1 From Ipek University IPEK UNIVERSITY UNDERGRADUATE EDUCATION, TRAINING AND EXAMINATION REGULATIONS SECTION ONE Purpose, Scope, Basis and Definitions Purpose ARTICLE 1 (1) The purpose of this Regulation is to regulate the principles and procedures of the registration, education and training, examinations, grades and academic standings, graduations and diplomas relevant to and carried out in the Undergraduate Program of Ipek University. Scope ARTICLE 2 (1) This Regulation covers the provisions of the registration, education and training, examinations, academic standings, graduations and diplomas relevant to and carried out in the Undergraduate Program of the Faculties of Ipek University. Basis ARTICLE 3 This Regulation has been prepared based on Articles 14 and 44 of the Higher Education Law No dated 4/11/1981. Definitions ARTICLE 4 (1) The following terms used in this Regulation shall have their corresponding meanings: a) ECTS: European Credit Transfer System b) Mid-term Exam: Exams administered during the relevant semester that the course is taken. c) Make-up exam: Exams administered during the relevant semester of the course taken, to replace the end of semester exam. d) Advisor: Academic member assigned by the relevant department head in order to deal with educational and any other problems faced by the students. e) Dean: Dean of the relevant faculty of Ipek University f) Additional Exam: Students have the right to take an additional exam to be administered according to the practice determined by the Senate. g) GPA: Grade Point Average h) Relevant Board of Management: board of management of the faculty within the university, board of management of the graduate schools i) Undergraduate: Higher education program comprised of at least eight semesters or four years following secondary education. j) Make-up Exam: Exams intended for students who have not taken mid-term exams due to valid reasons acceptable to the relevant board of management k) The Board of Trustees: The Board of Trustees of Ipek University l) Curriculum: curriculum determined by the relevant board of management and accepted by the Senate upon receiving the views of the departments. m) Rector: Rector of Ipek University. n) Electives: courses that can be chosen by the student from among the courses identified in the curriculum. o) Senate: Senate of Ipek University p) International Office: the unit established under the Rectorate within the university that assists international students during the course of promotions, applications, admissions and registrations. q) The University Board: Ipek University Board r) University: Ipek University s) End of Semester Exam: Exam administered at the end of the semester in which the course is taken. SECTION TWO Principles related to Student Registrations and Admissions Education Programs and Quotas ARTICLE 5 (1) The number of faculties within the university, programs to be offered in the graduate school and students to be admitted each year is determined by the Senate with the proposal of the relevant units, and submitted to the Board of Higher Education (YOK) upon approval by the Board of Trustees.
2 Admission guidelines and enrollment ARTICLE 6 (1) Students are admitted into the graduate school and the faculties according to the Assessment, Selection and Placement Center (OSYM) exam results. Students who finalize their enrollment cannot be enrolled in any other higher educational institution except for open and distance learning. International students are accepted according to the guidelines determined by the Senate within the framework of the relevant legislation provisions. (2) Final enrollment dates, all required documents and the principles to comply with are determined and declared by the University Board according to the provisions of Law number The required original documents or copies approved by the University are accepted for enrolment. The military status and criminal record of the applicant are processed on the basis of a written statement made by the applicant. Those who complete all registration requirements and are enrolled in any faculty or graduate school before the final enrollment date shall become university students and begin to benefit from all the rights and privileges granted to university students. (3) Applicants with valid excuses can have their enrollments finalized through appointed representatives. If the submitted documents are found to be false or misleading, students connection with the university shall be terminated regardless of the semester. (4) Admission of students by way of either lateral or vertical transfers either internally or externally, special students, guest students, students taking part in student exchange programs and other categories, are administered according to the decision of the management board of the faculty within the framework of the principles and quotas determined by the Senate, taking into consideration relevant legislation provisions. Enrollment Renewals ARTICLE 7 (1) It is mandatory for all university students to renew their enrollments in their respective faculties every semester as per terms identified by the relevant boards of the university. Renewals are administered during the dates specified in the academic calendar. Semester enrollments or renewals begin with online course selection and confirmation by the student. The university shall not be responsible for any legal loss sustained by the student due to non-renewal of enrollment or incomplete application. (2) Semester enrollments shall not be renewed for students who have not paid their tuition fees under the terms specified by the university. Students who have not renewed their enrollments shall not be able continue their education, take exams or benefit from the rights and privileges granted to university students. Any non-renewed semester shall be considered as part of the period of study. All unpaid tuition fees shall be recovered from the student with the overdue interest determined by the University Board. (3) Students who are suspended from the university for one or two semesters shall be required to pay 50% of the semester tuition fees. All other exceptions shall be decided by the Senate. Identity Cards ARTICLE 8 (1) Students who finalize their enrollments or renewals shall be issued with a photo identity card from the university. Tuition Fees ARTICLE 9 (1) A tuition fee is payable for the education provided by the university. Fees are applicable for each respective year. Tuition fees and fees payable as per credit unit are determined by the Board of Trustees based on the annual wholesale price index and consumer price index at the end of each academic year and announced together with the method of payment. (2) If a student lacks only one course for graduation from the program, he or she shall pay only 1/3 of the tuition fee for this course. (3) There is no additional fee for students enrolled in Double Major or Minor programs. However, if
3 scholarship students are unable to complete a Double Major or a Minor program within the standard duration, they shall be granted one additional semester. If the program is still not complete at the end of this period, scholarship students must pay 50% of the tuition fee for each following semester. (4) All additional services such as accommodation, food, transportation etc. offered by the university are not included in the tuition fees. These fees are determined by the Board of Trustees separately. Scholarships ARTICLE 10 (1) The types of scholarships offered by the university and the conditions of eligibility are publicized in the Assessment, Selection and Placement Center (OSYM) guide each year. Scholarships and the conditions of eligibility are determined by the Senate and then publicized. SECTION THREE Principles Related to Education and Training Academic Year and Academic Calendar ARTICLE 11 (1) An academic year comprises of fall and spring semesters. An academic year comprises of two semesters, each with a maximum of sixteen weeks: fourteen weeks of coursework followed by an exam period. Undergraduate courses are implemented according to a semester based timetable. (2) An effective academic calendar for every academic year is designated by the Senate. (3) In the case of a request by the relevant departments followed by an approval by the Rectorate, a Summer School may be opened. Medium of Instruction ARTICLE 12 (1) The medium of instruction in the university is English. However, the medium of instruction shall be partly (30%) or wholly Turkish in departments approved by the Senate. If students who are accepted for undergraduate studies can prove that their English skills are sufficient through any one of the testing centers determined by the Senate, they may then be eligible for direct enrollment in their respective programs. (2) Those who apply for a lateral transfer externally shall be eligible to start their respective courses upon demonstrating their English language proficiency through any one of the testing centers determined by the Senate. Study Duration ARTICLE 13 (1) Standard study duration in the university for undergraduate courses is four academic years. Time spent for foreign language preparation programs shall not be included in this period. The principles determined by the Senate shall be implemented for matters related to educational scholarships. (2) Previous study time spent by students who are admitted to the university through lateral or vertical transfers and students who change departments within the university shall be included in the standard study duration. Time spent for foreign language preparation programs shall not be included in this period. Student Advisory ARTICLE 14 (1) The head of the relevant department assigns an advisor from among the academic staff for each student. The advisor monitors the student s academic progress and performance throughout his/her university studies and acts as an advisor for the student in all educational and career-related matters. All enrollment renewals, course selections and drops are carried out by the student under the supervision and approval of his/her advisor. Academic Programs and Credits ARTICLE 15 (1) An undergraduate study program comprises of mandatory units such as theoretical courses, laboratory work, practical work, internship etc. leading to the grant of a graduation certificate. Programs and contents prepared by the departments are confirmed following the proposal of the relevant faculty and
4 approval of the Senate. Courses and Credits ARTICLE 16 (1) Credits for the undergraduate students are set in the curriculum of each relevant department. Curriculum ARTICLE 17 (1) The curriculum in the faculties and departments of the university is implemented according to the procedures and principles determined by the Higher Education Board (YOK) and accepted by the Senate. (2) The curriculum is implemented in line with and in the order laid out by the relevant programs. However, students who are confirmed to be sufficiently competent in the foreign language required can begin their studies in the following semester. Course Registration, Course Drop ARTICLE 18 (1) Normal courses with credit points that the student takes during the semester program constitute the normal course load, and all the courses with credit points taken by the student constitute the semester course load. Course load calculations are based on credit values as per course. Students select courses according to the semester credit load with the approval of their advisors at the beginning of each semester, within the time period specified in the academic calendar, upon having paid all outstanding tuition fees in full and when all other liabilities against the university are met. (2) The following principles are observed in course registrations: a) Students are first required to enroll in courses that they have not previously taken and mandatory courses that they have failed in prior semesters. These courses are delivered starting from the most recent semester. Courses that are no longer available and will not be offered shall be replaced with equivalent courses determined by the relevant boards. b) If an elective course is failed, it is not compulsory to repeat the same course; instead another course from the same electives group can be chosen. c) Students who successfully complete all courses taken in the previous semesters by the end of the second semester and attain a cumulative GPA of 3.00 and above will be able to take a maximum of two courses from later semesters in addition to their normal course load during the next semester with the approval of their advisors; if the attained cumulative GPA is 3.50 and above, they will be able to take a maximum of three courses under the same conditions. d) Students who are not able to complete their normal course loads due to exemption from certain subjects, failing prerequisite subjects, deferring a semester or participating in student exchange programs between universities may be offered courses upon approval of the relevant board. e) Students may add or drop courses during the add-drop period in each semester, with the approval of their advisors. (3) Students who are not registered in any courses in a semester shall not be able to attend classes and/or take exams, and shall not be able to benefit from the rights and privileges granted to students. Unregistered course periods shall be included in the standard study duration. (4) Students whose excuses are accepted by the relevant board shall be able to renew their registrations until the end of the specified course add-drop period. (5) Students cannot register for courses which clash in the weekly timetable. In the case of compulsory courses the decision of the relevant faculty board, along with the advisor s approval, shall apply. Attendance ARTICLE 19 (1) Every student must attend courses, and complete practical work, laboratory work, projects, seminars, workshops etc. during the semester. (2) Students must attend at least 70% of the theoretical courses, and at least 80% of the workshops, practical and laboratory work. (3) Attendance is not compulsory for theoretical courses for which attendance requirements have been previously met. Yet, the student s responsibilities apart from course attendance shall remain. Course Exemptions ARTICLE 20 (1) New students who have studied in a higher education institution whose equivalence has been recognized by the Board of Higher Education can apply to their faculty with a letter of request for exemption from the courses successfully completed in that institution, along with the original transcript and course
5 contents, before the end of the course selection and termination period. (2) Students whose exemption requests have been approved by the respective boards for the courses found equivalent, and whose credit points have been accepted, can enroll in courses with an equivalent numberof credit points from future semesters in order to replace the exempted courses. (3) The new courses to be taken, the starting semester and the calculation of the credit points will be decided by the respective board for those students whose exemption requests have been approved. SECTION FOUR Assessing Success and Exams, Issuing of Diplomas, Additional Documents, High Honor and Honor Awards Exams and Assessments ARTICLE 21 (1) There must be at least a mid-term and a final exam for each course assessment. The overall grade for practical courses can be given by assessing the performance of the students during the semester. The relevant instructor can assess projects, homework, practical and laboratory work as exam grades if deemed appropriate. (2) The final semester grades are issued by taking into consideration the mid-term and end of semester exams, along with the attendance and in-class performance of students during the semester. The instructors are authorized to determine the weightings of the mid-term and final exams and convert these into overall course grades. (3) The final semester grades are announced online by the relevant instructor until the day specified on the academic calendar. A copy of the grades report is submitted to the Head of the Department and another copy is submitted to the Directorate of Student Affairs. Exam Timetables and Places ARTICLE 22 (1) The timetables for mid-term and end of semester exams are set by the University Board and announced at least one week before the exam period starts. The exams take place at the time and place specified in the timetables. Exam Period ARTICLE 23 (1) Exam periods are announced in the academic calendar. Exams ARTICLE 24 (1) Students must take the set mid-term and end of semester exams for each course. (2) In line with the objectives of the course, should the instructor finds it appropriate, the students can be requested to do practical work in lieu of an end of semester exam. (3) Information regarding the mid-term and end of semester exams for each course is determined by the instructor and communicated to the students at the beginning of the semester. appropriate. (4) Students who do not take the mid-term exam may be given a make-up exam if the instructor deems it (5) All exam papers are kept in the Dean s office as of the day of the exam for a legally set period of time. Make-up Examinations ARTICLE 25 (1) At the end of the semester, the students are given the right to take a make- up exam for any of the courses for which they have attained an (F) or (U) grade. (2) Students with a grade point average (GPA) below 2.00 can sit for make- up exams for the courses for which they have attained a D, D+ or a C as an overall grade. The students cannot take make- up exams for courses in which they are not registered or for which they have received (FX) due to absenteeism. (3) Summer School cannot have any effect on the make- up exams. (4) The grade attained from the make- up exam is counted as the end of semester exam grade. (5) There shall be no make-up exams held to replace missed make-up exams.
6 (6) Make-up exams are for students who have been unable to take the mid-term exams for valid reasons. These students are allowed to take a make- up exam on the approval of the relevant faculty board, provided that their excuses are accompanied by documentary proof. Right to Supplementary Exam for Graduation ARTICLE 26 (1) Students who have not attained an (I) or (FX) grade in any course in the curriculum, who have scored F from a maximum of two courses excluding internship or whose grade point average (GPA) is below 2.00 shall have the right to take supplementary exams in a maximum of two courses in order to graduate. Students who attain a maximum of two (U) grades shall also be eligible to take the supplementary exam. (2) No supplementary exams for graduation shall be granted for the courses for which the students have attained pass grades or from which the student was exempt by presenting international equivalencies accepted by the university. project courses. (3) No supplementary exams for graduation shall be granted for practical, laboratory, workshop and (4) Students retake courses they have failed in the supplementary exams for graduation during the following semesters. (5) Each student has the right to sit the supplementary exam for graduation only once during his/her undergraduate studies. Grades ARTICLE 27 (1) The overall grade of students for each course in the equivalency table below is calculated according to the percentage-based grading system and submitted to the Directorate of Student Affairs by the relevant instructor. a) The equivalency table for the Grade Point Average is as follows: Letter Grade Equivalency over 4 Equivalency over 100 A 4, A- 3, B+ 3, B 3, B- 2, C+ 2, C 2, C- 1, D+ 1, D 1, F 0, FX (Absent) 0,0 b) The following grades are not included in the Grade Point Average 1) I : Incomplete 2) S : Satisfactory 3) T : Transfer 4) U : Unsatisfactory 5) E : Exempt 6) N : Non-attendance 7) FX : Absent 8) W : Withdrawn c) The principles applicable for the grades that are not included in the Grade Point Average are as follows:
7 1) I Grade: Is given to students who, for valid reasons, could not complete course requirements despite being successful during the semester, or could not take the mid-term or end of semester exams. If student receives an (I) from any one course, he/she must contact the Directorate of Student Affairs with a documented excuse within one week of the announcement of their grades. Those students whose excuses are accepted by the relevant board shall be granted either a chance to take a make-up exam or extra time to complete course requirements. Completion of course requirements in this given time or a pass grade from the exam then replaces the (I) grade. However, in the case that the student does not submitted an application upon receiving an (I) grade, then the (I) grade automatically becomes an (F) grade. 2) S/U Grade: Is given for non credit courses in the curriculum. 3) T Grade: Is given to external students who transfer into the undergraduate programs or to students who are involved in exchange programs for the courses they have taken previously, the equivalencies of which have been accepted by the relevant board upon a proposal from the head of the department. 4) E Grade: Is given for the courses from which students are exempt upon approval of the relevant board. The exempt courses are not included in the student s grade point average. 5) FX Grade: Is given to students who have been unsuccessful due to absence from the course or noncompliance with the course requirements. 6) W Grade: It is given to students who withdraw from a maximum of one registered course in each semester with the approval of the head of the department during the dates specified in the academic calendar following the expiry of the course add/drop period. (2) ECTS Credit Load: The credit load of a course is identified in two ways - credit/hour load and ECTS credit load. The credit/hour load is a value based on weekly therotical, laboratory and in-class applied hours of that particular course. The ECTS credit load is a value based on the student s study load assigned by the relevant department and it is calculated as 30 ECTS for each semester of the program. One ECTS credit load is approximately equivalent to hours of study by a student in a semester. ECTS System Success Rate First 10 percentile Next 10 percentile Next 15 percentile Next 30 percentile Next 25 percentile Next 10 percentile Unsuccessful Unsuccessful Letter Grade A B C D E FX F Grading Errors and Objections to the Exam Results ARTICLE 28 (1) In the case that an error in the exam results is confirmed after grades are announced, either the student or the relevant instructor must apply to the head of the relevant department/program for correction within one week following the announcement of the grades. The application must be examined and forwarded to the relevant Deanship by the head of the department/program within one week. The confirmed grading error can then be corrected according to the decision of the relevant board and sent to the Directorate of Student Affairs. Determining of Academic Performances ARTICLE 29 (1) Students overall academic performance is determined by calculating the end of semester grade and the grade point average (GPA) attained at the end of each semester. The total weighted score of a course attained by the student is calculated by multiplying the ratio of the credit value of the course with the letter grade. (2) The grade point average of a semester is calculated by dividing the total grade points attained from all courses into the total credit points of all courses. The obtained GPA is shown with two decimals. (3) Weighted grade point average is calculated by taking into consideration the total grade points from all subjects the student has enrolled in since entering the program and dividing these into the total credit points of all
8 courses taken. The result is shown with two decimals. (4) The calculation of both the semester and the grade point averages are based on the grades given from A to F. (5) A student who attains any one of these grades is considered successful: A, A-, B+, B, B-, C+, C, C-, D+, D, or S. (6) A student who attains any one of these grades is considered unsuccessful: F, FX, U (7) A student with a grade point average of 2.00 or above at the end of the semester is considered successful. (8) The students with a grade point average of 3.50 and above at the end of the year are considered as honor students. Students with a grade point average of 3.50 and above are graduated as high honor students at the graduation ceremony. Probational and Unsuccessful Students ARTICLE 30 (1) The students with a grade point average of 1.80 and 1.99 are considered as probational students. These students cannot undertake courses in addition to their normal credit loads. (2) The students with a GPA under 1.80 are considered unsuccessful. These students cannot register for new courses except for non-credit courses. (3) The students with a GPA 2.00 and above following the repeat of courses shall continue their education as normal. (4) The validity of students grades for courses obtained from other universities and their credit transfer processes shall be decided by the Senate upon a proposal by the relevant department. Guidelines in Relation to the Repeat of Courses ARTICLE 31 (1) As defined in the 1 st point of the article 29, the students who are unsuccessful in any one of the courses in the program must repeat these courses within the following two semesters. The students who are unsuccessful in one of the first year English courses must repeat this course in the first succeeding semester in which it is offered. (2) In order to replace cancelled mandatory and elective courses, equivalent courses from the course list (as advised by the advisor), can be taken with the approval of the relevant department. (3) As an addition to the courses taken in their respective semester, successful students may also repeat any courses taken in the last two semesters for which they attained C, C-, D+ or D grades, provided that there are places available in the aforementioned courses. The final grades are effective in calculating GPAs. All other requests are decided by the Senate. Provisions for Graduation ARTICLE 32 (1) In order for the student to be able to graduate and be eligible to receive an undergraduate diploma from his/her department, he/she is required to: Successfully complete all subjects and practicums within the registered undergraduate program according to the provisions of this regulation, ready. Complete a minimum of 240 ECTS or 120 credit points required for the undergraduate program, and have a cumulative GPA (CGPA) of at least (2) Upon the request of the student, a temporary graduation certificate can be issued until the diploma is (3) Every diploma is signed by the Rector. (4) All tuition fees must be fully paid and the termination form filled out, in order for the students to receive their diplomas. Issuing of Diploma Supplement ARTICLE 33 (1) A diploma supplement and a transcript are issued to the graduate student along with the diploma.
9 SECTION FIVE Double Major and Minor Programs, Lateral and Vertical Transfer Programs, Special Students, International Student Exchange Programs, Certificates Double Major Program ARTICLE 34 (1) The students may enter a double major program and acquire two separate diplomas by taking concurrent courses from two undergraduate programs in the university. A double major program shall open upon request from both relevant departments, along with the proposal of the relevant faculty board and the decision of the Senate. (2) The provisions in relation to student admission to Double Major programs and the implementation of Double Major programs are determined by the Senate within the framework of the provisions of the Guidelines in relation to the Transfers Among the Associate Degree and Undergraduate Degree Programs in the Higher Education Institutions, Double Major, Minor and Credit Transfers Among Institutions and other relevant legislation provisions dated 24/04/2010 and numbered 27561, published in the Official Gazette. Minor Program ARTICLE 35 (1) Students enrolled in undergraduate studies may register for a Minor Program by choosing specified subjects from another diploma program within the university, in order to attain a certificate which will not replace a diploma. Minor programs are offered upon the request of both relevant departments, followed by a proposal by the respective faculty boards and the decision of the Senate. The provisions relating to student admission to Minor programs and the implementation of the Minor programs are determined by the Senate within the framework of the provisions of the Guidelines in relation to the Transfers Among the Associate Degree and Undergraduate Degree Programs in the Higher Education Institutions, Double Major, Minor and Credit Transfers Among Institutions and other relevant legislation provisions. Student Admissions via Lateral and Vertical Transfers ARTICLE 36 (1) Admissions of students into the university programs by way of lateral or vertical transfers internally or externally, are conducted according to the decision of the relevant faculty board, within the framework of the provisions of the guidelines and quota in relation to the Transfers Among the Associate Degree and Undergraduate Degree Programs in the Higher Education Institutions, Double Major, Minor and Credit Transfers Among Institutions and other relevant legislation provisions. International Student Exchange Programs ARTICLE 37 (1) Provided that they meet the specified criteria, students who are registered in the undergraduate programs of the university can apply to the International Students Office in order to attend other higher education institutions abroad that participate in the Erasmus program or those with which the university has reached other bilateral agreements,. (2) The period of stay for the student may not exceed the period specified in the bilateral agreements. If there is no specified period in the agreement, the maximum period of stay in an institution for a student is two consecutive semesters. (3) The period of time spent in the higher education institution abroad is included in the education duration. (4) The students are obliged to observe the program terms and durations of the Higher Education institution abroad. The university may request documentation if it is considered necessary. Applications for the International Student Exchange Programs ARTICLE 38 (1) Students submit fully completed application documents to the International Students Office during the specified dates and attend the interviews stated in the advertisement. (2) The applications and elections for the Erasmus program are conducted according to the terms and conditions determined by the Senate. The election results are announced according to the success ratings.
10 Academic Program for Exchange Students ARTICLE 39 (1) In the case of bilateral agreements, the education agreement documenting courses to be taken by the students is prepared by both the sending university and the academic units of the accepting university and approved by the relevant exchange coordinator before the student s arrival. The approval of the relevant department exchange coordinator is also required for any intended changes. (2) The students cannot submit any requests unless their academic programs are approved by the university. Grades and Transcript ARTICLE 40 (1) It is the student s responsibility, upon return, to request from the higher education institution a signed and certified transcript showing the grades he/she has attained. According to this document, the equivalencies of the grades and credits of courses at Ipek University are determined by the relevant Faculty Board and entered into the student s transcript by the Directorate of Student Affairs. Application Process for the Intended University ARTICLE 41 (1) All correspondence with the intended university and the preparation of all required documents for this university are the responsibility of the student. However, the International Students Office shall be responsible for conducting an information meeting (orientation) regarding the procedures to be followed by the exchange students. Status of Exchange Students in other Universities ARTICLE 42 (1) The time spent abroad as part of the exchange programs shall be included in the maximum study duration. (2) The student is responsible for ensuring that the tuition fee is fully paid for the semester during which he or she is accepted as an exchange student. The tuition fees are paid to the University during the dates specified in the academic calendar. No tuition fees shall be paid to the accepting university, however, the students are responsible for all expenses such as accommodation, transport, visa expenses, personal expenses, food, health insurance etc. (3) The students residing in the boarding houses submit their application to the boarding house administration to reserve their rights. They do not pay for time not spent at the boarding house. The scholarships received by the students from the university continue during the exchange period. Provisions for Incoming Students ARTICLE 43 (1) The students who enter Ipek University Undergraduate Programs under bilateral agreements are subject to the terms and conditions of the aforesaid agreement. The duration of study at Ipek University must not exceed the time declared in the agreement. Procedures for incoming students such as applications, course selections, sending of letters of acceptance, orientation programs, transcripts etc. are announced on the University webpage by the International Students Office. SECTION SIX Leave of Absence, Cancellation of Registration, Dismissal Leave of absence ARTICLE 44 (1) The students may be granted leave of absence for up to four semesters in their undergraduate studies - ensuring that no more than two semesters at a time are applied for - provided that they pay one third of their tuition fee, and present valid reasons approved by the relevant board. The provisions for the grant of a leave of absence are as follows: a) Students may be granted permission for a leave of absence -upon application made personally or by a representative- with the approval of the relevant board on the grounds of health, natural disaster, education abroad, military service or cases of custody, arrests or accusations of any type of crime resulting in acquittal or dismissal of charges. b) Students may submit requests for leave of absence directly to the relevant dean s office. c) Students requesting a leave of absence should attach relevant documents to their applications. d) Students whose applications for leave of absence are accepted cannot attend classes or take midterm and end of semester exams during this period. This period shall not be included in the education duration. e) If a valid reason for a leave of absence arises during the semester, the student shall be considered as if he/she had been granted a leave of absence from the beginning of that particular semester. The remainder of the received tuition fee shall be entered towards future semester fees after the amount
11 stated in the first clause of Article 44 has been deducted. f) Scholarship students do not make any payments during the legal leave of absence period. The living contribution support shall be cut and boarding opportunities shall be cancelled during the leave of absence for students in this situation. g) The student s exact leave of absence period shall be stated in the relevant board s decision. Cancellation of Registration ARTICLE 45 (1) The provisions for cancellation of registration are as follows: a) The students who wish to cancel their registrations apply to the Directorate of Student Affairs with a request letter approved by the advisor, head of department/program and the relevant dean. b) If newly registered students or students renewing their registrations wish to cancel their registrations shortly after the start of the semester, they are required to meet their financial obligations up until the date of cancellation, including the previous years. c) The cancellation of registrations cannot be done by mail. The students must personally apply for the cancellation of their registrations. However, provided that all financial obligations are met, students shall be able to cancel their registrations with the University through representatives appointed by public notaries. d) All other procedures and principles in relation to the cancellation of registrations are decided by the Senate. e) Students who cancel their registrations are dismissed from the University. All personal diplomas/certificates in their files are returned. f) All conditions specified in the dismissal document must be met during the process of cancelling registrations. g) Except for the reasons stated above, all abovementioned provisions are applicable for students whose registrations are about to be cancelled due to being unable to meet the terms and conditions stated in the article 44 and 46 of the Law numbered Dismissal ARTICLE 46 (1) Students who are banned from higher education, students who cannot continue their studies due to health reasons as documented by a medical report or students who transfer to other higher education institutions for any reason shall be dismissed from the University. SECTION SEVEN Miscellaneous and Final Provisions Students with Disabilities ARTICLE 47 (1) A registered student with a disability is obliged to observe the provisions of this Guideline in relation to courses, however, in the case that the student is unable to meet the requirements of the course due to his/her disability, the student is encouraged to continue his/her course by making necessary changes and adjustments in order to overcome the aforesaid problems upon approval of his/her advisor and the instructor. If, despite all the necessary changes and adjustments, the student is still unable to meet the requirements of the course, another equivalent course shall be offered to the student. (2) Every disabled student registered in the university must take the exams for the courses taken. However, taking into consideration the situation of the student with disability and with the approval of the instructor, the place, duration and type of the exam may be changed to better suit the student in order to fully assess the persormance of the student. Upon request by the student, specific alphabets, computers, magnifying lenses or other equipment as well as persons to help read and write shall be provided. (3) All necessary measures are taken for students with disabilities to access information. Correspondence ARTICLE 48 (1) All correspondence with students is made by certified mail to the address provided during the registration process. Depending on the nature of the situation and in compulsory cases, the correspondence made with the student in the relevant unit of the university by signing of the student shall be valid. However, if the student cannot be reached, the notices shall be posted on the notice boards allocated for the students or contact made electronically. (2) The correspondences made through the first address shall be valid for the students who change their addresses and do not notify the Directorate of Student Affairs, or students who provide wrong or incomplete addresses.
12 Disciplinary Matters ARTICLE 49 (1) All disciplinary matters and processes relating to students shall be conducted according to the Higher Education Institutions Student Discipline Regulations published in the Official Gazette dated 18/08/2012 and numbered Cases without Provision ARTICLE 50 (1) For cases where no provision is stipulated under this Regulation, the related provisions of Regulations of the Higher Education Institutions, the decisions of the board of the relevant departments and the Senate shall apply. Enforcement ARTICLE 51 (1) This shall come into force as of the date of publishing. Execution ARTICLE 52 (1) Provisions of this Regulation shall be executed by the Rector of Ipek University.