Academic ProcedureElectronic Booklet
2019
Assistant Dean Office for
Undergraduate Studies
Prepared by:
Karima Al Amri- Student Affairs Officer
College of Economics and
Political Science
Sultan Qaboos University
College of Economics and
Political Science
Assistant Dean Office for
Undergraduate Studies
Academic
Procedurehttps://www.squ.edu.om
Deanship of Admissions and Registration/Academic Regulations
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Important information to :
Academic Faculty & Students
in College of
Economics & Political Science
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Contents
1. Registration
2. Registration Procedures
3. Timetabling Procedures during
online registration
4. Add/Drop (Change in registration)
5. Registration procedure during
Add/Drop period
6. Academic Probation Rules
7. Registration Procedure of
(Students on probation) during
Add/Drop Period
8. Attendance Policy
9. Over Load Rules & Registration
Procedures
10. “W” Grades Rules & Procedures
11. Student Minimum Accepted
Credits
12. Duration of Study Regulation
13. Minimum Acceptable Number of
Credit Hours of each Semester
14. Information about Major
15. Information about Minor
16. Criteria to Transfer to Political
Science Major
17. Transfer between Colleges in
SQU
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Registration
Registration is the process by which a
student selects courses, according to
the approved student study plan which
he/she enrolls in formally. Information
regarding the schedule, location and
deadlines of the registration period and
timetables will be announced by the
Deanship of Admissions and
Registration in advance of the
scheduled registration period.
1. Students who are out of phase
cannot be guaranteed a conflict
free schedule of courses in their
degree plan.
2. Students may be prevented
from registering in courses or
programs for lack of space,
timetable conflicts, incomplete
admissions, outstanding book
loans or academic or
disciplinary sanctions.
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•Specific academic pre-requisites
are not met. (Note: students are
responsible for ensuring that they
have fulfilled the published pre-
requisites. Failure to observe this
may result in withdrawing
registration for some of the
courses. In this case the guidance
of the advisor should be heeded).
Additionally a students' registration
may be affected if:
1. Textbooks have not been
returned as required.
2. Past performance or
disciplinary status has not
been met.
3. Registration shall end on the
last working day of the first
week of classes (Fall and
Spring semesters).
4. Late registration is applicable
up to one week beyond that
date only if it is approved by
the appropriate Deans.
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Registration
Students registering late may find:
1. that there are a limited
number of courses available.
2. Students who wish to
Drop/Add a course following
initial registration should do
so during the first week of
classes in the Fall and Spring
semesters and during the first
three days of classes during
summer using the online
system or through the
Deanship of Admissions and
Registration if not possible to
do so online.
The University reserves the right
to cancel registration in courses
where there is insufficient
enrolment. This minimum may
vary by College/Department
according to the Department’s
size.
Individual course registration with
limited space will be prioritized
according to:
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Registration
1. Final year students who
require access to a course in
order to graduate.
2. Students who require access
to courses in their Major area
of study.
3. Students who gained the
largest number of credit hours
required in order to graduate.
Exceptions to any of these
conditions may be made only in
unusual circumstances and after
being approved by the Head of
Department (HoD), the Assistant
Dean in the college and the Dean
of Admissions and Registration.
Exceptions to any of these
conditions may be made only in
certain circumstances and after
being approved by the Head of
Department (HoD), the Assistant
Dean in the college and the
Deanship of Admissions and
Registration.
Disabled students shall be given
priority in early course
registration and during Drop/Add
period. They shall submit a copy
of the Assessment Form to faculty
members to explain the nature of
the disability as soon as they
register a course with them so
they can adapt the requirements
of course teaching and
assessment to the nature of the
disability.
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Registration Procedures
1. Students who did not pass the
PREQ for any courses that
registered during online-
registration, must readjust their
registration as soon as they get
their results of the current
semester. Those who will not
adjust their registration The
Deanship of Admission and
Registration will drop them from
that courses.
2. Students on academic probation
shall be required to reduce their
load to a maximum of 12 credits
and a minimum of 9 credits
during a regular semester.
3. In regular (Fall and Spring)
semesters, students may register
for a minimum of 9 credits, and
make sure that they follow the
maximum duration of study
regulation to avoid withdraw from
the University. irrespective of
their course load status, students
should achieve a minimal
satisfactory credit accumulation
during study at the University.
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Registration Procedures
4. Students who register in
some courses out off the
Academic Study Plan, The
Deanship of Admission and
Registration will take the
action of dropping them from
that courses.
5. Students are responsible of
their registration. It is the
students responsibility to be
registered in some courses if
it is equivalent to another
courses they took it before
with pass grad. They must
review the Academic Study
Plan.
6. Students who are applied for
transfer between colleges
are expected to get the
transfer results before the
Add/Drop period. Those
students need to register in
courses according to their
college Academic Study
plan. After getting the
transfer results students
must Adjust their registration
by dropping the courses of
their previous college and
adding courses from the
current college.
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Registration Procedures
7. Students who needs to
change/substitute/replacement
some courses in their Academic
Study Plan, needs to full-up the
Substitution Form which is
available in the Deanship’s
website Student Services
Important Forms Substitution
and Replacement form
8. Students obtain approval for the
required courses to be
substituted in their degree plan
before their registration in the
course to insure and avoid any
problems associated with final
degree audits.
9. Students must obtain the
approval of the HOD for the major
elective course. taking into
consideration the maximum
number of major electives
allowed for replacement.
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At the graduation, the degree will be
audited . If the student did not follow
the degree plan, his/her graduation
may be delayed.
Timetabling procedures during
On line registration
1. Please note that during On line
registration period all
communications between
timetabling, colleges and
centers should be through
official letter or via email.
Communications with the
timetabling Department and the
Assistant Deans who act on
their behalf.
2. Any change to course timetable
could result in change to final
exam timetable.
3. Students' course registration
conflict arising from final exam
conflict can be resolved by an
official written request from
Head of Department through
assistant Deans Of the
respective college, outlining
that the department will
resolve the conflict internally
in Add/Drop period. This point
is available for Expected to
Graduate by end of current
semester only.
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Timetabling procedures during
On line registration
4. There is no need for Opening a
new sections of course during
On line registration if Open
sections still have seats
available.
5. Deleting/updating PREQ,EQV,
CO-RQ during on line
registration period is not
allowed.
6. Replacing active courses with
registered students with other
courses during online
registration period is not
possible.
7. Any change requested to a
course timetable should follow
the agreed timetabling setting
(template).
8. Courses without registrations
and any canceled courses will
not be deleted from the
system, all the details will be
kept. Only classroom and
instructors will be removed
from timetable.
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Timetabling procedures during
On line registration
9. Changing the teaching instructor
is an option available to
designated members in the
Colleges and the Departments
and should be done at that level
and not by the Timetabling
Department.
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10. We urge faculty not to
make internal
unnecessary and
unauthorized changes to
their timetables without
informing Timetable
Department in order to
avoid clashes with
ongoing booking for
classrooms.
Add/Drop (Change in Registration)
1. Students wishing to change their
registrations may do so during
the first week of scheduled
classes with no effect to their
transcript. Usually such changes
of registration can be made on-
line provided there is a vacancy
in the course and it is within the
student's course load maximum.
2. If change of registrations cannot
be made through the on-line
system it can be done on a Drop
& Add form provided that a
vacancy is available in the course
and it is ranged within
the student’s course load. Any
student who wants to Drop &
Add any course should have the
consent from the Advisor,
relevant department and the
college Assistant Dean of the
concerned college.
3. No courses may be added after
the one week period except in
individual certain circumstances
and approved by the Head of
Department and the concerned
Assistant Dean with the
Deanship of Admissions and
Registration.
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Add/Drop (Change in Registration)
4. A student who wishes to drop
(withdraw from) a course
between the second week of
classes till the end of week ten
will be given a 'W' grade beside
the appropriate course on
his/her transcript.
5. A course dropped after this time
will be designated 'F' on the
transcript.
6. During the summer semester,
pre-registrations are
considered to be official and
may only be changed in
certain individual
circumstances. The drop by
“W” grade for any of the
summer courses will result in
the cancellation of the
summer registration.
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Registration Procedure during
Add/Drop Period
Head of Department, Academic
Advisors, all faculty members,
authorized coordinators and
department coordinators have to be
present in their offices in order to
ensure that the registration process
proceeds smoothly. Without your
valuable advice/ comments and
signature the students cannot
register.
1. Authorization serves is available
for sections that are full only,
during Add/Drop period.
2. For sections that are full,
students need to visit that
section(s) Head of
Department/authorized
coordinators to obtain
authorization. After students
get the authorization from
Head of Department/authorized
coordinators, then the
students should register
during 48 hours online by
access the
https://sis.squ.edu.om without
the need to visit Admissions &
Registration.
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Registration Procedure during
Add/Drop Period
3. Foundation Program Students can
register in some courses like
University Electives/Required
courses based on his/her results in
level 5 after the Foundation
Program Office scheduled them in
the remaining Foundation Program
Courses for the next semester.
4. Foundation Program Students if did
not pass the required ENGL course
of the (FP) level 6 will not be able to
register in any of CEPS courses.
5. After finishing all Foundation
Program requirements, student
can register the normal credits
courses during Add/Drop
period.
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Registration Procedure during
Add/Drop Period
6. In case there is a need to open
new section, it has to be opened
at least 3 days before the end of
Add/Drop period.
7. Please confirm that all your
appropriate seat reservations
have been made and that the
course section maximums are
set at realistic levels. To access
your section counts and get
more information, please visit
(http://squ.edu.om) →Deanship
of Admissions…→ academic
info.→ section count
8. In case you have section with a few
students and you have available
seats in other sections please ask
the students to register in the other
sections and close the section with
a few students (less than 7
students).
9. Please do not register students
from other colleges. Unless with
instruction from the Assistant Dean
for Undergraduate Studies.
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Academic Probation Rules
A student shall be placed on
probation and required to take
remedial action when:
1. The Cumulative GPA falls below
2.00 or
2. The Cumulative GPA is 2.00 or
above But the Current Semester
GPA falls below 1.00 or
3. The Cumulative GPA is 2.00 or
above But the Semester GPA is
below 2.00 for 2 consecutive
semesters.
The Probation course load status
progression will be Prob01,Prob02,
& Prob03
The following messages will
appear on their transcripts:
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Academic Probation Rules
First Probation: Warning
Second Probation: Final Warning
Third Probation: Required to
withdraw from the University for
Academic Reasons.
Unless the semester GPA falls below
1.00, the first semester in credit
should not count towards probation.
If a student goes back on probation
after leaving it, he/she will return to the
level in which he/she was last time for
example:
Normal » Probation01 » Probation02 »
Normal » Probation02 »Probation03
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Students on probation
Registration Procedure during
Add/Drop Period
Students on Prob1&2 (Cohort 2010
and below)
1. Must visit their academic
advisors to get their online
approval. If the course is full the
Student must visit the
department that offers the
course/section Head of
Department/authorized
coordinators, to obtain
authorization.
2. After students get the
authorization from Head of
Department/authorized
coordinators.
3. Then the students should register
during 48 hours online without the
need to visit Admissions &
Registration.
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Students on Prob3&4 (Cohort 2010
and below)
1. Must visit their academic
advisors to get their signature
on Probation Students
Registration Form (Green Form)
usually probation students
register before the Add/Drop
period. But in exceptional
circumstances (Conflicts, Pre-
requisite, Full sections)
Probation students will use
Add/Drop Form to complete
their registration during the
Add/Drop period.
2. Then get the signature of their
Head of Department.
If the course is full the student
must visit the department that
offers the course/ section to get
HoD authorization on Probation
Students Registration Form
Example of comment:
Please register the student in
sec.(#) even if it is full), and
stamp of the department.
3. Get the signature of the Assistant
Dean. Then visit Admissions &
Registration to finalize their
registration.
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Students on probation
Registration Procedure during
Add/Drop Period
Students on Prob01 (Cohort 2011 and
above)
1. Must visit their academic
advisors to get their online
approval. If the course is full the
Student must visit the department
that offers the course/section
Head of Department/authorized
coordinators, to obtain
authorization.
2. After students get the
authorization from Head of
Department/authorized
coordinators, then the students
should register during 48 hours
online without the need to visit
Admissions & Registration.
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Students on Prob02
(Cohort 2011 and above)
1. Must visit their academic
advisors to get their signature
on Probation Students
Registration Form (Blue Form).
usually probation students
register before the Add/Drop
period. But in exceptional
circumstances (Conflicts, Pre-
requisite, Full sections)
Probation students will use
Add/Drop Form to complete their
registration during the Add/Drop
period.
2. Then get the signature of their
Head of Department.
If the course is full the student
must visit the department that
offers the course/ section to get
Head of Department authorization
on Probation Students Registration
Form Example of comment:
Please register the student in
sec.(#) even if it is full), and stamp
of the department.
3. Get the signature of the Assistant
Dean. Then visit Admissions &
Registration to finalize their
registration.
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Students on probation Registration
Procedure during Add/Drop Period
Students on Prob03 (Cohort 2011
and above) & Prob5 (Cohort 2010 and
below)
1. Must visit their academic
advisors to get their signature on
Probation Students Registration
Form (Pink Form). usually
probation students register
before the Add/Drop period. But
in exceptional circumstances
(Conflicts, Pre-requisite, Full
sections) Probation students will
use Add/Drop Form to complete
their registration during the
Add/Drop period.
2. Then get the signature of their
Head of Department. If the
course is full the student must
visit the department that offers
the course/ section to get Head
of Department authorization on
Probation Students
Registration Form
Example of comment:
Please register the student in
sec.(#) even if it is full), and
stamp of the department.
3. Get the signature of the
Assistant Dean. Then visit
Admissions & Registration to
finalize their registration.
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Attendance Policy
The student status will state
“Withdrawal from the University”, If
the percentage of courses with
grades of “FW” and “F” is 50% or
greater in each of two consecutive
semesters (applicable for Cohort
2011/2012 onwards
Course Instructors should keep
attendance records. An "Absentee
Warning Notice" will be issued if a
student is absent for:
•More than 10% of teaching hours
that are less than 75 total contact
hours.
•More than 5% of teaching hours
that
have 75 or more total contact
hours .
An "Absentee Withdrawal Notice"
will be issued and the student will
be deemed to have withdrawn from
the course with an 'FW' grade if a
student is absent for:
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Attendance Policy
•More than 20% of teaching hours
that are less than 75 total contact
hours.
•More than 15% of teaching hours
that have 75 to 150 total contact
hours.
•More than 10% of teaching hours
for courses with more than 150 total
contact hours.
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Over load rules
& Registration Procedure
Category of GPA=3.00 or 3.00 in the
last two consecutive semesters
1. Submission of a full degree
audit.
2. Student is expected to graduate
within two semesters (Fall,
Spring or Spring, Summer).
3. Additional courses to be
indicated on the Add/Drop form.
College Assistant Dean’s
signature is required.
4. Maximum course load should
not exceed 23 credits in
Fall/Spring semester.
5. Maximum course load should
not exceed 9 credits in Summer
including Internship courses or
similar courses.
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Category of GPA=2.30 – 2.99
1. Submission of a full degree
audit.
2. Student is expected to
graduate within two
semesters (Fall, Spring or
Spring, Summer).
3. Additional courses to be
indicated on the Add/Drop
form. College Assistant
Dean’s signature is required.
4. Maximum course load
should only exceed the
normal course load by up to
4 (0-4) credits, regardless of
the total registered courses
during the semester.
5. Maximum course load
should not exceed 9 credits
in Summer including
Internship courses or similar
courses.
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Over load rules & Registration
Procedure
Category of GPA=2.00 – 2.29
1. Submission of a full degree
audit.
2. Student is expected to graduate
within the current registered
semester (Fall, or Spring or
Summer).
3. Additional courses to be
indicated on the Add/Drop form.
College Assistant Dean’s
signature is required.
4. Maximum course load should
only exceed the normal course
load by up to 4 (0-4) credits,
regardless of the total
registered courses during the
semester.
5. Maximum course load should
not exceed 9 credits in Summer
including Internship courses or
similar courses.
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Over load rules & Registration
Procedure
Category of GPA=2.00 and above,
but on semester probation
1. Submission of a full degree
audit.
2. Student is expected to
graduate within the current
registered semester (Fall, or
Spring or Summer).
3. Additional courses to be
indicated on the Add/Drop
form. College Assistant
Dean’s signature is required.
4. Allowed only (0-3) credits to
maximum of 15 regardless of
the total registered courses
during the semester.
5. Maximum course load should
not exceed 8 credits in
Summer including Internship
courses or similar courses.
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“W” Grades Rules & Procedures
After finishing the Foundation
Program for all Cohorts, students
are only allowed to have (4) ‘W’
grades during their study period in
the University starting from
Spring2017 where previous drops
will not be counted.
• Counting of the ‘W’ grades will
begin with the first regular
semester after completion of the
foundation program in which
nine (9) or more credits are
registered. Summer semester
withdrawals are not counted.
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• Withdrawals can be done on-line,
but the third and fourth
withdrawals required authorization
from the student’s advisor.
• A student that withdraws from a
course in Spring will not be
allowed to take the course in the
immediately following Summer
semester unless it is required for
graduation.
1. Access the https://sis.squ.edu.om
2. Choose: Withdraw Approval
3. Enter (Student ID#)
4. Enter (Course Code)
5. Go withdraw Approval
6. Inform the student Via email to
drop the course with (W) from the
https://sis.squ.edu.om, by
choosing Drop with W screen
Minimum Accepted Credits
To know about student
Current Semester
&
Earned Credits
1. Access the
https://sis.squ.edu.om
2. Choose: Student Minimum
Accepted Credits
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Minimum Accepted Credits
Current Semester
&
Earned Credits
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Duration of Study Regulation
For the 2011 Cohort onwards, and
irrespective of their course load
status, students should achieve a
minimal satisfactory credit
accumulation during study at the
University as shown in the table:
Semest
er in
Credit
Acceptable
number of
Credits
earned
Unacceptable
number of
credits
resulting in
Withdrawal
1 0-12 -
2 1-24 0
3 13-36 12
4 25-48 24
5 37-60 36
6 49-72 48
7 61-84 60
8 73-96 72
9 85-108 84
10 97-120 96
11 109-132 108
12 121-144 120
13 133-156 132
Note:
•In Duration of Study Regulation,
Semester 1 Will be counted for
student who finished all the
Foundation Program Requirements'.
Knowing that Summer is not
counted.
•Duration of Study Regulation for
Probation Students starts only if the
student took a minimum course load
of (9) & above with Foundation
courses during Fall & Spring
semesters only. Summer is not
counted.
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37
Minimum Acceptable Number of
Credit Hours of each semester
Students on probationProb03(From 2018/2019 academic Years and onwards)
A student could be re-admitted if all of the
following criteria are met:
A minimum semester GPA of at least 1.80
A minimum cumulative GPA of at least 1.80
Achieve a minimal satisfactory credit
accumulation during study at the
university as shown in the table:
Semester
in Credit
Acceptable
number of
Credits
earned
3 13
4 25
5 37
6 49
7 61
8 73
9 85
10 97
11 109
12 121
13 133
Minimum Acceptable Number of
Credit Hours of each semester
Students on probation
Prob03
Note: Please advice Foundation Program
students to register only (8 credit hors)
with Foundation courses, because it will
not be counted as a semester. Hence
Credit accumulation for Probation
Students starts only if the student took a
minimum course load of (9) & above
during Fall & Spring semesters only.
Summer is not counted.
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Information about Major
Rules & Procedures for
major
The college awards a major
in one of the following:
- ACCT - ECON
- FINA - INFS
- MNGT - MRKT
- POMG - STAT
A CEPS student can apply
for Major if:
- He/she earned 45 Credit
hours of the 15 pre-major
courses.
- CGPA (2.00) & above
The 15 pre-major courses
ACCT1112 ACCT2121 ECON1211
ECON2221 FINA3311 INFS2412
LANC1070 LANC1071 LANC2070
MNGT1515 MNGT2515 MATH1105
MRKT3611 POMG2710 STAT1811
Information about Minor
Rules & Procedures for minor
The college awards a minor
in one of the following:
- ACCT - ECON
- FINA - INFS
- MNGT - MRKT
CEPS Students can apply for
minor at the same time of
applying for Major or after
Major if:
- He/she earned 45 Credit
hours of the 15 pre-major
courses.
- CGPA (2.00) & above
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The 15 pre-major courses
ACCT1112 ACCT2121 ECON1211
ECON2221 FINA3311 INFS2412
LANC1070 LANC1071 LANC2070
MNGT1515 MNGT2515 MATH1105
MRKT3611 POMG2710 STAT1811
Information about Minor
•Major students who have No minor
are allowed to register in a maximum
of 2 or 3 elective major courses from
other departments (G2 from degree
plan).
•Major students who have minor
MUST register in courses related to
their major & minor ONLY
(Degree Plan).
•Applying for minor at late stages will
force students to replace the major
elective he/she took from other
department (if any) with courses from
minor.
1. Information System Major
students are not allowed to take
Minor.
2. Number of courses needed to
take from Major & Minor (if any)
17 courses(51 Credits)
•Major students who have minor
MUST take total of 6 courses from
minor (3 required - 3 elective).
Please refer to department degree
plan.
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Criteria to Transfer to Political
Science Major
1. GPA 3.00
2. Credits Earned 14 Credit hours
3. Batches 2013 & above
Transfer Regulation between
colleges in SQU
Students who were initially admitted
and registered in a given College or
Major program, should submit their
application for transfer to another
College . The number of available
places in each College will be
announced annually during Fall and
Spring Semesters, and should not
be more than (16 students). For
more information please visit
(http://squ.edu.om) →Deanship of
Admissions…→ Services→ Student-
Services
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