Academic Regulations

ACADEMIC REGULATIONS FOR COLLEGE STUDENTS

I. ADMISSION APPLICATION FILE:

  1. Qualifications: High school diploma or equivalent and other documents required in the application package.
  2. Students must pay tuition and other fees (if applicable) before completing the enrollment process at APC.
  3. Students must submit all required admission documents by December 15th (of the admission year). Otherwise, their names will be removed from the University's student roster.

II. COURSE EXEMPTION:

A. For newly enrolled students:

  1. Students who have studied or are currently studying at other colleges and universities are entitled to apply for course exemptions within two weeks of the start of the first semester. After this deadline, students are required to complete all courses.
  2. Students will be granted exemptions from courses under the following conditions:
    • The course for which exemption is requested must be part of the training program that the student is enrolled in.
    • The minimum number of class hours for a subject must equal the number of hours taught at APC.
    • Students must submit certified copies of their transcripts, showing the number of class hours/credits for each course.
  3. Students who already have a National Defense Education certificate or have documentation proving they are demobilized soldiers are exempt from the National Defense Education course.
  4. Students who have obtained a diploma in intermediate-level political theory are exempt from studying and taking the Political Science exam. Their Political Science graduation exam results will state "Intermediate-level Political Theory Diploma."form template)

B. For students currently enrolled and with outstanding courses:

– For Computer Science A and B: students can study and obtain certificates from external sources (certificates issued by the Ministry of Education and Training, notarized copies, and still valid) and submit them to the Training Department for exemption consideration.

– English subject: Students can submit certified copies of their TOEFL, IELTS, or TOEIC scores (still valid) to request exemption from the subject.

III. CHANGE MAJOR: 

1.For new students:

– Students are allowed to switch majors within the first two weeks of the first semester.

2.For former students:

– Students registering as new students of the next cohort will have their grades from previously completed courses reviewed for credit transfer if relevant to the new major.form template)

IV. CHANGE CLASS: 

Within the first two weeks of each semester, students are allowed to switch classes if their timetable conflicts with their part-time work schedule. Students must submit a work confirmation letter from their employer (with a seal) to the Training Department for approval.form template)

V. STUDENT VERIFICATION:

Students must fill out the form to confirm their student status if they have paid their tuition fees in full. The Academic Affairs Department will verify the student's current status (already enrolled, currently enrolled, graduated, still have outstanding courses, etc.). The deadline for receiving student confirmation forms is 3 PM every Friday.

VI. EDIT PERSONAL INFORMATION:

If personal information is inaccurate, students should contact the Training Department to fill out an information correction form. Students must complete the personal information update, submit a recent photo, etc., according to the schedule set by the Training Department to update the data.

VII. CLASS STARTING DATE:

    1. Formal class:

Students must pay tuition fees by the deadline set by the Cashier's Office. Students who fail to pay by the deadline will not be allowed to attend classes.

      • Students update their class lists and timetables at the beginning of each semester on the university's website or via the email account provided by the university.
      • Students should email their lecturer and department secretary directly to request a one-day leave of absence. If the leave is for two days or more, students must submit a formal request to the Department office.
    2. Debt repayment class:

 

    • This is for students whose final exam score remains below 5.0 after two attempts at the end of the course.
    • Students should check the schedule for the next semester, register for remedial courses (if any), and complete the tuition payment for remedial courses according to the schedule set by the Cashier's Office. Failure to meet the deadline will result in students being removed from the remedial course list and will negatively impact their graduation progress.
    • Two weeks before the start of the new semester, if students need to retake a course that is not on the list of courses scheduled for this semester, and the number of students retaking the course is 15 or more, students should compile a list and submit a request to the Faculty office and the Academic Affairs Department for assistance.

VIII. EXAMS, TESTS:

    1. Periodic inspection
      • Periodic tests are conducted according to the schedule specified in the course syllabus.
      • Students must attend all scheduled tests.
      • If a student misses a scheduled test, their instructor will arrange a supplementary test for them if they have a valid reason.
      • Periodic test scores are weighted with a factor of 2 in the overall course/module grade.
    2. First End-of-Course Exam:
      • Students must attend at least 80% of the prescribed theoretical learning time; and participate fully in the practical skills training time as prescribed in the course/module program.;
      • Having achieved sufficient scores on all periodic tests and an average score of 5.0 or higher across all tests.
      • The first round of final exam scores for each course will be emailed to students by the Academic Affairs Department during the first week of the following semester.
    3. Second final exam for the course:
      • Students who scored below 5 on their first final exam are eligible.
      • Students who were eligible to take the first exam but did not attend for a valid reason should contact the Academic Affairs Office, submit supporting documents, and request a second exam (if approved). The score from this second exam will be considered the score from the first exam.
      • Students with an average score of 5.0 or higher on periodic tests but absent for 201-351 hours of the scheduled theoretical class time.
      • Students taking the exam a second time must pay the exam fee as stipulated by the Cashier's Office. After the specified deadline, students lose the right to take the exam a second time and must pay the re-examination fee when the school offers the course again.
      • Students can view their second final exam scores for each course directly at the Academic Affairs Office when notified.
      • The final exam score for the course is weighted 3 times in the overall course grade.
    4. Final grade for the course/module.
      • The final grade for the course or module is rounded to one decimal place.
      • The final grade for the subject is calculated using the following formula:

In there:

    • GPA: Final grade for the subject.
    • Registration: Periodic test score for subject/module, first attempt.
    • n: Number of periodic inspections.
    • Course/Module End-of-Course Examination Score: For vocational students who must take the course/module end-of-course examination twice, the score will be the highest score from both examinations.
    • Example: The Computer Science subject has 3 periodic tests throughout the course, corresponding to scores 6, 7, and 8, and the final exam score is 6. The final score = (2.(6+7+8)+(3.6))/9 = 6.7

IX. APPEAL 

Students can submit an appeal within one week of receiving their scores via email. The appeal results will be announced directly at the Academic Affairs Office one week after the appeal is submitted and will be considered the official score to be recorded on the student's transcript.form template)

X. REQUEST FOR A TRANSCRIPT

Students must complete tuition payments for all semesters, pay fees, and fill out the application form for transcripts at the Academic Affairs Office. Transcripts can be collected at 3 PM every Friday.

XI. RESERVE 

  1. Students are allowed to defer their studies once, for a maximum of one year, during their time at the university. The types of deferment are as follows:
    • Academic record retention: All grades for courses that the student has completed and passed up to the time of the retention request will be retained.
    • Tuition fee retention for a semester: This is only possible before the start of the new semester.
    • 1. Tuition fee reservation for remedial courses: If a student has paid for remedial courses but is unable to attend due to personal reasons, they should contact the cashier to reserve the payment if the remedial course has not yet started. 2. Students who are absent for two consecutive semesters without submitting a reservation will be removed from the university's enrollment list. Upon returning, they will have to go through the enrollment process again as a new student and be considered for course exemptions (if applicable).form template)

XII. Retake the course (after deferring the course) 

  1. At least two weeks before the deferral period expires, students must contact the university to complete the re-enrollment procedures. Based on the transcript of the deferred enrollment, the Academic Affairs Department will determine the most suitable course and class for the student to follow. Typically, students who defer for one year will enroll with the next cohort. (Students from the 2011 cohort will transfer to the 2012 cohort after their deferral.)
  2. Students must complete the procedures related to tuition and other fees (if any) after receiving notification about the class.
  3. In the case of students deferring tuition fees, after the deferral period expires, the deferred amount will no longer be valid unless the student contacts the school to complete the procedures for resuming their studies.form template)

XIII. GRADUATE

Students should follow the graduation exam schedule announced by the Training Department (expected to be in March each year).

    1. Requirements for taking the graduation exam:
      • The overall score for the political science subject must be 5.0 points or higher.;
      • The overall score for vocational training subjects must be 5.0 points or higher for candidates taking the vocational theory and skills exams.;
      • Not currently under criminal investigation at the time of the exam.
    2. Candidates for the graduation exam:
      • Students who meet the eligibility requirements for the graduation exam as stipulated above.
      • Students from previous cohorts who were eligible to take the graduation exam but did not take it or failed the graduation exam. (a)
      • Students from previous cohorts who were not eligible to take the graduation exam have participated in training and development to fulfill the remaining requirements. (b)

Note:

    2. Graduation exam subjects:
      • Theory of the profession; Practice of the profession and Politics.
    3. Forms of disciplinary action upon graduation:
      • During the examination, testing, and graduation process, if students violate the school's regulations and rules for examinations, tests, and graduation, depending on the severity of the violation, they will be subject to one of the following disciplinary measures:
      • Reprimand, allow to continue with the exam or test but deduct 25% points from the exam or test score.
      • Warning: Allow the student to continue with the exam or test, but deduct 50% points from the exam or test score.
      • Suspend the exam or test and give a score of "0" for the exam or test.
      • Suspension, expulsion, or denial of graduation.
      • All cases of violations must be recorded in a report and submitted to the competent authority as stipulated in the regulations on examinations, tests, and graduation recognition for consideration and decision.
    4. Graduation exam results:
      • The graduation exam scores will be publicly announced no later than 20 days after the exam.
      • Graduation classification:
        • Excellent students are those with a graduation grade point average of 9.0 to 10.
        • Excellent students have a graduation grade point average of 8.0 to below 9.0.
        • A "fair" grade is defined as a graduation GPA ranging from 7.0 to below 8.0.
        • The average grade is defined as a graduation GPA ranging from 6.0 to below 7.0.
        • Average grades are defined as graduation grades ranging from 5.0 to below 6.0. Note: Political Science, Physical Education, and National Defense Education are not included in the overall GPA for the entire course.
    5. Recognition of graduation
      • Students will be awarded a diploma upon fulfilling the following requirements:
      • The political science exam score must be 5.0 points or higher.
      • The results of the vocational knowledge and skills test show that both the theoretical and practical vocational skills tests have scores of 5.0 or higher.

Note:

    • Students who do not meet the graduation requirements may retain their passing exam scores for a period of 4 years from the date of announcement of the graduation exam results for consideration of graduation.
    • The principal will make the decision on graduation recognition and publicly announce it to students no later than 30 days after the end of the graduation exams.
    • Students who have been recognized as graduates and have submitted all required documents will receive their diplomas four weeks after the graduation recognition decision is announced. During this four-week waiting period, students can contact the Training Department to request a temporary graduation certificate to complete their documents (if needed).
    • After this deadline, the Training Department will process student recognition and issue diplomas at the end of each month (March, June, September, and December).

For any further information, students should contact the Training Department directly or email: phongdaotao@caodangvietmy.edu.vn

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