Academic Policies and Regulations

Registration and EnroLlment Procedures

Immediately prior to the commencement of classes each semester, certain days are designated in the academic calendar for formal registration and course enrolment. The enrolment procedure is initiated by paying the tuition and fees prescribed for that semester. At this time, all students are advised by an academic adviser and provided with the class schedules.

Students must register for all mandatory courses offered in the fall and spring semesters of the freshman year. Students in probationary standing must register within the rules laid down (see below). All registration must be completed in person. Registration by proxy or mail is not accepted.

The Academic Advisor

Each student at the University is assigned an Academic Advisor who assists the student with matters related to scheduling, course selection after the online registration approval, registration, and related matters. The advisor is usually a faculty member in the academic department in which the student is enrolled.

The advisor plays a key role in the student's progress through University studies. It is the student's ultimate responsibility to meet all University requirements, and it is the responsibility of the Office of the Registrar to ascertain and certify that these requirements have been met. Students must obtain their advisor's approval for the following transactions: registration, selection of core and elective courses, adding, dropping or withdrawing courses from the schedule.

Late Registration

Students must make every effort to register on time in order to benefit fully from their classes. Late registrations may, exceptionally, be accepted but the student will be required to pay the penalty in force at that time. This penalty is progressive with time to discourage late registration.

Adding, Dropping& Withdrawing Courses

With the approval of their Academic Advisor and the Chair of the Department, students may request the addition or removal of courses in their schedule up until the date announced for the end of Add/Drops. This is typically two weeks after the end of official registration. Adds will normally be allowed provided the allowed course load is not exceeded and no clashes are created. Students dropping courses, and their advisors, should be aware that the total number of courses registered should not fall below that required to be considered as a full-time student.
Course withdrawal may take place not later than the official date announced which is typically one week before the start of final exams. A withdrawal will be indicated by a "W" on the transcript. No credit is given for a withdrawn course in the assessment of the overall performance. No refunds are due for withdrawn courses. Students on scholarship should be aware that they are liable to forfeit the scholarship by withdrawing.

Transfer

– from another University

A student, who has completed at least one semester of an equivalent Program at another university, may apply for transfer to a Program at GWUOP. Such an application will be sympathetically considered. A student may be exempted from courses in his/her chosen Program at GWUOP, on the basis of having completed equivalent coursework at the other institution. The relevant department at GWUOP will make decisions concerning equivalence and comparability. Only courses of grade C and above can be considered for transfer.

A student is required to complete at least one quarter of the total course load requirement at GWUOP to be considered for a GWUOP diploma.

– Within the University

Transfer from one Program to another within GWUOP is permitted students, if such a change is in compliance with GWUOP regulations. It is necessary for the student to apply to – and be accepted formally by – the new department. For students there are specific constraints in moving from a two year to a four-year Program.

The Academic Year& Semester

A student’s annual academic activities normally take place in an academic year consisting of two periods of study of at least 15 weeks each, including the schedule of final examinations. These two periods of study are referred to as the fall and spring semesters. First, Second, Third, and Fourth-Year students are designated “freshmen,” sophomores,” “juniors” and “seniors,” respectively. ”Semester” is a unit of time in the academic calendar. The duration of a semester is at least 70 working days, approximately 15 weeks. The normal duration of a four-year Program is 8 semesters, and for a two-year Program it is 4 semesters.

Summer Semester

The summer half -semester is arranged mainly to help students wishing to improve their grades and also for students with a CGPA of at least 3.00 who wish to accelerate their progress. Students should note, however, the limitations placed by GWUP regulations on the minimum time required for the completion of degree Programs. It is in the student’s interest to ensure that his/her Dean is aware of any summer course requirements before the end of the previous semester in order that efforts can be made to meet those needs.

Non-Credit Courses

Students following the Higher Education Council’s (GWUP) regulations are required to study non-credit subjects in English Language as indicated in the Programs shown in the catalogue. International students are not required to complete these courses.

Course Load

Course load is defined as the number of credit-hours for which a student is registered in a semester. A typical course load for GWUP students varies between 15 and 22 credit-hours, depending upon the Program chosen. During a Summer Semester, students typically carry loads from 3 to 9 credit-hours. The normal course load is shown in the Program schedules of each department.

A student who is in his/her last academic semester before graduation may be permitted to register for a higher course loads than normal by his/her Academic Advisor, and with the approval of the Chair of the Department.

Part-Time Students

Exceptionally, a student may be allowed to register for a course load of less than 15 credit-hours with the consent of the Faculty and approval of the Office of the Rector. Students are normally required to pay the full semester fee whatever their load and special dispensation is required in order to pay a fee proportional to the course load taken.

Grading

Faculty members have the responsibility of providing the University with an individual evaluation of the work of each student in their classes. Grade reports are normally received in the Office of the Registrar immediately after the final examination period for each term, and end-of-course grades are entered on each student’s academic record at the close of each term.

Twelve grades, ranging from “superior” to “failure” (A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F), are awarded. The letter grades are indexed to Grade-Point equivalents as follows:

GradeGrade Points
A= 4.00
A-= 3.70
B+= 3.30
B= 3.00
B-= 2.70
C+= 2.30
C= 2.00
C-= 1.70
D+= 1.30
D= 1.00
D-= 0.70
F= 0.00

The following additional symbols are used on the student transcript.

“W” – Withdrawn, indicates approved withdrawal from a course within the specified time limits. The latest withdrawal date is announced officially and is typically one week before the start of final exams. The right to withdraw lies with the student.

“I” – Incomplete, may be employed exceptionally in cases where a student has been authorised to delay completion of coursework due to serious illness or death of a close family member. The student must apply for an incomplete using the appropriate official form and submitting documentary evidence to support the application. An “I” grade must be replaced with a normal grade not later than two weeks following the start of the following semester by completing any additional course work and exams as specified by the Department Chair. Failure to achieve this will result in the automatic replacement of the “I” with an “F”.

“S or U” – Satisfactory or Unsatisfactory is awarded in those courses not earning credit.

“NG” – No grade is applied to these students who for acceptable reason were not able to fulfil the course attendance. Such action may be taken when the number of unexcused absences exceeds 25% of the total class hours scheduled for the course. Students should be aware that course grades can be adversely affected through absence, whether excused or unexcused. In case NG grade is issued twice for the same course, this can be a reason for dismissal of the student from the university.

Credit-Hour

One credit hour is equivalent to one lecture hour per week completed for a full 15 week semester. Laboratory or tutorial work is generally considered equivalent to half a credit-hour. Thus a course consisting of both lecture and laboratory/tutorial sessions, and meeting for 3 lecture hours and 2 laboratory/tutorial hours weekly would be assigned 4 credit hours, and is shown as (3,2)4 in degree Program descriptions.

Credit Earned

A student earns a credit based on the level of his/ her achievement in a course. The credit earned is the product of the “Credit Hour” and the “Grade-Point.”

Grade-Point Average (GPA)

A student’s academic achievement for each semester is expressed numerically by the “Grade Point Average” (GPA). The GPA is obtained by: adding the “Credits Earned” for all courses in the semester and dividing this by the total credit-hours attempted. The GPA so obtained can range from 0.00 to a maximum of 4.00.

Cumulative Grade-Point Average (CGPA)

Overall academic achievement is expressed by the “Cumulative Grade-Point Average” (CGPA). The CGPA is obtained by: adding Credits Earned for all the semesters that the student has studied at the University and dividing by the total Credit-Hours attempted in the same period.