Bahrain Polytechnic Quality Management System Policy

Enrolment and Academic Progression A-AB-018 Version: 4 10 December 2014 by BoT Page 1 of 19

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Bahrain Polytechnic Quality Management System Policy Section: Academic

English Version Page

Policy Title: Enrolment and Academic Progression A-AB-018 2 - Procedure: Enrolment A-AB-018.001 4 - Procedure: Leave of Absence, Withdrawal and Clearance A-AB-018.002 6 - Procedure: Academic Progression Actions A-AB-018.003 9 - Rules and Guidelines: Enrolment and Academic Progression A-AB-018Policy and

Procedures 11




Policy: Enrolment and Academic Progression

Policy Reference: A-AB-018 Version: 4 Person Responsible: Registrar

1. Policy Statement

A student of the Polytechnic must be formally admitted to a programme of study at Bahrain Polytechnic and must undertake enrolment each semester, agreeing to abide by the Bahrain Polytechnic Regulations, Policies and Procedures and related published requirements. Enrolled students are liable for fee payments. Students make adequate progress towards their qualification to maintain their enrolment. The Polytechnic will provide accurate and timely Enrolment information, programme planning advice to Students and ensure that legislative requirements are met.

2. Definitions

3. Application

People:

All students admitted to all Bahrain Polytechnic Programmes and their families.

All academic and administrative staff of Bahrain Polytechnic.

Processes:

All enrolment processes including (but not limited to):

o Course registration and fee payment

o Leave of Absence

o Withdrawal from Bahrain Polytechnic

o Attendance actions

o Academic Progression

o Cross institutional Enrolment

4. External Requirements

This policy helps Bahrain Polytechnic meet the following external requirements:

HEC Regulations



5. What is Expected:

Bahrain Polytechnic shall:

Ensure that all enrolled students are given accurate and timely information and advise enabling them to maintain a valid enrolment by completing enrolment processes each semester or to have an approved Leave of Absence from study.

Collect fees from students.

Students academic progress towards their intended qualification will be assessed and reported each semester.

Maintain accurate student records, including up-to-date personal information provided by students.

6. Key Dates

First Approved: 25 October 2010 by SMT

This Version Approved: 01 May 2014 by SMT, 10 December 2014 by BoT

Next Review Date: 4 years from this version approval date or as required

7. Links and Related Documents

Other relevant Bahrain Polytechnic Policies and Procedures.

All Bahrain Polytechnic Academic Policies and Procedures, particularly:

o A/AB/001 Programme Approval

o A/AB/004 Naming and Awarding Qualifications and Recognising Non-Academic Achievements

o A/AB/009 Student Rights and Responsibilities

o A/AB/010 Admission Policy

o A/AB/011 Regulations Governing Probation, Suspension And Cancellation / Refusal Of Enrolments

o A/AB/012 Credit Recognition

o A/AB/015 Timetabling

o A/AB/019 Recognition of Academic Excellence

o A/AB/026 At Risk Student Support

o A/AB/xxx Attendance

o Finance Management Policy

Related Procedures:

o A/AB/018.1 Enrolment Procedure

o A/AB/018.2 Leave of Absence or Withdrawal Procedure

o A/AB/018.3 Academic Progression Procedure

o A/AB/018.4 Cross Institutional Enrolment Procedure

o A/AB/018.5 Fee Payment Procedure




Procedure: Enrolment Procedure Reference: A-AB-018.001 Version: 1 Person Responsible: Registrar

1. Purpose

This procedure applies to all students formally admitted to a programme of study and relates to their enrolment in Courses and the requirements to maintain a valid enrolment at Bahrain Polytechnic. It outlines the actions to be taken if a student does not maintain a valid enrolment or is suspended. It provides a mechanism to ensure that all related actions are compliant with this policy and procedure’s expectations and intended outcomes.

2. Related Policy

Enrolment and Academic Progression Policy A-AB-018

3. Procedures

Step Responsible Outcome Location

1. Publish the approved Academic Calendar Registrar Academic Calendar published

BP website; SharePoint

2. Publish the Registration Instructions Enrolment Manager

Registration instructions published

BP website

3. Receive student’s fee payment within the published period

Finance Clerk Receipts issued to students

4. Identify students who have not paid all compulsory fees by the published date, apply a late fee to student account and prepare a list.

Finance Director

Send the List to Registry; apply the late fees to required student accounts

SSB student accounts

5. Review List and cancel course registration. Registrar Course registration cancelled and

Banner

6. Formally notify students. Enrolment Manager

Student’s informed of course cancelation

Student’s file

7. Cancel the enrolment at Polytechnic for students without a valid enrolment by the published date and notify the student.

Registrar Student’s enrolment at Polytechnic cancelled; formal notification by email and letter.

Student’s file



4. Application

People:

All students admitted to all Bahrain Polytechnic Programmes.


Processes:

All enrolment processes including (but not limited to):

o Course registration and fee payment

o Maintaining a valid enrolment or cancelation of enrolment

5. Related Documents (Forms, Guidelines, Flowcharts, Procedures)

Add and Drop Form (F/AB/018.1/1)

Increase Semester Credits Form (F/AB/018.1/2)

A/AB/011 Regulations Governing Probation, Suspension and Cancellation / Refusal Of Enrolments

A/AB/009 Students Rights and Responsibilities

6. Key Dates

First Approved: 05 January 2014 by SMT

This Version Approved: 05 January 2014 by SMT





Procedure: Leave of Absence, Withdrawal and Clearance

Procedure Reference: A-AB-018.002 Version: 1 Person Responsible: Registrar

1. Purpose

Students formally admitted to a programme of study that want to, or are required to temporarily or permanently stop their study for one semester or more must complete the clearance processes related to this procedure to ensure that all aspects of their student life are accurately ended (temporarily or permanently). This includes clearance procedures for both student initiated clearance (Leave of Absence or Withdrawal), and Bahrain Polytechnic initiated clearance (Graduands, those students whose enrolment is cancelled or suspended for any reason). It provides a mechanism to ensure that all related actions are compliant with this policy and procedure’s expectations and intended outcomes.

2. Related Policy


3. Procedures


1. Provide Leave of Absence (LA) / Withdrawal (W) Form [student initiated] or Clearance Form [initiated by Bahrain Polytechnic] to the students with advice.

Enrolment officer Leave of Absence / Withdrawal Form or Clearance Form provided

Student Information Centre

2. Academic advice given to student re LA/W; check for any equipment loaned to student

Academic Advisor/ Programme Manager

Equipment returned; student advised. Form signed/ stamped

3. Ensure there are no outstanding items

Librarian All items are returned or student fined. Form signed/ stamped

4. Collect student’s ID card, locker key, car sticker

Security Officer Student’s ID card, locker key, car sticker collected or student fined; Form signed/stamped

5. For Withdrawing students only: ICT Helpdesk Email cancelled and




Cancel student’s email and deactivate the SSB access

SSB access deactivated Form signed/ stamped

6. For Students with Scholarships or Sponsorships: Discuss student plans and update Scholarship / Sponsorship records

Scholarships Coordinator

Form signed/stamped; Sponsor informed.

7. Ensure there are no outstanding fees

Finance Clerk Fees and fines paid in full; any outstanding credit balance noted. Form signed/stamped

8. Collect the completed Form and update student’s personal contact details.

Enrolment officer Banner and Form

9. Update Student/ Enrolment/ Course Status and/or Grades on Banner Student Management System

Enrolment Manager/or Registrar

Status updated on System

Banner Student Management System

10. File the Form Enrolment officer Form filed Student’s File

4. Application

People:

All students admitted to all Bahrain Polytechnic Programmes.


Processes:

Leave of Absence/ Withdrawal or Clearance

Clearance activities/ requirements at each department


Leave of Absence / Withdrawal Form (F/AB/018.2/1)

Graduate Clearance Form (F/AB/018.2/2)

Clearance Form (F/AB/018.2/3)

Enrolment and Academic Progression Policy A/AB/018 Guidelines and Rules

Banner related documentation

A/AB/009 Students rights and Responsibilities



6. Key Dates







Procedure: Academic Progression Actions

Procedure Reference: A-AB-018.003 Version: 1 Person Responsible: Registrar

1. Purpose

Students at Bahrain Polytechnic are required to make satisfactory Academic Progress towards successful completion of the academic requirements of the Programme in which they are enrolled. This is measured and reported at the end of each semester after the approval of grades by the Academic Board. A student’s academic standing status enables identification and support of students academically at risk of or exclusion and for the Policy requirements to be met.

2. Related Policy


3. Procedures


1. Run Academic Standing process to assign student’s Academic Standing Status

Enrolment Manager Academic Standing Status assigned

2. Release Results to students and Faculty on SSB, and provide a list of students on Academic Probation/Exclusion to Faculty.

Registrar Academic Standing Status published on SSB; Academic Probation/Exclusion lists provided

SSB student’s online transcript

Students on Academic Probation ONLY

3. Assign conditions to students on Academic Probation (if any); Inform student and provide an official letter of conditions/requirements of Probation.

Dean/Programme Manager

Conditions assigned to Academic Probation students and an official letter provided

Faculty Board Minutes

4. Send the copy of the signed letter to Registry for student record

Faculty Administrator Letter signed by Dean; Received by Student

5. File the copied letter in student’s file

Enrolment officer Letter filed Student file



Students Excluded ONLY

6. Cancel the students enrolment at BP (Excluded students)

Registrar Student’s enrolment at BP cancelled

7. Inform student of Exclusion in an official letter.

Registrar Letter sent to student

8. File a copy of the letter in student’s file

Enrolment officer Letter filed Student file

4. Application

People:

Academic, Faculty Administrators and Registry staff

All Students

Processes:

Academic Standing

Students on Academic Probation


Enrolment and Academic Progression Policy A/AB/018 Guidelines and Rules

Banner related documentation

Results and Reporting Policy A/AB/017

Regulations Governing Probation, Suspension and Cancellation / Refusal Of Enrolments A/AB/011

6. Key Dates






Bahrain Polytechnic Quality Management System Policy Section: Corporate

Rules and Guidelines: Enrolment and Academic Progression

Version: 4 Person Responsible: Registrar

1. Requirements for Enrolment

1.1. Students must be formally admitted to a Programme of study. 1.2. Students are required to formally enrol each semester in a programme of study in

accordance with the rules of the programme in which they are enrolled. Students will be considered to be enrolled on completion of the requirements for enrolment unless they have been suspended, excluded or precluded. In those cases refer to the Regulations Governing Probation, Suspension and Cancellation/Refusal of Enrolment, A/AB/011.

1.3. Students are required to ensure that they have a valid course enrolment by the published closing date (end of the Add/Drop period). If students wish to enrol after the published closing date (up to 5 working days from the end of the Add/Drop period), they must seek support from the Programme Manager. The Director Student Registry will consider applications for late enrolment supported by the Programme Manager and:

• approve the late enrolment without penalty; or • approve the late enrolment and impose a late enrolment fee; or • refuse the late enrolment.

1.4. Continuing students who do not have a valid course enrolment by the published closing date for the teaching session will be regarded as having abandoned their course of study and will have their enrolment at Bahrain Polytechnic cancelled. They need to apply for re-admission in order to resume studies (refer to Student Admission Policy A/AB/010).

1.5. Students must pay all compulsory fees and charges by the prescribed date for their enrolment to be valid. Failure to pay fees and charges by the prescribed date will lead to termination of enrolment.

1.6. Students must complete any other required procedures or special requirements. 1.7. Students will be considered to be enrolled from the time the required procedures are

completed until the student: • completes the programme of study; or • withdraws from the programme of study; or • takes an approved leave of absence; or • is excluded or suspended from study for unsatisfactory academic progress (refer to

section 15); or has enrolment terminated due to non payment of compulsory fees; or

• fails to re-enrol in the programme by the date notified to them by the Student Registry, in which case the student will be regarded as having abandoned the programme of study.

1.8. International students must provide evidence that they have the appropriate visa covering the dates over which a course is running in order to enrol.

1.9. Bahrain Polytechnic aims to offer a supportive service to all students.



2. Modification of course enrolment (Add & Drop)

2.1. Students may modify their course schedule, by adding or dropping some of the courses during the Add/Drop period which is announced in the Academic Calendar (normally 5 working days from the start of the semester).

2.2. Students can add Courses if: • They do not exceed the maximum limit of the allowed amount of the credits to

register. • They do not clash within the course schedule. • There is the space to register in the course.

2.3. Students can drop Courses if: • it does not violate the minimum academic workload allowed (15 credits). • the Dropped course is not a Co-requisite to another course. If it is a Co-requisite, the

student is not allowed to drop it, he/she can only drop the two courses together, or keep them together.

2.4. Dropping courses during the Add/Drop period (first week) of the beginning of the study period will result in no record showing on the academic record.

3. Pre-, Co- and Anti-Requisite Courses

3.1. Students are responsible for ensuring that any specified pre-requisites or co-requisites have been met.

3.2. Students may enrol in a course for the following semester prior to receiving results on the basis of meeting pre- and co-requisites but their enrolment will remain provisional until results have been confirmed. Should a provisionally enrolled student subsequently not meet pre- and co-requisites they will be eligible to receive a full refund of fees.

3.3. If a student believes that they should be exempt from a pre- or co-requisite they may apply for exemption using the correct form refer to the Credit Recognition Policy A/AB/012.

3.4. Students may enrol in and achieve a grade for a course for which they hold an anti-requisite but they will not gain credit for that course.

3.5. Should students wish to achieve credit for a course for which they have an anti-requisite, they will have to relinquish credit for the earlier course prior to enrolment for the new course through application in writing to the Director Student Registry.

3.6. Courses that are anti-requisites are treated as being the same course when determining exclusion status and for GPA calculations.

4. Restrictions on Course Enrolment

4.1. Bahrain Polytechnic may, on the advice of the relevant Head of Faculty or Head of School, impose enrolment quotas on particular courses and classes when there are resource constraints.

4.2. Where there is an enrolment quota, students for whom the course is a core unit of study (i.e. compulsory/major) within their key programme will receive preference over students for whom the course is an elective.

4.3. Some selected courses are only available for students studying in particular programmes. 4.4. For most courses no restrictions will be placed on enrolment until an enrolment quota is

reached. 4.5. Some courses may have specific entry requirements for students who are wishing to take

courses outside of the programme to which they have been admitted. Students will be selected based on published criteria.

5. Repeat Enrolment in Course/s

5.1. Students may repeat a failed course once. Students who fail a course(s) twice are excluded from that course(s). To repeat a course a third time, the student must apply in writing to the Head of School or Dean before the semester closing date for course registration. A fourth



enrolment shall be considered by the Academic Board when it is the only course required to complete an award.

5.2. A student may repeat any course for which a passing grade has been awarded with written permission of the relevant Head of School. If a student elects to repeat a course, they will be liable for the tuition fees for the course. The original passing grade shall remain on the student's academic record and a second entry shall record the new grade obtained.

5.2.1. Both courses and grades will be included in the calculation of the student's Grade Point Average (GPA). No additional credits will be generated toward the award if a course that has been passed previously is repeated.

6. Enrolment after Suspension or Exclusion

6.1. A student who has been suspended from study at Bahrain Polytechnic has an automatic right of resumption of study in the same programme (or a programme deemed by the Polytechnic to be equivalent) they were studying at the time they were suspended, subject to the availability of the programme (or its equivalent) at the time of re-enrolment and subject to a review of all supporting documents provided to the Polytechnic at the time of resumption including not limited to: Medical Report and Evidence of Good

conduct (not more than one year old) from Governmental Body. To recommence studies after suspension, students need to select and enrol in the required courses for the upcoming teaching session by the published due date for enrolment.

6.2. A student who has been excluded from study at Bahrain Polytechnic does not have an automatic right to resume study at the Polytechnic. Excluded students must apply to study at the Polytechnic through the application for admission process for the programme to which they are seeking entry.

7. Maximum Credits in a Teaching Period

7.1. The Polytechnic regards enrolment in a minimum of 50 credits and up to 65 credits in any semester as a normal full-time load. Students who enrol in more than this may incur the risk of poor performance and failure.

7.2. Students will be restricted to a maximum of 65 credit points at any given point in time during all teaching semesters, with the exception of summer semesters unless:

• otherwise required by their standard course structure, or • their CGPA is greater than or equal to 3, or • they are in their last semester of study towards their award.

In these cases the maximum enrolment per semester is 75 credits. 7.3. Students may request in writing to their Dean to exceed these limits. The Head of School

and Dean will include, in their assessment of the student's case, the teaching patterns of any courses delivered outside the standard teaching sessions for that course. If supported, the Dean may apply for approval to the Academic Board, approval is not automatic.

8. Student Responsibilities

8.1. It is the personal responsibility of students to ensure that they are correctly enrolled each session. Students can review their enrolment details online on the Polytechnic Student Management System (Banner) or obtain this information via the Student Information Centre.

8.2. It is the student’s responsibility to check all enrolment details and advise the Polytechnic in writing of any errors or omissions. Failure to advise the Polytechnic about an incorrect



record by the approved closing date/s can result in both academic and financial penalties.

8.3. Students are expected to maintain the accuracy of their enrolment details, using approved forms of communication with the Polytechnic, as directed in the appropriate documented procedure. Forms of communication may include:

• Email to the Student Information Centre using their Polytechnic Student Email Account.

• Letter addressed to the Student Information Centre. • Completion of an official Form at the Student Information Centre.

8.4. Written notification of any change should be submitted, accompanied by evidence, to the Student Information Centre.

8.5. Students are responsible for ensuring that the Bahrain Polytechnic Student Registry has their up-to-date personal and contact details during the period of their enrolment. The Polytechnic will make a reasonable number of attempts to contact the student.

9. Student Tuition Fees

9.1. Student Tuition Fees are levied at rates approved by the Board of Trustees for Bahraini and non-Bahraini students and prescribed for the academic year and are subject to review on an annual basis.

9.2. Non-Bahraini students who have a Bahraini mother will be eligible for fees assessment as a Bahraini student if they have residency in Bahrain and have attended a Bahrain school.

9.3. Fees are normally based on the credit value of the course(s) taken but Bahrain Polytechnic reserves the right to charge additional fees based on course costs.

9.4. Students will be advised of their tuition fees each teaching session. 9.5. Tuition fees are payable by the advised due date for each teaching session. 9.6. The Polytechnic reviews tuition fees on an annual basis for all courses and may increase

these fees over the period of enrolment. 9.7. Any fee if approved by the Board of Trustees will be effective from 1 August of each

calendar year unless specified otherwise and will apply to all fee paying students irrespective of the date of enrolment in that academic year.

9.8. Unless a formal agreement for payment is in place students who have not completed payment of their tuition fees by the approved closing date will have their enrolment cancelled.

9.9. A student whose enrolment is cancelled for non-payment of fees may, subject to payment of outstanding fees, apply for re-instatement of their enrolment at the discretion of the Director Student Registry.

9.10. Students will receive confirmation of their enrolment and payment of tuition fees prior to the approved closing date for the teaching session.

9.11. Late enrolment and/or late payment of fees may incur a late fee. 9.12. Students who are experiencing financial hardship may apply for fee exemption to

the Scholarships Coordinator during the published period and before the approved closing date for the teaching session.

10. Refund of Fees

10.1. Students who Withdraw or take an approved Leave of Absence from their programme prior to the approved closing date will automatically receive a refund of tuition fees they have paid for the teaching session prior to withdrawing. An administration fee may be deducted.



10.2. Students who Withdraw or take an approved Leave of Absence after the approved closing date will not receive a refund of their tuition fees unless they are able to prove there are extenuating circumstances.

10.3. Applications for refunds in extenuating circumstances must be made prior to the last day of the teaching session in which the withdrawal occurred to the Deputy CEO Academic.

10.4. If the Polytechnic withdraws an offer of admission, or is unable to provide a programme, all fees will be refunded in full.

10.5. All refunds can only be made payable to the person or entity who made the original payment. Written authorisation from that person or entity is required before refunds can be made payable to any other party. Students should submit this authorisation with their written request for refund.

10.6. All requests for refund must include the original receipt issued for the fees payment. If the original receipt is lost, a letter must be attached.

10.7. Students with continuing enrolment will be issued a credit note.

11. Sponsored Students

11.1. If a sponsor is unable to meet the student's liability, Bahrain Polytechnic will provide the student with the option of becoming a self-funded student and change the status of the student from being a sponsored student to a self-funded student.

12. Leave of Absence

12.1. Bahrain Polytechnic recognises that students may, for a variety of reasons, need to interrupt their studies from time to time by taking leave of absence from their course of study. The Polytechnic permits students to take a maximum of twelve months’ (two semesters) leave of absence throughout the duration of enrolment in a Programme. The Polytechnic will reserve a place in the currently enrolled programme (or a programme deemed by the Polytechnic to be equivalent) for students whose applications for leave of absence are approved, subject to the availability of such a course.

12.2. A student may take leave of absence from programmes in the process of being phased out; however, the student will only return to the same programme if they are able to complete the programme prior to the expiry date of the phasing out of that programme. Similarly, a student may take leave from a programme that will be deleted prior to their return. Where the student cannot complete the programme upon their return, or the programme has been deleted, the student will be required to transfer to a programme deemed equivalent by the Polytechnic, subject to the availability of the programme or an equivalent at the time of re-enrolment.

12.3. A student must be making satisfactory academic progress and have completed at least one Semester of study at Bahrain Polytechnic to be eligible to apply for a Leave of Absence.

12.4. Students may apply for Leave of Absence (LA) from their studies using the Withdrawal/Leave of Absence Form available from the Registry Student Information Centre.

12.5. Students must complete all clearance requirements as stated on the form prior to approval by the Manager of Enrolment and processing.



12.6. In order to avoid academic and financial penalties, applications for Leave of Absence must be submitted as early as possible and be approved before the closing date of the semester for which leave is sought.

12.7. For students submitting a leave of absence application before 4.00pm on the published closing date, the course will not be recorded on their academic transcript.

12.8. Students will receive written confirmation of the approval of the leave of absence. 12.9. Applications for leave of absence submitted after the approved closing date of courses

of a programme and within 30 days of that date will be accepted but will be processed in the same way as applications to withdraw from courses after the approved closing date. Full academic and financial penalties may apply for the courses in which the student is enrolled but extenuating circumstances will be considered by the Director Student Registry.

12.10. A student who resumes study after a period of leave of absence does so under the programme rules that are in force at the time of resumption of study.

12.11. To resume studies, students must enrol in courses for the upcoming teaching session as an indication that they are returning from leave of absence.

12.12. Students returning to studies must enrol into courses by the same date continuing students are required to finalise their course enrolment.

12.13. Students who have not returned within the specified timeframe after having approved leave will be regarded as having abandoned their programme, their enrolment at Bahrain Polytechnic will be cancelled. To return to study at the Polytechnic, students will have to apply using the usual admissions processes.

13. Withdrawal from Courses

13.1. Withdrawal from courses, whether before or after the approved closing date, should be confirmed in writing.

13.2. Before the approved closing date (10 working days from the start of the semester) students may discontinue enrolment in a course without academic penalty until 4pm on the approved closing date. The course will not be recorded on their academic transcript. Fee-paying students will not incur a tuition fee liability.

13.3. Students formally withdrawing from courses after the approved closing date and no more than 20 working days from that date will have the course recorded on their academic transcript and be assigned a “W” grade. They will be withdrawn without academic penalty for the course. Full fee-paying students will not be eligible for a refund of tuition fees unless they are able to prove they have extenuating circumstances.

13.4. Students formally withdrawing from courses more than 20 working days after the published closing date will have the course recorded on their academic transcript and will receive a grade of WF (Withdrawn with Fail) unless official documentation for medical/personal or work/military related reasons is submitted to the Director Student Registry before the last teaching day of the course. In these cases such documentation may support a grade change from WF to W and any grade change will be approved by the Academic Board.

13.5. Students who withdraw due to extenuating circumstances may apply in writing to the Director Student Registry and Director Finance for consideration of a refund of tuition fees. Applications must be made prior to the last day of the teaching session in which the withdrawal occurred.



13.6. Courses less than 12 weeks in duration and those scheduled outside the normal approved semester dates will have different closing dates determined on a pro-rata basis with the guidelines above.

14. Withdrawal from a Programme of Study

14.1. Bahrain Polytechnic recognises that, for a variety of reasons, some students will wish to formally withdraw from a programme of study prior to its completion. Students who are considering withdrawal are strongly advised to discuss their situation with the Head of School, Academic Advisor, Career Advisor or Student Counsellor to consider other alternatives or gain advice on withdrawal procedures.

14.2. Formal written notification of withdrawal from a programme of study must be submitted by midnight on the approved closing date for the teaching session from which the student is seeking to withdraw to the Registry. Students will receive written confirmation of their withdrawal from the programme.

15. Academic Requirements and Progress; Unsatisfactory Progress

15.1. Students academic Progress will be assessed at the end of each semester and reported to students and Faculty as Academic Standing. The summer session is not considered a study semester for the purposes of academic progression. Students are considered to have made unsatisfactory Academic Progress, when:

• they have not maintained their CGPA over 2 after two Semester of study in the Programme, or

• they have failed a compulsory course (AP301 Foundation Students Only), or • they have failed a course twice, or

• they have failed a compulsory practicum or placement, or • they will not complete their programme within the maximum period of study.

15.2. A Student who has not achieved a Pass Grade in the same course on two occasions shall be excluded from that course(s) and only be enrolled again for that course with prior written permission.

Programmes that are Competency based (e.g. Foundation Studies, AP301) and Post Graduate students are excluded from these rules.

15.3. Students must maintain their cumulative GPA (CGPA) at or above 2.25 OR the minimum required to graduate from the Academic programme as detailed in the Programme Approval Document.

15.4. If the students CGPA is less than 2.25 at the end of the first Semester of study of a programme, the student will be assigned an Academic Standing of ‘Referral’, identifying they are at risk.

15.5. From the second semester of study in a programme, if the CGPA is less than 2.25, the student’s Academic Standing is assigned ‘Academic Probation’.

15.6. Any student having an Academic Standing of Academic Probation is not allowed apply to transfer to any another academic programme.

15.7. If the student raises his/her CGPA to 2.25 or more within the following two academic semesters, their Academic Standing is assigned ‘Good Standing’.

15.8. If the CGPA reduces in a subsequent semester to less than 2.25, the Academic Standing is assigned ‘Academic Probation’. This is considered as an independent warning and it is not related to any warning the student had before.



15.9. Students who are on Academic Probation shall register for a maximum of 60 credits per semester, however, the Dean/ Faculty Board may impose other conditions or a lower limit. These will be notified in writing before the teaching period begins by the Faculty Board.

15.10. A student on Academic Probation is not allowed to participate in any extracurricular activities organised and supported by the Polytechnic.

15.11. If the student does not raise their CGPA to at least 2.25 after two semesters on Academic Probation, they will be Excluded, resulting in their enrolment at Bahrain Polytechnic being cancelled unless:

• at the end of the second semester of Probation, their Semester GPA (SGPA) was 3 or higher, then the student would be given a final third semester on Academic Probation. Conditions may be imposed. If the CGPA remains less than 2.25 at the end of the third semester on Probation, the student will be Excluded and their enrolment cancelled.

• the student had passed 7/8 (420 credits) or more required to graduate regardless of his/her Semester or Cumulative GPA, the student would be able to continue. Conditions may be imposed.

Foundation Studies (AP301) Students

15.12. Foundation students who fail any course required for entry to undergraduate programme will

be assigned an Academic Standing of ‘Referral’, identifying they are at risk.

15.13. Where a student has not raised their CGPA to at least 2.25 or the minimum requirements for the Programme after the compulsory time; or not met the conditions of their Academic Probation, or exceded the maximum period of enrolment, the student will be excluded at the end of the Semester and as soon as possible after the results are known. Notification will be in writing.

15.14. A student who is excluded or dismissed from Bahrain Polytechnic must apply to the Polytechnic through the admissions processes if they wish to return to study at Bahrain Polytechnic.

15.15. Students may appeal decisions / conditions of their Probation as notified by showing cause for an amendment in accordance with the Appeals Policy. When a student does not appeal within the specified timeframe, he or she will be deemed to have accepted the decision / conditions/ action.

16. Duration of Study

16.1. The maximum period for the length of study of a qualification will be twice the stated length of the qualification.

16.2. At the end of this time students will be advised, in writing, by the Director Student Registry that they may not continue to enrol in courses towards their qualification.

16.3. Students wishing to continue their studies towards a qualification will be required to apply to the Head of School indicating reasons why they should continue and give a proposed time for completion.

16.4. The decision on whether a student may continue their studies towards a qualification shall be made by the Academic Board on the recommendation of the Programme Committee and Faculty Board.

16.5. In approving any such application, the Programme Committee, Faculty Board, and or Academic Board may prescribe conditions as it considers appropriate.



17. Cross-institutional Enrolment

17.1. Cross-institutional Enrolment applies to students formally admitted to a programme of study at Bahrain Polytechnic who, while maintaining a valid enrolment in a Programme, want (or require) a Cross-institutional Enrolment at another approved Higher Education Institution and may be taken concurrently with studies at Bahrain Polytechnic or the student must apply for Leave of Absence.

17.2. On application and approval of the Academic Board, students may study a maximum of 30 credits offered at another approved tertiary institution for credit towards their Bahrain Polytechnic degree, as the course of study is not available at Bahrain Polytechnic but is shown to be relevant to the qualification, subject to the following conditions:

• The student must apply in writing using the Cross-institutional Enrolment form and supply all required evidence including approval for the Institution by the relevant Ministry of Education department (e.g. Higher Education Council) at least three months prior to the start of the Semester of planned study;

• the student must normally have successfully completed 300 credits of study at Bahrain Polytechnic;

• the student must follow and comply with the Credit Recognition Policy and procedures;

17.3. Students from other Tertiary Institutions may apply for Cross-institutional Enrolment, subject to the following conditions:

• Up to a maximum of 15 Students (three per programme) from other tertiary institutions may apply to study up to 30 credits at Bahrain Polytechnic, using the Cross-institutional Enrolment form.

• Completed applications with all required evidence must be received at least three months prior to the start of the Semester of planned study.