INTERNATIONAL STUDENT PROCEDURE
1.0 DEFINITIONS
1.1 Capitalized words and phrases used in this procedure and not otherwise defined here have the meanings assigned to them in the International Student Policy (PLST-013).
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 Competitive Entry (with regard to Admission): Admission where the number of qualified Applicants regularly exceeds the number of seats available.
1.2.2 Foundation Program: A series of University Courses designed to prepare Students for their Program.
1.2.3 Placement Test: An assessment to determine the Student’s level of competency in English and/or Mathematics.
1.2.4 Provisional Admission: A Conditional Admission category for Students who do not meet the University’s initial Admission Requirements.
1.3 Where the context requires, words importing the singular shall include the plural and vice-versa.
1.4 Where a word or phrase is given a particular meaning, other parts of speech and grammatical forms of that word or phrase have corresponding meanings.
2.0 PURPOSE
To support the implementation of the International Student Policy PL-ST-13. The following procedures are to be read in conjunction with the aforementioned policy.
3.0 SCOPE
The procedure applies to all current and prospective International Students at the University.
4.0 ADMISSION
4.1 Application Process
4.1.1 International Applicants apply for Admission to the University as per the regulations outlined in the Admission Policy (PL-ST-07), the Graduate Admission Policy (PL-ST-17), and their respective procedures, which are published on the University’s website.
4.1.2 International Applicants are notified immediately by e-mail of receipt of their Admission application.
4.2 Admission Category – High School Graduates
4.2.1 An International Applicant who has completed high school and has not attended a higher education institution will be considered a high school Applicant.
4.2.2 International Applicants must present a copy of their official high school transcript.
4.2.3 International Applicants from international/private schools must present an equivalency letter from the Ministry of Education and Higher Education upon arrival in Qatar.
4.3 Conditional Admission
4.3.1 International Applicants who have completed high school but have not received official final grades are eligible for Conditional Admission.
4.3.2 International Applicants must present a copy of their most recent high school grades to date.
4.3.3 International Applicants receiving Conditional Admission must satisfy the University’s Admission Requirements in order to satisfy the condition of their Admission. Grades provided on the final, official documents must be at an equivalent or higher level than those provided upon initial submission.
4.3.4 International Applicants receiving Conditional Admission must clear all conditions before the first day of classes for the Semester of Admission.
4.3.5 International Applicants who do not satisfy the requirements for Conditional Admission will be evaluated for Provisional Admission.
4.4 Admission Capacity
4.4.1 Admission capacity for International Students is included in the overall Admission capacity as negotiated between the Director, Admissions and Registration Directorate and the Vice President, Academics.
5.0 STUDENT SUPPORT SERVICES
5.1 Pre-Departure
5.1.1 International Students are to be provided an International Student Guide in advance of their arrival in Qatar, which contains relevant and important information, such as:
- Entry requirements
- Packing list
- Documents to bring
- Covid-19 protocols
- About Qatar
- Cultural awareness
- Residency info
- Shopping
- Restaurants
- Tourism info, etc.
5.1.2 International Students are provided with a University representative they can call in the case of a travel emergency. This information is provided in advance of travel. International Students are to update the University of any change or delay in travel plans.
5.1.3 International Students are required to bring all important original documents with them, such as transcripts, English language testing documents, academic history, medical records, etc. A complete record of which documents to bring are contained in the International Student Guide.
5.1.4 International Students are to also provide two emergency contacts in English, including mobile phone numbers and email addresses.
5.2 Public Health-related Protocols
5.2.1 International Students arriving in Qatar must adhere to the appropriate public health-related protocols as directed by the Ministry of Public Health (MOPH) of the State of Qatar. Such protocols are to be communicated to International Students by the University Health and Safety Officer in advance of their arrival to Qatar and are subject to change.
5.2.2 If mandatory quarantine is to take place, this cost is incurred by the International Student. Airport transport is included in the cost of hotel accommodation and no University staff member(s) are permitted entry into Hamad International Airport to greet International Students.
5.3 Arrivals (Airport Welcome)
5.3.1 Airport arrival transport bookings are to be entered into the relevant University’s management system, by a Student Life Representative at least one (1) week prior to an International Student’s arrival. Flight itinerary and arrival information must also be included in the request, as well as the contact info of the requestor.
5.3.2 The Facilities Management Directorate is responsible for meeting the International Student on arrival and transporting the International Student to their place of University residence.
5.4 Accommodation Entry
5.4.1 International Students will be provided with a Wi-Fi access code upon entry into their University residence, enabling them to access the internet upon arrival.
5.4.2 International Students will be provided with a small welcome package containing important University information as well as some snack items.
5.4.3 Residence guidelines are to be shared with all International Students, clearly highlighting inappropriate/appropriate behaviours and best practices for living in University residence.
5.5 Orientation to Doha
5.5.1 The University will fully orientate all International Students to the University with “Marhaba Qatar” orientation, which includes cultural awareness training, introduction to Qatar information, University student orientation as well as an International Student Guide.
6.0 LEGAL ENTRY AND QATAR RESIDENCY
6.1 Student Visa
6.1.1 The Admissions Specialist will send an E-mail to the Government and Immigration Specialist (Human Capital Directorate) to request Student Visas. The email will include:
6.1.1.1 The number of Student Visas required.
6.1.1.2 The names of the International Students and their nationality.
6.1.1.3 Expected date of enrollment to the University.
6.1.2 Additionally, the Admissions Specialist will attach:
6.1.2.1 Copy of the International Student’s passport.
6.1.2.2 Copy of the International Student’s highest education certificate (attested by Ministry of Foreign Affairs and Qatar Embassy from country where they were issued).
6.1.2.3 Copy of the International Student’s academic transcript (attested by Ministry of Foreign Affairs and Qatar Embassy from country where they were issued).
6.1.2.4 Letter from their institution confirming completion of studies (attested by Ministry of Foreign Affairs and Qatar Embassy from country where they were issued).
6.1.2.4 Official Letter from the University confirming that the International Student is currently registered in the University.
6.1.3 The Government and Immigration Specialist will forward passport and copy of their highest education certificates, academic transcripts, letter from institution, and the official letter and request the Government and Immigration Coordinator to submit an application to Ministry of Interior for the Student Visas.
6.1.4 Once the Student Visa is issued, the Government and Immigration Specialist will email the Student Visas to the Admissions Specialist, who e-mails it to the International Student.
6.2 Residency
6.2.1 The Admissions Specialist will inform the Government and Immigration Specialist once the International Student arrives in Qatar so that he/she can proceed with obtaining the Qatar Residence Permit for the International Students.
6.2.2 Government and Immigration Specialist will inform the Government and Immigration Coordinator to arrange with the Admissions Specialist for the International Students to be available to complete Qatar Residence Permit
processes such as medicals and fingerprinting and to ensure the International
Students have the required documents.
6.2.3 Documents required for applying for Qatar Residence Permit:
6.2.3.1 Valid original passport.
6.2.3.2 Education certificate attested from Ministry of Foreign Affairs in the country of origin and from Qatar Embassy in his/her country.
6.2.3.3 Birth certificate (if required) to be attested.
6.2.3.4 Passport copy of parents.
6.2.3.5 Police Clearance Certificate of the International Student from his/her country duly attested by Ministry of Foreign Affairs of his/her country and Qatari Embassy in his/her country.
6.2.3.6 Letter of no objection from father/mother giving permission for the International Student to be sponsored by the University.
6.2.4 Government and Immigration Coordinator will take the International Students to Medical Commission for a blood test to rule out HIV Aids and Hepatitis B & C as well as chest x-rays to rule out Tuberculosis.
6.2.5 Once medical is complete, the International Student will be taken to Criminal Evidence and Information Department (CEID) for fingerprinting. On completion of successful fingerprinting, the Government and Immigration Coordinator will collect the Qatar ID card from the Ministry of Interior.
6.2.6 Qatar Residence Permit process can take up to a minimum of two (2) weeks and a maximum of eight (8) weeks, in the event there are delays such as unsuccessful medical or documents not provided timeously.
6.2.7 Qatar Residence Permit will be valid for the duration of the International Student’s study.
6.2.8 The Admissions Specialist will inform the Government and Immigration Specialist one (1) month before the International Student is due to complete his/her study and leave Qatar so that the Government and Immigration Specialist can arrange for the International Student’s Qatar Residence Permit to be cancelled.
6.2.9 The Government and Immigration Specialist will inform the Admissions Specialist by email once the cancellation of the International Student’s Qatar Residence Permit is complete.
6.3 International Students must have six (6) or more months remaining in their passports in order to enter the State of Qatar.
7.0 FACILITIES AND ANCILLARY SERVICES
7.1 International Students are eligible to select from the following University services at market prices:
7.1.1 Secure, gender segregated, and monitored accommodation services;
7.1.2 Domestic transport between the University and accommodation;
7.1.3 Dining services;
7.1.4 Network and Internet services.
7.2 A comprehensive listing of ancillary services and associated fees is available from the Facilities Management Directorate.
8.0 SCHOLARSHIP AND FINANCIAL ASSISTANCE
8.1 International Applicants and Students are eligible to apply for Scholarship and Financial Assistance as per the regulations outlined in the Scholarship and Financial Assistance Policy (PL-ST-11) and the Scholarship and Financial Assistance Procedure (PR-ST-11).
9.0 TUITION AND FEES
9.1 International Students are responsible for their tuition and administrative fees, and living expenses. Tuition and administrative fees will be assessed for, and are to be settled by all University Students per the relevant finance policies and procedures.
10.0 RELATED DOCUMENTS
10.1 PL-ST-01: Student Conduct Policy
10.2 PL-ST-07: Admissions Policy
10.3 PL-ST-09: Registration Policy
10.4 PL-ST-11: Scholarship and Financial Assistance Policy
10.5 PL-ST-13: International Student Policy