Academic Policies

Students are held accountable for their academic requirements, conduct, and personal property at ECUC. We expect students to confine themselves to the best personal and academic behavior and honor as adult members of an academic society. Each student is responsible for following the information, systems, and his/her level. If a student fails to read, comprehend, and follow ECUC rules, he/she is not free from whatever penalties may follow for a transgression of any rules. Ignorance and unawareness are not mitigating factors in any regard. They are also answerable for the safeguarding of their academic position. They should get the necessary approval from an academic advisor for their program needs. Students are also strongly advised to maintain their own personal records of all dealings with ECUC. These should include any registration plans and duplicates of advisement forms, grade descriptions, records of payment, and so on. Also, when possible, students should keep duplicates of all exams, tests, essays and papers which have been submitted as coursework on the courses they are formally registered as being part of.


Advising Policy

Academic Advisement is the basis of the scheme of our educational framework.  Faculty members who are effectively trained become Academic Advisors and are chosen for their ability to assist students to find and follow academic or applied-technology goals. They guide students to choose the right courses and class timetables from the beginning of the first semester to work on these goals.  Students are given faculty advisors based on their major subject specialism/specialization. Advisors at the Advising Office will help students who have not stated a major for Academic Advisement.  All first year students are required to have an advisor who will then approve and sign their schedules.


Advisors help students become familiar with the educational system followed by ECUC. They assist students in understanding and becoming familiar with the course requirements; map out their priorities, help students decipher test scores, observe student advancement toward graduation, and help students with working out major and/or career choices. Academic Advisement assists students in reaching their educational possibilities by assisting them in discovering new goals and evaluating them in their progress and training them to use the available resources on site in order to attain their goals.


Students must assume the full responsibility for meeting all requirements recognized by ECUC for their Degree.  A student's advisor may not presume to take on these responsibilities.  Any change, waiver or exemption from any requirement or academic standard may be carried out only with the necessary approval.


Student Academic Load

A student admitted and then enrolled for a program as a degree-seeker, is normally is registered for 15 to 18 credit hours for each semester. In any semester, students may register for at least 12 credit hours and be certified as full-time. A total of 18 credit hours per semester is the upper limit a student is allowed to take. Students on probation are not allowed to enroll in more than 12 credit hours per semester.


Cumulative Grade Point Average

The grade point average GPA of a student in a semester can be obtained by adding the product of the grade of each course by the number of its credit hours, and then dividing the result by the total number of credit hours. The cumulative grade point average, CGPA, is the summation of the GPA of the student for all semesters attended. The GPA accounts for all courses taken in a semester including those the student has failed. Both GPA and CGPA are rounded to the nearest decimal unit. The GPA and CGPA are calculated according to the following formula:

Example:


The University College Guidelines for Lateness and Attendance

The University college guidelines for lateness and attendance are as follows:

  • ECUC students are allowed one absence without a required written excuse for every semester credit hour taken.
  • For all ECUC students who exceed the specified amount of unexcused absentees, an official documented excuse from the university may be required by the instructor
  • It is the student’s responsibility and entitlement to meet and discuss all absences, or planned or unplanned, with their instructors.
  • All ECUC students must notify the Office of Student Affairs/Judicial Affairs for any emergencies that require immediate exemption from university grounds within a period of 48 hours.
  • No student shall neglect more than 20% of their class attendance, whether excused or unexcused, in a given semester.
  • Upon the prudence and judgment of the instructor, a course grade of “FA” may be given to any student who exceeds 20% of absences in a semester.
  • The Office of Student Affairs/Judicial Affairs is officially responsible for issuing class excuses for legitimate purposes.
  • If a student is tardy three times to class, it is automatically counted as an absence. Each instructor is responsible to define the rules for which a student is considered late to class.
  • Once a student falls to approximately ten to fifteen percent of absences in a class, he/she shall receive a warning.
  • The Chair of the respective program has the right to permit a student’s withdrawal form a course, if presented with a suitable and acceptable explanation for excessive absences. This will be coordinated and is with the consent of the Registrar.

Grading System
The cumulative grade point average (CGPA) is based on a four-point scale. The following grading system is used at the University College:

Grade

Percentage Score

Points

Description

A

95-100

4.00

Excellent

A-

90-94

3.7

B+

87-89

3.3

Good

B

84-86

3.0

B-

80-83

2.7

C+

77-79

2.3

Satisfactory

C

74-76

2.0

C-

70-73

1.7

D

60-69

1.00

 Poor

F

<60

0.0

Fail

FA

 

0.0

Failure due to excessive absences

WF

 

00

Administrative Withdrawal Fail


Grades not calculated in the grade point average are:

IP

In Progress

AU

Audit

I

Incomplete

TR

Transfer; credit counted

WD

Withdrawal

WP

Withdrawal passing

N

No Grade

P

Pass

The grades obtained in non-credit courses are not included in the computation of a grade point average. The last grade of the repeated course is counted in the calculation of the cumulative GPA. Credits for repeated courses are only counted once.

Make-up Examinations
A student who happens to miss a major or final examination may seek instructor’s permission for making up the examination. If the instructor is not convinced with the student’s reason he may refuse to allow a make-up. If a student is absent while officially representing the University College, for example as an ECUC club member or as a participant in an athletic event, the student should be permitted to make up the examination. Major examinations are to be made up at a time which is both fair and reasonable for all parties. Final examinations must be made up within a reasonable time so that the instructor is able to submit the final grade(s) on the day and time stipulated by the Admissions and Records Office.


Placement on Academic Probation
Students who fail to meet the academic standards established by ECUC will be placed on probation. It’s a period, the maximum duration of which is three regular semesters. In this duration students are expected to come up to the University academic standards and norms. A student having deficiencies, if any, is expected to overcome them in this period.
Failure in maintaining a cumulative grade point average of 2.0 at the end of a semester subjects a student to probation. If a student is still found persistent with the deficiency as alarmed, even after the probation period, he/she will be disqualified to further pursue his education in ECUC.
When a student is placed on probation, the university policy is to send a letter to the student at his home address stating the requirements to be met to avoid dismissal from ECUC. To be allowed to continue on probation, he/she must improve the GPA to a minimum of 2.0 in the following semester.

Students on probation because of deficiency in their cumulative GPA may limit their academic load which is possible as stated below:

  • for the first warning: a maximum of 15 Credit hours among which (3) or (6) credit hours are repeated depending on the CGPA and the last semester GPA
  • for the second warning: a maximum of 12 credit hours among which (6) or (9) credit hours are repeated depending on the CGPA and the last semester GPA
  • for the third warning: 9 repeated credit hours.

Students on probation for any of the above deficiencies are not allowed to participate actively, or represent the University College, in co-curricular activities, such as teams, clubs, plays, and ECUC competitions. They may not be nominated for the Student Union.


Removal of Probation and Dismissal
Students on overall probation face dismissal if they are unable to meet the minimum academic requirements even after being put on probation. In the first semester of probation, they will have to earn a minimum semester grade point average of 2.0, and maintain that performance by achieving a cumulative grade point average of at least 2.0 at the end of the third semester of their probation period. If a student fails to do so by the end of the third semester on probation, he/she will be academically dismissed from the university.


Suspension
A student on probation who fails to achieve a semester point grade average of 2.0 or higher after the third warning will be suspended for one semester. If still found unimproved, he/ she will be suspended for two semesters and the third suspension will be for indefinite period.


Suspension Period Regulations 
The University will not accept any credit for the completion of the courses during a suspension period. Readmission applications by students on an indefinite suspension will be entertained only after a period of 12 months following the suspension. A student is expected to have shaped himself to cope with the academic requirements at ECUC in this period.


Readmission after Suspension
A student readmitted after suspension will still be on probation and will have to earn and maintain a 2.0 average or higher. He/she is limited to 12 semester hours and is required to earn a minimum average of 2.0 each subsequent term to obtain a minimum cumulative average of 2.0. Failure in meeting the semester grade point average of 2.0 will result into further suspension.


Reinstatement
Students withdrawn from the University College in a good academic standing and again wishing to join after one or two semesters are allowed for readmission provided they had not been dropped for scholastic or disciplinary reasons and the seat for admission is available.
The student will have to submit a written request for reinstatement to the Office of the Registrar stating his/her activities, especially academic, in course of the time since he/she left ECUC.


Repeating Courses
If a student has failed in a course, it is advisable to repeat it in the following semester. Students are at liberty to repeat their courses for the sake of improvement in their GPA. Raising the GPA is very necessary, especially it compulsory courses are involved. They may repeat the course up to two times, taking into account seat availability, without the permission of their Academic Chairperson but credit hours will be counted only once in the total credit hours required for graduation. 

Once the grade is earned and entered into student’s record, it’s permanently final and is not tampered with. In case of course repetition, only the last grade matters and serves the fulfillment of academic requirements.


Graduation
Students of the last expected semester will file an Application for Graduation form in the office of the Registrar during the registration period. The office will then start processing the necessary information for final certification for graduation. The students who have completed all the requirements including the clearance of financial obligation to the university are certified for conferral of the degree. The certified students will be conferred degrees by the end of the final semester on a date formerly announced. The permanent record of the student will be maintained with the date on which he/she was conferred the degree. In case of incomplete requirements because of which the applicants couldn’t be conferred the degree, they need not reapply for graduation. Their previous application will serve the purpose in the following semester.


The University College Honors and Awards
Dean's List
At the end of each semester, all undergraduate students who earn 12 or more semester credit hours will be eligible to be named in the Dean's List. 
To be placed on the dean's list, a student must   

  • Have registered and completed a minimum of 15 hours in the semester
  • Have at least a 3.5 semester GPA
  • Be in good academic standing
  • Rank in the top ten percent of students in his/her college
  • Have no failing grades in any of his/her courses during that semester
  • Have no incomplete grades
  • Have no disciplinary action against him/her


Graduation Honors
Graduation with honors will be designated to students who have completed their Bachelor’s Degree requirements with academic excellence. To be eligible for this honor, the student’s CGPA is shown as follows: 
Cum Laude      An average of 3.5 or higher
Magna Cum Laude     An average of 3.7 or higher
Summa Cum Laude     An average of 3.9 or higher