SEMESTER SYSTEM GUIDELINES FOR BS (HONS), M.A/M.Sc and M.phil
This document presents guidelines for semester system in University of Gujrat and its constituent colleges. It has been developed in line with the HEC (Higher Education Commission) Policy Guidelines on Semester System Examination issued by HEC letter NO.01/HEC/LI/AD-II/NCES/PG dated December 4, 2008.
These are the general rules and regulations for BS(Hons) 4 years programme and M.A/M.Sc/M.Phil 2 years programmes. The purpose of this document is to provide students and teachers, an overview of the semester system rules concerning courses, credit hours, assignments, examinations and result procedures.
This document is intended as a guide and not a replacement to the notification periodically issued by University of Gujrat. For further queries, SSC (Student Services Centre) and SSIC (Semester System Implementation Cell) may be contacted.
- 1. Schedule of Semesters
1.1. There shall be two semesters (Fall & Spring) in an academic year.
1.2. Each semester shall be of 18 to 19 working weeks – 16 weeks for teaching, one for preparation before end of semester examination and one to two weeks for examination.
1.3. University may offer summer semester of 8 weeks during summer break. Each department may offer maximum of 8 credit hour courses of its choice to the students who have failed or withdrawn from a course or who want to improve their CGPA.
1.4. The contact hours will be doubled during the summer semester as compared to a regular semester.
1.5. There will be two weeks semester break after each semester.
- 2. Course Credit
2.1. Minimum 130 credits are required for BS (Hons) 4 years programme. These credits shall normally be earned in eight semesters.
2.2. Minimum 160 credits are required for 5 years programme. These credits shall normally be earned in ten semesters.
2.3. Minimum 66 credits are required for M.A/M.Sc 2 years programme. These credits shall normally be earned in four semesters.
2.4. Minimum 30 credits (24 for coursework and 6 for thesis) are required for M.Phil 2 years programme. These credits shall normally be earned in four semesters.
2.5. A course may range from one credit hour to four credit hours.
- 3. Course Description
The new or revised course contents proposal will be forwarded to Registrar/Director Academics by the Director and HOD/Coordinator, for the final approval from Board of studies and then from Academic Council of University of Gujrat.
Courses will be codified as follows:
3.1. 4 and 5 years Programme
- All courses given in first year (1st & 2nd semester) will be designated by 100.
- All courses given in second year (3rd & 4th semester) will be designated by 200.
- All courses given in third year (5th & 6th semester) will be designated by 300.
- All courses given in fourth year (7th & 8th semester) will be designated by 400.
- All courses given in fifth year (9th & 10th semester) will be designated by 500.
3.2. 2 years M.A/M.Sc after 14 years education
- All courses given in first year (1st & 2nd semester) will be designated by 300.
- All courses given in second year (3rd & 4th semester) will be designated by 400.
3.3. 2 years M.Phil Programme
- All courses given in first year (1st & 2nd semester) will be designated by 500.
- All courses given in second year (3rd & 4th semester) will be designated by 600.
3.4. All codes will be preceded by 3-4 alphabets indicating the major discipline. For example a course in the 5th semester of BS(Hons) major physics will be PHY-301.
3.5 Courses will be divided into following categories
- Compulsory c. General
- Major d Elective
- 4. Course Workload
A student shall be required to take workload as under:
4.1. A student will normally be required to take workload of 15 to 18 credit hours in each semester.
4.2. A student will be allowed to take up to 18 credit hours only if he/she has a CGPA of 2.50 or above.
4.3. A student will be allowed to take up to 15 credit hours if he/she has a CGPA of 2.00 to 2.49.
4.4. A student will be allowed to take up to 12 credit hours if he/she has a CGPA of 1.50 to 1.99.
4.5. An exception can be made by allowing 18 to 21 credits to a particular student having CGPA 2.00 or above if he/she is graduating in that very semester.
- 5. Change of Courses/Drops/Withdrawals
5.1. A student, with the consent of the concerned HOD, may be allowed to change a course within one week of the commencement of a semester and may drop a course within 2 weeks of the commencement of semester.
5.2. Withdrawal from a course may be allowed by the end of 13th week by the approval of the HOD and will be represented by ‘W’ in the transcript.
5.3. The above stated changes/drops/withdrawals can be made only if they do not affect the conditions of required workload.
- 6. Repeating Courses
6.1. Whenever a student gets an ‘F’ grade, he/she has to repeat the course whenever offered. The student will register for that course in the first week of semester, with the permission of the concerned teacher.
6.2.The student, who has been dropped from a particular course due to short attendance, will have to repeat the course and take classes when it will be offered next time. Whereas a student who has failed because of short of marks will only reappear in the midterm and final examination and submit all new sessional work.
6.3.The student may be allowed to repeat the course in which he/she has obtained grades ‘D’ or ‘C’.
6.4. In case a student repeats the course, the higher grade obtained in both the attempts will be considered as final grade but in case a student takes a new course in lieu of the course in which he /she failed, both the grades will reflect on his/her transcript, i.e old course grade and new course grade.
- 7. Incomplete Grades on Medical Grounds
In case a student is unable to appear in the end of semester examination of a semester due to some unavoidable circumstances, he/she may be allowed to repeat the course when that course is offered next time following the rules as under:
7.1. The student must have fulfilled the required number of lectures.
7.2. He/She must have completed the midterm exam and sessional work during the semester.
7.3. Such student shall be given Incomplete Grade (‘I’ Grade) on the recommendation of the committee.
7.4. The student will only have to appear in the end of semester examination whenever the course is offered again.
- 8. Class Attendance
Students are expected to attend all classes, laboratories, tutorials, or other class meetings officially designed for a particular course. They are expected, also, to complete all assignments. Each three credit hour course will have 48 contact hours (3 hours/ week x 16 teaching weeks = 48) in a semester.
8.1. A minimum of 70 % attendance is required by the students to be eligible to sit in the final examination.
8.2. A student with less than 70 % of the attendance shall be dropped from the course and have to repeat the course whenever the course is offered again.
8.3. In exceptional / hardship cases Vice Chancellor on the recommendation of Director concerned faculty may exempt 5 to 10 % of the attendance.
8.4. In case a student remains absent from the class for seven consecutive lectures, his/her name will be dropped from the course.
- 9. Migration/Transfer of Credits
Migration of a student may be allowed subject to the fulfillment of Migration Regulations of University of Gujrat.
9.1. The credits earned in the previous institution may be transferred subject to the condition of similarity and equivalence with the university courses.
9.2. No credit hour of a course will be transferred if the marks obtained are less than 60 %.
9.3. Migration will not be allowed during the first semester of the programme.
9.4. Migration will not be allowed if the CGPA of the student is less than 2.00.
9.5. Migration will be permissible if the student fulfills requirements of merit and availability of seats.
9.6. The merit criteria may be exempted if the CGPA of the student is equal to or more than 2.50.
- 10. Examination/Evaluation System (Midterm and Sessionals) (Not for MS/M.Phil)
The final standing of each student, in each course is assessed on the midterms, sessional work (presentations, assignments, quizzes and practicals) and end of semester examinations.Each course will be evaluated on the basis of the weightage as under:
10.1. The teacher will be responsible for the midterm exam and sessional work of the students.
10.2. The date and time of the midterm examination will be announced by the teacher. However, the examination week and other deadlines related to midterm examination will be announced by the administration of University of Gujrat.
10.3. For sessional work, the teacher will give minimum 2 assignments/practicals and 2 quizzes per course per semester and average of the obtained marks in both/all assignments/quizzes would be considered as the final marks in assignments/quizzes.
10.4. All the assessed scripts and award lists of assignments/practicals, quizzes and class presentations will be submitted to SSC after showing and discussing it with the students.
10.5. The teacher will himself/herself enter the midterm and sessional marks in the database, University of Gujrat Information System (UOGIS). The signed database generated hardcopies of the midterm and sessional marks will be submitted to the Manager Student Services Centre. Midterm results will be submitted within 10 days after the termination of midterm exams and sessional results will be submitted at least a week before the commencement of end of semester examination.
10.6. The teacher will give a re-test within 10 days after the midterms only to the students who, after seeking prior permission of the Director/Principal concerned, were unable to appear in Midterm Examination.
- 11. End of Semester Examination for Undergraduate Programmes
11.1. The Semester System Implementation Cell (SSIC), under the supervision of Controller of Examination, is responsible for conducting the end of semester examination of each semester.
11.2. Duration of end of semester examination will be 2-3 hours during examination week(s).
11.3. The final examination will cover the entire course.
11.4. The teachers will develop 2 question papers for each course.
11.5. Each question paper will consist of two sections – Objective and Subjective. Objective section will contain 25 to 30 marks and subjective section will contain 20 to 25 marks.
11.6. The question papers will be submitted to SSIC three weeks before the commencement of end of semester examination.
11.7. To pass a course, student must obtain 50% marks in aggregate of Midterm, Sessional and End of Semester Examination.
11.8. The final result will be announced by the Controller of Examination.
- 12. Grading System
Equivalence between Letter Grading and Numerical Grading shall be as follows:
Marks in Percentage
Numeric Value of Grade (Grade points)
85 and above
49 and below
12.1 Maximum possible Grade Point Average is 4.00.
12.2 Minimum CGPA (Cumulative Grade Point Average ) for obtaining the 4 years undergraduate and 2 years M.A/M.Sc (after 14 years education) degree is 2.00. While the minimum CGPA for obtaining M.Phil ( after 16 years education) degree is 2.50.
12.3 Calculation of Grade Point Average (GPA) for a Semester:
GPA is a performance indicator of a student in the semester concerned and is calculated as:
GPA = Total weighted points of all courses taken in the semester concerned
Total number of credits enrolled for in the semester concerned
Weighted points = Grade points multiplied by the number of credits of the course concerned.
12.4 Calculation of Cumulative Grade Point Average (CGPA) for Semesters:
CGPA is a performance indicator of a student in all the semesters passed so far and is calculated as:
CGPA = Total weighted points of all courses taken in all semesters
Total number of credits enrolled for in all semesters
- 13. Rules for Promotion for Undergraduate Programmes
13.1 At the end of each semester, a student must obtain a minimum Grade Point Average (GPA) of 1.50 to be promoted to the next semester.
13.2 In case a student is unable to obtain GPA of 1.50, shall stand automatically dropped from the rolls.
13.3 During the degree programme, a student is required to repeat all the courses in which he/she had failed in the previous semesters.
13.4 If a student gets F, D or C grade, he/she can repeat the course whenever offered to improve his/her grade.
13.5 A student who completes all the courses and has not been required to repeat any course(s), obtains CGPA of less than 2.00 but not less than 1.90 at the end of the 4th semester in case of 2 years Masters programme, 8th semester in case of 4 years Bachelors (Hons) programme may be allowed to repeat some of the courses in which he/she had obtained the lowest grades, in order to improve the CGPA so as to obtain the minimum of 2.00 failing which he/she shall not be awarded degree and removed from the rolls of the university.
- 14. Rules for Promotion for MS/M.Phil
14.1 At the end of the first semester, a student must obtain a minimum Grade Point Average (GPA) of 2.50 to be promoted to the second semester.
14.2 In case a student is able to obtain GPA of 2.00 or more but less than 2.50 he/she will be promoted to the second semester on probation. The candidate, who fails to secure 2.00 GPA in first semester shall stand automatically dropped from the rolls.
14.3 At the end of the second semester, a student must obtain a minimum Cumulative Grade Point Average (CGPA) of 2.50 and must also pass at least 50% of the courses offered by him/her in order to be promoted to the third semester.
14.4 In third semester M.Phil students will take up the thesis and have to repeat those courses of the first semester in which he/she had failed.
14.5 In the fourth semester students will be required to repeat those courses of the second semester in which he/she had failed along with thesis.
14.6 A student who completes all the courses and has not been required to repeat any course(s), obtains CGPA of less than 2.50 but not less than 2.30 at the end of the second semester may be allowed to repeat courses (only one chance) in which he/she had obtained the lowest grades, in order to improve the CGPA so as to obtain the minimum of 2.50 failing which he/she shall not be awarded degree and removed from the rolls of the university.
14.7. A Comprehensive Exam may be held at the end of the course work.
- 15. Semester Freeze
15.1 In case of a valid reason, a student may freeze his/her studies maximum for one year (two semesters) with the permission of the Director/Principal concerned on the recommendation of the HOD/Coordinator. The case, after permission, will be forwarded to the Director, Student Services Centre for compliance. However, freezing in 1st semester is not allowed. During the “freezing period” the applicant will lose his studentship status and shall not be entitled to avail any facility like hostel/medical/transport, which university extends to its regular students. The student will rejoin the same semester next year with the next session after paying semester fee.
- 16. Unfair Means/Cheating Cases:
Students are expected to be sincere and dedicated to their cause, in achieving skillfulness and moral uprightness. UOG provides a favorable atmosphere for learning, where chances are equal in determining the goals and objectives. A strict code of conduct in examination is put into practice, to give a credible Examination System which is the key to excellence in academic pursuits.
Following actions will be regarded as Unfair Means and are liable to strict penalties by the Unfair Means Committee, after proper proceedings and giving the candidates fair chance of showing cause.
16.1 Possession of Helping Material
Any candidate who, after announcement made by the Superintendents, fails to part with or is found to have in his/her possession or access, books or notes, papers, bags, pencil cases, pagers, mobile phones, calculators, palmtop computers, tape recorders, concealing notes on clothing/hands/shoes/pockets/wallets or any other material or equipment in his/her possession relating to the subject of Examination of that paper or detected in giving or receiving assistance, or using or attempting to use any other Unfair Means in connection with the Examination.
Any candidate found guilty of copying from any paper, book or notes, mobile phones, any other helping material, allowing any other candidate to copy his/her Answer Book or exchanging Answer Book/Extra Sheet/Question Paper with other candidates and making gestures which may help in solving the paper.
Any person who impersonates a valid candidate by forgery of documents i.e. roll number slip or the registration record or disguises him/herself or any other means.
16.4 Physical Assault and Intimidation or Misbehaving
Any candidate found guilty of resorting to physical assault or intimidation or misbehaving with the Supervisory Staff or University Officers or University Officials or any other person deputed in the Examination Centre or other candidates.
16.5 Possession of Weapons
Any candidate found guilty of possessing firearms, daggers, knives and other weapons, which may cause injury.
16.6 Instigation for a Walkout/Pen-Down strike
Any candidate found guilty of instigating others to stage a walkout or resort to a pen-down strike.
16.7 False statement/Forgery
Any candidate found guilty of forging another persons signatures on his/her Attendance Sheet.
Disclosing his/her identity or making an appeal in his/her Answer Book to the Assessor.
Any candidate found guilty of influencing or attempting to influence the Assessor, Examiners, Supervisory Staff or University Employees directly or through his/ her relatives or guardians or friends with the objective of gaining benefit in the Examination/Paper Assessing.
Any candidate who refuses to obey the Centre Superintendent or changes his/her seat with another candidate, or changes his/her roll number or create disturbance in smooth functioning of Examination Centre.
16.11 Substituting the Answer Book
Any candidate substituting the whole or part of an Answer Book or a Continuation Sheet in the Examination Centre which is not duly issued to him/her for the Examination.
16.12 Taking out/Tearing off Answer Sheet
Any candidate taking out from the Examination Centre the whole or a part of an Answer Book or Tear off an Answer Book or Pages or Continuation Sheet.
unfair means may lead to one or more following penalties;
Grade “F” in the relevant paper; and/or Cancellation of relevant paper;
Maximum fine up to Rs. 10,000 per paper;
Suspension from the Program;
Expulsion from the University.
16.13 Convener of the Unfair Means Committee
On the recommendation of the Controller of Examinations, a committee of three (03) teachers of different disciplines shall be constituted by the Vice Chancellor for the term of two years in order to deal to deal with Unfair Means Cases. The Controller of Examination shall be the Convener of the committee. Deputy Registrar Academics / Chief S.S.I.C will be the Coordinator of Committee.The Committee will decide the UMC Cases with simple majority. The final decision will be implemented by the Controller of Examinations.In case a seat of any member of UMC Committee becomes vacant for any reason, the Convener will report to the Vice Chancellor along with the recommendation nomination for replacement within 21 days of it vacancy. Notification of the new member will be issued by the office of the Vice Chancellor.
16.14 Reasonable Opportunity of showing cause against the Action
No punishment shall be imposed, unless a student accused of using Unfair Means in an Examination, has been given a reasonable opportunity of showing cause against the action proposed to be taken with respect to him/her. An appropriate charge sheet in this regard will be issued to him/her specified below:
charge sheet for using unfaiR means (specimen)
Reportedly you have been found indulging in the use of Unfair Means as indicated below in the paper of _______________________________,during the _____________(Semester System) 20____ Examinations thus violating the University‘s Examination rules:-____________________________________________________________________________________________________________________________________
Your above act of violation of rules warrant strict disciplinary action against you.
Your case is, now, to come up before the Unfair Means Committee of the University for enquiry on ____________________at _______. You are, therefore, called upon to state and explain why disciplinary action should not be taken against you under rules of the University.
Your reply should reach this office within 10-days after issuance of this letter. You are further called upon to state if, you would like to be heard in person along with any documentary proof. If “YES” you are directed to appear before the Unfair Means Committee on ____________________at _____ at your own Expenses.
Please note that if, you fail to file any written statement or, fail to appear before the Unfair Means Committee on the specified date and time an ex-parte decision will be taken without giving any further notice.
16.15. Punishment awarded by The Vice Chancellor
In case of emergency, The Vice Chancellor may provisionally award suitable punishment without reference to the committee, in commensuration with the gravity of offence, to any candidate or to any student on the rolls of an affiliated/constituent college of Semester System Examination. However, the case will be referred to the UMC Committee for proceedings.
A candidate to whom the decision of the Unfair Means Committee is communicated and has valid reason to appeal against such decision; he/she may do so in writing to the Vice Chancellor within Ten (10) days of the receipt of the decision along with the prescribed fee (Rs. 1000). The appeal shall be referred to the Appellate Committee. Applicant will be given an opportunity to be heard in person by the committee if, he/she so desires. The Vice Chancellor shall appoint by nomination (?) the Appellate Committee comprising two (02) or more members. These persons shall be other than those who have been on the Unfair Means Committee who dealt with the case earlier. The Vice Chancellor or his nominee shall be the Convener of the committee.
17. Cancellation of Admission
17.1 If a student fails to attend any lecture during the first four weeks after the commencement of the semester as per announced schedule, his/her admission shall stand cancelled.
18. CGPA Required for Degree Completion
18.1 The minimum qualifying CGPAs for undergraduate and M.A/M.Sc (16 years education) and M.Phil (18 years education) are 2.00 and 2.50 respectively.
19. Time Limit for the Completion of Degree
19.1 Time limit for the completion of the 4 years Undergraduate degree and Graduate/M.Phil shall ordinarily be four years and two years respectively from the beginning of the first course counted towards the degree. However, a 4 years degree programme can be extended up to 6 years and 2 years degree programme can be extended up to 3 years.
20. Course File
Maintenance of the course file is compulsory for teacher. It will have a complete record of everything that happened during the semester. The course file will contain:
Description of course/ Course contents
- Course coding
- Weekly teaching schedule covering the time period (16 weeks) – to be distributed among the students by the teacher concerned
- Copy of each home assignment
- Copy of each quiz given
- Copy of mid semester examination
- Copy of result duly signed by the teacher
- Difficulties/problems faced during classroom/course delivery
21. Vice Chancellor’s Authority in Special Cases
Not with standing anything contrary to these Regulations, The Vice Chancellor shall have the power to issue orders, directions or instructions for the smooth working of semester system, where the regulations are silent and in cases of ambiguity or discrepancy regarding the interpretation of these regulations, the decision of the Vice Chancellor shall be final.