ACADEMIC ADVISING


1.0 POLICY

Students’ Academic Support Services is a multifaceted activity promoting shared responsibility and constructing connections between academic affairs, student affairs and other support services consequently encouraging students to become involved and live a meaningful University life thereby enhancing their educational outcomes.


AMA International University-Bahrain (AMAIUB) recognizes the value of providing reliable and efficient support to all its students, especially at-risk of academic failure. Also, to ensure that all students with special needs are accorded appropriate support and that their admission to the University will be deliberated properly and fairly.

2.0 PURPOSE

This policy lays the foundation for the clarification of students’ educational, life and career goals and the utilization of the University’s resources to meet their educational needs and aspirations.  These policy and procedures delineate the assistance provided to students and students with special needs in terms of academic support, learning opportunities, and development. Moreover, it outlines the benefits of early detection of academically at-risk students which allows timely intervention and provisioning of assistance and advice. This policy and procedures will ensure that students with special needs are evaluated properly by designated University staff before admission to the University.

3.0 SCOPE

The policy and procedure cover all students' academic and academic support services of the University.

4.0 RESPONSIBILITIES

Academic Adviser- is expected to confer with each of his/her advisee at least two or three times per trimester. He/she is required to maintain and update individual folders for each of his/her advisee and that all consultations should be properly documented using Academic Advising Monitoring form (QR-GUI-004) and kept confidential.
Admission Office- is the front liner in providing assistance to the potential students of the University. It is the office assigned to help the incoming students choose the programme which is suited to them.
Deans- spearhead the implementation of the students’ academic support services.
Guidance office- initiates scheduled activities for all students as part of the student advising.
Programme/Department Heads- assigns an academic adviser to every student upon joining the university in his/ her chosen field of study.
Provost- ensures proper implementation of this policy
Registrations Office- checks the validation of the adviser’s signature on the students enrolment form and identifies students who are at risk of academic failure.
Students- seek sources of information on requirements of the program that they are pursuing, prerequisites for each course, registering for courses, etc. that helps them in making academic/career decisions.

5.0 DEFINITION OF TERMS

Academic Adviser – A teaching staff designated to provide advice on matters pertaining to student progression
At-risk – means at-risk of academic failure and exclusion from the award.
Cumulative Grade Point Average – means the sum of all grades multiplied by the number of credit units divided by the total credit units.
Physically-challenged– refers to an attribute given to a student with a sound mind but whose physical condition limits him/her from performing normal functions (e.g. left-handed student, student in a wheelchair and the like).
Progression Requirements – means the requirement for a student to achieve an overall minimum rate of credit accrual based on year level.
Progression Rules – means the progression rate and progression requirements approved by the Academic Council.
Special Needs – refers to the needs of a student requiring special support and accommodation as evidenced from his/her medical history.

6.0 PROCEDURES

The College ensures that they have clear and transparent internal processes for Academic Advising as well as Detecting and Supporting Students at Risk and/or with special needs.

6.1 Academic Advising

Academic advising is mandated as faculty member’s required consultation hours as part of his/her work load; however, an extension of such for advising purposes is highly recommended especially during the course selection/registration and examination periods. The Academic adviser will coordinate any required action with the guidance office in order to offer the most appropriate assistance to the students. In addition, the guidance office initiates scheduled activities for all the students as part of the student advising. Advisees are required to fill up the academic advising appointment form (QR-GUI-005) to facilitate academic advising.


Academic Advising is done for New Students, Continuing Students and Students with Special Needs.


For New Students:
  • The Admission Office is the front liner in providing assistance to the potential students of the University. It is the office assigned to help the incoming students choose the programme which is suited to them.
  • Upon admission to the University, the students, through the assistance of the Programme /Department Heads of the chosen programme, are assigned an Academic adviser in his/ her chosen field of study.
  • In case of students with special needs, admission to the University is deliberated properly and fairly. The Admissions Officer verifies the completeness of the medical records. Admission to the University shall be based on the availability of special equipment / facilities required by the student’s illness. If these are not available and cannot be made available due to certain circumstances, the student is immediately informed prior to admission.

For continuing students:
  • The Academic Adviser is expected to confer with each of his/her advisee at least two or three times per trimester. He/she is required to maintain and update individual folders for each of his/her advisee and that all consultations should be properly documented using QR-GUI-004 and kept confidential.
  • Advisees are required to fill up the academic advising appointment form (QR-GUI-005) to facilitate academic advising. This advising assignment shall hold all throughout the stay of the student in the University.
  • For students with special needs, should be sought in advanced in order to facilitate effective support mechanisms including but not limited to extension of examination hours during examinations and tutorials or one-on-one sessions for topics emphasis.

6.2 Student-At-Risk

The College will ensure that they implement clear and transparent internal processes for handling students At-risk that is consistent with this policy and procedure.


The College will be proactive in identifying students At-risk, and are responsible for tracking student progression and keeping appropriate records. The following procedures are used to identify two kinds of student-at risk and the specific support mechanisms provided by the College:


Student-at-risk of Failure:
  • Teachers are tasks to identify the students at risk of academic failure, a week after prelim and midterm exams.
  • The college will use the following triggers, as a minimum, to identify and classify student-at-risk of failure:
    • failure by a student to attain a periodic grade of at least fifty-percent in a course which the students was enrolled;
    • unsatisfactory student attendance record.
    • The compiled list will be submitted to the Programme/Department Head and to the Deans office.
    • The College Dean as well as the Programme/Department Head will ensure that the teachers implement Tutorial Classes to assist the At-risk students (refer to Policy on Tutorial Classes).
    • The Programme/Department Head will notify the concerned Academic Adviser to advice and monitor students’ performance during the current term of enrollment.
    • The Academic Adviser makes a referral to Guidance office in case his advisees need academic guidance.
    • The Academic adviser is tasks to submit to the Dean’s office the student-at risk monitoring form three(3) weeks after the prelim and midterm exams.

Delinquent student:
  • At the end of each trimester, the Registrar will generate a delinquent report from Campus Information System (CIS) and will produce a list of students who are delinquent.

  • The Registrar will use the following triggers, as a minimum, to identify and classify delinquent students.

    • Failure by a student to successfully complete at least fifty-percent of the credit units which the students was enrolled in the semester or year just completed;
    • failure by the student to achieve a satisfactory cumulative grade point average (CGPA) over a defined period, specified by the programme;
    • inability of a student to complete their award programme within the maximum permitted time while carrying a normal student load.

  • The Registration office will forward the list of delinquent students to the College Deans.
  • The College Dean will issue delinquent notice to every student included in the list and inform their respective Academic Advisers and the Guidance office.
  • Academic advisers are required to inform every delinquent student about their status and issue the delinquent notice signed by the Dean.
  • Academic advisers will discuss to the student the maximum allowable credit units that he/she can enroll the following trimester and the support mechanisms that will be offered to the student depending on the type of his/her delinquency status (refer to the Scholastic Delinquency from the Student Handbook).
  • The College will implement supervised advising and the Guidance office counseling sessions to assist students who are identified delinquent. Academic advisers are required to meet their advisees at least twice in a trimester through consultation sessions.
  • Academic advisers are required to maintain a full-record of student progression in a form of student advising profile and should record on the advising profile whether the student responds to the support mechanism and has attended the identified intervention sessions.
  • Academic advisers then submit student-at-risk monitoring form to the Dean’s office the student-at risk monitoring form three (3) weeks after the prelim and midterm exams and at the end of the current trimester.
  • Students listed in the Delinquent Report for the third time will be asked to show good cause why they should not be excluded from their programme. Where a student has not established a good cause, the Dean, through the Registration Office may:
    • exclude the student from the programme
    • permit the student to re-enroll in the programme subject to restrictions on units of study.
    • A student is entitled to an appeal before the Academic Council.

7.0 DISTRIBUTION LIST

Provost
College Deans
Head, Registration Office
Head, Quality Assurance and Accreditation
Head, Guidance Office