Deanship of Graduate Studies

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Guidelines

Formal registration, or enrolment, of students intending to follow an approved academic program, takes place during a one-day period at the beginning of each semester. The registration process consists of four steps:

Securing career guidance in selecting an area of specialization compatible with the professional goals of the student.
Preparation of a complete program of study leading to the degree, with the assistance of the department graduate coordinator and the student's advisor. Approval of the total program is granted by the academic department chairman and the Dean of the College of Graduate Studies.
Selection of appropriate courses for the semester or academic term which are consistent with the approved program of studies, in consultation with the student's advisor.
Filing the approved selection of academic courses, with their schedules, room assignments, and instructors, in the office of the University Registrar.

General instructions on registration procedures are issued by the University Registrar shortly before the date indicated on the Academic Calendar for registration. Students must first report to their major academic departments for consultation and planning and for completion of the necessary forms. After they have been approved by the appropriate departmental chairman, these registration forms are deposited in the office of the Dean of the College of Graduate Studies for his approval. The registration procedure is completed only when the approved forms are filed with the Registrar. A permanent computer record of the academic grades for each course completed is maintained at the Registrar's office and this data may be drawn on in order to print an official record or transcript at any time in the future.

Late registration, the dropping of courses, and registration for a new course are permitted, up to the end of the first week of scheduled classes, without being noted in the permanent record. After that date, no new course may be added. Courses may be dropped up to the end of the seventh week of scheduled classes. The official dates for dropping courses are included in the published Academic Calendar. After the seventh week, no course may be dropped unless the student drops all courses and withdraws from the University or because he is suffering from a grave physical condition. All courses dropped after the third week of classes receive a grade of WF, WP, or W (see "Academic System", page 20). If a student registers but fails to appear for classes, he is held responsible for all courses he has formally registered for, and appropriate grades for such courses will be made a part of his permanent academic record.

Courses for Graduate Credit:

A student must be admitted to a graduate program and must register during the regular registration period in accordance with procedures prescribed by the College during the regular registration period in order to receive graduate credit. No graduate credit may be earned by independent study or by extension classes. Any transfer of credits earned while the student had Non-Degree Status must be recommended by the departmental graduate committee and approved by the Dean of the College of Graduate Studies. A maximum of nine (9) semester-credit-hours may be transferred in this way.

Non-Credit Courses:

If a student's previous undergraduate or graduate preparation is considered inadequate in one or more subjects of importance to his approved graduate program, certain prerequisites are normally prescribed by the academic department concerned. Such courses must be taken as early as possible in the program, preferably during the first semester or academic term after admission to the College. No graduate credit is earned by taking these courses and removing the deficiency, and the undergraduate credit-hours for such courses cannot be credited towards an advanced degree.

Credits Transfer:

A maximum of six (6) semester-credit-hours of graduate credit may be transferred from another university towards a graduate student's program at this University (see "Transfer with Advanced Standing", page 35).

Registration without Course Credit:

A student working on a thesis/dissertation or preparing for graduate examinations, but not taking formal coursework, must register at the regular registration period and, when appropriate, pay registration fees. This applies to a graduate student working on his thesis, whether in absentia or on the campus, as well as to a student who desires to use the facilities of the University or to confer with his thesis advisor or other faculty members regarding any aspect of his program.

Ph.D. Examination Policy

The student has to pass a comprehensive examination not later than the end of the 2nd year from the student's enrolment in the Ph.D. Program.
The purpose of the comprehensive examination is to ensure that a student advancing to candidacy for PhD degree has sufficient knowledge in his subject area that enables him to undertake PhD research in his field of specialization.
The comprehensive examination shall have a written component, where having an oral component is left as an option to the individual departments.
The comprehensive examination should be on the student field of specialization (graduate level). The exam is expected to cover topics from 4-6 graduate-level courses.
The comprehensive examination will be administered by the Department Graduate Committee. This includes examination scheduling, nominating faculty members for examination preparation, etc.
The comprehensive examination is graded as a unit - pass or fail. If a student fails the comprehensive examination, he may be allowed to take it again in the next semester. In the case of failure in the second attempt, the student will be dismissed from the program.
A student will be admitted to PhD candidacy after he passes the comprehensive examination, in addition to other candidacy requirements.
The comprehensive examination is the only university required examination for PhD students before the PhD proposal defense. The preliminary examination is kept as an option for the individual departments to be administered for some students, as the departments consider appropriate.

Auditing Courses:

Registration in a course for the privilege of auditing is permitted in exceptional cases (see "Classification of Admission Status", page 34). No academic credit can be earned by auditing courses. A graduate student wishing to audit a course must secure approval from the departmental graduate coordinator, the instructor of the course, and the Dean of the College of Graduate Studies. This practice is discouraged.

Uploading Thesis/Dissertation through "Eprints":

From 15th September 2008 onwards, the Deanship of Graduate Studies requires all graduate students to upload their thesis/dissertation through the new research repository at KFUPM, ePrints, using the guidelines below. Please note that this is only for those graduate students who have to submit their thesis/dissertation as a part of their degree completion. For further information, please click here.

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