College Forms

Guidelines for Preparing Class and Final Examination Schedules and the Schedule Preparation Timeline

Basic Data Required for Preparing Class Schedules

1. Curriculum structure diagram.
   
2. Statistics from the College Registrar on the number of students enrolled in each section during the current semester.
3. Distribution of faculty members and equivalent academic staff by primary specialization, including the number of faculty members in each specialization.
4. Number and capacity of available classrooms and laboratories.
5. Statistics on the courses requiring specific laboratories, including their capacity.
6. Statistics on students experiencing academic difficulties and their remaining courses, including the remaining courses under previous curricula and the number of students concerned.
   

Guidelines for Preparing Class Schedules

1. Complete the approved template available on the Deanship of Admission and Registration website under the “Colleges" section.
2. Use the College Registrar's statistics on the number of students enrolled in current sections to estimate enrollment in courses for the upcoming semester based on the number of students who have completed the prerequisites, and determine the appropriate number of sections accordingly.
3. Ensure that the course code, course title, and number of contact hours (theoretical, practical, and training) match those specified in the curriculum.
4. Theoretical and practical classes (exercises) for the same course should not be scheduled on the same day consecutively, unless the department provides clear and compelling justification.
5. Open all courses for each level as specified in the curriculum.
6. Adhere to the scheduled times for English language courses for the General and Advanced Tracks (attached) in Levels 1, 2, and 3 of the new curriculum.
7. Open Level 1 sections for students who are academically struggling, have postponed their studies, or have withdrawn from a semester.
8. Schedule free elective courses at times that are compatible with students' class schedules, coordinate with the relevant colleges to offer these courses at the specified times, and ensure that the required classrooms are provided and reserved for the college.
9. Allocate one weekly activity hour in the class schedule.
10. Ensure that the course instructor's name, building, and classroom are entered in the class schedule.
11. Adhere to the guidelines governing the opening of sections for online courses.
12. Close sections with fewer than 10 enrolled students.

Important Guidelines for Preparing Class Schedules

1. Where possible, schedule a course and its prerequisite at the same time. For example, if MATH 101 (Level 1) is a prerequisite for MATH 102 (Level 2), it is preferable to schedule both courses at the same time. This ensures that if a student enrolled in MATH 101 and registered early for MATH 102, but later fails MATH 101, she will not need to change her schedule, as she can enroll in MATH 101 instead of MATH 102. It also helps make effective use of all available times during the academic day.
2. Coordinate section conflicts, particularly for courses that are not prerequisites for one another (i.e., courses with no prerequisites or elective courses). For example, if Course 1 is not a prerequisite for Course 2 and conflicts with it in Section A, the two courses should not conflict again in another section, Section B. Instead, Section B should conflict with a different course, if necessary.
3. Set the capacity of each course based on the number of students enrolled in its prerequisite, rather than assigning the same capacity to all sections of courses at the same level. Doing so is essential to maintaining a balanced distribution of students across sections.

Example: If all sections have a fixed capacity of 50 students and 70 students are enrolled in MATH 101, this may result in an uneven distribution of students across MATH 102 sections. However, if each MATH 102 section has a capacity of 40 students, with two sections offered at different times and a third section offered at the same time as one of the other sections for academically struggling students, the number of students enrolled in each section can be better controlled and more evenly distributed.

Guidelines for Preparing Final Examination Schedules

1. Ensure that the final examination schedule is aligned with the class schedule. For example, the examinations for a course and its prerequisite should be scheduled on the same day and at the same time if their classes are scheduled at the same time.
2. Schedule the examinations for a course and its prerequisite on the same day and at the same time.
3. Schedule examination times for all courses offered during the semester.
4. If a course is shared with another college, coordinate with the college offering the course to determine the examination time for the shared course.
5. Examination periods designated for Arabic Language and English Language courses at advanced levels may be used, provided that student examination conflicts are avoided.
6. Distribute examinations across the days of the week according to their level of difficulty and make full use of the available examination periods, without affecting the scheduled date for calculating cumulative GPAs.
7. The final day of final examinations will be Monday, 19/7/1448, corresponding to 28-12-2026.
8. Academic GPAs will be calculated at 12:00 noon on Thursday, 22/7/1448, corresponding to 31-12-2026. Accordingly, please avoid scheduling courses with large numbers of enrolled students for the same instructor during the final examination days, in order to prevent delays in recording grades.

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