/Institutions/University-of-Dubai/json/2025-2026/Student-Handbook-2025-26-local.json

/Institutions/University-of-Dubai/json/2025-2026/Student-Handbook-2025-26.json

Student Handbook 2025-26 > Academic Progress Policy

Academic Progress Policy

Policy 

1. Study Load & Academic Standing 

1. Study Load

   • UG Students are considered full-time if enrolled in 12 to 18 credit hours (CH) in a regular semester

   • Part-time if enrolled in less than 12 CH.

2. Academic Standing

   • A student with a Cumulative Grade Point Average (CGPA) of 2.0 or higher is in Good Academic Standing.

   • A student with a CGPA below 2.0 is placed on Academic Warning (At-Risk status)

3. Academic Warning and Courses Load

   • Students classified as “At Risk”  have a reduced study load:

     • 12 CH in regular semesters

     • (Undergraduate students on academic probation (CGPA below 2.0) are permitted to enroll in up to 6 credit hours (two courses) during the summer term)

   • Must retake failed courses and courses with a D or D+ grade before registering for new courses

   • Academic warning is removed only when the student's CGPA reaches 2.0 or above.

   • Any prior academic warnings will remain visible on the student’s transcript

   • If the student’s CGPA remains below 2.0 after one semester on warning:

     • A second academic warning is issued.

   • This process continues any time the student’s CGPA falls below 2.0

   • If the CGPA is still not raised after a third consecutive warning, the student will be dismissed from the program unless an exception is approved by the President upon the VPAA's recommendation.
     
     

1. Study Load Guidelines:

1. Normal load: 12–18 CH per regular semester, 3–6 CH in short terms.

2. Taking <12 CH requires academic advisor approval; Program Director has final say.

3. Graduating students in good standing may increase their load by 3 CH.

4. Students on academic probation will have a maximum study load of 12CH for regular semesters and 3CH for short semesters. 

5. Conditional admission students may carry a reduced load.

6. Additional exceptions require the recommendation of the Academic Advisor and approval of the  Dean with concurrence with the Registrar..
   
   

1. Study Plan and Course Sequence

1. Students must follow the official degree plan with pre-requisites, advised by the academic advisor.

2. At-risk students must meet with advisors each semester.

3. Graduating students with CGPA ≥ 3.0 may take certain pre-requisite courses as co-requisites upon Dean and Registrar approval. Other exceptions will be considered on a case-by-case basis by the Program Director in concurrence with the Registrar.

4. Students may be allowed to take courses off-campus but this is subject to conditions, see Transfer Admission and Courses Policy for details. 

1. Attendance Policy
   Students are expected to attend classes regularly. Absences hinder progress for the individual as well as for the class, and affects students’ learning outcomes and grades.

1. Class Session and Breaks

   • Each credit course is delivered in two consecutive sessions, each lasting 1 hour and 15 minutes.

   • A 15-minute break is scheduled between the two sessions

2. Attendance Recording

• Attendance is recorded:

  • At the beginning of the class.

  • After the break, once students return.

• Faculty must record attendance using the Student Portal.

• If the Student Portal is not functioning, attendance must be taken manually.

1. Student Access to Attendance Records

• Students can view their attendance on the Student Portal.

• For weeks 1-14, the portal remains open for 8 days (1 week + lecture day) from the date of the lecture to allow for attendance corrections.

  • Example: If the lecture is on Monday at 10:00 AM, the portal closes the following Monday at midnight. 

• For Week-15, the portal will close after 24 hours.

• Summer attendance: The attendance portal will close 48 hours after each lecture. In Week 5, this window is reduced to 24 hours to ensure timely identification of 'Academic Withdrawal' (AW) cases before the start of exams.

1. Attendance Warnings and Consequences

• A warning is issued through the Student Portal and UD email when absences reach 10% of the course.

  • A pop-up notification will also appear when logging into the portal.

• If absences reach 25% or more (8 sessions) of total class time:

  • The student is not allowed to sit for the midterm or final exam.

  • The student receives a grade of AW (Administrative Withdrawal) for the course.

  • If the absence is supported by a valid UD-approved excuse, the Registrar will update the grade to Withdrawn (W).

  • Students with an “AW” or “W” grade may still attend remaining classes, but not exams.

1. Late Arrivals

• A student arriving within 10 minutes of the start of either session will be marked as "Late Attendance".

  • Every 3 late attendances = 1 full absence.

• A student arriving more than 10 minutes late to either session is marked absent for that session.

1. Absence Thresholds and Course Impact

1. Excused Absences
   Absences may be excused if they are supported by a UD-approved valid reason. 

• UD-approved valid excuses do not cancel the absence, but:

  • Remove penalties related to missed assignments or group work.

  • Allow the student to continue in the course.

• Warnings are still issued even if the absence is excused.

• Absences are counted starting from the first class after the student registers or adds the course.

1. Valid Excuses
   All excused absences must be substantiated with official evidence. The following reasons are recognized by the University of Dubai as valid:

• Official Representation of the UAE Government: Participation in competitions, conferences, or exhibitions on behalf of a government entity.

  • Required: Official documentation from the relevant authority.

• Emergency Armed Forces or Police Duty: Urgent or mandatory duty preventing attendance.

  • Required: Verification from the relevant security or defense entity.

• National Service: Absence due to required national service obligations.

  • Required: Official national service documentation.

• University-Approved Assignments: Leave granted by UD to complete an institutional task or assignment.

  • Required: Written approval from the relevant UD department.

• Bereavement

  • Up to 5 calendar days for first-degree relatives (spouse).

  • Up to 3 calendar days for second-degree relatives (child, parents, siblings, grandparents).

  • Required: Death certificate or official notice showing relationship and date of death.

• Certified Hospital Admission: Inpatient hospitalization preventing attendance.

  • Required: Official hospital admission and discharge certificate.

• Accidents or Emergencies: Accidents that impact the student's ability to attend class.

  • Required: Medical or police report, as applicable.

1. Exceptions

   • Exceptions to the attendance policy can be granted only by the University President under special circumstances.

1. Repeating Courses

1. Students must attend and complete all coursework when repeating.

2. Maximum of two attempts per course; a third failure results in dismissal.

3. A student may repeat the same elective course or a substitute that is in the study plan however only the passing grade will count toward CGPA.

4. All grades appear on the transcript, but only the highest grade counts toward CGPA.

5. The President may approve exceptions based on recommendations provided by the VPAA.
   
   

1. Drop & Add

1. Drop/Add Period:

   • The Drop & Add period allows students to adjust their course schedule at the beginning of the semester:

• Regular semesters: The period lasts for one week after the start of classes.

• Short semesters: The period lasts for two days only after the start of classes.

1. Process and Academic Advising

   • During this period, student may add or drop one or more courses

   • Students are expected to:

     • Consult with their academic advisor before making any changes

     • Complete and submit the official Drop & Add form

   • Students on academic probation are not permitted to make any changes to their study plan without prior approval from their academic advisor

2. Financial Implications

   • In regular semesters, no financial penalties apply for course changes during the Drop & Add period

   • In short semesters, dropping a course during the Drop & Add period may still incur a financial penalty. Refer to Student Finance Policy for details.

1. Course Withdrawal

   1. Students may withdraw from one or more courses by submitting the automated course withdrawal form through the student portal

   2. Withdrawals must be completed by:

      • Week 9 of regular semesters

      • One week after midterms in short semesters

   3. Prior advisor approval is required, including stated reason for withdrawal

   4. A grade of “W” will appear on the transcripts. No refunds will be given for withdrawn courses

   5. Late withdrawals are not allowed. The student must complete the course if the deadline has passed.

   6. Extenuating cases (e.g., medial or personal emergencies) may be considered by the VPAA but only for full semester withdrawals, not individual courses.
      
      

2. Semester Withdrawal

1. A student may request to withdraw from all courses in a semester at any time.

2. The request must be approved by the Dean.

3. A “W” grade will be recorded for each course.

4. The withdrawn semester will be marked as a Registration Hold.

5. Refunds, if applicable, follow the Student Finance Policy.

1. University Withdrawal 

1. A student may request to withdraw permanently from the University at any time.

2. Before doing so, the student must withdraw from all registered and incomplete courses, and a “W” grade will be recorded.

3. The student must complete the automated Withdrawal Clearance Form and obtain approvals from the Program Director and Dean.

4. Students will also be required to complete the DIscontinuing Students Exit Survey

5. Refunds, if applicable, follow the Student Finance Policy.

6. A student may be readmitted to UD, see Admissions Policy for full conditions.

1. Registration Hold
   
   

1. A student may request to pause their studies by submitting a Registration Hold request online through the student portal.

2. To be eligible, the student must have completed at least one semester at UD.

3. The request must be submitted:

• Up to two weeks before the start of the semester, or

• Within two weeks after the semester begins.

1. A student may not exceed:

   • Two consecutive semesters, or

   • Four non-consecutive semesters of Registration Hold during their entire study period.

   • This includes any semesters withdrawn from without failing.

2. Approved Registration Hold periods do not count toward the allowed duration of study.

3. The Registrar’s Office will send a list of students on Registration Hold to the Deans each semester.

1. Discontinuation

1. If a student does not register for a semester and does not request a Registration Hold, they will be marked as “Discontinued” in university records.

2. A discontinued student will face financial penalties if they later apply for re-admission or re-registration.

3. If a student remains in discontinued status for more than two semesters (consecutive or separate), their registration will be marked as “Canceled.”

   • These semesters will count toward the student’s total duration of study.

4. A student whose registration has been canceled may apply for re-admission, provided the interruption is less than 7 years. See the Admissions Policy for full details.

1. Dismissal from Program

   1. May occur due to:

      • Three failed attempts at a course

      • Exceeding study duration limits

      • Consecutive academic probation periods

   2. Exceptions require the President's approval on VPAA's recommendation.
      
      

2. Dean’s Honor List

   1. Eligible students:

      • Completed ≥30 CH (excluding pass/fail, transfer, exempted)

      • Enrolled in ≥12 CH that semester

      • No disciplinary action on record including  committed/sentenced for a criminal act (conviction, caution, warning, reprimand or bind over) 

   2. Categories:

      • 3.90–4.00: Highest Honors

      • 3.70–3.89: Great Honors

      • 3.50–3.69: Honors

   3. A Dean’s list notation will appear on the student’s academic record.

1. Maximum Study Duration

   1. Max duration: 14 regular semesters (2 short terms = 1 semester). 

   2. Transfer students or those who change their major or degree, one semester will be counted for every 15 credit hours accepted toward the new academic plan. 

   3. Registration hold not counted; discontinued or withdrawn semesters are.

   4. Extensions require the President's approval based on the Dean/Registrar recommendation.

1. Declaring/Changing Majors

   1. An UG student must declare a major of study after the completion of at least 45 CH. 

   2. A student wishing to change his/her major after the initial declaration is allowed to do so up to two (2) times using the Automated Change of Major form and the payment of the applicable fees).

   3. Requests for a change of major/degree must be submitted to the Registration Department at any time during the semester. The Change of Major form must be fully completed and duly signed by the student, the advisor and the Dean.

   4. If the change is done during the semester, the change will apply from the following semester.

1. Double Major

A student may pursue a double major by completing the requirements of any two approved majors within the same undergraduate degree program.

1. Requires 60 CH completed, 30 additional CH for second major, and second internship

   • Must submit relevant form to the registration department upon completion of 60CH

2. Minimum 2.0 CGPA in both majors.

3. If a student completes a double major, the student will receive one certificate with both majors mentioned.

4. Double major programs are not currently applicable to CEIT students.

1. Dual Degree

1. A dual degree is granted to students receiving a Bachelor’s degree from each college (UD-CEIT and UD-DBS).

2. The student must meet the admission requirements of the second degree.

3. The student must complete all first degree requirements at UD before pursuing the second degree.

4. Additional courses related to the second degree must be taken to meet the specific requirements of its major. These additional courses must:

• Total at least 30 credit hours (CH).

• Be distinctive to the second program/major.

• Not be used to meet the requirements of the first degree.

1. The student must have a minimum CGPA of 2.0 in:

• The first degree.

• The additional courses for the second degree.

1. A separate diploma will be awarded for each degree.

1. Undergraduate Credit Bearing Micro Credential

      Please refer to the EP 3.24 Micro Credential Policy. 

Policy Review

This policy shall be reviewed every three years or earlier if required due to changes in accreditation standards, or university governance.