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Appendix: Personnel & Enrollment
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Academic requirements and regulations govern the relationship between the university and its students. Students must complete the general academic requirements described below as well as those listed under an individual degree program in order to obtain an academic degree. The academic regulations described in this section are effective at the time of publication. The university reserves the right to modify them, in which case changes will be announced when necessary. The student is responsible for being aware of all academic requirements and regulations. These can only be waived by action of the university, as appropriate. Current university regulations apply regardless of the regulations in effect at the time a student entered the university, except where current regulations specifically state the contrary. Undergraduate Academic Requirements The general academic requirements apply to all students working toward a bachelor of arts or bachelor of science degree. These requirements reflect the university's effort to bridge two cultures. Thus the university requires a high concentration of courses in its undergraduate majors, a characteristic of Egyptian education, while at the same time requiring a core of general education, the approach taken by institutions in the United States. The main components of AUC's undergraduate programs are:
To obtain a bachelor's degree a student must take at least 45 credit hours of courses in residence at the American University in Cairo. At least 30 of the 45 hours must be in courses at the 300 and 400 levels; with a stipulation that no more than 15 transfer credits in 300-400 level courses, will satisfy concentration requirement of any program. The maximum credit to be considered for each program is as follows:
To be awarded the bachelor of arts degree, students must complete a minimum of 120 credit hours (126 in Business Administration) in courses in which the grades are D or better, and must earn a grade-point average of C or better, both overall and in the field of concentration. These requirements must be completed within seven years of the date of first registration as a freshman. To be awarded the bachelor of science degree students must complete between 130 and 162 credit hours, depending on the major, in courses with grades of D or better and earn a grade-point average of C or better, both overall and in the field of concentration. These requirements must be completed within eight years of the date of first registration as a freshman. Any period of withdrawal from the university is counted as part of the seven-or eight-year limit mentioned above. The university offers courses of study leading to bachelor's degrees in various academic fields in the arts and sciences and in professional fields. Undergraduates must select a major and fulfill the requirements of the department offering the degree. The fields of major and the departmental requirements are described in the "Fields of Study" section. Academic regulations concerning the declaration of major and change of major are described in the "Academic Regulations" section. Students may earn two majors in related or unrelated fields and receive one bachelor's degree. The following rules apply: Acceptance in a second major must occur before the last semester of the senior year. Acceptance into a second major will be on the same basis as if it were the first major. Students must complete all the requirements for both majors. Only in cases where requirements in both majors designate the same specific course(s) can the same course(s) be counted for both majors. Students must have a faculty adviser in each major. The advisers and student must meet together and plan the student's academic program. Both advisers must sign the student's registration forms. One degree will be awarded upon successful completion of both majors. If one major qualifies for the bachelor of arts degree and the other for the bachelor of science degree, the student in consultation with his/her advisers will decide which degree to receive. In considering whether to major in two subjects, students should be aware that it may take more than four years to complete all requirements, that scheduling of prerequisites and required courses in two majors may be difficult, and that some AUC departments, particularly those which limit enrollment, may not allow students to take a second major in their departments. In addition to major subjects leading to a degree, students may select one or two minor fields of specialization. The minor program is available to students who would like to study a particular subject beyond the introductory courses but not to the level of expertise required for a major. An undergraduate minor introduces the student to the scope and methodology of the minor field and is often an important auxiliary to his/her major field. Students are encouraged to enter minors which will broaden their experience at AUC and enhance the interdisciplinary character of the undergraduate programs. Minors may be within a given discipline, or interdisciplinary. Students wishing to minor in a given discipline may do so if they satisfy the requirements of the department or unit offering the minor, taking into consideration that in some cases the minimum credit hours required for graduation may have to be exceeded. At least 15 hours of courses as specified under each field are required for a minor. A course or courses specifically required in the major and the minor may count towards both the major and the minor. Course(s) which are not specifically required in the major and the minor, will not count towards both the major and the minor. The requirements for individual minors appear under the relevant field of study. Each interdisciplinary minor is administered by a steering committee which is itself interdisciplinary. Steering committee membership is open either to all teachers in the program or to representation from each department in the program in any given year. Undergraduate Academic Regulations Students must register during the official registration period at the times announced in the university calendar. They should plan their courses with their advisers prior to registration and follow the instructions contained in bulletins issued by the Office of the University Registrar. Those seeking to enroll after the scheduled registration period cannot be guaranteed acceptance. If permitted to register they will be charged a late registration fee. With careful attention to the degree requirements and course offerings there should be minimal need for course changes after registration has been completed. Any student who desires a course change must follow the instructions contained in the bulletin issued by the Office of the University Registrar.
Coursework is counted in credit hours. In general, a credit hour represents a one-hour class period that requires at least two hours of individual study each week for one semester. Thus a course of three credit hours would meet for three hours a week and the student would be expected to study for six hours outside of class. Laboratory courses involve less outside work, so usually one hour of credit is granted for a three-hour session. Class standing is determined by the number of credit hours completed. Students become sophomores on completing 30 credit hours, juniors on completing 60 credit hours, and seniors on completing 90 credit hours. Freshman students should declare their major before the beginning of their third semester. The declaration requires the approval of the department concerned. Students follow the degree requirements stated in the catalog of the year in which they make their declaration. However, if a student withdraws from the university and is later readmitted he/she will be required to follow the catalog requirements of the year in which readmission occurs. Students may change their field of study or be required to change it by university action at any time up to the end of their junior year. A change requires approval from the department of the new major. Students follow the degree requirements stated in the catalog of the year in which they make the change. Students may not change their major after the start of their senior year, unless by university action. Students who change their major anytime during their course of study until the beginning of their junior year are required to complete their degree work within the 18 credit hours over the normal major requirements. Students who change their major at the end of their junior year or during their senior year by university action may be allowed to take courses beyond the normal maximum limits. Any adjustment in the limit will be based on the recommendation of the new major department to the appropriate school committee. Full time undergraduate students normally take an academic load of twelve to sixteen hours, with the exception of science students who may take up to seventeen hours and engineering and computer science who may take up to eighteen hours. In the summer session, students may take up to seven credit hours. Permission to exceed the above maximums, up to twenty one credit hours in fall and spring semesters and nine credit hours in the summer, is based on the student's previous academic record in addition to the recommendation of the department chair and the University Registrar. Freshman students are not permitted to exceed the maximum load, and courses taken for no credit are included within that load. Students taking less than twelve credit hours are part-time students unless they are seniors who need to complete their degree requirements, or are prevented from taking normal load as a result of university restrictions. Students may not change their status from full time to part time during the semester without the approval of the University Registrar. The university encourages students to carry a full load and to devote all their effort to university work and activities to obtain full benefit from their undergraduate education. Those who cannot devote full time to their undergraduate program, whether because of needed employment or other obligations, may carry a lighter course load of six to nine hours. The university cannot reschedule classes because they conflict with outside obligations. Full-time students are entitled to university certification concerning deferment from military service and are eligible for student aid and employment. Part-time students are not entitled to certification concerning military deferment and are not eligible for student aid or employment. Foreign students carrying a full academic load are entitled to university certification for use in obtaining their student visa. Part-time students are not entitled to university certification for obtaining a student visa. Student work in each course is evaluated throughout the semester. Examinations, quizzes, reports, discussions, or other means of evaluation help students know how they stand in a course. Final examinations review the entire semester's work but are not heavily emphasized. Each examination lasts no longer than two hours and counts for no more than one-third of the final course grade. Except in 400-level courses and higher where extensive writing assignments and projects pertain, no other element in the final course grade will count for more than one-third. Final examinations are held during the official examination period, which is listed in the academic calendar of the university. At the close of the semester students receive a final grade in each course. The grade is the professor's official estimate of the student's achievement as reflected in examinations, assignments, and class participation. The final grades are recorded on the student's permanent record at the Office of the University Registrar. The grade may not be changed on the student record. The following grading system is used at the American University in Cairo: |
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Grades not included in the Grade Point Average:
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The grade point average is calculated by multiplying the grade value by the number of credit hours the course represents; the result is the column listed as quality points. The total quality points is then divided by the total credit hours , excluding the credit hours for P/F courses, as illustrated below. An example for calculating the grade point average: |
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AHRS: Attempted Hours are the credit hours that the student is registering for. EHRS: Earned Hours are hours of courses in which the student achieved a passing grade, including courses with pass/fail grades. The earned hours (not attempted) are counted to determine the student's class and graduation. QHRS: Quality Hours are hours of courses which are graded, excluding pass/fail or satisfactory/unsatisfactory courses. QPTS: Quality Points are points allotted to each course, which are the result of multiplying the credit hours of the course by the points assigned to each grade mentioned above. GPA: Grade Point Average is the quotient obtained by dividing the total quality points by the total quality hours i.e. 25.7/14 = 1.83. A "C" average (2.00) is required to graduate from the American University in Cairo. Likewise, a minimum grade point average of 2.00 is required in majors and minors. Grades of pass/fail, S, U, I, and W are not assigned grade point values and are not used in the computation of the grade point average. Decimals beyond 2 places are truncated, not rounded up, in computing the grade point average. In very rare cases, undergraduate students who are unable to complete a course may be permitted to continue work in that course beyond the examination period. Any professor submitting an incomplete grade must supplement this submission with a form to the Office of the University Registrar (copies to the instructor, and the student) giving the following information: a.Reason for the incomplete. b.The material which is lacking. c.Action necessary for removal of the incomplete. In such a case, a grade of I, for "incomplete," is assigned. The students must make arrangements with the professor to complete the course within one month after the beginning of the new academic session, whether they are in school or not. Failure to complete the course within one month after the beginning of the new academic session causes the grade in that course to be recorded as F, signifying failure. If students have one incomplete grade, their academic load limit the following semester will not be affected. If they have more than one incomplete grade, the credit hours of the incomplete will be included in their academic load for the following semester. Students who receive an incomplete grade(s) while on warning due to a deficiency in their overall grade point average will not be allowed to register the following semester. If, however, they complete their incomplete work before the end of the late registration period, and are academically eligible, they will be allowed to proceed with registration. Attendance and participation in class and laboratory sessions are essential to the process of education at AUC. Students benefit from the lectures and discussions with their teachers and fellow students. If they fail to attend class, they fail to take advantage of an educational opportunity. For this reason students are expected to attend class regularly; there is no system of permitted absences. The instructor in each class determines the effect of absences on a student's grade in that class. General guidelines followed at AUC include:
A doctor's certification of a serious illness may be brought to the attention of the university physician, who will inform the Office of Student Affairs. The OSA staff will then contact the student's instructors to inform them of the expected length of class absence. Repeating Courses Under the Course Repeat Policy Effective Spring 2002, all students pursuing an undergraduate degree may repeat a course one time for the purpose of improving a grade. This policy is limited to a maximum of twelve (12) semester credits during the entire undergraduate career of a student, and to courses taken at AUC within the previous two years. All course repeats must be done at AUC. The course being retaken must be the same course first taken, unless that course is no longer offered at AUC, or during the two-year period. In such a case, only the department that offered the same course may substitute another course with approval of the major department. A student cannot have the privilege of repeating a grade of "F" under this policy if the "F" is received for academic dishonesty. If a student repeats a course, the credit from the first attempt will not be applied to meeting the AUC graduation requirements. No student will be permitted to repeat more than 12 credits under this policy. Students are advised that repeating courses under this policy does not result in the removal of the original record or grade from their transcripts. The second grade is recorded and computed in the grade point average and the earlier grade is disregarded in calculation of the grade point average. The repeat course form is available in the Office of the University Registrar. The completed form must be submitted to the University Registrar's Office by maximum the twelfth week of the term in which the course is being repeated. Students who have already repeated 12 units prior to Spring 1995 have used up their course repeat option. Their transcripts will not be altered retroactively. A student who has exhausted the "Course Repeat Policy" privileges may still repeat a course in which D+, D or F was earned. No additional course credit will be applied to meeting AUC graduation requirements, but both grades for that course will be calculated in the Grade Point Average. The university awards honors to students who do superior work. Full-time students who earn a grade point average of 3.50 or above for the previous semester are placed on the dean's honor roll. This distinction is noted on the student's academic record. Graduation honors are awarded to students who have maintained a superior grade point average throughout their college careers:
Students who fail to meet the academic standards established by the university will be placed on probation. The probation period provides the student with an opportunity to correct the deficiency, but that period may last for no more than two regular semesters. Failure to achieve the required standard by the end of the probation period disqualifies the student from further attendance at the university. Students who fail to maintain a cumulative grade point average of 2.0 or better at the end of a semester will be placed on probation. Students who fail ENGL 100 will be placed on warning. In the above cases, a notice will be sent to the student with a copy to the student's parents or guardian. The notice will include a statement of what is required to avoid dismissal from the university. To be allowed to continue for the following semester students on probation must show satisfactory improvement during the first semester of their probation period (i.e. achieve at least a 2.0 semester GPA). Students placed on probation for a deficiency in their cumulative GPA must limit their academic load during their probation period to four courses with a maximum of 13 credit hours per semester. The permissible load for students taking ENGL 100 is a maximum of 7 credit hours per semester. It is the responsibility of the adviser to follow up on the student's performance and academic load. Students who fail to maintain a grade point average of 2.0 in their major at the end of any semester following their declaration of major will receive a probation warning letter from the Office of the University Registrar, with a copy to the student's parents or guardian. Students will have two semesters to clear the deficiency in their major. If by the end of the two semesters the deficiency is not corrected, they will be discontinued unless accepted in another major. Students on probation/warning for any of the above deficiencies are not allowed to participate actively, or represent the university, in co-curricular activities, such as teams, clubs, plays, and university competitions. They may not be nominated for the Student Union. To avoid dismissal, students on probation must achieve a cumulative grade point average of at least 2.00 within two semesters. A student who fails ENGL 100 twice will be dismissed from the University and must wait one full semester before applying for readmission. The student must score high enough on the AUC ELPET for direct admission to the Writing Program since s/he will not be allowed to take ENGL 100 for a third time. Planned Educational Leave of Absence Students at The American University in Cairo may apply for a Planned Educational Leave of Absence. A Planned Educational Leave of Absence is defined as a planned interruption or pause in a student's regular education during which the student temporarily ceases his or her formal studies at AUC while pursuing other activities that may assist in clarifying the student's educational goals. The intent of the policy is to make it possible for a student to suspend his or her academic work, leave the campus without jeopardizing his or her rights and privileges, and later resume his or her studies with a minimum of procedural difficulty. A student who is approved for a planned leave will be considered as maintaining his or her status as a continuing student. Planned educational leaves may be granted for a variety of reasons or projects, but certain characteristics must be contained in any request for a leave:
The following regulations apply to the planned educational leave:
Withdrawal from the University Students who are unable to complete a semester because of illness or other emergency may be given permission to withdraw. They must acquire a withdrawal form from the Office of the University Registrar, obtain signatures as indicated on the form, and return the completed form to the Office of the University Registrar. Deadline for withdrawal from the university is one month before the last day of classes. Withdrawal grades will be recorded for each course when the student receives permission to withdraw. The grades are either WP, meaning that the student was doing satisfactory work at the time of withdrawal, or WF, meaning that the student was not doing satisfactory work at the time of withdrawal. No academic credit is given for courses from which students withdraw. Students who withdraw from the university and later wish to return must apply for readmission. Readmission is not granted automatically. (See the "Admissions" section of the catalog.) Students who have graduated or who withdraw from the university in good standing are entitled to one free student transcript of their academic record. No transcript of academic record will be issued during the examination, registration, or graduation periods. Academic transcripts will not be issued when unsatisfied financial obligations to the university exist. Non-degree Academic Regulations Since non-degree students are usually seeking credit for transfer to other institutions, not all of the academic regulations in the previous section are applicable to them. They will be primarily concerned about the academic regulations of their home institutions to ensure that they receive maximum possible credit for their AUC work. Non-degree students should note the sections pertaining to registration, change of courses, academic load, grades, probation, incomplete work, class attendance, and transcripts in the undergraduate section as appropriate. Foreign students who wish to transfer their ALU (Arabic Language Unit) special program credits towards a degree in a regular AUC program should get the approval of the ALU Director. However, those wishing to transfer credits to their home universities should check these universities' policies before coming to Cairo. Preamble: Valuing the concepts of academic integrity and independent effort, the American University in Cairo expects from its students the highest standards of scholarly conduct. The University community asserts that the reputation of the institution depends on the integrity of both faculty and students in their academic pursuits and that it is their joint responsibility to promote an atmosphere conducive to such standards.
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