU's electronic registration system. The student can see his/her advisor’s name in the electronic registration system, and the advisor has access to the records of his/her advisees through the electronic registration system.

Functions of the Academic Advisor

Academic advisors are meant to provide educational counseling for students. The academic advisor's primary responsibility is to evaluate the student’s study plan to ensure it will satisfy university requirements while it meets each student's specific needs. To be effective, the advisor must recognize that each student has different abilities, interests, aspirations, needs, experiences, and problems so that his/her approach in dealing with students can be different from one student to another. Academic advising cannot, therefore, be a mechanical, routine matter. To fulfill this requirement, the general advising duties can be stated as follows:

  • The advisor is expected to deal with students’ academic, career, and personal problems.
  • The advisor helps his/her advisee students examine the course offerings in their major and understand their graduation requirements.
  • The advisor helps the student explore the career options within his/her major, and obtain related career information and survey job opportunities such as University Website.
  • The advisor serves as a link between the student and the administration by counseling the student on matters of failure, on the procedures for dropping and adding courses, course scheduling, and academic progress.
  • The advisor must alarm students of the exclusion procedure well in advance, and of any subsequent changes that might be enforced during the course of their studies.
  • The advisor is responsible of making sure that the student follows the prerequisite requirements of different courses.
  • The advisor helps the student selecting the topic of his/her graduation project.


Guidelines for Advisees

The student has to meet with his/her academic advisor every semester prior to his/her registration for that semester. The goal of this meeting is to review the academic requirements. Another optional meeting with the academic advisor can be held mid-semester to review the student’s progress in different courses. At any time, the student can take an appointment to meet individually with his/her academic advisor to discuss his/her overall program of study, his/her career plans, or any problems he/she is encountering that could affect his/her studies.


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