PART ONE

Aim, Scope, Basis, and Definition of Terms

 

Aim

ARTICLE 1 –(1) The aim of this document is to regulate the procedures and principles governing the English language education offered to students newly admitted to undergraduate programs whose proficiency in English is not at a level adequate to follow their courses at the University.

 

Scope

ARTICLE 2 – (1) These rules and regulations comprise the provisions concerning education in the English Preparatory School conducted by the Department of Basic English, affiliated to the School of Foreign Languages at Middle East Technical University.

 

Basis

ARTICLE 3 – (1) This document has been drawn up based on Articles 14 and 49 of the Law on Higher Education No. 2547, dated November 4, 1981.

 

Definition of Terms

ARTICLE 4 – (1)Wherever the following terms appear in this document, they shall be taken to refer to:

a) Academic calendar: The calendar through which the periods and dates of activities such as registrations, courses, and EPE are regulated in an academic year

b)Suspended student: The status of students who lose their right to continue the program due to absenteeism/failure in the Preparatory School until the end of their maximum duration

c) Online learning (e-learning): Online learning activities through advanced information and communication technologies

d) Academic year: Two semesters, each of which consisting of at least sixteen weeks

e) EPE: Middle East Technical University School of Foreign Languages English Proficiency Exam

f) Undergraduate Program: A higher education program consisting of a minimum of eight semesters

g) ÖİDB: Middle East Technical University Registrar’s Office

h) ÖSYM: Measuring, Selection, and Placement Center

i) President: The President of Middle East Technical University

j) Rectorate: The President’s Office of Middle East Technical University

k) Senate: The Senate of Middle East Technical University

l) Placement Exam (PE): The examination which determines the language levels of students who are to study in the Preparatory School

m) DBE: Middle East Technical University School of Foreign Languages Department of Basic English

n) YDBE Preparatory School: Middle East Technical University School of Foreign Languages Preparatory School

o) University (METU): Middle East Technical University

p) SFL: Middle East Technical University School of Foreign Languages

r) SFL Board: Middle East Technical University School of Foreign Languages Board

s) YAG: Yearly Achievement Grade

 

PART TWO

Provisions Concerning the Conduct of Education in the English Preparatory School

 

Academic boards

ARTICLE 5 – (1) Of the academic boards constituted for the DBE Preparatory School;

a) The DBE Department Board consists of the Department Chair, Assistant Chairs, and Advisors to the Chair. It takes decisions regarding the preparation and implementation of educational programs. These decisions are presented to the SFL Board and/or Senate for approval.

b) The DBE Academic Board consists of full-time SFL lecturers. Chaired by the Department Chair of the DBE, it reviews and makes suggestions regarding the preparation and implementation of educational programs.

 

Medium of instruction and English Proficiency Exam

ARTICLE 6 – (1) The medium of instruction at the University is English. The English proficiency level of students newly admitted to undergraduate programs is assessed through EPE, which is prepared and administered by SFL. The minimum EPE score for exemption from the Preparatory School for undergraduate students is 59.50 out of 100. Students who have passed EPE may enroll in the undergraduate program they have been placed. Students who receive a score of 59.49 or less on this exam must attend the English Preparatory School based on their proficiency level. Different EPE passing score requirements of different departments are specified in the equivalence table set by the Senate. The details of the EPE administered in the concerned academic year are as follows:

a) EPE I: It is the English Proficiency Exam administered at the beginning of every academic year. Students who have been newly admitted to METU, students who repeat their Preparatory School year, and those who are suspended are granted the right to take this exam. Students who wish to start their undergraduate department by being exempt from the Preparatory School must take this exam and receive a passing score unless they can document their English proficiency level through one of the exams indicated on the equivalence table determined by the Senate.

b) EPE II: It is the English Proficiency Exam administered at the end of the spring semester every academic year. Students who are registered in the Preparatory School, meet the attendance requirement and have a grade between 64.50-100 (the letter grade E) at the end of the academic year are granted the right to take this exam.

c) EPE III: It is the English Proficiency Exam administered at the end of the summer school every academic year. Students who are registered in the summer school and meet the attendance requirement are granted the right to take this exam.

d) The number of English Proficiency Exams to be administered in an academic year is determined by the SFL Board.

(2) Students who pass EPE may enroll in the undergraduate program they have been placed.

(3) There is no make-up examination for those who do not take the EPE for any reason.

(4) Objections to EPE results must be made to the SFL within three working days following the date on which the exam results are announced. The results of the objection are announced by the SFL within five working days from the end of the appeal period.

(5) Students who have obtained a valid score on the exams indicated on the equivalence table approved by the Senate may submit their certificates that document their proficiency in English to the Registrar’s Office between the last day of classes in the spring semester in the Department of Basic English and by the end of the add-drop period of the fall semester. Certificates submitted outside these dates are not accepted. Those whose certificates are deemed valid may enroll in their undergraduate programs.

(6) The scores obtained in EPE and other exams indicated on the equivalence table are valid for 2 years as of the examination date.

(7) The English proficiency of students who are nationals of English-speaking countries or those who have attended and graduated from secondary education in an English-speaking country within the last three years (in an institution of secondary education to which the nationals of that country also attend) is evaluated by the SFL Administrative Board. Those deemed proficient by the SFL Administrative Board are enrolled in their undergraduate programs by the Registrar’s Office.

(8) Students who have graduated from an undergraduate program at another university and continue their second undergraduate program in the Preparatory School of METU may take the EPE administered for graduate program applications. Once they receive a passing score, they may submit the document that establishes their proficiency in English to the Registrar’s Office between the last day of classes in the Department of Basic English in the spring semester and the last day of the add-drop period of the fall semester. Certificates submitted except for these dates are not accepted. Those whose certificates are deemed valid may enroll in their undergraduate/graduate programs.

(9) Students enrolled in a graduate program at METU and placed in an undergraduate program at the same university by ÖSYM are exempted from the Preparatory School in the Department of Basic English if they apply to the Registrar’s Office.

 

Placement Exam

ARTICLE 7 –(1) The level in which students are placed in the English Preparatory School is determined by their scores obtained in the Placement Exam and/or English Proficiency Exam. The Placement Exam might be conducted online at the discretion of the DBE Board. The rules and regulations concerning the number of classes per week in different levels and transfers between levels are determined by the DBE Department Board at the beginning of each academic year.

 

Duration of education and terms

ARTICLE 8 – (1) In the English Preparatory School in the DBE, the minimum duration of education is one academic year (two semesters), and the maximum duration is two academic years (four semesters).

(2) Students placed in an undergraduate program at the University for the second time are granted the right to attend the Preparatory School in the DBE for only one academic year (two semesters).

 

Registration of the DBE students

ARTICLE 9 –(1) Registrations of the DBE students are done by the Registrar’s Office in accordance with the dates and manner announced on the official website of the University.

(2) Students who have been placed at the University according to the exams conducted by ÖSYM or equivalent exams but fail to fulfill the announced registration requirements are deemed unregistered and thus cannot have the rights of registered students.

(3) Students who fail to fulfill the registration requirements while they have the right to register for the Preparatory School in their second academic year in the DBE lose their right to attend the Preparatory School, and their student status is changed to “suspended” until the end of their maximum duration. Students who fail to document their English proficiency until the end of the maximum duration are dismissed from the University, and they lose all their rights as a student (e.g., registration, examination, etc.). Students within this scope are granted the right to take the EPE I, which is administered before the fall semester starts in the year they are unregistered and the following year, by paying the application fee.

(4) Students who fail to complete their registration for the concerned academic year can apply to the Department of Basic English by stating and documenting their excuse no later than the end of the add-drop period of the relevant semester. The registration of students whose excuse is deemed valid by the SFL Administrative Board is renewed by the Registrar’s Office if they have fulfilled the registration requirements.

 

Attendance

ARTICLE 10 –(1) Attendance to courses is compulsory at the English Preparatory School in the Department of Basic English.

(2) Students are responsible for attending the courses at least more than a certain rate determined by the DBE Board, which may not be less than 80% of class hours.

(3) Excuses for absenteeism are not accepted except for particular situations that are approved by the DBE Department Board, or those that are documented through medical reports obtained within the relevant regulations of the University.

(4) The total number of medical reports that a student receives cannot exceed 10% of the total course hours in a semester, except for medical committee reports.

(5) Students who exceed the absenteeism limit specified by the DBE Department Board lose their right to continue the Preparatory School, and they are suspended until the end of their maximum duration.

 

Assessment and Grades

ARTICLE 11 –(1) Students are given a letter grade at the end of the semester they are registered. This grade determines whether the student is granted the right to take the EPE at the end of the academic year or repeat the Preparatory School the following academic year.

(2) This letter grade is at the discretion of the DBE.

(3) In determining the letter grade, the students’ mid-term grades, their success in their studies within the relevant semester and their attendance are taken into consideration.

(4) The letter grades for actively registered students in the Preparatory School according to their status at the end of the academic year are as follows:

a) FU: 00,00 - 49,49

b) PE: 49,50 - 64,49

c) E: 64,50 - 100

d) NA: : It is given to students who do not meet the attendance requirement.

 

Success, failure, and summer school

ARTICLE 12 –(1) The principles concerning success, failure, attendance, and summer school are determined by the DBE Department Board and announced under the title of “Rules and Regulations” on the DBE website at the beginning of each academic year. The success of DBE Preparatory School students is determined via the score they obtain on EPE administered at the end of the relevant academic year. The prerequisites to be eligible for this exam are determined by the SFL Board upon the proposal of the DBE Department Board.

(2) EPE rights of the actively registered students in the Preparatory School and those who have obtained the letter grades FU, PE, E and NA at the end of the academic year are as follows:

a) Students whose Yearly Achievement Grade is E are granted the right to take EPE II provided that they meet registration and attendance requirements at the end of the academic year. Those who obtain a passing score in EPE II may enroll in their undergraduate programs. Students who have received FU, NA, or PE as their Yearly Achievement Grade at the end of the academic year cannot take EPE II.

b) Students who have received E as their Yearly Achievement Grade at the end of the academic year and failed in EPE II, as well as the students whose Yearly Achievement Grade is PE may enroll in the summer school on the condition that they pay the tuition fee. The students who meet registration and attendance requirements in the summer school are granted the right to take EPE III. Those who have passed EPE III may enroll in their undergraduate programs. Students who have failed in EPE III can register for the classes in the Preparatory School within their maximum duration of study in the Department of Basic English.

c) Students who have received the letter grade E at the end of the academic year but failed in EPE II, students who have failed in EPE III, those who have earned the letter grade FU and NA, as well as the suspended students, are granted to take EPE I administered in the following academic year. Those who succeed may enroll in their undergraduate programs, while the students who fail can register for the classes in the Preparatory School within their maximum duration of study in the Department of Basic English.

d) Students who have received the letter grade FU at the end of the academic year cannot take EPE II administered at the end of that academic year, and they do not have the right to attend the summer school of the concerned academic year. Such students may take EPE I administered at the beginning of the following academic year without submitting an application for the exam. Those who succeed in the exam may enroll in their undergraduate programs. The student status of those who fail is updated as “suspended” until the end of their maximum duration of study. These students cannot attend the classes in the Preparatory School in the next academic year. They may, however, take EPE I administered at the beginning of the next academic year, provided that they register for it and pay the application fee. Students who fail in EPE I and cannot document their English proficiency with one of the exams indicated on the equivalence table determined by the Senate are dismissed from the University at the end of their maximum duration in accordance with the Law on Higher Education No: 2547. Students taking these exams do not obtain the rights of actively registered students. They are granted the right to take EPE I for four consecutive years after the completion of their first academic year and for three consecutive years after the completion of their repeat year. Students taking these exams must register for the exam they would like to take and pay the application fee by the announced date. If they obtain a passing score or document their English proficiency may enroll in their undergraduate programs.

e) Students who do not meet the attendance requirement are given the letter grade NA at the end of the semester. These students cannot take EPE II administered at the end of that academic year, and they cannot attend the summer school of the concerned academic year, either. They may take EPE I administered at the beginning of the following academic year without submitting an application for the exam. Those who succeed in the exam may enroll in their undergraduate programs. The student status of those who have failed is updated as “suspended” until the end of their maximum duration of study. These students cannot attend the classes in the Preparatory School for one more academic year, and they do not obtain the rights of actively registered students. They may, however, take EPE I administered at the beginning of the next academic year, provided that they register for it and pay the application fee. Students who fail in EPE I and cannot document their English proficiency with one of the exams indicated on the equivalence table determined by the Senate are dismissed from the University at the end of their maximum duration in accordance with the Law on Higher Education No: 2547.

(3) Students who have the right to repeat the classes in the Preparatory School for one more academic year are deemed unregistered if they do not pay the tuition fee by the specified date at the beginning of the academic year. These students cannot take EPE II administered at the end of that academic year, and they cannot attend the summer school of the concerned academic year. They must register for the exam and pay the application fee by the announced date in order to take EPE I administered at the beginning of the following academic year. Those who succeed or document their English proficiency may enroll in their undergraduate programs. The student status of those who have failed is updated as “suspended” until the end of their maximum duration of study. Students who fail in EPE and cannot document their English proficiency with one of the exams indicated on the equivalence table determined by the Senate are dismissed from the University at the end of their maximum duration in accordance with the Law on Higher Education No: 2547.

Leaves of absence

ARTICLE 13 –(1) Students may be granted a leave of absence for a maximum of one academic year with the decision of the SFL Administrative Board. In compelling circumstances, this period may be extended for at most one academic year at the discretion of the SFL Administrative Board. Students in the DBE Preparatory School are not allowed a semester leave since the preparatory school program comprises an entire academic year.

(2) Students may obtain a leave of absence based on:

a) obligations related to health

b) obligations related to military service

c) financial and family-related obligations

d) studying abroad

e) the intention to improve their proficiency in English through their own means

f) natural disasters

g) epidemics

(3) Students who wish to be granted a leave of absence must apply to the DBE Administration with a petition stating valid grounds for the request and the necessary documents latest by the end of the add-drop week of the related semester; however, there is no deadline for making an application if the reason is related to unexpected circumstances.

(4) The DBE administration evaluates the student’s leave of absence request and informs the SFL Administrative Board about it.

(5) The decision of the SFL Administrative Board is conveyed to the Registrar’s Office, which implements the decision.

(6) The leave period is not included in the duration of study.

(7) Students whose leave periods have ended are registered in the following academic year. These students may enroll in their undergraduate program on the condition that they obtain a passing score in EPE I administered at the beginning of the academic year or in an international language exam whose equivalence has been approved by the Senate.

(8) Provided that they are documented, short-term leave of absence requests for the following reasons are evaluated by the DBE Board:

a) Short-term medical examination leave

b) Social and sports events approved by the Rectorate.

c) Paid military service

d) Activities within projects coordinated by national agencies, foreign governments, and the Council of Higher Education

e) Death of a close relative

f) Chronic illnesses that require regular health checks.

 

PART THREE

Miscellaneous and Final Provisions

 

Transfer to Other Institutions of Higher Education with Turkish Medium of Instruction

ARTICLE 14 –(1) DBE students can be transferred to other institutions of higher education with Turkish medium of instruction in accordance with the regulations specified by the Council of Higher Education.

Northern Cyprus Campus

ARTICLE 15 –(1) The procedures and principles regarding the implementation of these rules and regulations at the Northern Cyprus Campus School of Foreign Languages are determined by the Senate.

 

Situations for which there is no applicable provision

ARTICLE 16 –(1) In situations for which there is no applicable provision among these rules and regulations, the relevant legislation, as well as the decisions of the University Senate, apply.

 

Invalidated regulation

ARTICLE 17 –(1) The Middle East Technical University Rules and Regulations Governing School of Foreign Languages Department of Basic English published in the Official Gazette No. 29447 dated August 16, 2015, has been invalidated.

 

Validity

ARTICLE 18 –(1) These rules and regulations take effect as of the beginning of the 2022-2023 academic year with the date of its publication in the Official Gazette No.31879 dated 27 June 2002.

 

Implementation

ARTICLE 19 –(1) The provisions of these rules and regulations are implemented by the President of the Middle East Technical University.