HEC MBA Rules & Policies Handbook

Transcription

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

2 Table of contents HEC MBA Mission Statement... 3 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 Track & Electives Fieldwork Projects 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 Options Executive MBA Majors Languages courses UCLA Switching to Full Time Mode International Exchange Specializations 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 Attendance at CMC Curriculum Classes and Workshops Career Development sessions Career Education Electives 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 (go to: 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 (mbaregistrar@hec.fr) no later than 48 hours after the missed class, conference or event. Participants failing to provide such evidence can be sanctioned by 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, the class elects two Student Representatives. At the end of the first semester of the first year, in July, a new vote takes place to elect a new team of student reps. Student Representatives elected for the first semester can run for an additional one. 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, nonpayment of tuition fees could lead the participant being summoned before the Academic 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 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 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 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 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 mba-academics@hec.fr. 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: 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. 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 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. Participants who will be on an internship or who will conduct a project in a company 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. 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 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: Step 4 Individualized Consideration Intellectual Stimulation Inspirational Motivation Idealized Influence 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. 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 2.2.2 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 members: the Associate Dean, the Academic Director, a member of the Curriculum Committee, and a representative of CMC. 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 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 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 (go to 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 Part Time curriculum: A full presentation of the HEC MBA Part Time 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. 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. 2. Customized Phase In the Customized Phase, part-time participants focus on a subject area by choosing a track and selecting from a range of electives. Participants have the possibility to replace some electives by: following a major offered by the HEC Executive MBA 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 following a language course taking part in an international exchange with UCLA They can also develop leadership skills by participating in the organization of the MBA Tournament (MBAT. Additionally they can gain corporate exposure through a Fieldwork Project. Moreover, and under certain conditions, part-time participants can switch to full-time mode in the fall term of their second year and consequently apply for full-time international exchange or follow a specialization. 2.1 Track & Electives Part-time participants must sign up to 10 electives that they will follow during the first two terms of their second year. Two months before the start of the Customized Phase, 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. 2.2 Fieldwork Projects Part-time participants conduct a project from May to December during the second year of the program. They work as consultants in teams of three to five on projects with defined strategic and operational objectives. Each group is supervised by one member of the HEC faculty and an in-company mentor. Fieldwork projects are intended to put skills into action in order to boost career development. Alternatively, selected participants have the opportunity to conduct a project within the framework of the Wharton Global Consulting Practicum (from October Y to May Y+1). They work with a client company interested in changing or expanding its market position. Details can be found on the Intranet in the Curriculum section. 2.3 Options Executive MBA Majors Participants can opt to follow a major with the HEC Executive MBA. The majors are available in a range of subject areas, e.g Aerospace and Aviation, Entrepreneurship 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 17

18 Innovation or Luxury. Each major takes place during two 5-day sessions and replace 6 electives. Full details of the programs, including course dates, number of credits and entry requirements can be found on the HEC Executive MBA website at Please note the majors open to MBA participants are subject to change Languages courses For those Part-time participants wanting to develop their language skills, we provide access to an e-learning environment for language study. Participants can choose from English, French, German, Italian, Spanish, Dutch or Chinese and complete credit bearing modules online. This option is worth 5 credits UCLA HEC Part-time participants have the chance to go on exchange and carry out 2 elective courses at UCLA. This is an exciting opportunity enabling participants to extend networks with UCLA and learn about business and culture in the US. This exchange replaces 2 electives (6 credits). Details on this program - including the allocation process - can be found on the Intranet under Curriculum/Exchange. Please note that the requirements of Full-Time international exchanges apply also to the UCLA Exchange: 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 includes electives and seminars). 2. GPA for the first semester (excluding Operations) must be greater or equal to 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, i.e by April of the second year. Failure to fulfill any one of the above requirements will automatically result in the participant losing the ability to go on an exchange. 2.4 Switching to Full Time Mode Throughout the MBA experience, some participants want to convert to our Full-Time MBA option for a variety of reasons. Our course structure facilitates this, and any Part-Time participants wishing to convert to Full-Time can benefit from Specializations or International Exchanges during the Customized Phase in the fall term International Exchange Switching to full-time mode allows part-time participants to take part in the International Exchange offered in Fall. 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 Participants interested in international exchanges should attend an information session at the beginning of the Customized Phase. Exchanges last one full term (4 months). 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 Surveys take place six months before each Exchange term, i.e in March of your second year. 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). 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. When offered an exchange slot, 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. 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 not that no extra rounds 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 includes electives and seminars). 2. GPA for the first semester (excluding Operations) must be greater or equal to 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. 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 Specializations Switching to full-time mode allows part-time participants to attend full-time specializations courses (fall term). A complete list and descriptions of specializations are available on the Intranet in the Curriculum section. Each Specialization contains 7 compulsory courses (including a backbone course ). An information session about Specializations and tracks is scheduled in May of your second year. 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. 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. 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

21 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. Courses are appraised on the basis of the following criteria: Global assessment of the course Pedagogical methods of the professor Content Teaching qualities Quality of the teaching materials used Strong points of the course (participants enter detailed comments) Weak points of the course (participants enter detailed comments) Suggested improvements (participants enter detailed comments) Participants grade the course according to the first five criteria on a five-point scale. Participants receive their grade for a given course only after they have completed the course evaluation. 5. Exams 5.1 Exam guidelines There are specific and strict guidelines for taking exams at HEC MBA. Participants must go to their assigned exam room and sit on their allocated seat, if indicated. Seating plans can be changed by exam proctors before or during the exam without prior notice. Participants must sign the attendance list when entering the room, and hand in their exam copy directly to the exam proctor when leaving the room. Participants must sit in the classroom for at least 30 minutes before they can exit the exam room. If the exam exceeds 2 hours, participants may temporarily exit the room after 90 minutes, upon authorization from the exam proctor. In this case, only one participant may be absent from the room at any given time. If the exam lasts 2 hours or less, participants can leave the room only if they hand in their exam before leaving. They will not be readmitted in the exam room afterwards. 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 21

22 Latecomers will not be allowed to enter the exam room 30 minutes after the beginning of an exam. No latecomer will be accorded additional exam time beyond the scheduled end of the exam. After 30 minutes have elapsed, latecomers will not be able to validate the exam and will get a failing grade. Only official exam copies can be used during the exam, in addition to any scratch paper that is distributed by the exam proctor. Please note that scratch paper cannot be returned as exam copies. Participants are strictly forbidden from exchanging materials, such as pens, papers, calculators, and dictionaries during the exam. Conversation among participants is not allowed. Professors can determine both the type of exam and the specific materials allowed into the exam room, including documents, books, laptops, PDAs, etc. Unless the professor has given his or her authorization to use such materials, all unauthorized items must be left outside of the exam room. Cellular phones must be turned off before entering the exam room. Disturbance to the exam environment, attempts at cheating, or disrespect towards the exam regulations will be disclosed to the MBA administration. Such acts could result in expulsion from the exam room. Any attempt to cheat might lead the school to take disciplinary actions, through the Probationary committee or the Disciplinary Council, including temporary suspension (up to one year) and expulsion from the program. Please note that off-class exams follow the same guidelines. When needed, additional rules e.g sending a signed confidentiality form by - will be notified by the MBA staff. 5.2 Policy on rescheduling exams Participants cannot ask for rescheduling exams except in case of force majeure. Force majeure is defined as unforeseeable circumstances that prevent participants from taking exams (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 caseby-case basis if an event can be classified as force majeure. In case a participant misses an exam for force majeure, he/she should provide documented proof to both the administration and the professor. If a mid-term exam is missed, all credits for the course will be transferred to the final exam. If a participant misses a final exam, he/she will take a retake exam together with the next intake without being required to sit through the course. In case a participant misses an exam for a reason that is not considered as force majeure, he/she will get a failing grade. 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 22

23 6. Grading 6.1 Grading policy Course grades are awarded according to pre-defined grading criteria as published in each course description. Each faculty will clarify course expectations (including required exams and deliverables) during the first class session. The MBA grading scale is detailed below. The grading scale is based on the ECTS (European Credit Transfer System) which is the European norm. Note that the corresponding point value to respective letter grades differs from the North American system. In addition, there are no (+) or ( ) grades. Grading Scale: A: Excellent (4 grade average) B: Very Good (3.5 grade average) C: Good (3 grade average) D: Satisfactory (2.5 grade average) FX: Unsatisfactory (1 grade average) F: Very Unsatisfactory or Incomplete (0 grade average) Notes: Only FX and F are failing grades. There is no + or. In the case of a re-take exam, E (2) is the only passing grade that can be awarded. It is the professor s discretion to establish and communicate the thresholds for obtaining the different letter grades. Please note that in this system the grades have no percentage equivalent. Similarly they cannot be transposed into another scale like the French marks (out of 20) or any other system. Rather it is up to the professor to communicate these expectations on a course-by-course basis. Professors are suggested to implement the following grade distribution: A: 40% of the class B: 50% of the class C+D+F: 10% of the class The purpose of this target distribution is to guarantee that the grading system is consistent and fair across courses. Grade distribution is indicative. Deviation can occur depending on the class level and heterogeneity. A participant receiving a grade F or FX in the final exam will automatically fail the course. Hence final exams are particularly important and must be carefully prepared. Retake exams cannot be given grades better than E. If participants retake a whole course, they can receive any grade for the 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 23

24 Grade Point Average (GPA) A participant s GPA is the weighted average of the grades he/she received for the courses he/she attended. It is computed in the following way: Letter grades are converted in numbers according to the above-mentioned grading scale. This conversion results in a grade N i for each course i. Each grade N i is then multiplied by the number of credits C i attached to each course. The (N i x C i ) products are then summed and divided by the total number of credits attempted by the participant. Hence the GPA formula: GPA = (N 1 xc 1 + N 2 xc 2 + N 3 xc N n xc n ) / (C 1 + C 2 + C C n ) Example: a participant gets the following grades in the first term of the HEC MBA: French for beginners: A (# credits: 3) Negosim: B (# credits: 2) Business Economics: A (# credits: 5) Financial Accounting: B (# credits: 5) Financial Markets: B (# credits: 5) Marketing: B (# credits: 5) Statistics: C (# credits: 5) Bach: F (# credits: 1) His/her GPA for the first term will be: GPA = (4x x2 + 4x x x x5 + 3x5 + 0x1) / ( ) = / 31 = Grade Release By MBA policy, participants only receive grades after they have completed course evaluations. Grades are considered confidential and are communicated to each participant by the MBA Team. The MBA Team will never communicate grades directly to a third party. 6.3 Graded Exam Papers Participants are allowed to see their graded exam papers, within a month after receiving the grades, by asking the MBA team (but they cannot take the exam outside of the MBA staff office or the professor s office). 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 24

25 III. Career Management Center: Rules & Policies The CMC curriculum is designed to complement the four terms of the academic program. The CMC program accounts for eight credits towards the overall total required for graduation from the HEC MBA. During the Fundamental Phase, Fridays are essentially dedicated to CMC activities. These CMC activities will largely constitute the credit-bearing criteria of the CMC Program A full presentation of the CMC Curriculum and how to manage CMC credits is available on the Intranet in the Careers Section. 1. CMC Services The CMC Curriculum is designed to take participants through a 24-month program of learning and development to facilitate the planning and execution of their personal career search strategy. It is divided into Fundamental and Customized phases, and participants are encouraged to remain engaged in their personal career development throughout the entire program, in order to gain access to a greater suite of personally-tailored tools and services provided by the CMC team. Participants are encouraged to take a proactive stance on managing their CMC credits. At the end of the Program, any participant who still has not earned their CMC credits will have their case referred to the Associate Dean, CMC Director and Academic Director for adjudication. All participants are expected to take part in the following CMC activities: Essentials 1: Complete Career self-assessment exercises Complete Profile and CV loaded into CMC Career Portal Attend first one-on-one meeting with CMC counsellors having registered through CMC Career Portal Essentials 2 (Eight 1 Credit events, to be completed during Fundamental Phase): CV and Cover Letter Writing Workshop Career Design and Job Hunting Manage To Win Interviewing Techniques Salary Negotiation Career Landing Strategy Career Action Plan (1/2/3/4)* *split across Fundamental and Customized Phases