College of Basic Education, Salahaddin University
- Admission requirements for new students (first year):
- Secondary school certificate (grade six) stamped by the Directorate of Education.
- A copy of Iraqi nationality certificate along with the original one.
- A copy of civil identification card accompanied by the original one.
- Four colored personal photos.
- Identification Card
- Food Ration card (The original plus two photocopies)
- Eye test results, conducted by medical examination committee.
- A sponsor with the amount of ID250, 000 plus two stamps worth ID 250 each.
- Admission of new students and transition of students to other colleges:
- Upon the completion of the admission of students through the Central Admission in Salahaddin University, and upon the issuance of a directive to this effect from the Registrar’s office, applicants will be considered as being formally admitted into the College of Basic Education, or in other colleges.
- Without this university directive, no applicant will be considered as being admitted into the college.
- For any applicant to be considered as a student in the college, he/she should obtain a directive from the college’s registrar for his/her admission, transition into another college or even switching into a college that requires lower average.
- To notify the academic department in which the student has been admitted, a copy of college’s directive shall be send to the respective academic department.
- Requesting and Obtaining Students’ Grades/Averages:
- Once students have been through the process of being transferred to another college –at times to other departments/colleges that would require lower average than the one he/she has been initially admitted to- by formal directives, then each student will have a formal directive written for him/her, by the college registrar addressed to the registrar of Salahaddin University, in order to obtain the students grades/averages.
- Likewise, if a student is transferred to another college beyond Salahaddin University colleges, including colleges/universities that require lower grades/averages, the student will have to have his grades for the entire modules that he/she has studied in our college, and sent to the target college along with the student’s information file.
- To make sure that the right procedures have been followed, students (who have been transferred from another college) are advised to visit the college’s registry and see the bulletin board to make sure that their grades have reached the college.
- Transfer of Credits
When a student is being admitted into the college (having been transferred from another college that might have required a higher average), an academic committee will have to evaluate his/her transfer credits (the curriculum models). If there are more than two subjects from the core curriculum that he/she has not covered, then the student will have to be admitted into the same level of his/her previous college. That is transferred students need to make up for the curriculum courses that they have missed out on, if and when it is more than two of the curriculum courses. Hence such students will remain in the same level rather than being promoted.
- Evaluation of the curriculum credits
- Once an academic department has approved the admission of a student who has been transferred from another college, and an administrative directive has been issued in this regard, then the departmental scientific committee will have to evaluate the curriculum courses that the student will have to register in and indicate which of the courses he/she be exempted from.
- In order to issue an administrative directive regarding transfer of credits, the scientific committee’s report is sent to the dean’s office and then forwarded to the college’s registrar.
- The entire processes of student transfers and evaluation of their credits should be completed before October.
- Upon the issuance of the administrative directive regarding transfer of credits, a copy should be shared with ‘exam committee’ for their information.
- Promotion to the next level and Failure in passing required courses
- Students who have failed to pass in one or two required courses of that academic year will have to indicate before October as to whether they want the repeat exam to be considered out of 100 or to use the formula of (40% for the entire course credits plus 60% for the end of year exam). These points should be taken into consideration:
- When decision has been taken for a student to take his final exam out of 100 in the course/s that he/she has not passed, the academic department should send information on the issue in a table that should have student’s name,class, name of the course that he/she is going to take exam in, out of 100 along with a request from the student to this effect, approved by the head of the academic department and the dean. This information and the request are sent to the dean’s office in order to issue a directive on the part of the college’s registrar.
- For those students whose request to take the final exams out of 6o%, the academic department should ensure that they consistently attend the classes and exams that account for 40% of the course requirement. Likewise, the academic department should send information on the issue in a table that should have student’s name, class, name of the course that he/she is going to take exam in, out of ( 40% and 60%) along with a request from the student to this effect, approved by the head of the academic department and the dean and accompanied by the table of their attendance in those required classes. This information will be addressed to the dean’s office and it will be considered in the minutes of the college council. Once approved by the members of college council and once the minutes is approved, a directive will be issued, by the college registry, for the student to attend course classes and take exams out of 40% and 60%.
- The statements that appeared in the above two points will also be followed for the case of students who have to retake exams in one or two lessons in which he/she has not passed in the previous year.)
- Upon the issuance of administrative directives regarding the final exams on the basis of it being out of 100% or (40%plus 60%), a copy of the directive should be shared with the examination committee for their information.
- Attendance Record:
- On the on-start of the new academic year, the college registry should send lists of students’ names to each and every one of the academic departments in order for them to follow up on the attendance of students.
- Academic departments should follow directive number 1/2/394 dated 15/2/2009 that is attached herewith, in calculating students’ attendance.
- When the academic department learns that a student’s rate of absentees is very close the acceptable percentage of 10%, the student should be notified and should have a justification on as to the reason of the high number of absenteeism. If need be, the student should submit a request to the department to raise his/her permissible percentage of absentees to 15%. The request will be forwarded to the dean’s office and eventually to the college council. Upon the approval of the minutes of the college council, an administrative directive will be issued for the concerned student to raise the percentage of allowable absenteeism to 15%.
- Once a student has failed in a course, by a directive, due to number of classes he/she has not attended, he/she will lose his/her right to apply for increase of his/her allowable percentage of absenteeism.
- Failure in a course/class due to exceeding the allowable ratio of non-attendance:
- One month after the start of the new academic year, and upon notifying the concerned students, the academic departments will have to send a list of the students and their ratio to the dean’s office. Once the list has been checked by the college registry, it is sent to the college council for it to be approved by the members of the college council and documented in the minutes and finally an administrative directive is issued declaring the students failure due exceeding their allowable limit of non-attendance.
- A copy of the directive relating to ‘failure due to too many non-attendances’ has to be sent to the examination committee for their information.
- Acquittal/Dismissal of Students
Students are dismissed from the college in the following circumstances:
- Failing to pass to the next level for two consecutive years.
- Remaining in college, due to repeated failure, beyond six years;
- Failure due to non-attendance, for two successive years in the same level.
- In all of the above points, the academic department will have to inform the dean’s office before October, indicating the student’s name and level. Once the students’ status have been checked by the college registry, it is then sent to college council in order to be approved by the college council members and documented in the minutes and finally an administrative directive is issued to dismiss the concerned students.
- In cases when a student’s failure has been considered as a form of acquittal and that year should not be counted for when considering the dismissal of the student.
- Likewise, if a student has obtained the college’s approval for postponing an academic year, that year will not be counted for when considering the dismissal of the student.
- All directives relating to the dismissal of students shall have to be issued during the student’s last year of study.
- Reinstating dismissed students
- Students, who are reinstated in accordance with the regulations, will have to cover the classes/courses of the level during which they were dismissed.
- Reinstated students will have pass the level at which they were dismissed within one year of being reinstated.
- Students, who have been reinstated after being dismissed from college, will have to be made aware of the regulations that concern their status.
- Upon sending a copy of the directive concerning the reinstatement of dismissed students to the academic department, the head of the department will have to advise the departmental scientific committee to evaluate students courses/credits and to send the evaluation to the dean’s office in order that the college registry issue a directive relating to the students reinstatement.
- Deferral of Study
- Students shall have to submit requests for deferral of study one month prior to the final exams.
- In the case of study deferral for the first time, the student shall have to submit a request to the academic department, explaining the reasons for his/her deferral of studies. When the request is approved by the head of department, the request shall have to be approved by the dean’s office and the members of the college council and will have to be recorded in the minutes of the college council. Based on this approval, an administrative directive will be issued
- If a student is to request deferral of study for the second time during the same study level, then the request will have to be addressed to the university council.
- No deferral will be taken into consideration unless it has been approved by the dead of the department.
- A copy of the directive relating to the deferral will have to be sent to the examination committee, for their information.
- Informing the academic departments on students’ final exam results ( cases when students either pass but obliged to retake one exam while being promoted for next level or when they fail).
- At the end of the repeat exams during the fall, the results of the exams are prepared in a table by the examination committee and will be sent to the college registry unit and shared with college registrar and the departmental administrator. The table should include such information as the student’s name, department and level, name of course and whether it is a case of pass, retake exam the following year or fail. A report with this information in should be addressed to the dean of the college in order for an administrative directive to be issued in this regard and for the information to be announced on the bill board at the registry for the students to read.
- A copy of this administrative directive will have to be shared with the examination committee for their information.
- Awarding degree certificates and transcripts ( with grade averages per lessons)
- Degree Certificate:
A letter/memorandum, addressed to the college, should be brought forward from a ministry, a directorate or a recognized entity, requesting the degree certificate of any of the college’s graduates regardless of the department or year of graduation. This letter will be recorded within the college’s in-coming mail and addressed to the dean to mark it and will then be forwarded to the college registry. The College Registry will issue a transcript, based on the designated template for the degree certificate, and send it to Salahaddin University’s Registry along with a support letter, where it will be signed and stamped by authorized persons. Usually it is checked, signed and stamped by the University Registry staff, the officer in charge of the Registry and finally by the president of the university.
- Transcripts with grade averages per curriculum subjects.
All college graduates of any department within the college who request to be awarded degree transcripts should write a formal request to this effect. The letter will have to be endorsed by the dean and will be addressed to the college registry, which will write a support letter addressed to the Directorate General for Registry at Salahaddin University. When approved, specific forms will be filled up at the college registry that will have the graduate’s detailed information (graduate’s full name, number of requested copies, year of graduation, marked if the graduate had passed at the first go or had had to take a re-sit. Likewise, there should be indication as to the language/s that the transcript need be in (choice of Kurdish, Arabic or English). A number of personal photographs of the graduate should be accompanied with the request to correlate with the number of required copies of the transcript. Once all of the above had been brought forward along with the request and the support letter, the information will be filled in specific templates and will be addressed to the Directorate General for Registry at Salahaddin University in order to be indorsed-signed and stamped by those in charge of the process (checkers at the Directorate General of Salahaddin University Registry, the officer in charge of the registry and the president of Salahaddin Unversity).
- Degree Certificates
Upon presenting a request from the college graduates of any department or year of graduation, and on having it endorsed by the dean, it will be addressed to the college registrar who will prepare a letter that will be addressed to Directorate General for Registry at Salahaddin University along with the graduate’s request and a form with a specific template that will be filled up by the college registry.
* Some essential notes for beloved students:
- In order for the students to be reassured that they are on a safe track, it is recommended that they be vigilant right from the beginning of the academic year, through inquiring from the dean and department administrator or from the college registry, as regards their concerns at the college.
- If the need arises, students should write a formal request and follow up on it till a directive is issued in that respect. This way, they avoid facing issues at the end of the academic year.
- Students should frequently see the bill boards of their academic department and that of the college registry, at least three times a week, in order for them to be aware of issues relevant to students like their rate of absenteeism, etc.
Wishing success for all
Dean of the College of Basic Education