University policy

Student Information System (SIS) Regulation

The rules for module and examination registration, attendance and grade recording, and ECTS workloads in the SIS, with the responsibilities of departments, academic staff and students under the semester system.

Area
Students & Services
Responsible office
Office of the Vice-President for Student Affairs
Approval date
To be confirmed

Purpose

This regulation establishes the administrative and academic framework for the Student Information System (SIS).

Primary Objective

To standardise SIS procedures for academic departments, academic staff and students, ensuring transparency, data accuracy, compliance with the academic calendar and quality standards, and improvement of administrative and academic quality across the University.

Core Statement

The SIS is the University's principal system for managing academic and administrative processes. Its continuity and success depend on shared responsibility and full compliance by all parties with this regulation. Everyone shall use it formally and responsibly.

Summary

The regulation governs module registration, attendance and grade recording, final semester examination registration and administrative oversight. It defines departmental, staff and student responsibilities under the semester system and the European Credit Transfer and Accumulation System (ECTS), supporting an organised, high-quality educational process.

Responsible Office

The Office of the Vice-President for Student Affairs, as the principal supervisory authority, shall draft, direct, monitor and amend this regulation at University level. It shall ensure that the semester system and ECTS credits, as administered through the SIS, align with Ministry policies and instructions.

Executive Supervisors and Implementing Parties

Executive supervisors: Vice-President for Student Affairs, faculty deans and vice-deans.

Implementing parties: Heads of academic departments; Directorates of Finance, Registration, and IT and SIS; academic staff; and students.

Scope

The regulation applies to all SIS-related academic and administrative processes, including semester module registration; timetable approval and ECTS workload determination; attendance and absence recording; grade recording and amendment; examination registration; requests processed through the system; and compliance with the University Council's approved calendar. Compliance is an academic and administrative obligation for all relevant parties.

General Procedures

The University operates a semester system based on ECTS. Each academic year comprises two regular semesters, autumn and spring. Each semester lasts 20 weeks, including educational activities, registration and examinations. Actual teaching shall be no fewer than 14 weeks. The academic year begins in September and ends in June. Departments, staff and students shall comply strictly with the semester calendar approved by the University Council.

Section One: Departmental Responsibilities for Module and Examination Registration

  1. At the beginning of each semester, every department shall prepare a programme catalogue fully accessible to staff and students.
  2. The Head of Department shall make classes/modules available within the designated period.
  3. The Faculty Council shall approve the weekly timetable. It shall then be available through the SIS, allowing students to register within the prescribed period.
  4. Registration problems shall be referred by the department to the vice-dean through the SIS before registration closes. The portal shall close automatically after the deadline.
  5. If a module is unavailable in one department but offered in another, the departments shall coordinate to assist interested students. The student's department shall make it available under the relevant teacher's name. A student may not take it if there is a timetable clash.
  6. Where a student fails to register after formal notification and no technical problem exists, the department shall not submit a manual registration request on the student's behalf.
  7. Departments shall monitor grades and absences and require teachers to record attendance on the same day. A maximum one-week grace period is allowed for absence entry. After that, departmental accountability measures shall apply.
  8. Where excessive absence causes module failure, the department shall send the dean's secretariat an official document containing the student's name, email address, module code and semester.
  9. Students shall register personally for final semester examinations within the prescribed period. Failure to register removes the right to sit the examination. Even if the student attends, no grade shall be calculated for an unregistered module.
  10. Before examinations, the department shall generate and make available the SIS list of students who have registered successfully.
  11. All departmental SIS requests shall be processed through the system and recognised as official documents.
  12. Departments shall approve workloads in the SIS after teachers have specified them.

Section Two: Academic Staff Responsibilities

  1. Before the semester begins, teachers shall verify and confirm their modules in the SIS.
  2. When preparing the coursebook, teachers shall define total academic workload according to the allocated ECTS credits. This provides the basis for subsequent grade entry.
  3. Teachers shall rely exclusively on the SIS attendance roster. A student whose name is absent from the roster may not continue in the class and shall be treated as unregistered.
  4. Attendance shall be recorded on the same day, with a final deadline of one week. No correction shall be permitted after that period.
  5. Continuous assessment/activity grades shall be entered without overlapping with or delaying final examination registration. Grade-entry errors may be corrected within a maximum of one week from initial entry.

Section Three: Student Responsibilities

  1. Register for modules within the officially designated SIS registration period.
  2. The normal maximum is 30 ECTS per semester. Up to one additional ECTS credit may be taken with the Head of Department's approval and provided that no timetable clash occurs.
  3. Add, drop or exchange modules only during the designated add/drop period. This right ends when that period closes.
  4. A semester in which a student fails to register still counts towards the maximum permitted study period unless formal postponement has been requested.
  5. Failure to register for any module for four consecutive semesters shall result in cancellation of enrolment and dismissal from University study, except where postponement has been officially approved.
  6. Report technical registration problems formally to the Head of Department or department coordinator before registration closes.
  7. A student who fails a module because of excessive SIS-recorded absence may not continue attending or studying that module.
  8. Students may register for or withdraw from final examinations during the designated period.
  9. Students bear full responsibility for errors they make in module or examination registration.
  10. The SIS shall automatically prevent examination registration for modules in which four examination attempts have already been exhausted.
  11. By the fourth semester, students shall have completed 90 ECTS. By the sixth semester, they shall have completed the required number of ECTS to become eligible to select or register for modules in the following two semesters.