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Academic Regulations - Section 1 to 50

I. Preamble
Section 1 These regulations are set out in accordance with the New Era College Management Regulations.
Section 2 Student admission, deferment of admission, registration, selection of courses, language courses, voluntary suspension, re-enrollment, withdrawal, expulsion, change of programme of studies, examination results, course completion and graduation as well as other academic matters shall be managed in accordance with the provisions in these academic regulations.
II. Admission and deferment of admission
Section 3 Students admitted to this College through open recruitment must select one of the following programmes: 3+0, 2+1 or 2+2 Degree; Diploma; Foundation or Certificate.
Section 4 Students transferred from other institutions or admitted after commencement of an academic year must enter the relevant year any of the following programmes: 3+0, 2+1 or 2+2 Degree, Foundation, Diploma or Certificate. Such students must apply formally to the Recruitment Department, be registered with the Registration Department and have their credit exemption determined by the relevant departments.
Section 5 For new students who cannot report to the College on the stipulated dates, their parents or guardians must submit a letter attached with relevant supporting documents of academic qualifications to apply for deferment of up to one year. Deferment of admission will not be extended. Such students shall follow the same admission procedures as the new students in the following year. Students on scholarships, transfer students and students admitted after commencement of academic year are not allowed to defer their admission.
III. Registration and course selection
Section 6 Students must register at the College on the specified dates. Those who meet the qualifications for registration but do not pay the relevant fees as specified are deemed to be not yet registered. Except for those who have applied for deferment of admission before the commencement of classes, such students will be ordered to withdraw and for new students, their admission will be cancelled. If payment of fees is to be deferred due to valid reasons, the student must submit an application in accordance with the regulations and the deferment period is subjected to a maximum of two weeks. Cases of delayed registration after the approved deferment period, except with special reasons, shall be dealt with in accordance with section 5.
Section 7 Courses to be taken by the students are classified into five categories: compulsory courses, elective courses, courses required by the Education Ministry (MQA courses), compulsory common courses and elective compulsory courses.
Section 8 For each semester, students must take the credit units in accordance with “Appendix A: Restrictions on credits for course selection”.
Section 9 Detailed provisions for implementation of matters relating to registration and course selection will be separately set out.
IV. Duration of study and credits
Section 10 The duration of study for 3+0 Degree programmes shall be 3 years. Students who cannot complete the required credits within the specified duration of study may apply for extension of up to 3 years.
Section 11 The duration of study for 2+1 or 2+2 Associate Degree programmes shall be 2 years. Students who cannot complete the required credits within the specified duration of study may apply for extension of up to 2 years.
Section 12 The duration of study for Diploma Programme shall be 2.5 years. Students who cannot complete the required credits within the specified duration of study may apply for extension of up to 2 years.
Section 13 The duration of study for Foundation Programme shall be 1 year. Students who cannot complete the required credits within the specified duration of study may apply for extension of up to 1 year.
Section 14 The duration of study for Certificate Programme shall be 1.5 years. Students who cannot complete the required credits within the specified duration of study may apply for extension of up to 1.5 years.
Section 15 For computation of credits for all courses, one credit is equivalent to one hour of lecture or 1.5 hours of practical class or tutorial per week over one complete semester.
Section 16 Credit requirements for all programmes are as specified in “Appendix B: Credit requirements for completion of programmes”.
Section 17 Common compulsory courses, compulsory courses and elective courses for each department shall be evaluated by the head or deputy head of the department and approved by the Academic Meeting and thereafter discussed in the College Affairs Meeting for implementation.
Section 18 Students transferred from other departments or other institutions must apply for exemption in respect of courses taken and credits earned in accordance with the relevant regulations.
V. Compulsory language courses and conditions for exemption
Section 19 All students in the College must take Chinese, English and Bahasa Malaysia language courses but the required period of study for each language may vary from department to department as specified in the relevant regulations.
Section 20
Students with language proficiencies as follows may apply for exemption from taking language courses:
  1. Exemption for Advanced Chinese: Grade B4 or above in Chinese subject in UEC or UEC-V examinations; HSK grade six or above; Grade A2 and above in Chinese Language or Chinese Literature in SPM examination; Grade C in Chinese in STPM examination;
  2. Exemption for English: Band 6 or above in IELTS; 560 points or above in TOEFL or 230 points or above in computer test; Grade C or above in A-Level English paper; Distinctions in English language in public examinations of other English speaking countries.
  3. Exemption for Bahasa Malaysia as required by MQA: Grade C6 or above in SPM Bahasa Malaysia; Grade E or above in STPM Bahasa Malaysia.
Section 21 Students with UEC qualification who fail twice in Advanced Chinese must apply to take Intermediate Chinese.
Section 22 Students who fail their English subject in SPM or UEC examinations must take English workshop for two semesters and pay a fee of RM100 per semester. Students who have attended and passed the six-week Intensive English Programme (IEP) in January will be exempted from taking the two English Workshops.
VI. Voluntary suspension, re-enrolment, withdrawal and expulsion
Section 23 Students who have registered with the College but wish to apply for voluntary suspension must, within the semester concerned, submit a letter from their parents or guardians (except for cases of illnesses for which certification by a public hospital must be furnished) for approval by the College and complete the relevant procedures before they can leave the College.
Students who wish to apply for voluntary suspension before registration for the second semester and have not been suspended as provided for under Section 25 must submit the application before registration and can be exempted from registration in the new semester.
Section 24 Voluntary suspension is based on one semester or one academic year and further extension must be applied separately. The period of voluntary suspension must not exceed two years. If the period has expired or accumulated to one year and the students wish to have an extension on medical grounds or other special reasons, they must apply again. Students who do not submit new application upon expiry of the voluntary suspension period are deemed to have withdrawn from the College.
Section 25 Students should be allowed to apply for voluntary suspension on the following grounds:
  1. Diagnosed by a hospital recognized by the College as suffering from any illness that requires treatment or some recuperation period and having applied for leave that has accumulated to more than one-third of the total credit hours in a semester;
  2. Having applied for leave that accumulates to more than one-third of the total credit hours in a semester, in which case the courses taken in that semester have to be taken again after the voluntary suspension period;
  3. Students requiring application for voluntary suspension due to special reasons or problems or students ordered by the College to apply for voluntary suspension must complete the required procedures within four weeks after commencement of a new semester.
Section 26 When students on voluntary suspension wish to re-enroll themselves, they must submit a letter from their parents or guardians and return the original approval document for voluntary suspension. Students on voluntary suspension due to medical reasons must submit health certificates from the public hospital for approval by the College before they can re-enroll. They must then continue with the new semester following the last completed semester under the same programme. For cases of voluntary suspension before completion of a semester, the students must continue with the same semester under the same programme.
Section 27

Students may apply for withdrawal from the College on the following grounds:

  1. Diagnosed as suffering from serious illness or incapacitated due to accident and are not able to complete the programme of study;
  2. On voluntary suspension without submitting any application and have been informed that the voluntary suspension was not valid;
  3. CGPA of less than 2.00 in two continuous semesters;
  4. Absent from classes for 20% or more of the total credit hours in a semester;
  5. Unable to graduate after the maximum duration of study as specified;
  6. Having committed criminal offences or offences under the College regulations;
  7. Having valid reasons to withdraw from the College, in which case applications must be submitted within four weeks after commencement of the semester.
Section 28 Students applying for voluntary withdrawal must submit a letter from their parents or guardians for approval by the College and must complete the relevant procedures before leaving the College.
Section 29

Students shall be expelled from the College under the following grounds:

  1. Certificates submitted to the College are found to be faked, borrowed, belonging to others, forged etc;
  2. Improper behaviour breaching the laws of the country and convicted by the court;
  3. Admission into the College through unethical means has been reported and found to be true.
Section 30 Students who withdraw from the College may apply to be issued with certificates of attendance except for cases whereby qualifications for admission or transfer to the College have not been approved. Students expelled from the College will not be issued with any certificate relating to their studies in the College and will not be allowed to be re-admitted to the College. Students who think that the withdrawal or expulsion is improper and not in accordance with the law and has infringed their rights should furnish proof and appeal according to procedures specified by the Senate. Before the decision on the appeal is released, the students who have been penalized may continue to study in the College. If decision on the appeal upholds the original penalty, the academic results obtained during the period from the date of application for appeal to the date of release of the appeal decision shall not be recognized. If the appeal decision allows the students to resume their studies in the College but the students are not able to do so due to special reasons, they have to apply for voluntary suspension for the period before they continue their studies in the College and the period will not be included in the maximum period of voluntary suspension allowed.
Section 31 In the event that students who have withdrawn from the College, on voluntary suspension or have been expelled are holding scholarships, loans and bursaries, they will be dealt with according to specific procedures set out separately.
VII. Students from other programmes of studies or institutions
Section 32 Students who have completed one semester or one academic year but feel that the programmes of studies are not suitable, may apply to change their programmes of studies. Those who apply before commencement of the second academic year may apply for credit exemption based on the results in the previous programme of studies and the academic results on admission to the College. They may enter the first or second academic year of the new programmes of studies according to the relevant rules specified. For those who enter an earlier year in the new programmes of studies, their previous years spent in the College will not be included for computation of the maximum durations of studies allowed for the new programmes of studies.
Section 33

Transfer students from other programmes of studies or other institutions can be categorized as follows:

  1. Those on lateral transfer to the same year of studies (including certificate students who have completed one semester but are transferred to other Certificate programmes);
  2. Transferred to an earlier year in other programmes of studies;
  3. Completed the certificate programme and transferred to other Diploma programmes;
  4. Completed the Foundation programme and transferred to other Degree or Associate Degree programmes;
  5. Students from this College who apply to be re-admitted;
  6. Students who have completed one or more semesters in relevant programmes of studies in other institutions recognized by the Ministry of Higher Education and are holding relevant certificates or diplomas with proper academic result slips and who apply to be transferred to the relevant programmes of studies in this College.
Section 34 Students are allowed to change their programmes of studies once.
Section 35

The following categories of students are not allowed to change their programmes of studies:

  1. Those still on suspension;
  2. Those not permitted to change their programmes of studies by other legal provisions.
Section 36 Students transferred to other programmes of studies in the College must study for at least one more year and their maximum durations of studies are the same as other students. Transfer students must fulfill the requirements of the relevant programmes of studies before they can graduate.
Section 37 Implementation procedures for matters relevant to students on transfer are set out separately.
VIII. Non attendance and absence
Section 38

Students who cannot attend classes due to specific reasons must apply for approval from the head or deputy head of department. Cases with approval are considered as non attendance in class while cases without application or approval are considered as absence. Application for such approval during the examination period must be submitted to the registrar. Non attendance and absence must be dealt with as follows:

  1. The percentage of attendance for each course must not be less than 80%. A student who has been absent from class for more than 20% of the total credit hours for a particular course will be barred from taking the semester examination for the course. The result for the course will be computed as zero mark.
    • Sick leave and family bereavement leave with proven documents are not considered as absence.
    • Sick leave should be applied on the second day while on bereavement leave should be applied within 5 days.
    • Leave application should be approved by head or deputy head of department.
    • Leave applications after the deadline has passed will be considered as absence.
  2. A student who does not attend classes for 20% of the total number of lecture days in a semester starting from the first day of class commence and excluding public holidays as specified earlier will be asked to apply for voluntary suspension.
  3. A student who is absent from classes for 20% of the total number of lecture days in a semester shall be expelled from the College.
IX. Results, assessments and re-sitting of examination

Section 39. The maximum score for each course is 100 marks and each score is reflected by Grade Point Average System(GPA)as shown in the below table:

Grading System   Grade Points
Grade Marks Grade Points Remarks
A+ 85%-100% 4.00 Outstanding
A 80%-84% 4.00 Excellent
A- 75%-79% 3.67 Good
B+ 70%-74% 3.33
B 65%-69% 3.00 Satisfactory
B- 60%-64% 2.67
C+ 55%-59% 2.33 Pass
C 50%-54% 2.00
D+ 45%-49% 1.67 Sufficient for the award of credit
D 40%-44% 1.33
E 30-39% 1.00 Fail
F 0-29% 0.00

 

There are 3 types of assessments:

  1. Continuous assessment by the course lecturer as the course progresses;
  2. Mid-semester examination set during the semester at a specific time or arranged by the course lecturer;
  3. Semester examination set at the end of the semester.
Section 40

Categories and computation of students’ academic results are as follows:

  1. Semester results for each course are computed based on continuous assessment, mid-semester examination and semester examination (including coursework).
  2. Calculation of semester Grade Point Average (GPA) is based on the product of credits of each subject and the score of the relevant subject (grade point X credits) divided by total credits taken.
  3. Cumulative Grade Point Average (CGPA): Total GPA of all semesters (grade points X credits) divided by total number of credits taken in all semesters. In any retake subjects, only the best result will be recorded.
  4. Graduating results: To fulfill minimum graduating requirement, a student has to achieve Cumulative Grade Point Average results (CGPA) of 2.0 and above.
  5. MQA Subjects: Common Compulsory subjects for graduation. Students will be awarded credits as long as they obtain a minimum of 40 marks, indicated as “CREDIT”. Students will see “FAIL” on their transcript if they obtain less than 40 marks. Results obtained in MQA subjects will not be included in the calculation of CGPA.
Section 41 Course results must be submitted by the course lecturer within the specified time to the administration offices of the relevant departments to be forwarded to the Academic Department for updating of records.
Section 42

Resits, Barring from Examination, Cheating, etc

  1. For each subject, GP between 1.33 and 1.67(scores between 40%-49%) will be indicated as “Sufficient for the award of credit” and retake optional.
  2. GP less than 1.33(scores between 0%-39%) is considered “Fail” and the student has to re-take the relevant subject.
  3. Students who are not able to sit for examinations due to official duties, family bereavement, hospitalization for serious ailment or are unable to attend practical examinations due to proven injuries and have been approved to take leave, are allowed to re-sit the examination. The actual scores will be taken as the official results.
  4. Students who are not able to sit for examinations due to illness or are unable to attend practical examinations with proven reasons and have been approved to take leave by the head of the department are allowed to re-sit the examination. However, only 60% of the actual scores will be taken as the official results. Re-sit of examination must be taken on the dates specified and for students who cannot attend resit on the specified dates, no reasons whatsoever will be accepted for requests to arrange for another re-sits.
  5. Barring from examination: A student who has been absent from class for more than 20% of the total credit hours for a course will be barred from taking the final examination. The result for the course (including test, assignment and project) will be computed as zero mark. The student will not be allowed to re-sit and must retake the subject.
  6. Absence from Examination: The result of student who is absent from an examination without a valid reason(including test, assignment and project)  will be computed as zero mark. The student will not be allowed to re-sit and must retake the relevant subject.
  7. Re-assessment: If a student is dissatisfied with the results, he/she may apply for re-assessment. The academic department and department concerned will process the re-assessment.
  8. Re-sits: There are no re-sits for all subjects, except for MQA subjects.  Retake is necessary if students fail in any subject (GP less than 1.33). Each student is entitled to re-sit once for each MQA subject. A student in the final semester of the programme is entitled to one re-sit for his/her last subject, except for students affected by section 42(5),(6) and (9). For non-examinable subjects, resit can be replaced by a re-submission of assignments or projects. The maximum score for the subject shall be fixed at 50%. In the event of failure in the re-sit, student may apply for a re-take of the subject concerned.
  9. Cheating: Should any cheating be detected, the student will be given a 0 score for the subject and the student has to re-take the subject concerned. If there is a second instance of cheating, student will be suspended or expelled.
X. Programme completion and graduation
Section 43 Students taking the Certificate programmes who complete the required courses and credits within the specified time period will be issued with the relevant Certificates by the College. They are allowed to proceed to the Diploma programmes if their results fulfill the specified requirements.
Section 44 Students taking the Diploma programmes who complete the required courses and credits within the specified time period will be issued with the relevant Diplomas by the College. They are allowed to proceed to the 3+0, 2+1 or 2+2 Degree programmes for periods of studies ranging from 1 to 1.5 years. Credit exemption will be given according to the specified regulations.
Section 45 Students taking the Foundation programmes who complete the required courses and credits within the specified time period will be issued with the relevant Certificates of Completion by the College. They are allowed to proceed to the 3+0, 2+1 or 2+2 Degree programmes if their results fulfill the specified requirements.
Section 46 Students taking the 3+0 Degree programmes who complete the required courses and credits within the specified time period will be issued with the relevant Degree/s by the College.
Section 47 Students taking the 2+1 or 2+2 Associate Degree programmes who complete the required courses and credits within the specified time period will be issued with the relevant Associate Degrees by the College.
Section 48 Students taking the Diploma programmes who complete the required courses and credits earlier than the specified time period may apply for graduation and will be issued with the relevant Diplomas by the College.
XI. Additional regulations
Section 49 Matters not mentioned in the Academic Regulations will be dealt with in accordance with the New Era College Management Regulations.
Section 50 The Academic Regulations shall be approved by the College Management Meeting and be submitted to the New Era College Board of Governors.