Study and Examination Bylaw – 1444 AH / 2022 AD

Kingdom of Saudi Arabia

Ministry of Education

Najran University

Deanship of Admissions and Registration

Study and Examination Bylaw
for Undergraduate Level
and Executive Rules for Najran University
1444 AH / 2023 AD

Study and Examination Bylaw for the Undergraduate Level approved by the Council of Higher Education in its Ninth Meeting No. 1444/1/3 AH – dated 1444/9/1 AH
for Najran University approved by the University Council in its Eleventh Session No. 6-11-1444 – dated 1444/12/3 AH
and amended in the Fourth Session of the University Council for the Academic Year 1445 AH
Study and Examination Bylaw for the Undergraduate Level and Executive Rules for Najran University, Issue No. 3 (1445/5/15 AH)

Statement

Chapter One: Definitions

Article 1
Bylaw: The Study and Examination Bylaw for the Undergraduate Level and Executive Rules for Najran University, approved by the Council of Higher Education and the University Council, and subsequently amended.
Academic Term: The system of academic semesters (two semesters), or the full academic year system, or the summer term, as defined by the University’s academic plan.
Semester: A period of time not less than fifteen weeks under the two-semester system, including registration, add/drop, and final examinations.
Level Term: A period of not less than four weeks and not more than eight weeks, provided that the total number of academic weeks in the year is not less than forty weeks.
Full Academic Year: A period of not less than forty weeks in the year.
Summer Semester: A period of not less than eight weeks under the two-semester system, or six weeks under the three-semester system, during which credit hours for each course are doubled.
Summer Level: A period of not less than four weeks under the level system, during which credit hours for each course are doubled.

Course: The academic subject in the program plan, including a number, code, description, content, and evaluation plans; it may have a prerequisite or a co-requisite.
Credit Unit: A weekly lecture or a laboratory/practical session or exercise session, not less than forty-five minutes for a lecture or fifty minutes for a lab or exercises.
Modes of Instruction: May include face-to-face learning, blended learning, distance learning, self-learning, and other modes.
Bridging Program (Academic Upgrade): A program designed to upgrade a diploma to a bachelor’s degree.
Continuous Assessment Score: The score awarded for coursework the student completes during an academic level or semester, including tests, research, and educational activities related to the course.
Stage Exam in a Course: A single exam at the end of the academic level, the semester, or the full academic year.
Final Exam Score: The score the student obtains in the final exam for a course.
Final Grade: The sum of the continuous assessment scores plus the final exam score for the course, calculated out of 100.
Grade Transcript (Academic Transcript): A detailed display of the grades the student has obtained, including both semester and cumulative GPAs.
Visiting Student: A student who studies some courses at another university or at a branch affiliated with their own university without full transfer.
Grade: A descriptor of the percentage score the student obtained in any course, denoted by appropriate alphabetical symbols.
Incomplete Grade (IC): Recorded for a course that the student did not complete its requirements by the specified deadline.
In-Progress Grade (IP): Recorded for a course that requires more than one semester to complete.
Semester GPA Points: Calculated by multiplying the credit units of a course by the grade weight, then dividing the total points by the total credit units for that semester.
Cumulative GPA Points: Calculated by summing the points of all courses the student has taken since joining the university, then dividing the total by the total credit units taken.
Overall Grade Descriptor: A descriptor of the student’s overall academic achievement level during their study at the university.
Academic Load: The total credit units a student is allowed to register in a semester, level, or academic year, as approved by the University Council.

Chapter Two: Objectives and Applicability

Article 2
This bylaw aims to organize the procedures of study and examinations at the university, with the goal of achieving the highest levels of quality in the educational and academic process, in line with higher education regulations and the Council of Higher Education resolutions.

Article 3
When approving its programs, the university shall comply with the following:
1. The Unified Saudi Classification of Educational Levels and Specializations (Council of Ministers Resolution No. 75 dated 1442/1/27 AH), and any subsequent updates.
2. The National Qualifications Framework in the Kingdom of Saudi Arabia (Board of Directors of the Education and Training Evaluation Commission Resolution dated 1441/6/16 AH), and any subsequent updates.

Chapter Three: Study Systems

Article 4
Study is divided into three modes according to the approved study plan:
1. Two-Semester System:
a. Semester duration: not less than fifteen weeks.
b. The actual number of weeks must be not less than fourteen weeks and not more than eight weeks in the summer level.
c. The total academic weeks in the year must be at least forty weeks.
2. Full Academic Year System:
a. Courses are offered throughout a full academic year not less than forty weeks.
b. A student may not move to the next year until all requirements of the previous year are completed according to the study plan.

Article 5
Each college or institute has the freedom to choose the appropriate mode of instruction, provided that:
1. It adheres to the study plan approved by the University Council.
2. Courses offered in different instructional modes (dual or blended) have clear evaluation arrangements, with no less than 30% of the sessions delivered face-to-face as approved by the department council.
3. All evaluations for courses taught entirely online must be held face-to-face.

Article 6
Academic programs may, in accordance with University Council directives and Council of Higher Education resolutions, adopt different instructional modes if the nature of the courses allows.

Article 7
The study plan contains compulsory and elective courses constituting at least 10% of the total courses, combining face-to-face and blended or distance learning, according to university regulations.

Chapter Four: Admission

Article 11
The admission requirements for new students are as follows:
1. The student must hold a high school diploma or its equivalent from within the Kingdom or abroad.
2. The student must take all tests required by the university or the college.
3. The student must submit the specified documents to the Deanship of Admissions and Registration within the designated deadline.
4. The student must not have been dismissed from Najran University or any other university for academic or disciplinary reasons (see Article 20).
5. Non-Saudi scholarship students must adhere to their specific admission rules.
6. The student must be medically fit for the chosen major; the Dean reserves the right to refuse or cancel admission.
7. The University Council, based on college council recommendations, determines admission numbers and conditions according to capacity, national development needs, and labor market reports.
8. Additional requirements announced at the time of application must be met.

Article 12
The University Council shall set the rules for course registration, deletion, and addition within the approved study plan, ensuring that students register for at least the minimum academic load.

Chapter Five: Academic Procedures

Article 13
1. Colleges set the regulations and procedures for credit transfer for diploma holders or equivalents, in accordance with University Council and college council decisions.
2. Colleges evaluate credit transfer requests based on the academic department’s recommendation; transferred courses do not count toward the cumulative GPA.
Najran University Implementation Rule:
1. The requested course must be part of the study plan or an approved elective.
2. It must not conflict with the student’s existing schedule or final exam timetable.
3. It must not have a prerequisite that has not been satisfied, unless the department grants an exception.
4. A seat must be available in the desired section.
5. The minimum academic load is 12 credit units and the maximum is 20; the Dean may approve an increase to 24.
6. Automatic registration applies to regular students unless their registration is suspended, subject to these conditions:
a. Registering courses sequentially even if they exceed 20 credit hours for the level.
b. Up to three levels of courses may be registered according to the plan and available sections.
c. If the academic load cannot be met due to conflicts, unmet prerequisites, or incomplete level requirements, the student registers the remaining credits to meet the minimum.
d. The department may offer equivalent alternative courses if core courses are not offered that semester.
e. Automatic registration is canceled if the student does not confirm within the second week of the semester.
f. The Student Affairs Committee may grant exceptions in extreme cases.

Article 14
A student must attend at least 75% of lectures and practical sessions (or other instructional modes) for each course, or they will be barred from the final exam and given a “DN” (Denied) grade.
Najran University Implementation Rule:
1. A student must attend 75% of lectures and practical sessions (or other modes) for each course; otherwise, they are barred from the final exam and receive a “DN” (Denied) grade.
2. The department, based on the department chair’s report, may lift the bar and allow the student to take the final exam if a valid excuse is provided, provided attendance is at least 50%.

Article 15
The college or its delegate may lift the bar and allow a student to take the final exam based on the department chair’s report before final exams, provided attendance is at least 50% and a valid excuse is submitted; no excuses are considered after exams begin.

Article 16
A student may apply for withdrawal from a semester or academic year electronically via the university portal, with a valid excuse, within the timeframe specified in the academic calendar.
1. If approved, a “W” (Withdrawn) grade is recorded for all courses that semester.
2. The withdrawn semester counts toward the maximum time frame for graduation.
3. The number of withdrawal semesters may not exceed two consecutive semesters or three non-consecutive semesters.
4. Students under the full-year system may withdraw for up to two academic years.
5. Withdrawal may not be requested more than two semesters before the targeted withdrawal semester, and no final exam grade must have been recorded.
6. The Student Affairs Committee may grant exceptions in extreme cases.

Article 17
A student may withdraw from one course during the semester, provided no more than five courses are withdrawn throughout their study, and remaining credit units do not fall below the minimum. Withdrawal from closed-program courses requires a valid excuse approved by the Student Affairs Committee. A course may not be withdrawn more than once, and no withdrawal is permitted after final exams begin.

Article 18
A student may request a leave of absence electronically with a valid excuse, provided the total leave does not exceed two consecutive semesters or three non-consecutive semesters (full-year students may leave up to two years), and leave does not count toward the graduation timeframe.
A student dismissed for disciplinary reasons may only reapply after three years; additional procedures are specified in the executive rules.

Article 19
A student is dismissed if absent without a valid excuse for four consecutive weeks during a semester. Their enrollment is terminated, and they may not re-enroll if absence exceeds four semesters or two years from the termination date. Absence does not count toward graduation timeframe but counts toward probation periods.
A student may be reinstated if one of the following conditions is met:
a. Absence due to a force majeure excuse approved by the college council.
b. The student has completed at least half of the graduation requirements.
c. The absence period does not exceed the maximum allowed graduation timeframe.
d. The cumulative GPA is not less than 2.0 out of 5.0.
The University President may grant exceptions to these conditions.

Chapter Six: Transfer and Credit Evaluation

Article 20
A student may transfer from a licensed university or college inside or outside the Kingdom, provided they have not been dismissed academically or disciplinarily, and they meet the transfer conditions set by the college council based on the department recommendation. At least 60% of the required credit units must have been completed at the previous institution, and the transferred credits may not exceed 40% of the student’s plan at Najran University. Transfer must be completed electronically before the start of each semester according to the announced calendar.

Najran University Implementation Rule:
1. For credit evaluation from outside Najran University:
a. The credit hours of the course(s) being transferred must equal or exceed those in the student’s Najran University plan, with at least 70% similarity in course content.
b. Departmental credit evaluation committee approval and department chair endorsement are required.
c. Transferred courses are recorded in the academic record but do not count toward the cumulative GPA.
d. Transferred credits may not exceed 40% of the study plan.

Article 21
A student may transfer between colleges within the university, between departments within a college, or between majors within a department under these conditions:
a. The transfer conditions set by the receiving college council based on the department recommendation must be met.
b. Transfer request may not exceed four semesters since the student’s enrollment.
c. The cumulative GPA must meet the specified minimum for at least one semester.
d. A maximum of two transfers is allowed throughout the student’s undergraduate study.
Transferred courses are recorded in the academic record according to University Council regulations and may not exceed 25% of total credit units.

Chapter Seven: Visiting and Exchange Students

Article 22
The University Council, based on recommendations from college and department councils, shall set conditions and regulations for accepting visiting and exchange students. The student must obtain written approval from their home university and meet Najran University’s major requirements, with a minimum GPA of 2.5 out of 5.0.

Chapter Eight: Examinations

Article 23
The University Council, based on recommendations from the college council and department council, may determine mechanisms for formative and summative assessments for each course according to its nature.
An exception may be made to allow more than one final exam attempt if required by the course nature.

Article 24
A student may appeal their final exam grade within five working days of grade announcement. The department forms a committee of relevant faculty members to review the appeal and submits a report to the department council, which may amend the grade or reject the appeal. The student may then appeal to the college dean within five working days of notification of the decision, accompanied by reasons and justifications.

Chapter Nine: Grading

Article 25
Grades are determined according to the following percentage ranges:
(Excellent) if the cumulative GPA is not less than 4.50 out of 5.00 or 3.50 out of 4.00.
(Very Good) if the cumulative GPA is from 3.75 to less than 4.50 out of 5.00 or from 2.75 to less than 3.50 out of 4.00.
(Good) if the cumulative GPA is from 2.75 to less than 3.75 out of 5.00 or from 1.75 to less than 2.75 out of 4.00.
(Acceptable) if the cumulative GPA is from 2.00 to less than 2.75 out of 5.00 or from 1.00 to less than 1.75 out of 4.00.

Appendix 1: Grade Point Table

Arabic Symbol	4.00 Scale	5.00 Scale	Alphabetic Grade	Description	Percentage Range
A+	4.00	5.00	A+	Outstanding	95 – 100
A	3.75	4.75	A	Excellent	90 – 95
B+	3.50	4.50	B+	Very Good	85 – 90
B	3.00	4.00	B	Good	80 – 85
C+	2.50	3.50	C+	Above Average	75 – 80
C	2.00	3.00	C	Average	70 – 75
D+	1.50	2.50	D+	Marginal Pass	65 – 70
D	1.00	2.00	D	Pass	60 – 65
F	0.00	1.00	F	Fail	< 60
IP	–	–	IP	In-Progress	(In-Progress)
IC	–	–	IC	Incomplete	(Incomplete)
DN	0.00	1.00	DN	Denied	(Denied)
NP	–	–	NP	Pass—No Grade	(No-Grade-Pass)
NF	–	–	NF	Fail—No Grade	(No-Grade-Fail)
W	–	–	W	Withdrawn	(Withdrawn)
E	–	–	E	Exemption	(Exemption)

Chapter Ten: Graduation and Learning Outcomes

Article 26
A student is eligible to graduate upon completing the required number of accredited credit units, passing all mandatory courses, and maintaining a cumulative GPA of at least 2.00 out of 5.00.
The University’s executive rules shall set additional graduation requirements in alignment with quality standards and learning outcomes.

Chapter Eleven: General Provisions

Article 27
The University Council, based on college council recommendations, may establish bridging (upgrade) programs (diploma to bachelor’s) and intermediate programs in accordance with the Education and Training Evaluation Commission regulations.

Article 28
Bridging programs must not allow transferred credits to exceed 40% of the study plan, and the student’s GPA must be at least 2.00 out of 5.00 at the exit point specified in the plan.

Article 29
A student who has not completed bachelor’s requirements may be awarded a diploma in the specialization if they meet the plan’s required credit units, provided their GPA is at least 2.0 out of 5.0 and they have not been absent for more than two consecutive semesters.

Article 30
A student holding a bachelor’s degree may pursue a second bachelor’s degree provided transferred credits do not exceed 40% of the study plan, they meet department and college requirements, and program fees may apply as determined by the Council of Higher Education, in compliance with the National Qualifications Framework.

Article 31
A student dismissed for disciplinary reasons may not be re-enrolled until three years after the dismissal decision. If the program is closed, the department may consider transferring the student to a related program.

Article 32
A student is academically dismissed if they receive three consecutive warnings due to a cumulative GPA below 2.00 out of 5.00. They are granted a fourth chance if they obtain 45 points from 15 accredited credit units. The Student Affairs Committee may grant a final fifth academic chance under additional conditions, provided the remaining credit units do not exceed 30% of the study plan and the GPA is not less than 1.9 out of 5.0.
The University Council, based on college or Student Affairs Committee recommendations, may award an additional academic chance not exceeding one academic year.

Article 33
The summer semester is excluded from the calculation of academic warnings. A student may reapply for an additional chance within four regular semesters.

Article 34
A student may transfer from outside the university under conditions that include: having completed at least one semester at a licensed university, not having been dismissed academically or disciplinarily from the previous institution, and meeting the receiving college council’s transfer conditions based on the department recommendation. Transferred credit hours must be at least 60% of the required credit units in Najran University’s plan.

Article 35
Courses taken outside Najran University may be evaluated for transfer based on the credit evaluation committee’s recommendation and University Council approval, provided course content matches by at least 70% and the transferred credit hours are equal to or greater than those in the Najran University plan. Transferred credits may not exceed 40% of the study plan, will be recorded in the academic record, and will not count toward the cumulative GPA.

Article 36
A student may transfer between colleges or departments within the university provided the transfer does not exceed two semesters since enrollment and the student has completed at least one semester. No more than two transfers are allowed throughout the study, and transferred courses count toward the cumulative GPA.

Article 37
A student may be exempted from up to 25% of required courses, provided the college council approves based on the department recommendation. An “E” (Exemption) grade is recorded for exempted courses in the academic record.

Article 38
This bylaw becomes effective at the beginning of the 1445 AH academic year.

Article 39
The University Council shall approve the executive rules of this bylaw.

Article 40
The Council of Higher Education shall interpret this bylaw.

Article 41
This bylaw replaces the Study and Examination Bylaw for the Undergraduate Level in Higher Education No. (1423/27/13) dated 1423/11/2 AH, and nullifies any conflicting provisions.

Article 42
This bylaw becomes effective at the beginning of the 1445 AH academic year. (Repeated)