CHAPTER III ACADEMIC ADMINISTRATION
3.3. Implementation of Academic Registration
Materials needed for registration preparation include:
a. List of names of Academic Advisors (PA) and the students they guide.
b. The filling instructions along with the cards, namely:
1. Study Plan Card (KRS);
2. Change of Study Plan Card (KPRS);
3. Course Cancellation Card (KPM); and 4. Study Result Card (KHS)
3.3.2. Filling in Study Plan Card (KRS)
The Study Plan Card can be taken at the Academic Sub-Section of the Faculty of Mathematics and Natural Sciences by showing a Student Identity Card (KTM) that is valid for the semester (permanent or temporary or with the Rector's permission).
a. Determination of Semester Study Plans
Determination of semester study plans is carried out with the guidance of predetermined Academic Advisors. Study plans in the first year of Odd Semester are required to take the study load that has been set. The determination of the next semester's study plan is determined by the students' grade points in the previous semester. The grade points determine the amount of study load that may be taken in the following semester. The role of the Academic Advisor is to provide consultation regarding courses to be taken by students and validate the students through SIADO.
Students fill out Study Plan Cards online at SIAM and MUST conduct effective communication with Academic Advisor regarding the courses taken. Un-validated courses will result in the name of the student not being registered at the lecture presence and considered not taking the course, the printing of the Study Plan Card is carried out by the student, and the signing of the Study Plan Card to the Academic Advisor is carried out in the first week of lecture.
b. Change in Study Plan
The change of the study plan is to replace one course that has been chosen with another course in the same semester. Changes to the study plan are carried out no later than the end of the first week of lectures and must obtain the approval of the Academic Advisor.
c. Course Cancellation
Cancellation of a course is a cancellation of the plan to take the course. Students who will cancel a course are given the opportunity no later than the second week. This cancellation must be approved by the Academic Advisor, and immediately reported to the Academic Sub-Division of the Faculty.
d. Study Results
Study results are grades obtained by students for all courses programmed in the Study Plan Card and included in the Study Result Card.
35 3.3.3. Lectures, Practicums, and Exams
Students are required to attend lectures and practicums and other academic activities according to their study plans in an orderly manner based on the applicable provisions. Lecture and practicum schedules are arranged separately.
a. Student Attendance Evaluation
The total attendance of students in lectures (face-to-face) and practicum is a consideration in determining whether a student is allowed to take the mid/final semester exam or not. A student is permitted to take the exam if the total attendance is at least 80%. If the presence of lecturers in giving lectures (face-to-face) before the Midterm Exam does not reach 6 (six) times, then the evaluation of student attendance is not carried out, and all students are permitted to take the Midterm Exam. Likewise, for the Final Exam, an evaluation of student attendance is carried out if the total face- to-face of a course reaches 12 (twelve) times or more. If the presence of lecturers in giving lectures (face-to-face) before the Final Exam is less than 12 (twelve) times, then the evaluation of student attendance is not carried out, and all students are permitted to take the Final Exam.
The attendance evaluation results are announced before the test. The doctor's letter / other information that is used to indicate the reason for absence must be submitted to the lecturer or the Academic Subdivision of the Faculty no later than the next week's lecture, and if it exceeds that time, then the person concerned is considered absent from the lecture.
b. Planning Course Exams 1. Midterm / Final Exam
The Midterm Exam is one of the components in determining the final grade. This exam is conducted after the lecture runs about 7 (seven) times (depending on the university's academic calendar), and its implementation is scheduled in the eighth and ninth week and is coordinated by the Faculty. If the multiplication of exam questions is needed, the questions can be given to the department/faculty for photocopying. Like the Midterm Exam, the Final Exam is also a component in determining the final grade. This exam is carried out together for all majors, and scheduling is carried out jointly and coordinated by the faculty.
Since it has the biggest weight, management is needed as well as possible in its implementation.
2. Plan the exam schedule
According to the Academic Calendar, the schedule for the Midterm and End Semester Exams must be planned and announced to students and faculty.
c. Exam Implemantation
1. In principle, the exam schedule is according to the lecture schedule so that student schedules do not clash.
2. Preparation of making exam questions
Exams can be in the form of written, oral, or presentation. Lecturers need to prepare exam questions and submit them to the exam committee no later than 5 (five) days before the exam is held. These exam questions are in 2 (two) copies, one submitted to the Exam Committee, and the copies are kept by the lecturer in question. After submission, confidentiality is the responsibility of the Exam Committee.
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3. Duplication of exam questions
All exam questions need are being duplicated as needed. It must finish no later than 3 (three) days before the exam begins. The committee duplicates the exam questions, puts them in an envelope, and prepare it along with the student attendance list, exam papers, and official report. The Exam Committee hands the questions to the Exam Supervisor Coordinator when the exam will be held.
4. Exam implementation
Students who are affected by the attendance evaluation, their name will be DIRECTLY CROSSED OUT by the Exam Committee. For students who cannot take the exam due to illness or other reasons, MUST submit a doctor's certificate or a valid statement to the Academic Sub Division of the Faculty no later than 3 (three) days after his/her absence in the exam. If the student submits the letter after the specified time, then it is NOT APPLICABLE and the student is considered not taking the exam. The Exam Supervisor Coordinator along with the exam supervisors oversee the exam. After that, the Exam Supervisor Coordinator submits the answer sheets to the Exam Committee along with the official report and attendance list of the students. The attendance list is made in 4 (four) copies, one to the lecturer along with the answer sheets, and the others are kept by the Exam Committee. For students who are sick, they can take the supplementary exam with the condition that they can include a Doctor's Certificate. The giving and implementation of the supplementary exam are regulated by the lecturer, after receiving approval from the Vice Dean for Academic Affairs.
5. Submitting the answer sheets
The Exam Committee must submit the answer sheets to the lecturer as soon as possible, no later than the day after the test, along with the official report, student attendance list, blank grade entry list, and one exam question sheet.
6. Checking the answer sheets
Within a maximum of 1 (one) week, after the test is done, the student answer sheets must have been checked, and the score after being combined with the scores of other activities is used to determine the Final Score (NA), made in 2 (two) copies and uploaded to SIADO.
3.3.4. Announcement of the Final Grade
An assessment of a student's academic ability for each course is stated with one final grade recorded on the student's Study Result Card, as stated in the University Guidebook. To maintain the accuracy and speed of announcements, course coordinator lecturer uploads the list of the final grades from the lecturer team, so that students who take the course can access and find out their final grades through SIAM.
Although the final grades can be accessed online, the physical evidence of the list of final grades that are known by the Vice Dean for Academic Affairs / Head of Department / Head of Study Program is still needed and submitted to the Academic Subdivision of the Faculty. Changes in final grades that have been announced are NOT ALLOWED unless there is a specific reason from the lecturer concerned and is known by the Vice Dean for Academic Affairs / Head of Department / Head of Study Program.
Uploading Grade:
37 For lecturers, the provisions on uploading grades are as follows:
• Course lecturer coordinator is required to upload all components of the grade for each course at the end of the semester through SIADO
• The deadline for uploading all final grades is according to the applicable academic calendar at the faculty
• If there is a delay in uploading the final grade more than the time limit, then a "B"
grade applies to the whole class.
3.4. Grade Administration