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   Faculty Rules

Academic Calendar
The academic calendar is very important for all enrolled students as it shows all important dates and deadlines that students have to abide with during the academic year. It is also a useful reference faculty. The academic calendar is available in the Registrar Office and in Student Affairs Office.

Please follow the academic calendar in order to avoid being made to pay a late fee payment penalty or to avoid missing other deadlines concerning your academic obligations.

Course Offering
Based upon courses offered in previous semesters lists of courses to be offered for the forthcoming semester are prepared and sent to all the academic departments for revision. Any change(s) in the course(s) offered for the forthcoming semester should be reported back to the Registrar’s Office. Such changes may necessitate changes to be made to class scheduling, classroom allocation, adjustments in class timings, etc.

Early Registration/Registration Material for Department/Faculty
The following items can be viewed by advisors on the DCC website during the Early Registration or Registration

  • Student Web-PINs.
  • The courses registered early by students with their majors, class levels, CGPAs, etc.
  • Student's transcript and course audit

Course load

(a) For Students of GOOD STANDING Status:

a student can be considered in Good Standing if his cumulative GPA >=2

• The minimum course load is 12 credit hours during a regular semester, if the total number of credit hours registered by a student in any two consecutive semesters is not less than 28. This condition is relaxed in the last semester before graduation.

• The maximum course load is 19 credit hours.

• A student is permitted to register for 21 credit hours, with the approval of his departmental Coordinator, if he has maintained a minimum cumulative GPA of 3.00 out of 4.00 in all work undertaken during the preceding terms in which he earned his last 28 credit hours.

(b) For Students of NOT GOOD STANDING Status:

• The minimum course load is 12 credit hours or less if all courses available for him is less than 12 credit hours.

• The maximum course load is 13 credit hours.

• Students who have registered early for more than 13 credit hours and whose academic status is of Not Good Standing should reduce their courses to bring the load within 13 credit hours. Otherwise, their course(s) will be dropped after the

last day of registration.

• Students can register up to 15 credit hours by submitting an academic petition with the approval of their Advisor, Departmental Coordinator and the Academic Coordinator. Where more than 15 credit hours are to be registered, then an academic petition has to be filed by the student with the additional approval of the Dean.

Pre-requisite/Co-requisite Violations
Since students are responsible for their registration, they must make sure that both the pre-requisite and co-requisite requirements have been met for their registered courses, i.e., they are required to drop any course(s) whose pre-requisite/co-requisite course has not yet been taken or which the student failed or withdrew from in the previous terms.

Class Rosters
Faculty can collect their Class Rosters from the Registration system at DCC website.

Low Enrollment Courses
Department coordinators have to provide justification for offering low-registration courses to the Registrar’s Office.

Cancellation/Addition of a Course/Section by a Department

Canceling a Course

Where any course has to be cancelled, the department concerned should inform the Registrar’s Office about the cancellation. The department should also advise all the students involved in the course to officially drop the course from their program schedules through the Registrar’s Office.

Canceling a Section
Where any section has to be cancelled, the department concerned should formally inform the Registrar’s Office about the decision. The department should also advise all the students registered in that section to drop the section through the Registrar. It is the student’s responsibility to drop that section and add another section or to drop the course.

Adding a Course
Where any new course has to be added, the decision to add the course should be officially sent to the Registrar’s Office at least one week before the first week of study.

Adding a Section
If the decision to add a section is taken by any of the department co-ordinators, they should officially inform the Registrar’s Office about their decision.

All department coordinators are urged to exercise extreme caution when adding or canceling a section or course due to the impact these matters have on the academic future of students.

Repeating Course(s)
A student who obtains a failing grade in a required course must repeat the course, and therefore should formally register for it in the following semester(s). Additionally, a student who wishes to improve his academic standing may repeat a course for which he previously obtained a D or a D+ grade, this requires Dean approval. The last grade will reflect the student’s performance in such a course.

Should a student repeat a required course in which he had previously earned a D grade, and fail, he must repeat the course again in a subsequent semester.

All a student’s grades are included in the GPA calculation in his transcript.

Change of Sections
Students can change the section of a course(s) during the Registration Week through Registration Office on the designated dates. For adding or changing a closed section, a student is required to get the approval of the Academic Coordinator and Department Coordinator offering the course on the prescribed form.

Changes in Class Timings
If any department coordinator intends to change the class timings for any of his courses, he should make a formal request to the Registrar’s Office. It should be noted that the Registrar’s Office may not approve the request due to constraints on other class schedules and/or the unavailability of classrooms at the requested time and/or time conflicts in the schedules for a large number of the students.

The department coordinator is therefore requested to forward only those requests that are really warranted. Unless requests are supported by clear justification, they will not be approved. The Academic Coordinator and the Dean should approve these changes.

Combining of Sections
The combining of two or more sections of the same course by a course instructor is strictly prohibited. Any such arrangements require the prior approval of the Dean and Academic Coordinator through the department coordinator.

Course Withdrawal
Students may request a withdrawal from a course on the web with reference to the academic calendar.

The exact dates of the deadlines for withdrawal of course(s) will appear in the academic calendar for that particular term.
Semester “W” in one or more courses “W” in all courses “WP/WF” in all courses
Spring / Fall 7th Week 10th Week 14th Week
Summer 4th Week 6th Week 8th Week

Schedule of Final Exams
In developing the Schedule of Final Examinations, every effort is made to minimize the number of students who will have more than one exam on a single day. However, there are always a number of students with two exams on the same day, a few with three and some even with an outright conflict. Technological solutions exist for most of the conflicts, but in all instances these solutions greatly increase the inconvenience to a number of students. The Registrar’s Office is thus forced to request departments to administer special examinations for such students as may be indicated in the schedule of final examinations.

A preliminary Schedule of Final Examinations is provided to the departments approximately 4-5 weeks prior to the final exams. Departments are asked to advise the Registrar’s Office of any changes to be incorporated in the Schedule of Final Examinations. Every effort will be made to accommodate such requests if possible.

Faculty are reminded that DCC requires that they to strictly adhere to the schedule of final exams. No change is allowed without the consent of the Dean/Academic Coordinator and the written permission of the Registrar’s Office.

Midterm Warning on the Web

Each semester the midterm warning link on the DCC web is activated for faculty to issue students in their classes based on absenteeism, low academic performance, or both. The midterm warning list is displayed on the web. At the end of the midterm warning period, a list of students receiving warnings will be displayed on the notice board outside the Registrar’s Office.

Final Grades
Each term, the final grade rosters are issued to all the departments before the commencement of the final examinations. The deadline for reporting the final grades is specified in the academic calendar for that semester.

Responsibilities and Duties regarding Final Grade Rosters

The responsibilities and duties regarding final grade rosters as developed by a Sub-Committee of the Admissions and Academic Standing Committee, and approved by the Dean, are reproduced below:

  • The course instructors must be available in their offices during the final examinations to give students an opportunity to discuss the course material and final examinations grades as it is the students’ right to know their performance in the exams.
  • Departmental Coordinators must be available in their offices during the final exams to avoid the late delivery of grade rosters to the Registrar’s Office.
  • Course instructors must personally get their grade rosters signed by the Dean.
  • Course instructors, course coordinators, or any other faculty member of the department concerned must personally deliver the grade rosters to the Registrar’s Office.
  • Any changes made in the grade roster must be signed by the course instructor and/or departmental coordinator and the Dean.

Completing the Final Grade Rosters
The following DO’s and DO NOT’s should be observed while completing the grade rosters.


  • The correct letter grade is entered in the “GRADE” column in ink.
  • The completed rosters should be signed by both the course instructor and the Department Coordinator. The instructor may keep the bottom copy for his record and the second copy is kept by the department.
  • The completed rosters should be delivered by hand to the Registrar’s Office as soon as possible after each examination but not later than the deadline specified in the academic calendar.


  • Make any marks (checks, names, routing instructions, etc.) on the Grade Rosters except as instructed.
  • Crease or staple the forms under any circumstances.
  • Mail the grade rosters.
  • Attempt to change any of the pre-typed grades such as AU, Z, W, WF or WP.

Grade Confirmation

All the grades submitted by faculty should also be confirmed through the Registrar’s Office. Each faculty member has to sign on the confirmation sheet. At the end of the Grade Confirmation deadline, a list of instructors who did not submit the grade confirmation sheet is sent to the department concerned each semester.

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Dammam Community College | Dhahran, 31261 | Saudi Arabia | +966 (3) 868 3300