Student Handbook

Dear Students,

Below, the frequently encountered important issues in the “KGTU Undergraduate Education and Training Regulation” are summarized and presented for your information. In order to avoid any grievances during your education process, it is recommended that you carefully read the main regulation in this Handbook and in the “Legislation” tab of our University’s web page.

FREEZING REGISTRATION / TAKING A LEAVE OF ABSENCE

• Students may request a leave of absence for reasons such as health, financial, family, personal problems, military service, unexpected mandatory events, or studying abroad. In order for the board of directors’ decision regarding the leave request to be implemented, you may apply no later than the last business day of the tenth week from the start of classes. Requests other than this will not be accepted.
• If you receive a report from a health institution affiliated with the Ministry of Health and contracted with, this report must be a board report that is more than one month old. You must submit your report to the Rectorate Document Registration Unit with a petition.
• The evaluation of health reports depends on the relevant board of directors’ decision of the faculty/institute you are registered in. When this decision is reported to the Student Affairs Department, you will be notified of the result.
• You may freeze your registration for a maximum of two semesters at a time.

THE EFFECT OF SHORT-TERM ASSIGNMENTS ON BEHALF OF A UNIVERSITY OR ANOTHER INSTITUTION AND MEDICAL REPORTS ON ABSENTEEISM ON BEHALF OF A UNIVERSITY OR ANOTHER INSTITUTION

• You must submit a copy of your assignment document and your petition to the Rectorate Document Registration Unit,
• The documents you submit will be decided by the faculty/institute board of directors you are registered in.
• After the decision is made, the faculty/institute you are taking during your leave period will inform the instructor who is teaching the course that the period you are on duty will not be counted as absence, and the instructor will exempt the absences in the Student Information System (OBS).
• Health reports are not valid for absences. The student will be considered absent during the periods they are on report, KGTU Associate Degree-Undergraduate Education and Training Regulation Article 31-(13) f).
• Important note for Preparatory Class students: Attendance Status (KGTU Foreign Language Preparatory Class Education-Teaching and Exam Regulation, Article 10):

(1) Attendance at 85% (734 hours) of classes in the English Preparatory Class is mandatory. Students are entitled to 15% (130 hours) absence. Students who fail to meet the attendance requirement with or without an excuse are considered to have failed the class they are in. Health reports are not deducted from the absences.

(2) Students who fail the English Preparatory Class due to absence cannot take the final exam at the end of the academic year. However, they can take the English Language Proficiency Exam to be held on the dates specified in the academic calendar.

STUDENT IDENTITY CARDS

• You can pick up your ID cards in person after you start classes at the Student Affairs Department.
• Your ID cards are valid as long as you are registered, and also have the features of “security protection”, “smart card” and “hand card”. They are also used as IDs when entering some places within the university.
• If you lose your Student ID card, you must pay the fee determined for the card and request a new ID with a petition and receipt to the Document Registration Unit,
• When your petition is referred to Student Affairs, a new ID card will be prepared by the Student Affairs Department and delivered to you in person with a report.

STUDENT AFFAIRS INFORMATION SYSTEM (Password Procedures)

• After your registration is completed, when you log in to obs.gidatarim.edu.tr, your username will be the student ID provided to you during registration. As for the password, you will need to create a new password from the password reset section on the login screen.
• In case you forget or don’t know your password, you can retrieve it by filling in your identity information through the “Forgot My Password” button on the student information page on our university’s website.
• After receiving your password, you must log in to the system and change your password to update your information.
• To reset your password, a link will be sent to your gidatarim.edu.tr email address. You can follow this link in your institutional student email to create a new password.

STUDENT AFFAIRS INFORMATION SYSTEM (Course Registration Procedures)

• For course registration procedures, after registering for your courses, you need to complete the course registration finalization process in order for the courses you selected to be approved by your advisor.
• After completing the course registration finalization process, your registration will be approved by your advisors.
• Once your advisor approves, your course registration will be complete. It is advisable to check your course registration after advisor approval.
• Once your education begins, you can track your course registrations and grades through the Student Information System (OBS). For course registration procedures, you can log into the system by clicking the OBS link on our university’s website.

STUDENT AFFAIRS INFORMATION SYSTEM (Add/Drop Course Procedures)

• After completing your semester registration, you can add or drop courses and change groups on the dates specified in the academic calendar.
• You will need to log in to OBS for the add/drop course procedures.
• The changes will be valid only after advisor approval. In other words, after completing the add/drop finalization, the changes will be approved by your advisors.
• After advisor approval, your add/drop course process will be complete.

COURSE WITHDRAWAL

• Except for the courses in the first two semesters of the curriculum, you can withdraw from a course within the first seven weeks of the semester, after the add/drop period ends.
• To withdraw from a course, you need to submit a petition to the Rectorate Document Registration Unit specifying the course you wish to withdraw from.
• Withdrawing from a course requires the recommendation of your academic advisor, as well as approval from the department head and the relevant governing board.
• The decision of the relevant unit’s governing board is sent to the Student Affairs Department, and the course withdrawal process is completed by the Student Affairs Department.
• The conditions for withdrawing from a course are specified in the relevant regulation (KGTU Education-Training Associate’s Degree-Bachelor’s Degree Regulation, Article 29).

COURSE LOAD

• The course load is the total ECTS credits of the courses a student takes in any term of their program’s curriculum.
• The normal course load you take each semester is at least 30 and at most 40 ECTS credits. However, depending on your circumstances and the requirements of the undergraduate program, you may, with your advisor’s approval, register for fewer courses than this load.
• Your course load in a semester is limited to the normal course load. Normal course load: For students with a cumulative GPA of 2.00 or above, the semester course load can be increased by up to 10 ECTS credits—provided that there are no scheduling conflicts, with the approval of the academic advisor, and as long as the total does not exceed 40 ECTS credits.
• In the first semester in which you register, you cannot change the course load specified in the curriculum.
• The ECTS credits of courses taken as part of double major and minor programs are not included in the semester course load.
• You must first register for the lower-level courses that you have failed or not taken. Courses offered in your current semester’s programs may be taken, provided that you remain within the ECTS credit limit.
• With the positive opinion of your advisor—and provided that, excluding prerequisite courses, you have passed all lower-level courses and have a cumulative GPA of at least 2.50—you may take courses from an upper semester/year amounting to up to 20% of the total ECTS credits of the courses in your current semester/year program. (Article 26/7)
• Minimum course load and credit restrictions do not apply to final-year students.
• Single Course Exam: Students who have only one remaining course for graduation, or who have one course and an internship remaining, may, upon submitting a petition, take a single course exam that will be scheduled within one month after the makeup exam. Students who have never taken the course or who have been dropped due to absences cannot take the exam. For these exams, if the grade obtained is at least a C (without the midterm exam requirement), the student is considered successful.

ADVISING

• For each student, an advisor is appointed from among the academic staff to provide guidance and support until the student graduates

Duties of Student Advisors:

5. They assist in resolving issues that students may encounter, primarily related to educational matters.
5. They help students with course selection during registration.
5. They provide career guidance to students.
5. They offer counselling.
5. They monitor students’ performance in courses and in the classroom.
5. They track students’ attendance.
5. In cases of failure, they investigate the reasons behind the academic shortcomings.
5. They follow up on students’ course add/drop and withdrawal procedures and examine the underlying reasons.

 

ATTENDANCE AND EXAMS

• Students are required to participate in all courses, practical sessions, laboratory studies, and all exams and other academic activities required or deemed necessary by the relevant instructor.
• Attendance is evaluated by the course instructor. At the beginning of the term, the instructor determines and communicates to enrolled students the number of midterms, assignments, practical exercises, and other activities for which they are responsible, the requirements for eligibility to take the final exam, and the contribution of each exam, assignment, or activity to the final grade.
• To be eligible for a course’s final exam, the attendance requirement must be met. The required attendance is at least 70% for theoretical courses and at least 80% for practical courses. The maximum permitted absence percentages—up to 30% for theoretical courses and up to 20% for practical courses—are allowed only for mandatory circumstances (such as driver’s license exams, official exams, health issues, personal obligations, etc.). Regular attendance is expected outside of these mandatory cases. Periods during which a student is excused with an official report are still counted as absences.
• Failure to meet the attendance requirement will result in the loss of the right to take the final exam.

ANNOUNCEMENT OF GRADES AND CORRECTION OF MATERIAL ERRORS – OBJECTION TO EXAM RESULTS

 

• Course grades are finalized by faculty members by entering them into the Student Information System (OBS) on the dates specified in the academic calendar.

• Students may object to their announced exam grades on the grounds of material error. The objection must be submitted in writing to the relevant Directorate/Dean’s Office within five days following the announcement date. The Directorate/Dean’s Office forwards the objection to the department head and/or the relevant course coordinator for review.

•The result is reported to the Directorate/Dean’s Office within five days.
The application is finalized by the relevant administrative board.

 

 

 

 

ASSESSMENT AND GRADES

 

• At the end of the semester in which they are enrolled, students are assigned a letter grade for each course.

• The letter grades, coefficients, score ranges, and success statuses used in assessments are provided below:

Letter Grade and Equivalents Used in 2021-2022 Academic Year and Before
Letter Grade	Numerical Value	Grade	English Definition
AA	4,00	90-100	PASS
BA	3,50	85-89	PASS
BB	3,00	80-84	PASS
CB	2,50	75-79	PASS
CC	2,00	70-74	PASS
DC	1,50	65-69	CONDITIONAL PASS
DD	1,00	60-64	CONDITIONAL PASS
FD	0,50	50-59	FAIL
FF	0,00	0-49	FAIL
NA	0,00	0	FAIL
EX			EXEMPTED
S			SATISFACTORY
I			INCOMPLETE
W			WITHDRAWN
U			UNSATISFACTORY
NA			NON-ATTENDANCE
T			TRANSFER

 

Letter Grade and Equivalents Used Since 2022-2023 Academic Year
Letter Grade	Numerical Value	Grade	English Definition
A	4	90-100	EXCELLENT
A-	3,7	85-89	EXCELLENT
B+	3,3	80-84	GOOD
B	3	75-79	GOOD
B-	2,7	70-74	GOOD
C+	2,3	65-69	AVERAGE
C	2	60-64	AVERAGE
C-	1,7	55-59	CONDITIONAL PASS
D	1,3	50-54	CONDITIONAL PASS
F	0	0	FAIL
EX			EXEMPTED
S			SATISFACTORY
I			INCOMPLETE
W			WITHDRAWN
U			UNSATISFACTORY
NA			NON-ATTENDANCE
T			TRANSFER

 

Grades Not Included in GPA Calculation

The following grades are not included in the grade point average (GPA):

a) S (Satisfactory): Assigned to courses where a letter grade is not given, but the student is considered successful.
b) U (Unsatisfactory): Assigned to courses where a letter grade is not given, but the student is considered unsuccessful.
c) EX (Exempt): Given to students who are exempt from courses based on their successful performance in the English proficiency exam administered by the English preparatory program.
d) T (Transfer): Assigned to courses taken as a special student at other higher education institutions while enrolled at KGTÜ, provided that their equivalency is approved by the relevant administrative board. Courses taken as a special student before gaining admission to a higher education program are not considered for equivalency.
e) W (Withdrawal): Given to students who withdraw from a course.

 

MAKE-UP EXAMS

 

• According to Article 31-(12) of the KGTÜ Associate and Undergraduate Education and Instruction Regulation, the make-up exam is for students who received an F in their end-of-semester exams. This right cannot be carried over to the next semester. To take the make-up exam, students must have been enrolled in the relevant courses during the semester and must have met the requirements to take the end-of-semester exam. The grade obtained in the make-up exam replaces the end-of-semester exam grade. No make-up exams are conducted after the summer term. Students with a semester GPA below 2.00 who have conditionally passed a course are considered unsuccessful. Regardless of whether they take the make-up exam for these courses, if their semester GPA remains below 2.00 after the make-up exams, they must retake the conditionally passed courses. Students who have failed courses may also take the make-up exam for their conditionally passed (C-, D) courses if they wish.

• Students with a semester GPA above 2.00 and no failed courses may also take the make-up exam for their conditionally passed courses. The most recent grade obtained is considered final.

• There are no excuse exams for end-of-semester or make-up exams. Students who do not attend these exams are considered to have used their right to take them.

 

COURSE SUCCESS AND COURSE RETAKE

 

• To be considered successful in a course, a passing grade must be received. Passing grades are A, A-, B+, B, B-, C+, C, and S.

• C- and D are conditional passing grades. These courses may need to be retaken for adaptation and course counting procedures.

• F, NA, and U are failing grades.

• Courses with letter grades F, NA, U, and W must be retaken. Instead of retaking elective courses, students may take other elective courses within the framework of the curriculum. The following points should be considered when students retake courses with these grades:

a) Unless otherwise determined by the Senate decision, the program’s compulsory courses must be retaken and passed until graduation. Students may take other courses deemed appropriate by their advisors instead of elective courses or courses that have been removed from the program. Students who have completed all courses in their associate or undergraduate program and have fulfilled other graduation requirements do not need to retake any courses.

b) In retaken courses, the total score of the previously taken course is deducted from the general GPA calculations, and the total score of the most recent course is included; however, all courses in which the student is registered are shown on the grade point chart.

c) Courses in which students received a grade of D or higher may be retaken within three semesters after the semester in which they were originally taken.

d) In a retaken course, the most recent grade received is valid, regardless of the previous grade.

TUITION FEES AND SCHOLARSHIPS

 

 

Students are required to pay tuition fees to the university. Each year, the tuition fees, scholarships, scholarship rates, and other related costs for both continuing and newly enrolling students, along with the payment process, are determined and announced by the Board of Trustees. Students must pay their tuition fees at the beginning of each term during the period specified in the academic calendar. Students who do not pay their tuition fees within the specified period will not be registered or have their enrollment renewed for the term. These students will not be eligible for any student privileges.

 

The cost of additional services, such as dormitory accommodation, food, and transportation, is not included in the tuition fee. These fees are determined separately by the Board of Trustees.

 

For all your inquiries, please contact:

 

Student Affairs Department

Melikşah Mah. Beyşehir Cad. No:942080

Meram/KONYA/Türkiye

Phone: 0332 223 5433/5494