REGISTRATION PROCEDURE
1.0 DEFINITIONS SPECIFIC TO THIS DOCUMENT
1.1 Capitalized words and phrases used in this procedure and not otherwise defined here have the meanings assigned to them in the Registration Policy No. PL-ST-09.
1.2 The following words and expressions are specific to this document and shall have the meanings hereby assigned to them:
1.2.1 Academic Probation: An Academic Standing assigned to Graduate Students who achieve a Cumulative GPA less than 3.00 for the first time.
1.2.2 Academic Probation 1: An Academic Standing assigned to Foundation and Undergraduate Students who achieve a Cumulative GPA less than 2.00 for the first time or who fail an Academic Preparatory Course for the first time.
1.2.3 Academic Probation 2: An Academic Standing assigned to Undergraduate Students on Academic Probation 1 who fail to achieve a Cumulative GPA of at least 2.00 at the end of the following semester of registration or to Foundation Students who fail an Academic Preparatory Course on the second attempt.
1.2.4 Bachelor’s Degree: An academic qualification placed on Level 7 of the National Qualification Framework of the State of Qatar (NQFQ).
1.2.5 Contact Hour: Represents an hour of scheduled instruction given to Students and, normally, based on 50 minutes of delivery time whether through lecture, laboratory sessions, clinical/workshop delivery, or other approved delivery format.
1.2.6 Course Load: The number of Courses in which a Student is registered per Semester.
1.2.7 Course Requirements: Assessments and/or deliverables that a Student is required to complete, such as assignments, papers, reports and other coursework.
1.2.8 Diplomas: Academic qualifications placed on levels 5 and 6 in the National Qualification Framework of the State of Qatar (NQFQ), Level 5 is assigned to the Intermediate Diploma, and Associate Diploma whereas Level 6 is assigned to the Diploma, and Advanced Diploma certificates.
1.2.9 Graduate Qualifications: Academic qualifications placed on Levels 8 -11 in the National Qualification Framework of the State of Qatar (NQFQ), and include the postgraduate diploma, Master’s, Professional Doctorate, and Doctor of Philosophy (PhD) degrees.
1.2.10 Graduate Student: Student enrolled in a graduate academic Program falling within the levels 9, 10 or 11 of the Qatari National Qualifications Framework.
1.2.11 Independent Study: A University Course that a Student may be given permission to complete autonomously outside the classroom when the Course is not offered in the semester for which the student wishes to enroll.
1.2.12 International Student: A Student who is not a citizen or resident of the State of Qatar and is issued their Qatar Residence Permit under University Residency Sponsorship.
1.2.13 Prerequisite: A Course that a Student must pass before enrolling in a more advanced course.
1.2.14 Qatar Resident Permit: A permit proving the identity of an expat and permitting his residency in the State in the cases and under the conditions specified by Law No. 21 of 2015 regulating the Entry, Exit and Residence of Expatriates, its executive regulations, and its implementing decisions.
1.2.15 Sponsor: An organization that pays all or a portion of a Student’s education-related expenses.
1.2.16 Undergraduate Qualifications: Academic qualifications placed on Levels 4-7 in the National Qualification Framework of the State of Qatar (NQFQ), and include the Certificate, Diplomas, and Bachelor’s degrees.
1.2.17 Undergraduate Student: Student enrolled in an academic Program falling within levels 4-7 in the National Qualification Framework of the State of Qatar (NQFQ).
1.2.18 University: University of Doha for Science and Technology established by Emiri Resolution No. 13 of 2022.
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
2.1 To support the implementation of Registration Policy, PL-ST-09. The following procedures are to be read in conjunction with the aforementioned policy.
3.0 PROCEDURE
3.1 Registration
3.1.1 Students can register for Courses during the Registration Period through the end of the Add/Drop Period.
3.1.2 Eligibility
Students must clear all outstanding fees prior to registration unless approval for deferred fee payment is provided, as per the conditions of the applicable financial bylaws, policies, and regulations.
3.1.3 Registration Priority
Students with seniority will be given the opportunity to register prior to more recently admitted Students. Priority will be based on the number of Credits earned in the Student’s Program.
3.1.4 Registration Process
3.1.4.1 Students will select and register for Courses through the Student self-service portal.
3.1.4.2 Students can register for Courses in the subsequent Semester while enrolled in the Prerequisite Course during the Registration Period.
3.1.4.3 Students who, after Final Grades are released, fail to satisfy all Prerequisites for a Course are ineligible for the Course.
3.1.4.4 The Admissions and Registration Directorate will remove any ineligible Courses from Student’s registration.
3.1.4.5 After Final Grades are released, Students can continue to adjust their registration until the completion of the Add/Drop Period.
3.1.5 Attending without Registration
3.1.5.1 Students cannot attend Courses for which they have not registered.
3.2 Course Load
3.2.1 Full Time Course Load – Clear Standing (Undergraduate and Graduate
Programs)
Semester | Academic Standing | Credential | Type of Study | Academic Load (Credits) | ||||||||||||||||||||||||||||||
Min | Max | |||||||||||||||||||||||||||||||||
Fall and Winter | Clear Standing | Diploma | Full Time | 12 | 18 | |||||||||||||||||||||||||||||
Clear Standing | Bachelor | Full Time | 12 | 18 | ||||||||||||||||||||||||||||||
Clear Standing | Master | Full Time | 9 | 9 | ||||||||||||||||||||||||||||||
Spring and Summer | Clear Standing | Diploma | Full Time | 6 | 9 | |||||||||||||||||||||||||||||
Clear Standing | Bachelor | Full Time | 6 | 9 | ||||||||||||||||||||||||||||||
Clear Standing | Master | Full Time | 6 | 6 | ||||||||||||||||||||||||||||||
3.2.2 Course Load – Below Clear Standing (Undergraduate and Graduate Programs)
Semester | Academic Standing | Credential | Academic Load (Credits) |
Max | |||
Fall and Winter | Below Clear Standing | Diploma | 12 |
Bachelor | 12 | ||
Master | 6 | ||
Spring and Summer | Below Clear Standing | Diploma | 6 |
Bachelor | 6 | ||
Master | 3 |
3.2.3 Students registered in fewer than the minimum Credits for Full Time are classified as Part Time.
3.2.4 Students enrolled in Undergraduate Programs and who have a Sponsor are required to register Full Time in a minimum of 12 Credits in the Fall and Winter Semesters and 6 Credits in the Spring and Summer Semesters.
3.2.5 International Students enrolled in Undergraduate Programs are required to register Full Time in a minimum of 12 Credits in the Fall and Winter Semesters and 6 Credits in the Spring and Summer Semesters.
3.2.6 Students enrolled in Graduate Programs and who have a Sponsor are required to register Full Time in a minimum of 9 Credits in the Fall and Winter Semesters and 6 Credits in the Spring and Summer Semesters.
3.2.7 International Students enrolled in Graduate Programs are required to register in a minimum of 9 Credits in the Fall and Winter Semesters and 6 Credits in the Spring and Summer Semesters.
3.2.8 The minimum and maximum Credits listed above does not apply to Students enrolled in Work Term Courses.
3.2.9 Course Load – Foundation Program
Semester | Subject | Level of Study | Academic Load | |
Contact Hours/Week | Optional UG Credits | |||
Fall and Winter | English | FL1110 | 20 | 0 |
English |
FL1120 | 20 | 0 | |
English | FL1130 | 20 | 0 | |
English/Science | FL1130 & 1 Science | 23 | 0 | |
English/Mathematics | FL1130 & MA1029 | 26 | 0 | |
English | FL1140 | 20 | 0 – 3** | |
English/Science | FL1140 & up to 2 Science Courses | 20 - 26 | 0 – 3** | |
English/Mathematics | FL1140 & MA1029 | 26 | 0 | |
Mathematics | MA1029 | 6 | 0 - 9* | |
Mathematics/Science | MA1029 & up to 2 Science Courses | 6 - 12 | 0 - 6* | |
Spring and Summer | English | FL1110 | 30 | 0 |
English | FL1120 | 30 | 0 | |
English | FL1130 | 30 | 0 | |
English | FL1140 | 30 | 0 | |
Mathematics | MA1029 | 12 | 0 – 3* | |
* Dependent upon completion of UDST’s English language requirement (FL1140 or Placement Test score).
** UG Math is the only optional UG course for Students who are simultaneously registered in FL1140.
3.2.9.1 Students enrolled in the Foundation Program and registered in a minimum of 15 Contact Hours are considered Full Time.
3.2.9.2 Students enrolled in Foundation Program and who have a Sponsor are required to register Full Time in a minimum of 15 Contact Hours.
3.2.9.3 International Students enrolled in Foundation Program are required to register Full Time in a minimum of 15 Contact Hours.
3.2.9.4 Foundation Program Students requiring Science may request an exception to a maximum of 29 Contact Hours in the Fall/Winter Semesters only.
3.2.9.5 Foundation Program English Courses in Spring increase to 30 Contact Hours and Students cannot register into additional Courses.
3.2.9.6 Foundation Program reserves the right to reduce the maximum Contact Hours for Foundation Program Students on Academic Probation 1 or Academic Probation 2.
3.3 Adding and Dropping Courses
3.3.1 Students can adjust schedules by cancelling their Course registration, registering into additional Courses or changing Course Sections anytime during the Registration Period and until the completion of the Add/Drop Period. No Final Grade is assigned to Dropped Courses.
3.3.2 Students can Add and/or Drop a Course(s) through the Student self-service portal.
3.4 Withdrawing from Courses
3.4.1 At the end of the Add/Drop Period, Students can Withdraw from a Course(s) until the end of the Withdrawal Period. A Final Grade of a W will be assigned and entered on the Transcript to indicate an official Withdrawal has taken place.
3.4.2 Students can Withdraw from a Course(s) through the Student self-service portal.
3.5 Auditing a Course
3.5.1 The relevant Department/Program Head must grant approval for Students to Audit a Course.
3.5.2 Foundation Program Students may not Audit Foundation Program Courses.
3.5.3 The Student must complete an Audit Request Form, obtained from the Academic Unit and submit it to the Department Head for approval. The Department Head will submit the form to the Admissions and Registration Directorate during the Registration Period. The Admissions and Registration Directorate will enroll the Student in the Course.
3.5.3.1 A Student who has already registered in a Course and wishes to switch to Auditing a Course status must submit an approved Audit Request Form to the Admissions and Registration Directorate prior to the Course start date.
3.5.4 A Student can only Register to Audit a Course if a seat is available.
3.5.5 A Student can only Audit a specific Course once in their academic tenure at the University.
3.5.6 A Student can only audit one Course per Semester.
3.5.7 Students registered in an Audit Course are assessed tuition and associated fees, if any, per the University’s tuition structure.
3.5.8 Audited Courses will appear on a Student’s Transcript with a Final Grade of Audited Course (AU).
3.6 Repeating a Course
3.6.1 Foundation Program
3.6.1.1 A Student may Repeat a Course a maximum of two times. Only Courses with a failing Final Grade can be repeated.
3.6.1.2 Students who fail a Course two times must obtain the approval of their Academic Advisor before registering the Course for the 3rd time.
3.6.2 Undergraduate Programs
3.6.2.1 An Undergraduate Student may repeat a Course a maximum of two times. Only Courses with a Final Grade of D+ or lower can be repeated.
3.6.2.2 Undergraduate Students who fail a Course two times must obtain the approval of their Academic Advisor before registering in the Course for the 3rd time. Space limitations and other considerations will determine approval.
3.6.2.3 Further provisions regarding Course repetition are outlined in the Final Grade Policy (PL-ST-08) and the Final Grade Procedure (PR-ST-08).
3.6.3 Graduate Programs
3.6.3.1 Graduate Students who have completed a Course with a Final Grade of C+ or lower are permitted to repeat a Course.
3.6.3.2 Graduate Students are allowed to repeat a Course only once.
3.6.3.3 Graduate Students who failed a Course must obtain the approval of their Academic Advisor before registering in the Course for the 2nd time.
3.6.3.4 Graduate Students can register in a Thesis Course a maximum of 4 Semesters. Graduate Students are assessed tuition for each registered Semester. A Final Grade of In Progress (IP) is recorded for all registered Semesters prior to the semester in which the Final Grade is awarded.
3.6.3.5 Further provisions regarding Course repetition are outlined in the Graduate Final Grade Policy (PL-ST-19) and the Graduate Final Grade Procedure (PR-ST-19).
3.7 Independent Study
3.7.1 When required Courses are not available in a particular Semester, a Student may make an application to the Academic Unit to register for such Courses through Independent Study.
3.7.2 Access to Courses through Independent Study may be permitted by the Academic Unit when resources are available.
3.7.3 Strategies to ensure adherence to Course Requirements and assessment may be documented in contract format to be signed by the Student and the Academic Unit.
Students registered in an Independent Study Course are assessed tuition and associated fees, if any, per the University’s tuition structure.
3.8 Academic Advising
3.8.1 An online academic advising manual is available to assist Students with general Academic Advising matters.
3.8.2 Students who require assistance in support of their registration should be directed to their Academic Advisor.
3.9 Inactive Registration and Discontinued Students
3.9.1 Students who have not been registered in a Course for a period of 12 consecutive months will have their academic status changed to Discontinued.
3.9.2 Per the Admissions Policy (PL-ST-07) and the Graduate Admissions Policy (PL-ST-17), Discontinued and Academically Dismissed Students are required to be Re-admitted to the University before registering in Courses.
3.9.2 Per the Admissions Policy (PL-ST-07) and the Graduate Admissions Policy (PL-ST-17), Discontinued and Academically Dismissed Students are required to be Re-admitted to the University before registering in Courses.
3.10 Student Responsibility
Students are responsible for the following:
3.10.1 The accuracy of their registration.
3.10.2 Determining if their selected Courses will meet requirements for graduation or transfer to another institution (if required to meet the Student’s future educational goals).
3.10.3 Paying all required fees by the published deadlines.
3.10.4 Withdrawing from Courses by published deadlines. Students who fail to do so are responsible for all outstanding fees and the resulting grade.
3.10.5 Ensuring that the Admissions and Registration Directorate has their current mailing address, e-mail address and phone numbers on file at all times.
4.0 Related Documents
4.1 PL-ST-02: Academic Schedule Policy
4.2 PL-ST-03: Student Attendance Policy
4.3 PL-ST-05: Academic Standing Policy
4.4 PL-ST-06: Transfer Policy
4.5 PL-ST-07: Admissions Policy
4.6 PL-ST-08: Final Grade Policy
4.7 PL-ST-09: Registration Policy
4.8 PL-ST-17: Graduate Admissions Policy
4.9 PL-ST-18: Graduate Academic Standing Policy
4.10 PL-ST-19: Graduate Final Grade Policy
4.11 PL-AC-07: Examination Policy