The Petroleum Institute

Academic Advising Manual

This Academic Advising Manual provides academic advisors with the essential information, guidelines and procedures necessary to assist them with advising all matriculated undergraduate students. The Advanced University Placement Program has its own academic advising procedures. Table of Contents: I. II. III. IV. V. VI. VII. VIII. IX. X. What is Academic Advising? Academic Advisors Responsibilities Advisees (Student) Responsibilities Assigning Academic Advisors Advising Guidelines Based on Academic Standing Registration Process Adjusting Registration Records On-Campus Resources Frequently Arising Requests and Issues Appendices: a. Definitions b. Advising-Related Forms

Updated November 23, 2010

I.

What is Academic Advising?

Academic Advising is an integral aspect of academic progress, and a shared responsibility between the student and the academic advisor. Every student at the Petroleum Institute will be assigned an academic advisor. Academic Advisors provide students with information on academic requirements, campus resources, and future professional plans. Additional individuals may be assigned to assist a student in achieving and maintaining good academic standing. Advisees are responsible for meeting with their academic advisor, familiarize themselves with the Academic Policies, abide by the regulations outlined in the Academic Advising Policy, and ensure that their academic record is accurate and up-to-date.

II.

Academic Advisor Responsibilities

1. Provide information on academic requirements towards obtaining a degree. 2. Assist with a students registration record, including: a. Resolving scheduling challenges such as full class sections, lack of pre-requisite courses, and/or potential conflicts. b. Advising on a suitable course load compatible with the students academic ability and personal circumstances. c. Providing information on frequency of course offerings. d. Introducing the Degree Audit system and monitoring progress towards completing the degree. 3. Monitor students academic progress towards graduation, including: a. Explaining academic policies and procedures. b. Preparing a study plan that assists students to successfully complete their degree in a timely manner. c. Assisting students in maintaining a good academic standing. 4. Direct students to available on-campus resources, support services and activities. 5. Advise students on career plans and/or graduate studies, including: a. Assistance with graduate school selection, application, and field of specialization. b. Advise on career paths, resources for resume writing and interview preparation. Academic Advisors are encouraged to refer advisees to the various campus offices or individuals who might provide further information or support.

III.

Advisees (Student) Responsibilities

1. Familiarize him/herself with the Petroleum Institutes academic policies, academic program, degree requirements, student rights and responsibilities. 2. Consult his/her academic advisor on issues related to registration record and academic standing. 3. Seek guidance from the academic advisor and other individuals within and outside their academic program. 4. Request regular appointments with the academic advisor to discuss academic progress towards graduation, career plans and/or graduate studies. 5. Take responsibility for decisions and actions as they affect academic progress.

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IV.

Assigning Academic Advisors

Students are assigned Academic Advisors by the Academic Program Chair (or designee) based on their cumulative grade point average (CGPA) and/or total earned credit hours, or additional criteria specified by the Academic Program.. The Advising Coordinators are encouraged to consult with the College of Arts and Sciences Academic Advisors with regard to Freshman advising. The Academic Program will also determine the ratio of academic advisors to advisees. 1. Freshman Students: Students with less than 30 credits are assigned an Academic Advisor as follows: a. First Time Freshman Students with no Credit: Students exiting the Advanced University Placement (AUP) Program are assigned to a College of Arts and Sciences Academic Advisor based on a list of newly matriculated students submitted by the Office of the Registrar to the Dean of the College of Arts and Sciences (or designee). b. Direct Entry Freshman Students: Direct-entry Freshman students are assigned to a College of Arts and Sciences Academic Advisor based on a list of newly matriculated students submitted by the Office of the Registrar to the Dean of the College of Arts and Sciences (or designee). c. Freshman with Specific College Credit: Newly matriculated Freshman students with course credits in CHEM181 and PHY241 are assigned an Academic Advisor from the College of Arts and Sciences who, in turn, consults with an Academic Advisor from the students designated academic program prior to registration. 2. Sophomore Level and Above Students: Students with at least 29 credits are assigned an Academic Advisor by the Academic Programs Chair (or designee) based on a list submitted by the Office of the Registrar. 3. Students who Change Majors: Students who change majors are assigned an Academic Advisor by the new major's Academic Program Chair (or designee) as indicated on the completed Major, Advisor and Catalog Year Change Form. 4. Students declaring a Minor: Students with a declared minor are assigned a Minor Advisor by the Minors Academic Program Chair (or designee) as indicated on the completed Minor, Advisor and Catalog Year Declaration Form. The Minor Advisor is encouraged to consult with the students Advising Coordinator in regards to the students advising and academic progress, especially prior to registration. (pending approval of the minors) 5. At Risk Students: Students are identified as at risk by the individuals academic program. In addition to their academic advisors, at risk students may be assigned additional advisors and/or student counselors and required to participate in special academic achievement programs. 6. Transfer Students: Students who are admitted with college credit from other academic institutions are assigned an Academic Advisor from the College of Arts and Sciences who, in turn, consults with the Advising Coordinator from the students designated academic program prior to registration.

Updated November 23, 2010

V.

Advising Guidelines Based on Academic Standing

At the end of each regular semester, a degree students academic standing is assessed based on the accumulated total quality points, cumulative grade point average (CGPA), and the semester grade point average (SGPA). Students will be advised according to their academic standing as follows: 1. Students in Good Standing: Students must register for and maintain a minimum of 12 credit hours and a maximum of 18 credit hours per semester unless fewer credit hours are approved by the Provost (or designee). If a student is advised to enroll in more than 19 credit hours, then permission must be granted by the Provost (or designee). Students must also maintain a minimum SGPA of 2.0 and a CGPA of 2.0, otherwise the student will receive an Academic Warning from the Office of the Registrar. Falling below 12 credit hours without permission from the Provost (or designee) will affect the students academic standing and a notification letter shall be issued by the Office of the Registrar. The students plan of study should be adjusted accordingly. 2. Students Receiving an Academic Warning: Students must register for and complete at least 12 credit hours, unless fewer credit hours are approved by the Provost (or designee). To return to Good Standing, the student must achieve a minimum SGPA of 2.0 and a CGPA of 2.0, otherwise the student will be put on Academic Probation. Falling below 12 credit hours without permission from the Provost (or designee) will affect the students academic standing and will result in the student being put on Academic Probation. The students plan of study should be adjusted accordingly. 3. Students on Academic Probation: Students on probation may register for no more than 13 credit hours for the next semester of enrollment, or 4 credit hours in a summer session. Only the Academic Advisor of a student on academic probation will be allowed to add courses, drop courses, or register the student. One of the below outcomes will occur at the end of a regular semester in which a student is on Academic Probation: a. If the SGPA and CGPA is 2.0 or greater, the student will return to Good Standing and follow the appropriate guidelines therein. b. If the CGPA is less than 2.0 and the SGPA is 2.0 or greater, the student will continue on Academic Probation. c. If both the SGPA and CGPA are less than 2.0, the student shall be suspended. However, this sanction will not be applied at the end of a summer session. Students with Junior and Senior status will be placed on Academic Probation following any regular semester in which the cumulative grade point average falls below 2.0. 4. Suspended: A suspended student is not eligible to attend the Petroleum Institute during the period of suspension nor will credit hours taken at other schools during this period be accepted by the Institute. A suspended student may enroll in classes at the Petroleum Institute by submitting a Resume Studies Form to the Office of the Registrar. The Academic and Financial Appeals Committee will review the Resume Studies request after the period of suspension is

Updated November 23, 2010

completed and make its recommendations to the Provost (or designee). If approved, the student will be placed on Academic Probation and will follow the appropriate guidelines therein. 5. Dismissed Students: Dismissed students are not allowed to register for courses or participate in any of the Institutes activities. 6. Re-Admitted Students: A student who has been dismissed must submit a petition which clearly states the reasons why he/she should be re-admitted. Appeals for re-admission after dismissal will be considered by the Academic Appeals and Financial Committee on a case-bycase basis. The Committee will make its recommendation to the Provost (or designee). If approved, the student will be placed on Academic Probation and will follow the appropriate guidelines therein.

VI. Registration Process

The Office of the Registrar will announce in advance the Advising and Early Registration Period and will impose a block on students registration in CAMS with the result that students will not be able to enroll in any course. In turn, Academic Advisors should announce their advising hours to their advisees ahead of the advisement period. 1.Students in Good Academic Standing: Students will meet with their Academic Advisor to discuss their academic progress, review their study plan and agree on the list of courses they will register for in the following semester or session. The Academic Advisor will remove the block after completing the advising session. Students may proceed to register during the assigned registration period depending on their academic level. 2.At Risk Students: Students will meet with their Academic Advisor to discuss their academic progress, review their study plan and agree on the list of courses they will register for the following semester or session. The Academic Advisor will remove the block after completing the advising session. Students may proceed to register during the assigned registration period depending on their academic level. However, the Academic Advisor will verify the registration record of the at risk student prior to the conclusion of the Add and/Drop Period, make any necessary changes, and reinstate the block on a students registration record in the case of students who have received an Academic Warning or are placed on Academic Probation.

VII. Adjusting Registration Records

The Office of the Registrar will announce in advance the Add and/Drop Period as well as the deadline for withdrawal without penalty. Prior to the beginning of the Add/Drop period of each semester, the Office of the Registrar will provide the Advising Coordinators with an Academic Standing Change Report. If the students academic standing changes prior to Add/Drop period or if they are identified as at risk students by their Academic Program, then the respective Advising Coordinator will then adjust the block status for each student and their advising record accordingly. Change of academic standing after the Spring semester will not affect a students summer registration unless the student is suspended or dismissed.

Updated November 23, 2010

Students who wish to adjust their current semester or session registration should meet with their Academic Advisors to discuss their intent as follows: 1. Students in Good Standing: These students should meet with their Academic Advisor to discuss the consequences of adding and/or dropping or withdrawing from a course prior to adjusting their registration record. If the students remaining credit hours falls below 12 credit hours, then permission must be granted by the Provost (or designee) prior to adjusting the students registration record. Falling below 12 credit hours without permission from the Provost (or designee) will affect the students academic standing and will result in placing the student on Academic Probation. The students plan of study should be adjusted accordingly. a. Add and/or Drop Courses and Changing Course Sections: Upon meeting with the Academic Advisor, a student may proceed with adjusting his/her registration record. b. Withdraw from a Course: Upon meeting with the Academic Advisor, a Withdrawal from a Course Form must be completed and submitted to the Office of the Registrar. The Academic Advisor may proceed with adjusting the students registration record on CAMS. 2. Students Receiving an Academic Warning: These students should meet with their Academic Advisor to discuss the consequences of adding and/or dropping or withdrawing from a course prior to adjusting their registration record. If the students remaining credit hours falls below 12 credit hours, then permission must be granted by the Provost (or designee) prior to adjusting the students registration record. Falling below 12 credit hours without permission from the Provost (or designee) will affect the students academic standing and will result in placing the student on Academic Probation. The students plan of study should be adjusted accordingly. a. Add and/or Drop Courses and Changing Course Sections: Upon meeting with the student, the Academic Advisor may proceed with adjusting the students registration record on CAMS. b. Withdraw from a Course: Upon meeting with the Academic Advisor, a Withdrawal from a Course form must be completed and submitted to the Office of the Registrar. The Academic Advisor may proceed with adjusting the students registration record on CAMS. 3. Students on Academic Probation: These students should meet with their Academic Advisor to discuss the consequences of adding and/or dropping or withdrawing from a course prior to adjusting their registration record. If the students remaining credit hours falls below 12 credit hours, then permission must be granted by the Provost (or designee) prior to adjusting his/her registration record. Falling below 12 credit hours without permission from the Provost (or designee) will affect the students academic standing and will result in placing the student on Suspension. The students plan of study should be adjusted accordingly. a. Add and/or Drop Courses and Changing Course Sections: Upon meeting with the student, the Academic Advisor may proceed with adjusting the students registration record on CAMS. b. Withdraw from a Course: Upon meeting with the Academic Advisor, a Withdrawal from a Course Form must be completed and submitted to the Office of the Registrar. The

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Academic Advisor may proceed with adjusting the students registration record on CAMS.

VIII. On-Campus Resources

1. References: a. Academic Catalog: This publication is under the authority of the Office of the Registrar. It includes academic calendar and official contact information, admission and transfer requirements, academic programs and on-campus support services, academic policies and procedures, degree and graduation requirements, course offerings and requirements, appeals and grievance procedures, student rights and responsibilities, and list of full time faculty and their academic qualifications. b. Student Handbook: This publication is under the authority of the office of Student Affairs. It includes academic policies and progress towards graduation, student support services and on-campus resources, appeals and grievance procedures, and student rights and responsibilities. c. Academic Policies: All current Academic Policies are available on the PI website at http://www.pi.ac.ae/facu.php. d. Degree Audits: Each student is automatically assigned a degree audit form on CAMS corresponding to his/her Catalog of Record. This is the official list of courses a student should complete towards receiving a degree. The form also provides an accurate account of a students completed, in progress and pending courses. 2. Offices: a. Academic Programs: The Academic Program is responsible for overseeing the implementation of the programs curriculum in terms of course sequencing, substitution and degree requirements. The Academic Program Chair (or designee) is responsible for upholding the academic policies and procedures. b. Center for Learning and Teaching Excellence (CELT): CELT is a campus-wide unit focused on enhancing undergraduate science, technology, engineering and mathematics (STEM) education. The Center offers faculty seminars, workshops and events, and links to useful material related to the teaching of science, technology, engineering and mathematics. c. Counseling and Internship Office: This office provides guidance to students in terms of their rights and responsibilities, both in terms of their academic performance and conduct. d. Office of the Registrar: This office is in charge of maintaining the students official file to include all biographical data, enrolment and academic records. It also provides faculty and students with current information on the academic calendar, catalog and policies. e. Writing Centers: The Communication department offers students tutorial support to help them to develop their academic and professional writing skills through Writing Centers located in the Communication Centers. The Communication Centers are in Room 4-101 (for male students) and Room 8-241 (for female students).

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IX. Frequently Arising Requests and Issues

Requests and Issues Pre-Requisite or CoRequisite Not Met Class Size Limit Is there an Override? No No Who has authority N/A N/A Process N/A Only Program Chair or designee can increase the class caps. No exceptions for individual students. N/A Add/Drop/Withdrawal form completed and approved by the academic advisor and Program Chair. Registrar determines eligibility. N/A Policy # N/A N/A

Time Conflict Exceed 19 Credit Limit

No Yes

N/A Registrar

N/A Policy Pending

Exceed Academic Standing Maximum Hours Register Below or Drop Below 12 hours

No

N/A

PIP 3250 PIP 3250

Yes

Provost or designee (Main Campus) WISE Director (Arzanah) Provost (upon review of Academic Appeals Committee recommendations) Concerning Department

Add/Drop/Withdrawal form signed by student, academic advisor, and Provost or designee or WISE Director

Override Academic Actions (Suspension, Dismissal, Termination) CAMS Holds

Yes

Yes

Exceed Repeat Limit Change Catalog of Record

Yes

Provost

Yes

Degree Audit Overrides

Yes

Drop of Corequisite

Yes

Registrar (upon approval of the academic advisor and Program Chair) Registrar (upon approval of the Academic Program) Registrar (upon approval of the academic advisor) Registrar (upon approval of the academic advisor)

Student must submit Academic Appeals / Request to Resume Studies form to the Appeals Committee. The Committee sends recommendation to Provost. Provost to make final decision. Student must contact appropriate department to resolve hold. Department removes the hold or notifies the Registrars Office to remove it. Student must submit written appeal to Provost. Upon written approval from Provost the limit may be exceeded. Student must submit Major/Advisor & Catalog Year Change form to the advisor. The Academic Program submits approved form to the Registrars Office. Student must get Add/Drop/Withdrawal form approved by the academic advisor and Program Chair. Written permission must be sent to the Registrars Office. Student must get the Add/Drop/Withdrawal form approved by the academic advisor. The Academic Program submits approved form to the Registrars Office. The student must complete the Major, Advisor, and Catalog Year Change form and have the academic advisor signature. The approved form must be submitted to the Registrars Office.

PIP 3250

N/A

PIP 3100 PIP 3100

N/A

N/A

Change of Major before successful completion of Engineering Success Seminar

Yes

Policy Pending

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X. Appendices
a. Definitions The following definitions are included to clarify the various terms used in the PI Academic Policies and implemented on CAMS. For further clarification, please contact the Office of the Registrar at registraroffice@pi.ac.ae. Academic Advisor: The individual faculty member assigned to monitor a students academic progress. Academic Probation: Continued unsatisfactory progress towards graduation. If a student during the next semester of enrollment after receiving Academic Warning, obtains a SGPA or CGPA below 2.0 or he/she fails to complete at least 12 credit hours, unless fewer credit hours are approved by the Provost (or designee), the student is placed on Academic Probation. Academic Probation will appear on the students permanent academic record. Academic Warning: Unsatisfactory progress towards graduation. Any semester, in which a students SGPA or CGPA falls below 2.0 or the student fails to complete 12 credit hours (unless less credit hours are approved by the Provost or designee), the student will be placed on Academic Warning. Academic Warning will not appear on the students permanent academic record. Add/Drop: Adjusting a students course enrollment or schedule for a semester or session by adding or deleting a course(s), and/or changing a course section. Advising Coordinator: The main contact person in a particular academic program responsible for overseeing academic advising in that program. At Risk Students: Students who require additional advising and supervision. These include, but are not limited to, students who received warning letters or are on academic probation. Students in good academic standing but with borderline CGPAs may also be considered as at risk students. Block: A restriction that prevents the student from registering for courses or adjusting his/her schedule. Degree Student: A students who has completed or has been exempted from all AUP courses, also referred to as Matriculated Student. Dismissal: Student is prohibited from re-enrolling at the Petroleum Institute. A student returning from Suspension will be dismissed from the Petroleum Institute if he/she achieves a SGPA below 2.0 or fails to successfully complete 12 credit hours in any of the following two semesters unless fewer credit hours were approved by the Provost (or designee). Full Time Student: A student who is registered for a minimum of 12 credits during a regular semester.

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Good Standing: Satisfactory progress towards graduation, while maintaining a minimum SGPA of 2.0 and a minimum CGPA of 2.0. Leave of Absence: Withdrawal from a semester of study due to personal circumstances. Matriculated Student: A students who has completed or has been exempted from all AUP courses, also referred to as Degree Student. Minor Advisor: The individual faculty member responsible for advising a student towards completing their minor requirements. Non-Matriculated Student: A student who is enrolled in the Advanced University Placement (AUP) Program. Part Time Student: A student who is registered for less than 12 credits during a regular semester. Re-Admitted Students: Continued enrollment after Dismissal is overturned. Resume Studies: Continued study after a Leave of Absence or Suspension. Returning Students: Students returning from suspension or dismissal after having received official approval to recommence their studies. Suspension: Further enrollment is not permitted for one or more semesters. A student on Academic Probation who fails to achieve a SGPA or CGPA of 2.0 or successfully complete at least 12 credit hours will be suspended for one semester, unless fewer credit hours were approved by the Provost (or designee). A Resume Studies request must be submitted and approved after the completion of the suspension period. Transfer Student: A students who began undergraduate studies at another institution and successfully transferred credit to the PI. Withdrawal: Officially removing oneself from a course or the PI during the withdrawal period by submitting the appropriate forms.

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b. Advising-Related Forms The following forms are used in various stages of the academic advising process and be accessed at http://www.pi.ac.ae/facu.php. For further inquiries, please contact the Office of the Registrar at registraroffice@pi.ac.ae. Form 1: Course Add/Drop/Withdrawal Form Form 2: Major, Advisor and Catalog Year Change Form Form 3: Transfer Credit/Approval Form Form 4: Temporary/Permanent Withdrawal Form Form 5: Academic Appeals/Resume to Study Form Form 6: Request to Graduate Form Form 7: Degree Audit Form Form 8: Minor, Advisor and Catalog Year Declaration Form (pending approval of minors)

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