Student Handbook

Dear Students
Below, the frequently encountered important issues in the "KGTU Undergraduate Education and Training Regulations" are summarized and presented for your information. It is recommended that you carefully read the main regulations in this Handbook and in the "Legislation" tab of our University's web page in order to avoid some grievances during your education process.

FREEZE OF REGISTRATION / Leave of Absence

• Students may request leave for reasons such as health, financial, family, personal problems, military service, unexpected compulsory events, study abroad.
• In order for the decision of the board of directors regarding the leave request to be put into practice, you can apply until the last working day of the tenth week at the latest from the start of classes. Requests other than this will not be accepted.
• If you receive a report from health institutions affiliated and contracted to the Ministry of Health, this report must be a committee report exceeding one month. You must submit your report to the Rectorate Document Registration Unit with a petition.
• The evaluation of health reports depends on the decision of the relevant board of directors of the faculty/institute you are enrolled in. When this decision is notified to the Registrar's Office, you will be notified of the result. You can suspend registration for a maximum of two semesters at a time.

THE EFFECT OF ASSIGNMENTS (SHORT-TERM) ON BEHALF OF THE UNIVERSITY OR ANOTHER INSTITUTION AND HEALTH REPORTS ON ABSENTEEISM

• You must submit a copy of the document you have been assigned and your petition to the Rectorate Document Registration Unit,
• The documents you submit are decided by the administrative board of the faculty/institute where you are registered,
• After the decision is made, the relevant faculty/institute notifies the instructor of the courses you are taking during your leave of absence and the instructor exempts the absences in the Student Information System (OBS).
• Medical reports are not valid for absences. The student is considered absent during the periods he/she is on medical report.
• Article 31-(13) f) of KGTU Regulation on Associate and Undergraduate Education and Training.

**Important note to Prep Class students:

• Attendance Status (KGTU Foreign Language Preparatory Class Education and Examination Directive, Article 10):

* It is compulsory to attend 85% of the classes (734 hours) in the English Preparatory Class. Students are entitled to 15% (130 hours) absenteeism. Students who do not fulfill the attendance requirement with/without an excuse are considered unsuccessful in the current class.

• Medical reports are not deducted from absences.

* Students who are absent from the English Preparatory Class cannot take the final exam at the end of the academic year. However, they can take the English Language Proficiency Exam to be held on the dates specified in the academic calendar.

STUDENT ID CARDS

• You can pick up your ID cards from the Registrar's Office after you start classes.
• Your ID cards are valid as long as you are registered and also have the features of "security protected", "smart card" and "hand card". It is also used as an ID card to enter some places within the University.
• If you lose your Student ID card, you must pay the fee set for the card and submit a petition and receipt to the Document Registration unit to request a new ID card,
• When your petition is forwarded to Student Affairs, a new ID card will be prepared by the Student Affairs Department and delivered to you by hand with a report.

STUDENT AFFAIRS INFORMATION SYSTEM (Password transactions)

• After your registration, when you log in from obs.gidatarim.edu.tr, the username is your student number given to you during registration. If the password is; you need to create a new password from the password reset section on the login screen.
• In case the password is forgotten or unknown, you can get a password by filling in the credentials on the "Forgot Password" button on the student information page on our University's web page,
• After logging into the system with the password you have received, you need to change your password and update your information,
• In order to reset your password, a link will be sent to your e-mail address with the extension gidatarim.edu.tr. You can recreate your password by following this link in your institutional student email.

STUDENT INFORMATION SYSTEM (Course Registration Procedures)

• After you register for your courses for course registration, you need to complete the course registration finalization process in order for the courses you have selected to be opened for advisor approval.
• After completing the course registration finalization process, it will be approved by your advisors.
• After the advisor's approval, your course registration process will be completed. It will be beneficial for you to check your course registrations after advisor approval.
• With the start of your education, you can follow your course registrations and grades on OBS.
• For course registration, you can log in to the system by clicking the OBS link on the web page of our University.

STUDENT INFORMATION SYSTEM (Add-Drop Course Operations)

• After completing your semester registration, you can add, drop and change groups on the dates specified in the academic calendar.
• You will need to log in to the OBS for add-drop procedures.
• The validity of the changes made depends on the advisor's approval. In other words, add/drop courses will be approved by your advisors after completing the finalization process.
• After the advisor's approval, your add-drop process will be completed.

WITHDRAWAL FROM CLASS

• Except for the courses in the first two semesters of the curriculum, you can withdraw from the course within the first seven weeks from the beginning of the semester after the add and drop period ends,
• In order to withdraw from the course, you must apply to the Rectorate Document Registration Unit with a petition from which course you want to withdraw,
• Withdrawal from a course requires the recommendation of the academic advisor and the approval of the department head and the relevant board of directors,
• The decision of the board of directors of the relevant unit is sent to the Registrar's Office and the withdrawal process is completed by the Registrar's Office,
• The conditions for withdrawal from the course are specified in the relevant regulation (KGTU Education and Training Associate Degree-License Regulation, Article 29).
• ECTS credits of the courses taken within the scope of double major and minor programs are not included in the semester course load.

COURSE LOAD

• The course load is the sum of the ECTS credits of the courses a student will take in each semester of the curriculum of the program he/she is attending.
• The normal course load for each semester is at least 30 and at most 40 ECTS credits. However, according to your situation and the requirements of the undergraduate program, you can take courses below these course loads with the approval of your advisors.
• Your course load in a semester is limited to the normal course load.Normal course load: The semester course load of students with a GPA of 2.00 and above can be increased by a maximum of 10 ECTS credits, provided that there is no conflict in the course schedule and with the approval of the academic advisor, provided that it does not exceed 40 ECTS.
• You cannot change the course loads specified in the curriculum in the first semester you enroll.
• You must first register for the lower year courses that you have failed and have not taken. The course or courses opened from the current semester programs can be taken provided that they remain within the ECTS credit limit.
• With the positive opinion of the advisor, the student can take courses from the upper semester / year up to 20% of the total ECTS of the courses in the current semester / year program, provided that he / she is successful in all lower courses except for the prerequisite courses and has a GPA of at least 2.50. (ARTICLE 26/7)

The minimum course load and credit limitations do not apply to senior students.

• Single course exam: Students who have one course remaining for graduation or students who have one course and internship remaining for graduation can take the single course exam to be opened within one month following the make-up exam if they apply with a petition. Students who have never taken the course or who are absent from the course cannot take the single course exam. If the grade obtained in these exams is at least C without the requirement of a midterm exam, the student is considered successful.

CONSULTANCY

- The advisor is assigned for each student from among the academic staff to enlighten and guide the students until the student graduates.

Duties of Student Counselors:
* Assists students in solving the problems they will encounter, especially in education and training issues,
* Assists students in course selection during course registration,
* Guides students professionally,
* Guidance,
* Monitors the success of students in lessons and classes,
* Monitors students' attendance to classes,
* Investigates the reasons for students' failure in case of failure,
* Follows students' add/drop and withdrawal procedures and investigates the reasons.

ATTENDANCE AND EXAMS

• Students are obliged to attend all courses, practices, laboratory studies and all exams and other academic studies required by them or deemed necessary by the relevant instructor,
• Attendance is evaluated by the instructor of the course. The number of midterm exams, homework, practice and other studies that are responsible for each course, the requirements for admission to the final exam, and the contribution of all kinds of exams, assignments and studies to the final grade are determined by the instructor at the beginning of the semester and announced to the students enrolled in the course.
• In order to take the final exam of a course, it is compulsory to fulfill the attendance obligation. Theoretical courses must be attended at least 70% and practical courses must be attended at least 80%.

The maximum 30% and maximum 20% absenteeism allowance granted to students is for compulsory situations (driver's license, exam, health, personal obligations, etc.). Regular attendance to classes is expected except for compulsory situations. Students are considered absent when they are on medical leave.

• If the attendance requirement is not fulfilled, there will be no right to take the final exams.

ASSIGNMENT AND ANNOUNCEMENT OF GRADES AND CORRECTION OF MATERIAL ERRORS-APPEAL OF EXAM RESULTS

• Course grades are finalized by the instructors by logging into OBS on the dates specified in the academic calendar.
• Students may object to the announced exam grades by claiming material error. The objection application must be made in writing to the relevant Directorate/Dean's Office within five days following the announcement date.
• The Directorate/Dean's Office will have the objection examined by the head of the department/major discipline and/or the relevant course coordinator. The result is notified to the Directorate/Dean's Office within five days.
• The application is decided by the relevant board of directors.
• The result is notified to the dean's office within five days. The application is decided by the relevant board of directors.

EVALUATION AND NOTES

- Students are given a letter grade for each course at the end of the semester they are enrolled.
- The courses to be granted exemption exam rights, the conditions required for exemption and the application principles are determined by the Senate upon the proposal of the relevant board.
- If the same course is taught by more than one instructor at the same time, the letter grade is determined jointly by the instructors teaching this course.
- The following table is used in the grade evaluation of the students:
Letter Grade Coefficient Points Success Status :

Letter grades and equivalents used in 2025-2026 academic year and before
Letter Grade	Coefficient	Score	Success Status
A	4,00	90-100	All right.
A-	3,70	85-89	All right.
B+	3,30	80-84	Good.
B	3,00	75-79	Good.
B-	2,70	70-74	Good.
C+	2,30	65-69	Middle
C	2,00	60-64	Middle
C-	1,70	50-59	Conditional Pass
D	1,30	50-54	Conditional Pass
D	0,00	0-49	Failed

• NA grade (absent) is treated as F grade in grade point averages. Students who are deemed unsuccessful for any of the following reasons are assigned a grade of NA by the instructor:

* Not being eligible to take the final exam because of not fulfilling the course attendance obligations,
* Not being eligible to take the final exam because of not fulfilling the requirements for course applications,
* Not participating in any of the midterm and final exams.

• The grades that are not included in the averages are given below:

* S grade (sufficient) is given in courses that are evaluated as successful without a letter grade.
* U grade (unsatisfactory) is given in courses that are evaluated as unsuccessful without a letter grade.
* EX grade (exempt) is given to students who are exempted from the English proficiency exam administered by the English preparatory class.

• T grade (transfer): It is given for courses taken as a special student from other higher education institutions while enrolled at KGTU and whose equivalence is accepted by the relevant board of directors.
• The equivalence of these courses is not accepted for students who take courses as special students while they do not have the right to enroll in a higher education program.

* W grade (withdrawal) is given to students who withdraw from a course.

• A student who receives one of the grades A, A-, B+, B, B-, C+, C from a course is considered to have succeeded in that course.
• In order for a student who receives one of the grades C-, D to be considered successful in these courses, the semester average must be at least 2.00. Otherwise these courses will be repeated

MAKE-UP EXAMS

• Article 31-(12) of KGTU Regulation on Associate and Undergraduate Education and Training. Make-up exams are the exams that the student will take from the courses in which he/she received an F at the end of the final exams. This right cannot be transferred to the next semester.
• Regardless of whether they take the make-up exam for the courses they passed conditionally or not, if their semester grade point average is below 2.00 at the end of the make-up exam, they have to repeat the courses they passed conditionally.
• Students who have failed courses can also take the make-up exam of the courses they have passed conditionally (C-, D) if they wish.
• The grade obtained in the make-up exam replaces the final exam grade of that course. Make-up exams are not held at the end of summer school.
• Semester grade point average below 2.00 and conditionally pass

COURSE SUCCESS AND COURSE REPETITION

• In order to be considered successful in a course, a passing grade must be obtained. A, A-, B+, B, B-, C+, C and S are passing grades.
• C-, D are conditional passing grades. These courses may need to be repeated for adjustment and course counting.
• F, NA, U are failing grades.
• Courses with letter grades of F, NA, U, W are courses that must be repeated.
• Instead of the elective courses to be repeated, other elective courses can be taken within the framework of the curriculum. The following points are taken into consideration in the course repetition of students who receive these grades:
• The compulsory courses of the program must be repeated until graduation, unless otherwise determined by the decision of the Senate.
• Students can take other courses deemed appropriate by their advisors instead of elective courses or courses that are later removed from the program.
• Students who have successfully completed all the courses in the associate degree / undergraduate program they are enrolled in and have fulfilled other graduation requirements do not have to repeat the courses.
• In repeated courses, the total score of the previously taken course is deducted from the GPA calculations and the total score of the last course is included in the GPA calculations; however, all courses that the student has enrolled in are shown on the transcript.
• Courses with a grade of D or higher can be repeated within three semesters in the relevant semesters following the semester in which the course was taken.
• In a repeated course, the last grade received is valid, regardless of the previous grade.

TUITION FEES AND SCHOLARSHIPS

• Education at the University is subject to a fee. Each year, the fees, scholarships, scholarship rates and other fees and how the fees will be collected are determined and announced by the Board of Trustees for continuing and newly enrolled students.
• Students are obliged to pay the tuition fee at the beginning of each semester within the period specified in the academic calendar.
• Students who do not pay their tuition fees within the specified period are not registered or renewed. These students cannot benefit from student rights in any way.
• The cost of meals and similar additional services that may be offered by the University are not included in the tuition fee. These fees are determined separately by the Board of Trustees.

For all your questions and comments;
Student Affairs Department
Address :Melikşah Mah. Beyşehir Cad. No:942080 Meram/KONYA/TURKEY
Tel: 0332 223 5433/5494