Welcome to KFUPM Rules and Regulations of Graduate

Welcome to KFUPM Rules and Regulations of Graduate Studies Prof. Salam A. Zummo Dean of Graduate Studies Sep. 19, 2012

Overview at KFUPM § § § Founded in 1963 Composed of 7 colleges and 18 departments State-of-the-art IT center, Library, infrastructure Recognized as the leading science and engineering school in the whole region Research is supported by: q q q Deanship of Scientific Research Institute Six National Centers of Research Excellence KACST funds for faculty and graduate students National Science and Technology Plan (NSTP) 2

History of Graduate Studies § Founded in 1973 § Formerly called College of Graduate Studies (CGS) § Presently called Deanship of Graduate Studies (DGS) § First Graduate College in the Gulf Region § KFUPM – the first university in Saudi Arabia to introduce Ph. D Programs in Engineering § KFUPM has 12 Ph. D and 35 MS programs 3

New Admits for Semester 121 PT Ph. D; 5 FT Ph. D; 26 PT Master; 87 FT Master; 151 FT Master PT Master FT Ph. D PT Ph. D 4

New Admits Distribution – 121 Master FT Master PT FT Ph. D PT Ph. D 25 20 15 10 5 SE YS PH TE T PE G M E M AT H S M IC TH ER EE SE C P R C E O C EM H E C H C EM C E AR AE 0 5

Active Students Distribution – 121 PT Ph. D; 27 PT Master; 458 FT Master; 521 FT Ph. D; 158 FT Master FT Ph. D PT Master PT Ph. D 6

Active Master Students – 121 FT Master 180 PT Master 163 160 140 120 97 100 85 80 55 60 36 40 20 42 811 8 35 33 19 9 8 43 2925 16 15 4 42 52 10 48 19 11 2 38 27 19 28 21 2 SE YS PH TE PE GT M E M AT H S M IC TH ER EE E CS P CR E CO EM CH E CH CE M CE E AR AE 0 7

Active Ph. D Students – 121 FT Ph. D 24 25 20 PT Ph. D 20 19 20 17 15 15 13 9 10 7 6 5 5 3 1 1 1 2 2 33 1 2 3 3 3 2 0 0 CE CHEM COE CSE EE ERTH ICS MATH ME PETE PHYS SE 8

Full-time Master and Ph. D students Master FT FT Ph. D 600 500 400 300 200 100 0 081 082 091 092 101 102 111 112 121 9

New Strategic Plan 2012 – 2020 § Vision: To be globally known for quality graduate programs that attract and develop prominent students and lead to quality research. § Mission: To guide, support and develop graduate programs towards the highest level of excellence that serve national needs and beyond in: q q q Creating and disseminating knowledge. Producing quality research. Recruiting and retaining prominent graduate students. 10

New Strategic Plan 2012 – 2020 Goals: § Ensure globally competitive graduate programs. § Ensure significant contribution to knowledge and § § § innovation. Attract and retain quality of graduate students locally and internationally. Develop graduates personally, academically and professionally. Provide high quality services and efficient management that respond to faculty and student’s needs. 11

KFUPM Expectations from RAs/LBs n A typical RA or LB shall spend his time as follows: q Pass at least 9 credit hours every semester q Start thesis research as early as possible (during courses preferably) q Spend 15 hours per week on department services (teaching, or admin) q Equivalent to teaching 6 contact hours (e. g. 2 LAB sessions)

KFUPM Expectations from Students n Work Ethics and Integrity: q q n Teaching: Utilize the full time of the LAB or lecture session with experiments/assignments/report writing, etc. Research: Produce original research and results, and cite sources of information KFUPM does not allow the following practices: q q Working outside campus by any means or in any way. Working on-campus on unofficial jobs (such as helping undergraduate students in reports, etc). Violating the Ethics and Integrity code will result in terminating the contract regardless of academic performance

Familiarizing with Terms & Procedures § § § § § Academic Petition/Request Changing Degree Objective Provisional and Regular Status Pre-Graduate Program Readmission Degree Plan CGPA and Warning Policy Thesis/Dissertation Proposal & Committee Formation Public Oral Defense of Thesis/Dissertation 14

Academic Petition/Request § Specific Form available on the website of Graduate Studies (from homepage, Current Students Forms Miscellaneous Academic Petition § It can be used for: § § § Changing Provisional status to Regular. Changing status from Pre-Graduate to Graduate. Accepting/waiving GRE/TOEFL/Deficiency Courses etc. Transferring Credits from an unfinished degree at another institution. Registering more/less than allowed credit hours. Others. For more information please check FAQs (from homepage, Current Students FAQ) 15

Flow of Academic Petition Student (Initiation) Department’s Graduate Coordinator (Approval) Department Chairman (Approval) Dean of Graduate Studies (Final Approval) Registrar (Proper Action) 16

Provisional & Regular Status § A student admitted with academic conditions is referred to as a PROVISIONAL STUDENT § Such academic conditions could be GRE, GMAT, TOEFL, deficiency courses, etc. § Students should fulfil these deficiencies within the first semester of admission. § If not changed into Regular within first semester, students will be held from registration confirmation in the next semester. 17

Removal of Provisional Status § Use the academic petition form once fulfilled the academic conditions for which they were on provisional status. § If such a petition is approved, the student will become a regular student. 18

The Hold List § The list is prepared mid of every semester. § It contains names of students who are still on Provisional § § § Status. Such students should arrange to remove their names from the list by changing status to Regular. Students failing to do so will be put on registration hold and will not be allowed to confirm registration for the coming semester. RA/LB/FT students on HOLD will have their contracts/stipend put on HOLD Affect scholarship severely 19

Pre-Graduate Program § It is a special program for students with weak achievements in their BS degrees. § However, they showed good work experience and high motivation to continue their MS degrees. § They may be granted admission as Pre-Graduate for one year. § They must pass 3 graduate courses, two of which are courses with a grade of B and above in each. § Very strictly monitored and revised at the end of each semester. 20

Degree Plan § Specific Form available on DGS website in PDF format. § It is a roadmap for earning a degree. § Shows what a student has achieved and what is still needed § § for completing the degree requirements. Prevents a student from taking unnecessary courses that may not be counted towards his degree, which could waste his time and delay his graduation processing. Students should submit their Degree Plans in the second semester of admission at maximum. 21

Change of Degree Objective § Specific Form on the website of DGS. § Can be done only once during the study at KFUPM. § Same applies for changing major – only once… 22

Some Important Policies § All Ph. D students are required to q q Pass the Ph. D Comprehensive Exam within 04 semesters of their enrolment at max. Submit their dissertation proposals by within 06 semesters of their enrolment at max. Can be taken twice at max IF recommended by Graduate Committee in Dept. This means that Ph. D students should attempt the comprehensive exam in 3 rd semester. § Failing to progress according to set deadlines may lead to issuance of Warnings or even dismissals from the Ph. D program. 23

Some Important Policies § The minimum number of credit hours to be completed by a Fulltime Graduate Student (including RA’s and Lect-B’s) every semester is 09 credit hours. § This is a very strict policy to insure full-time status and smooth progress in the degree program. § Every student should submit his Degree Plan latest by the second term (4 th Week) of his enrolment. § Every student should declare his thesis/dissertation advisor and topic latest by the second term of his enrolment. 24

Some Important Policies § The minimum time period between thesis/dissertation proposal submission and the planned public oral defence is 03 months. § The student should count for at least one month for the processing in the Department, College and Deanship of Graduate Studies. § MS and Ph. D students who defended their theses/dissertations in a term are given IC grades, which should be changed into NP once the final bound theses/dissertations is submitted. 25

Some Important Policies § Ph. D students should pass the comprehensive examination as part of the Seminar course XXX-699. § This course is a pre-requisite to registering the Ph. D Dissertation XXX-710. The course is graded as pass or fail. 26

GPA & Warning Policy § Graduate students must maintain a minimum GPA of 3. 00. § Students with GPA less than 3. 00 are discussed every semester and are issued Warning or Severe Warning letters. § Failure to raise the GPA above 3. 00 will result in dismissal from the program. § Full-Time students such as RAs and LBs may be given a single chance and then dismissal will be issued. § In extreme cases of low performance (e. g. , securing F or DN or D grades), Full-Time students may be dismissed from the first semester 27

Starting your Thesis Research § Start deciding on your thesis supervisor and initial topic as early as possible (DO NOT wait for your coursework completion). § You might want to select some of your course projects as introduction to your thesis work. § This way, you will be ready to submit the proposal by the time you end the course work. 28

Thesis/Dissertation Proposal & Committee Appointment § Thesis/Dissertation is required from all M. Sc. and Ph. D students. § Not required from students of non-thesis degrees. § Proposal and Committee should be approved by Department and College Councils and by Deanship of Graduate Studies. § All the required forms available on DGS website. § Please refer to the chapter on Thesis in the Graduate Bulletin 29

Public Oral Defense of Thesis/Dissertation § A public oral defense is required from all M. Sc. and Ph. D students as a part of their degrees. § The oral defense form has to be submitted 2 weeks before the intended date of defense. § The minimum gap between the proposal submission date and oral defense request is 3 months. § Oral defense is not allowed during the registration periods, final examinations and summer semesters. 30

Readmission § Needed for the following students: § § § Have been inactive even for one semester. § Have dropped ALL courses in a semester. § Have not confirmed their registration according to Registrar deadlines. Full-time graduate students, RAs, Lecturers-B are NOT allowed to drop a semester or withdraw from ALL courses. A student can get re-admission for 3 times at max. The form should be submitted at least 4 weeks before the start of the intended semester to the department. For students inactive for more than 6 semesters, their cases have to be approved by Dept. , College and Graduate Councils!!! 31

Important Note Please read the Graduate Bulletin carefully and check the FAQ’s document. Both are available on our website www. kfupm. edu. sa/gs 32

Important Deadlines Academic Issue Deadline Readmission Application 4 weeks before new semester starts Change of Major 2 months before new semester starts Degree Plan Submission 2 nd Semester (4 th Week) from initial admission Thesis Proposal Submission 3 months before intended defense date Oral defense Request Form 2 weeks before intended defense date Last day of defense Last day of classes Last day for clearing pending issues to avoid HOLD One week before new semester starts 33

Typical Degree Progress - FT MSc Students Admission 1 st Semester - Register 3 courses 2 nd Semester - Register 3 courses - Submit degree plan - Select thesis advisor and preliminary thesis topic 3 rd Semester - Register 2 -3 courses - Select thesis committee - Submit thesis proposal 4 th Semester - Thesis defense and degree completion 34

Typical Degree Progress - PT MSc Students Admission 1 st Semester - Register 2 courses 2 nd Semester - Register 2 courses - Submit degree plan 3 rd Semester - Register 2 courses - Select thesis advisor and preliminary thesis topic 4 th Semester - Register 2 courses - Select thesis committee - Submit thesis proposal 5 th Semester - Work on thesis 6 th Semester - Thesis defense and degree completion 35

Typical Degree Progress - FT Ph. D Students Admission 1 st Semester - Register 3 courses 2 nd Semester - Register 3 courses - Submit degree plan 3 rd Semester - Register 3 courses -Select dissertation topic and supervisor -Attempt/pass Comprehensive Exam 4 th Semester - Register 1 -2 courses - Pass Comprehensive Exam 5 th Semester - Select dissertation committee - Submit & defend dissertation proposal 6 th and 7 th Semesters -Work on dissertation research -Thesis defense and degree completion 36

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Common Mistakes § Being not in touch with the Department and DGS. § Forgetting to do the registration confirmation at the beginning of every semester (detailed explanation can be acquired from the Registrar Office) § Dropping ALL courses and NOT applying for re-admission for next semester. § Students on provisional status do not read the conditions mentioned in their admission letters carefully. § Not checking the university (g? ? ? ? @kfupm. edu. sa) regularly. student email 38

THANK YOU 39