HEC MBA Rules & Policies Handbook. Full-Time Option

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1 HEC MBA Rules & Policies Handbook Full-Time Option Updated January 2014

2 Table of contents HEC MBA Mission Statement... 4 I. HEC MBA General Rules and Policies Participant Honor Code Respectful conduct Academic Integrity Etiquette Attendance Timeliness Deadlines Class participation Use of electronic devices communication at HEC MBA Student Representatives Tuition fees Policy on Harassment Policy on the use of tobacco, alcohol and illegal drugs Food and drinks Conflict Resolution and Assistance Degree Requirements, Rewards and Penalties Degree Requirements HEC MBA Jury Retake exams Graduation and student status Rewards Leadership Awards Academic Awards Dean s List Penalties Academic Probationary Committee Disciplinary Council II. Academics: Rules & Policies Fundamental Phase Customized Phase Specializations and tracks Electives H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 2

3 2.3 International Exchanges Overview International Exchange allocation process Double Degrees Fieldwork projects Communication with Academics Course Evaluation Exams Exam guidelines Policy on rescheduling exams Grading Grading policy Grade Release Graded Exam Papers III. Career Management Center: Rules & Policies CMC Services Fundamental Phase Customized Phase Sign-up and attendance at Curriculum events; process and deadlines for Career Action Plan (CAP) and the HEC CV Book Credit-bearing events Non-credit bearing events Non-attendance at events CAP deadlines HEC CV Book Process CMC Policy on Company Events Attendance and registration Other policies and guidelines Campus Recruiting Internships and Full Time Club Activity and Treks H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 3

4 HEC MBA Mission Statement Our mission is to shape the business leaders of tomorrow. We believe future leaders need to develop three core skills: the ability to make sound decisions, the ability to lead and influence people, and the ability to leverage connections within the corporate world. At HEC Paris MBA, you will: Improve Your Approach to Decision-Making Our rigorous and newly redesigned curriculum gives you greater flexibility, allowing you to choose a specialization and a range of electives that suit your areas of interest for your future career, reinforced by solid core business foundations. You will be part of a highly multicultural student body that works to share, challenge and broaden ideas through a multitude of new perspectives from diverse real-world experiences and backgrounds. Develop Your Leadership Skills Leadership is an acquired skill. We aim to increase your ability to be a strategic and influential leader. You will be engaged in an MBA program that replicates present problems and teaches you the necessary problem-solving skills, both in and outside of the classroom. Take for example our annual MBA Tournament (MBAT) with over 1500 MBA participants from other top Business Schools worldwide. Also, the Off-campus Leadership Seminar at Saint-Cyr; a 2-day field exercise carried out under the supervision of French army officers, designed to strengthen and challenge your teamwork and decision-making skills. Connect with the Corporate World Our Career Management Center will provide you with the support and assessment you need to take your career to the next level. You will be connected to the right corporations and have access to our celebrated global network of HEC alumni. As well as the many off-campus corporate meetings, we work closely with recruiters and regularly invite them on campus for one-on-one meetings and group presentations. In addition to privileged access to prominent business leaders, we foster an exciting and open environment, allowing you to foster strong relationships with peers and alumni from a variety of professional and cultural backgrounds. Are you ready for the transformation? H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 4

5 I. HEC MBA General Rules and Policies This document establishes that all members of the HEC MBA community participants, MBA team, faculty, and alumni share and express principles that ensure that we work together in the best possible way. We encourage any feedback on developing these rules and the HEC MBA program. All HEC MBA participants, faculty and MBA team members are responsible for adhering to the policies and procedures of both HEC Paris and the HEC MBA program. The principles and policies applicable to all HEC students are set out in the HEC Paris School Rules and Policies document available on the Intranet (under Curriculum ). It is important to become familiar with these principles and policies as they apply to all students enrolled at HEC Paris. The present HEC MBA Rules and Policies handbook describes the rules and policies that are specific to the MBA program. It is a complement, not a substitute, to the HEC Paris School Rules and Policies. In other words, the rules and policies in both documents apply to all MBA participants. The Associate Dean, Bernard Garrette, oversees the HEC MBA; the Program management includes three departments: CDA (Communication, Development and Admissions) led by Philippe Oster, Academics led by Alejandra Cervio, CMC (Career Management Center) led by Tony Somers. Students representatives also contributes to many working groups that manage the School s academic and community life (please check II.3., the Communication with Academics section of this document, for details). 1. Participant Honor Code This Honor Code is intended to encourage respectful conduct and set personal and community standards that ensure our diverse student body interact and learn from one another in the best possible ways. Infringement of the rules and standards contained in this Participant Honor Code may lead to the participant being summoned before the Probationary Committee or the Disciplinary Council (see I.2, the Degree requirements, rewards and penalties section, for details). Incidents will be met with appropriate disciplinary action, up to and including temporary suspension (up to one year) and expulsion from the program. Please note that some of the following rules and standards are also described or extended - in the syllabus of each course, workshop or seminar (available on the Intranet). The syllabus is the contract between the instructor and the participants. The fact that some of these standards and rules are not specifically mentioned in this Handbook or may be worded differently does not exempt participants from adhering to them. 1.1 Respectful conduct As mentioned in the HEC Paris School Rules & Policies document available on the Intranet (go to Curriculum ), participants enrolled in the MBA Program must act in a responsible and H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 5

6 respectable manner. This behavior, both individual and collective, is expected within the institution as well as within partner institutions. Each participant must respect other people and their belongings, whether faculty, staff, maintenance personnel, or other participants, and, more generally, all individuals and their belongings, both on the premises and outside of the institution. The new HEC MBA building opened in June It has been patroned by prominent donors, sponsors and alumni. Epitome of the dynamism of the HEC community, this facility is also a chance to inspire pride and respectful conduct, as well as to face up our collective responsibility. All members of the HEC MBA community must respect the building and all its content. Participants must also use the equipment, the furniture, the infrastructure and the premises placed at their disposal in accordance with the designed function. In particular, due to obvious health, environment and safety reasons, participants are kindly requested to: Switch off lights and projectors, when they are the last to leave the classroom Dispose of old newspapers, food, coffee cups, and water bottles in the respective bins (nothing on the ground even outside buildings) Put back furniture and other items that they have moved during classes, events, and group activities Unless specifically authorized, it is not permitted to stick promotional posters on the doors of the MBA building Infringements to these rules - e.g. theft and vandalism - are strictly prohibited and will be met with appropriate disciplinary action, up to and including temporary suspension (up to one year) and expulsion from the program. 1.2 Academic Integrity HEC expects that participants will pursue their studies with the academic integrity that contributes to the excellence of our institution. Hence, any form of academic dishonesty - including cheating and plagiarizing - is strictly prohibited. We define cheating as using or sharing unauthorized information and resources during an exam or formal assignment. For example, the unauthorized use of information stored on cell phones or other electronic devices is considered cheating. Cheating also occurs when copying another participant s assignment or exam, modifying and re-submitting graded exams or assignments, or submitting the same work for two different classes. All these behaviors are strictly prohibited at HEC. As stated in the MBA Exam Regulations (please check Exams, section II.5 of this document, for details), any attempt to cheat may lead to serious consequences including expulsion from the MBA Program. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 6

7 Plagiarism is defined in Encarta.msn.com as 1) stealing somebody s work or idea: the process of copying another person s idea or written work and claiming it as original; or 2) as something plagiarized: a piece of written work or an idea that somebody has copied and claimed as his or her own. Hence sources must be cited. An act of plagiarism constitutes a participant s withdrawal from the commitment to the academic honesty required by the Participants Honor Code and may lead to serious consequences, including expulsion from the MBA Program. Participants are responsible for proper conduct and integrity in all their academic work. They must follow the faculty s instructions as to the completion of exams, homework and projects, and must ask for clarification if needed. If you are unsure whether some specific behavior is appropriate, it is your responsibility to ask the faculty or staff member for clarification. 1.3 Etiquette Appropriate, professional behavior naturally implies not walking in and out of class and CMC sessions. Making phone calls, sending text messages and s during classes and CMC sessions is also not permitted. A respectful behavior within the HEC MBA community guarantees high-quality in-class debates and a stimulating learning environment, and contributes to upholding the excellence for which the HEC MBA experience is known. This rule applies to conversations (public or private), s and general conduct within or outside of campus. It is expected that everyone from the community contributes to the enforcement of this rule. 1.4 Attendance Most learning interactions take place during classes. Therefore, attendance is strongly expected from all participants. This rule applies to all fundamental courses, electives, seminars, conferences, and CMC events. Attendance is also important for career presentations and lectures given by guest speakers as participants represent the professional reputation of the HEC MBA in these events. How to track attendance is left to the discretion of course instructors and CMC managers. Class attendance (including electives) impacts participation grades. Absence can be excused only if documented evidence (e.g., a medical certificate) is provided to the MBA Registrar no later than 48 hours after the missed class, conference or event. Participants failing to provide such evidence can be sanctioned by the the instructor, for instance by receiving a discounted or failing grade for the course, in line with the specific rules applying to each course or event. Please note that documented evidence is necessary if a participant misses a mandatory activity such as business simulations (Negosim, Bach), Off-Campus Leadership Seminar and MBAT. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 7

8 Participants enrolled in the program cannot attend courses they are not registered in. Nonenrolled participants can attend some classes only with the explicit authorization of the program, e.g. during campus visits. 1.5 Timeliness MBA participants are expected to arrive on time at all courses, electives, seminars, conferences and events, and must remain in the classroom until the instructor ends the class. This rule also applies to career presentations and lectures given by visitors as participants are representing the professional reputation of the HEC MBA during these events. Please be advised that repeated lateness can lead to sanctions by the administration or the instructor, including a failing grade for the course. 1.6 Deadlines MBA participants are expected to meet all deadlines for class work (assignments, case studies, group presentations etc.) as well as for all administrative procedures (insurance, international exchange application, elective selection process, off-campus leadership seminar registration, payment of tuition fees, etc.). Please be advised that failure to meet deadlines can lead to sanctions by the administration or the instructor, including a failing grade for the course or deprivation of Intranet access in the case of late payment of tuition fees (see section 1.10 below). 1.7 Class participation Class participation is vital to the educational value and intellectual life of the HEC MBA. In most classes, you will be encouraged to collaborate with other participants on tasks and projects. Participants are expected to provide valuable contributions in class, including comments and questions. Participants are also expected not to dominate class discussions and to respect the contributions of others. Class participation counts toward your final course grade in most courses of the HEC MBA. 1.8 Use of electronic devices The use of mobile phones, laptops and other electronic devices is prohibited during class sessions except when explicitly authorized by the instructor for educational purposes. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 8

9 1.9 communication at HEC MBA is an essential means of communication within the HEC MBA community. Hence participants must comply with the following etiquette: Professionalism: All s sent by the MBA, faculty and staff must be carefully read and, if requested, be replied to in a timely manner. Respect for other people s time and the number of s that are sent every day implies to be concise and professional in all messages. Respect for confidentiality and privacy: Received s must not be shared or forwarded if it compromises the confidentiality and privacy of senders. Careful use of mailing lists: should be used to share relevant information and announcements, not to vent personal frustrations, forward private conversations or seek commercial gains of any kind. Sending rude, threatening or unruly messages, using the system to insult, provoke or depreciate other individuals is strictly against the HEC MBA values and could result in disciplinary actions Student Representatives Shortly after arrival in the program, each section of the class elects two Student Representatives. At the beginning of the second term, a new vote takes place to elect a new team of student reps. Student Representatives elected for a first term can run for an additional term. The role of the Student Representatives is mainly to coordinate with the Faculty so that the program runs smoothly. They convey the opinion of the class on Academic-related topics to the professors. They also meet with the Academics team on a regular basis (please check Communication with academics, section II.3 of this document, for details). Please note that inappropriate use of the Student Representative position (e.g to defend personal interest or to communicate non-constructive feedbacks) is strictly prohibited and will be met with appropriate disciplinary action Tuition fees Participants have to respect the Payment Agreement they sign upon their arrival in the program. Details on the timeline of payments can be found on the Extranet and the Intranet. Participants who fail to pay their tuition fees on time will automatically see their Intranet access shut down, which will deny them access to all academic and career resources (e.g. signing up for courses, accessing grades and course material, etc.). Similarly, transcripts and academic certificates will not be issued for participants who fail to settle outstanding tuition fees. Moreover, and as for any infringement to the HEC MBA Rules and Policies, non- H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 9

10 payment of tuition fees could lead the participant being summoned before the Academic Probationary Committee or the Disciplinary Council and not being able to go on international exchange (please see I.2.3 Penalties for details) Policy on Harassment HEC is committed to create and maintain a respectful and save environment for living, working, and studying together. To that end, and in accordance with French laws, the school prohibits any member of the faculty, staff, administration, student body, or visitors from harassing and/or discriminating against any other member of the HEC community based on the person s gender (including sexual harassment), sexual orientation, ethnic origin, religion, age, or physical or mental disability. Bullying, intimidation or abuse of another person (including verbal abuse, threats of violence, persistent and unwanted contact including phone calls or messages) are considered harassment and are unacceptable. We strongly encourage victims of harassment and discrimination to report the incident (see 1.14 below). Incidents of harassment and discrimination will be met with disciplinary action, up to and including expulsion from the program. All cases of reported harassment are taken very seriously. The Disciplinary Council determines whether the reported conduct impedes a person s educational, work, social or living activities as a member of the HEC community Policy on the use of tobacco, alcohol and illegal drugs HEC s rules related to the use of drugs and alcohol on the campus premises (see HEC Paris School rules and policies ) are available on the Intranet under Curriculum and apply to all HEC MBA participants. Consuming alcohol on the premises is prohibited, except for the venues and events authorized by the management of the institution. The sale and consumption of alcohol at an authorized event must be in accordance with the requirements described by the French Public Health Code (see Similarly and in accordance with the French Public Health Code, smoking is prohibited in all buildings that are opened to the public. This rule applies to all buildings of the HEC campus, except in the sites reserved for smokers. For example, smoking is authorized outside of buildings provided it does not cause problems to others. Moreover, smokers should dispose their ashes and cigarette butts in the dedicated ashtrays. Leaving cigarette butts on the ground, even outside buildings, is forbidden. The possession, use, distribution or sale of illegal drugs, of any kind or quantity is prohibited on the premises of the institution. The Dean of the institution (or a representative of the Dean) can inform the relevant authorities of any unlawful act. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 10

11 1.13 Food and drinks Respectful conduct naturally implies that participants do not eat or drink in the classrooms. Water bottles are allowed in the classrooms but must be disposed in the appropriate bins when finished. Similarly, participants are kindly asked not to leave food remnants in the facilities. Infringements to these simple rules are strictly prohibited and will be met with appropriate disciplinary action Conflict Resolution and Assistance Participants are encouraged to raise any concerns they have, especially if they believe they have been treated improperly or unfairly. Please consider the following categories: Academic concerns Personal issues For Academic concerns, participants can contact any of the following: Students Reps: please check Communication with academics, section II.3 of this document, for details and the Intranet, under Curriculum, for a complete contact list of Reps Academics Team: please send an directly to the person in charge of the issue (a complete list of contacts and responsibilities can be found on the Intranet). In order to receive an answer as quickly as possible, please indicate a clear subject line and make sure to CC this address Academic Director: For sensitive concerns, an can be sent directly to the Academic Director. For personal issues, participants should consider contacting any of the following individuals: Student Reps Faculty Academic Director CMC coaches Please note that the subsidiarity principle is instrumental in the HEC MBA conflict resolution and assistance system. It means that problems must be solved at a relevant level (i.e with a person directly in charge of the issue), and as close to the participant as possible. In general terms, the principle of subsidiarity means that two conditions must be fulfilled in order to directly contact the Associate Dean: H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 11

12 1. The problem could not be solved to an adequate degree by any of the individuals mentioned above 2. The problem could be better solved by the Dean and/or needs a decision at the program level. 2. Degree Requirements, Rewards and Penalties 2.1 Degree Requirements To be awarded the HEC MBA Degree, participants are required to obtain at least 120 credits (this includes 8 CMC credits) and have passed all the mandatory core courses (Fundamental Phase). Please note that Negosim, Bach, Off-Campus Leadership Seminar (St Cyr), and MBAT are all mandatory. Optional activities include MBA Council leadership, student-run conferences organization, Students Reps and Ambassadors. These activities have a value of up to 4 credits HEC MBA Jury The HEC MBA Academic Jury meets at least two times during the course of the program. The first session, which takes place following the second Fundamental Phase term, seeks to ensure that MBA participants have met all requirements of the Fundamental Phase. The second session takes place at the end of the second Customized Phase term, when decisions are made whether to grant the HEC MBA degree. The Jury includes several representatives from the MBA and teaching staff. All Jury decisions are final and cannot be appealed to a subsequent Jury, to the Academic Director, or to the Associate Dean Retake exams In case a participant fails a course in the Fundamental Phase, the HEC MBA Academic Jury can decide that he/she has to retake the final exam (without having to sit through the course). If he/she fails the retake exam, he/she will have to retake the course with the next intake. When a participant has to sit through the course, some fees will apply (3000 per course). Please note that there is a maximum of one retake course in each subject Graduation and student status The Degree-awarding Jury that will decide on each participant s graduation is held around mid-may, before the Graduation ceremony which takes place in June. All graduates receive their official diploma at the graduation ceremony, provided they have been awarded the degree by the Degree-awarding Jury and they have cleared all administrative issues, including the full payment of their tuition fees. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 12

13 Participants who will be on an internship or who will conduct a project in a company (Individual Project or Consulting Project) must be aware that they cannot legally be under a "convention de stage" ( internship agreement ) once they have graduated. Therefore, in order to be awarded the HEC MBA diploma by the Degree-awarding Jury in May, participants must terminate any "convention de stage" before the end of May. The end of the convention de stage concurs with the end of the student status. 2.2 Rewards Leadership Awards 1 Leadership Awards are intented to recognize and celebrate the contributions of participants who have demonstrated outstanding leadership skills. The selection procedure is detailed below. Step 1 The MBA Management Committee (Associate Dean, CDA Director, Academic Director, CMC Director) identifies a group of formal leaders : formal leaders are described as those who have made a visible and positive impact on the MBA by taking responsibility for leadership roles such as MBAT Coordinators, MBA Council Presidents, MBA ambassadors, student representatives, etc. This list is based on the Committee s perception of the participants contribution (for example, being the President of the MBA Council does not imply being automatically listed). This first list of formal leaders is merely the starting point of the nomination process. Step 2 A survey is organized to allow each participant in the class to contribute to a more complete list by further nominating up to 3 classmates who they believe should be added to the list. Participants can nominate both formal and informal leaders. Informal leaders are those who have made a real positive impact on their classmates outside of formal duties and responsibilities. Participants who attract the greatest number of votes are added to the list. Step 3 The resulting nomination list is then sent to the whole class and everyone is asked to rate each nominee based on the following 4 criteria: Individualized Consideration Intellectual Stimulation Inspirational Motivation Idealized Influence 1 Professors Kevyn Yong and Mathis Schulte from the HEC Paris Management & Human Resources department created the 4-step procedure described in this document. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 13

14 Step 4 Responses to the 4 questions are computed to give an overall final score. During the Talent Show in December, the Leadership Awards are bestowed on the participants who have received the highest scores, regardless of the number of votes. The number of Leadership Awards is decided each year by the MBA Management Committee Academic Awards Academic Awards are designed to reward participants based on their academic achievements. The list includes participants who have the highest GPA at graduation date. The number of Academic Awards given each year is decided by the Degree-awarding Jury. Academic Awards are given at graduation, during the MBA-specific commencement ceremony in June Dean s List The Dean s List is a combination of the Leadership Award list and the Academic Award list. The Dean s list includes a dozen participants, based on the following criteria: All participants who received both Leadership and Academic Awards are put on the Dean s list If needed, the Dean s list is completed by adding: Top performers on the Leadership Award list, provided their Academic performance is good; Top performers on the Academic Award list, provided their involvement in leadership development is valuable. The Dean s List is announced during the School Commencement Ceremony in June. 2.3 Penalties The two following bodies might be referred to in all cases of infringement to the rules and policies detailed in this document: Academic Probationary Committee Disciplinary Council Academic Probationary Committee The Academic Probationary Committee includes 4 voting members: the Associate Dean, the H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 14

15 Academic Director, a member of the Curriculum Committee, and a representative of CMC. A Student Representative is also included in the Committee meetings but has not voting rights. The Academic Probationary Committee has the authority to place a participant on academic probation for any of the following reasons: Infringement to the HEC MBA Rules & Policies Poor academic performance Poor academic performance is defined as being in the bottom 10% of the class for at least 2 terms. When placed on academic probation, a participant must take immediate action as decided by the Academic Probationary Committee, e.g., achieve high grades (GPA > 3.5) and excellent conduct during the current and following term. Please note that, if probation conditions are not respected, the Academic Probationary Committee can call a participant before the Disciplinary Council Disciplinary Council The attributes, scope and composition of the Disciplinary Council are defined in the HEC Paris School Rules & Policies document available on the Intranet (under Curriculum). Disciplinary Council decisions may include temporary suspension (up to one year) or expulsion from the program. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 15

16 II. Academics: Rules & Policies The following figure presents the general architecture of the HEC MBA curriculum: A full presentation of the HEC MBA Curriculum is available on the Intranet in the Curriculum section. To get the HEC MBA Degree, participants are required to get at least 120 credits (this includes 8 CMC credits) and have passed all the mandatory core courses. Please note that Negosim, Bach, Off-Campus Leadership Seminar (St Cyr) and MBAT are all mandatory. A detailed Credit Distribution table is available on the Intranet in the Curriculum section. 1. Fundamental Phase The Fundamental Phase is a compulsory element of the program which provides participants with the essential business skills and competencies that are indispensable to envisage a successful career in firms and other organizations. Courses are academically demanding and provide a solid foundation in management disciplines. A complete list of courses can be found on the Intranet under Curriculum. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 16

17 2. Customized Phase In the Customized Phase, full-time participants specialize in a subject area, or carry out an international exchange. They also select from a range of electives, or gain corporate exposure through an individual or group fieldwork project. Additionally several double degrees with partner schools around the world are available. 2.1 Specializations and tracks A track is a combination of Specialization courses and Specialization-related electives offered during the Open Choice Term (Spring Y+1 for the September Y intake, Winter Y+1 for the January Y intake). Specialization courses (fall term) allow participants to tailor the program by choosing one of five specializations. A complete list and descriptions of specializations are available on the Intranet in the Curriculum section. An information session about Specializations and tracks is scheduled in May for the September and January intakes. Consequently, participants have to fill an application form available on the Intranet under Curriculum - with their 2 top choices of Specialization and send an updated CV to the Academics Team. In June participants will have the confirmation of which Specialization they have been accepted in. 2.2 Electives Participants who do not go on an International Exchange and do not engage in Fieldwork projects during the Open Choice Term (Spring Y+1 for the September Y intake, Winter Y+1 for the January Y intake) must sign up to 8 electives. Each participant can apply to any elective course in the open choice term, regardless of the specialization option they select for the fall term. Two months before the start of the Open Choice term of the Customized Phase (early March for the September intake, early November for the January intake) participants receive the course description booklet, electives schedule and time table. They must submit their top choices online following the Course Selection Procedure. The week following the Course Selection Procedure, an Add/Drop session is organized to finalize the list of courses for each participant. Individual meetings with the Customized Phase Coordinator can be scheduled when needed. Elective choices cannot be changed after the Add/Drop session. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 17

18 2.3 International Exchanges Overview Participants interested in international exchanges should attend information sessions shortly after arrival in the program. Exchanges last one full term (4 months): Spring or Fall for the September intake, Fall or Winter for the January intake. Please note that in order to receive a pass grade for the term spent abroad, exchange students must fulfill all academic requirements from the partner institution. International Exchanges are worth 24 credits International Exchange allocation process A specific 2-round process is implemented to allocate seats in our partner institutions. The basic principle of this process is to ensure that all participants have equal opportunities to access our International Exchange Program. First round: Survey Participants who want to apply to International Exchanges first have to respond to a survey by submitting 3 exchange choices (ranked in order of priority). Surveys take place six months before each Exchange term: November and March for the September intake March and late June for the January intake This first round serves to determine how offer fits demand in each cohort. A ranking of the most-demanded institutions is established. This information is published and made available to everyone. Participants can exit the process at this time if they have changed their mind. Second Round: Slot allocation This round is very similar to the electives allocation process: participants submit their exchange choices (ranked in order of priority) through an online system. It is very important that participants carefully weigh their priorities and do not apply to schools that they do not want or are not prepared to go to: each choice is considered binding. The system first considers all first-ranked choices and assigns seats. When several participants compete for the same slot, this slot is attributed randomly to one of the applicants. Then, the system considers all second-ranked choices and works similarly: if several participants compete for the same slots, they are attributed randomly. The system works similarly for the third-ranked choices, the fourth-ranked choices, the fifth-ranked choices and so on. The consequence is that students are very unlikely to be allocated the most-demanded slots (as identified in the first round) if they select them as their second or third choices. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 18

19 When offered a place on exchange, participants have to send a formal confirmation within one week to the International Coordinator. Please note that if a participant turns down an offer of a place for a reason other than force majeure, he/she will get a failing grade on the exchange option. Force majeure is defined as unforeseeable circumstances that prevent the participant from taking the exchange slot (e.g., accident, illness, death in the family, etc.). Please note that events like weddings or travel are typically not considered as force majeure. The administration decides on a case-by-case basis if an event can be classified as force majeure. This failing grade will have a negative impact on the participant s GPA as the exchange option is worth 24 credits. Please note that no extra round will be organized after the allocation process is over, even if there are some remaining exchange seats. Requirements precedent to go on international exchanges Participants can take their allocated slot only if they match all the following requirements: 1. No F or Fx grade before leaving for an exchange (this covers all credit-bearing activities including electives, seminars and CMC workshops). 2. GPA for the first term must be greater or equal to 3.7. GPA takes languages courses into account. 3. No probation status before leaving for an exchange. 4. All participants going on an international exchange must be in good financial standing with HEC. This means they must have settled the totality of their tuition fees on time: By November for the September intake By April for the January intake Failure to fulfill any one of the above requirements will automatically result in the participant losing the ability to go on an exchange. Please note that due to the timing of nominations with our partner institutions, if an exchange slot is lost because the participant failed to fulfill the requirements described above, it will not be reallocated to someone else. For more information, please check the Intranet under Curriculum/Exchange. 2.4 Double Degrees After completing the Fundamental Phase of the HEC MBA program, participants have the opportunity to join a partner institution abroad in order to obtain a double degree. Please note that Admissions are managed independently by each school according to their standard admission procedures. Participants have to send a copy of the partner institution s admission letter to the International Coordinator once they get a confirmation. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 19

20 Please note that it is not possible to drop a confirmed Exchange place for a Double Degree slot. When they have completed the program in the partner institution, participants must send the following two documents in order to get their HEC MBA diploma: Transcript A letter confirming that they have passed all the required courses and fulfilled all graduation requirements at the partner institution For more information on Double Degrees, please check the Intranet under Curriculum. 2.5 Fieldwork projects As a substitute to the Open Choice term (Spring Y+1 for the September Y intake, Winter Y+1 for the January Y intake), participants can choose to undertake fieldwork projects. These projects are intended to put skills into action in order to boost career development. There are two different types of projects: Consulting projects: these projects are aimed at gaining valuable consultancy experience working in teams. These projects imply achieving defined strategic and operational objectives and making a real impact on a company; Individual projects: these projects are aimed at focusing on personal, professional transformation and gaining solid work experience. All projects are tutored by HEC professors and are sanctioned by a written professional report. Details can be found on the Intranet in the Curriculum section. 3. Communication with Academics To contact the Academics Team, we highly recommend participants to book an appointment with the relevant member of the team by (complete listing of contacts and responsibilities can be found on the Intranet under Curriculum/Academic contacts ). In order to receive an answer as quickly as possible, please indicate a clear subject line. In addition, Student Reps (contact details are available on the Intranet) meet with the Academics Team on a regular basis. Participants must go through them to discuss all program -, class - or course - level topics. 4. Course Evaluation At the end of each course and in order to ensure the continuous improvement of the program, participants answer a questionnaire to assess courses. This questionnaire must be completed within the three working days following the last session of each course. H E C M B A R U L E S & P O L I C I E S H A N D B O O K Page 20

HEC MBA Rules & Policies Handbook

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