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Middle East Technical University School of Foreign Languages Rules and Regulations Governing the Department of Basic English Preparatory Class

 

The Turkish version is binding.

PART 1

Aim, Scope, Basis and Definition of Term

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 Language Preparatory Class conducted by Middle East Technical University, Department of Basic English.

 

Basis

ARTICLE 3 – (1) This document has been drawn up based on articles 14 and 49 of the Higher Education Act 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 year: Two semesters each of which comprises at least sixteen weeks,

b)    IELTS:  International English Language Testing System,

c)    EPE: Middle East Technical University English Proficiency Exam,

d)   Undergraduate program: A higher education program consisting of a minimum of eight semesters,

e)   RO: Middle East Technical University Registrar’s Office,

f)   President: The President of Middle East Technical University,

g)   The President’s Office:  The President’s Office of Middle East Technical University,

h)  Senate:  The Senate of Middle East Technical University,

i)   Placement Exam:  The examination which determines the language levels of    students who are to study in the Preparatory Class,

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

k)  DBE Preparatory Class: Middle East Technical University School of Foreign Languages Preparatory Class,

l)    TOEFL:  Test of English as a Foreign Language,

m)    University: Middle East Technical University.

n)   SFL: Middle East Technical University School of Foreign Languages,

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

 

PART 2

Provisions Concerning the Conduct of Education in the Preparatory Class

 

Academic Boards
ARTICLE 5 – (1) Of the academic boards constituted for the Preparatory Class:

a) The DBE Departmental Board is composed of the chairperson, assistant chairpersons and advisors to the chairperson. This board takes decisions on the preparation and implementation of the educational programs. These decisions are subject to the approval of the SFL Board and/or the Senate.

b) The DBE Departmental Academic Board is a board composed of full-time DBE instructors. Chaired by the DBE chairperson, it reviews and makes suggestions on the preparation and implementation of the educational programs of the Preparatory Class.

 

Medium of instruction and the 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 at the beginning of each academic year through EPE, which is prepared and administered by SFL. The minimum EPE score for exemption from the Preparatory Class for undergraduate students is 59.50 /100. Departmental differences in this score are indicated in the equivalences table set by the University Senate.

(2) The English proficiency of students who are nationals of English-speaking countries, or who have attended and graduated from institutions of secondary education which nationals of those countries attend is evaluated by the SFL Administrative Board.

 (3) Students who are successful on EPE, or who have obtained a valid score on an international language exam whose equivalence has been suggested by SFL and approved by the Senate may enroll in the undergraduate program they have been placed.

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

 

The Placement Exam

ARTICLE 7 – (1) The level in which students are placed in the Preparatory Class is determined by either their EPE score, or the score they obtain on the Placement Exam. The provisions concerning the weekly contact hours of levels and transfers between levels are determined by the DBE Departmental Board at the beginning of each academic year.

 

Duration of education

ARTICLE 8 – (1) In the DBE Preparatory Class, the normal duration of education is one academic year and the maximum duration is two academic years.

 (2) The periods and dates of activities such as registration, courses, EPE are regulated through the academic calendar.

 (3) For students who are unsuccessful due to any reason at the end of their first academic year, provisions regarding their education in the second academic year are determined by the DBE Departmental Board.

 (4) Students who return to University through examinations administered by the Student Selection and Placement Center or their equivalents may attend the DBE Preparatory Program once only for one academic year.

 

Registration of DBE students

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

(2) Students who fail to fulfill the announced registration requirements are deemed unregistered and cannot enjoy the rights of registered students.

 (3) Students who fail to complete their registration for the concerned semester apply to the DBE chair, by stating and documenting their excuse, latest by the end of the add-drop period of that semester. The registration of students who have fulfilled the required provisions for registration and whose excuse is deemed valid by the SFL Administrative Board is renewed by the RO. 

 (4) Students who become unregistered because they have not completed the registration procedures lose their right to attend DBE Preparatory Class.

 

Attendance

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

 (2) Students are responsible for attending the courses in their classes in the proportion specified by the DBE Departmental Board, which may be minimum 80% of class hours.

 (3) Excuses are not accepted except for particular situations that are approved by the DBE Departmental Board, or those that are documented through medical reports obtained within the framework of the regulation entitled Middle East Technical University Regulation Governing Health Services and Medical Reports.

 (4) Students who exceed the absenteeism limit specified by the DBE Departmental Board lose their right to attend the program.

 

Success and assessment

ARTICLE 11 – (1) Provisions concerning success and assessment are as follows:

a) The principles concerning success and assessment in the Preparatory Class, which are determined by the DBE Departmental Board, are announced at the beginning of each academic year on the official DBE website.

b) The success of DBE Preparatory Class students is determined through the score they obtain on EPE. Requirements for eligibility to take EPE are determined by recommendation of the DBE Departmental Board and approval of the SFL Board.

c) Provisions concerning registration to Summer School and eligibility to take the Summer School EPE for students who are unsuccessful at the end of one academic year are determined by recommendation of the DBE Departmental Board and approval of the SFL Board.

 

Students who are unsuccessful due to absenteeism

ARTICLE 12 – (1) The procedures to be implemented for students who have been unsuccessful due to absenteeism during their first or second year in the English Preparatory Class are as follows:

a)  Such students are granted the right to take the EPE administered at the beginning of the academic year, or submit an equivalent document as approved by the Senate before the end of their maximum duration. Students within this context should apply for the EPE in order to sit the exam.

b)  Students who fail to document their English proficiency by the end of their maximum duration are dismissed from the University.

c)  Such students lose all their rights as a student such as to register, take exams, etc.

 

Students who are unsuccessful due to academic reasons

ARTICLE 13 – (1) The procedures to be implemented for students who have been unsuccessful due to academic reasons during their first or second year in the English Preparatory Class are as follows:

a)  Such students are granted the right to take the EPE administered at the beginning of the academic year, or submit an equivalent document as approved by the Senate before the end of their maximum duration. Students within this context should apply for the EPE in order to sit the exam.

b)  Students who fail to document their English proficiency by the end of their maximum duration are dismissed from the University.

c)  Students who have been dismissed upon the completion of their maximum duration are granted the right to take the EPE administered at the beginning of the academic year for three consecutive years, or submit an equivalent document as approved by the Senate within the same period. Students within this context should apply for the EPE in order to sit the exam. Students taking these exams cannot enjoy the rights of being a student in any manner. Those who fail to document their proficiency in English within this period lose all their rights.

 

Leaves of absence

ARTICLE 14 – (1) Students may be granted a leave of absence for only one academic year with the decision of the SFL Administrative Board. In compelling circumstances, this period may be extended, each time, for at most one academic year based on the decision of the SFL Administrative Board. DBE Preparatory Class students are not granted leaves of absence for the semester because the program covers one 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) educational reasons

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

 (3) Students who wish to be granted a leave of absence must apply to the DBE chair 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. There is no limitation to making an application if the reason is related to health, family or unexpected circumstances.

(4) The DBE chair submits the student’s leave of absence request to the SFL Administrative Board.

 (5) The SFL Administrative Board decision is sent to the RO, which processes the decision and notifies the student and the concerned academic and administrative units.

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

 (7) Students whose leave periods have ended may renew their registration at the DBE for the following academic year, or they may enroll in their undergraduate program on condition that they obtain a valid score on the EPE administered at the beginning of the academic year or on an international language exam whose equivalence has been approved by the Senate. 

(8) The following principles are implemented for students who obtain a leave of absence in order to improve their English through their own means:

a) Such students are deemed to have exercised their right to attend classes at DBE for one year.

b) Regarding students who are granted such a leave in their first year at DBE and who fail to fulfill the English proficiency requirement at the beginning of the ensuing academic year, the provisions concerning attendance to classes at the DBE for a second academic year are determined by the DBE Board.

c) Students who are granted such a leave in their second year at DBE and fail to fulfill the English proficiency requirement at the beginning of the ensuing academic year do not have the right to attend the DBE Preparatory Class again. Such students may enroll in their undergraduate program on condition that they obtain a valid score on the EPE administered at the beginning of the academic year, or on an international language exam whose equivalence has been approved by the Senate.

 

PART 3

Miscellaneous and Final Provisions 

 

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.

 

Transfer to Turkish medium institutions of higher education

ARTICLE 16 – (1) DBE students are transferred to Turkish medium institutions within the framework of the provisions specified by the Higher Education Council.

 

Invalidated regulation

ARTICLE 17– (1) The regulation published in Official Gazette no.28457 dated April 11, 2012 entitled Middle East Technical University Academic Rules and Regulations Governing the School of Foreign Languages Department of Basic English Preparatory Program  is no longer valid. 

 


 

Situations for which there is no applicable provision

ARTICLE 18 – (1) For situations where an applicable provision is non-existent in this document, the provisions in the regulations, directives and other legislation of Middle East Technical University as well as the decisions of the University Senate apply.

 

Transitional provisions

PROVISIONAL CLAUSE– (1) The maximum duration re-starts as of the 2015-2016 academic year for students who enrolled in the DBE Preparatory Class in the 2014-2015 academic year or before, and failed due to absenteeism. Such students do not have the right to attend the DBE Preparatory Class, but have the examination rights stated in Article 12 of this Regulation.

 (2) The maximum duration re-starts as of the 2015-2016 academic year for students who enrolled in the DBE Preparatory Class in the 2014-2015 academic year or before, and failed due to academic reasons. Such students do not have the right to attend the DBE Preparatory Class, but have the examination rights stated in Article 13 of this Regulation.

(3) The maximum duration re-starts as of the 2015-2016 academic year for students who enrolled in the DBE Preparatory Class in the 2014-2015 academic year but do not have the right to attend classes in their second year due to academic reasons. Such students have the examination rights stated in Article 13 of this Regulation.

(4) The maximum duration re-starts as of the 2015-2016 academic year for students who enrolled in the DBE Preparatory Class in the 2014-2015 academic year and have the right to attend classes in their second year. Such students may attend classes for only one academic year. Those who fail at the end that year have the applicable examination rights stated in Articles 12 and 13 of this Regulation.

 

Validity

ARTICLE 19– (1) This regulation is effective as the beginning of the 2015-2016 academic year.

 

Implementation

ARTICLE 20– (1) The provisions of this regulation are implemented by the President of the Middle East Technical University.