Examination Process

06 Kasım 2024 Çarşamba

EXAMINATION PROCESS

At the Faculty of Arts and Sciences at Bolu Abant İzzet Baysal University, an academic year consists of two semesters, referred to as the fall and spring semesters. Each semester spans a 17-week period, during which 14 weeks are allocated for classes, 2 weeks for end-of-term exams, and 1 week for make-up exams.
This article, prepared to inform our stakeholders, provides detailed information about the "Examination Process," which constitutes the fourth phase of the educational activities during the fall and spring semesters.
1) Determination and Announcement of Midterm and Final Exam Schedules
The exam schedule is prepared by a commission assigned by the respective Department Chair. The schedule includes the dates, times, and rooms where the exams will take place. It is announced on our faculty's website within the specified periods mentioned below.
  • Click here to access the Bolu Abant İzzet Baysal University "Academic Calendar."
  • Click here to access the exam schedules for our departments.
  • Click here to access the contact information of our academic advisors.
Midterm Exam Schedules
Midterm exam schedules are organized by the program commission based on the dates and times proposed by the course instructors and approved by the Department Chair. These schedules are announced within the first month of the academic semester. Only students officially registered for the course and who meet the attendance requirements can take these exams. Midterm exams are generally conducted on the same day, time, and in the same classroom where the course is taught.
A student who cannot attend a midterm exam due to an excuse or a medical report must apply within three business days after the excuse or the report ends. If deemed appropriate by the Department Chair, the student will be allowed to take a makeup exam. No makeup exams are provided for end-of-term or make-up exams. The time and place of the makeup exam are determined by the course instructor and specified in the student's application form. No additional makeup exam is held for students who miss the scheduled makeup exam.
Health Reports and Exam Participation
A student with a medical report cannot participate in any exams that contribute to midterm assessments during the period covered by the report, starting from the day and time the report is issued until its expiration. If a student takes any midterm exams during the reported period, those exams will be canceled. Exams conducted before the issuance of the medical report will remain valid.
 
Final Exam Schedules
Final exam schedules are organized by the program commission for the dates and times specified by the Department Chair. These exams are held within two weeks following the end of the course period, as indicated in the academic calendar, and are announced at least one month before the course period ends. Only students officially registered for the course and who meet the attendance requirements can take these exams. Makeup exams are not provided for students who cannot attend the final exams.
Make-Up Exam Schedules
Make-up exam schedules are organized by the program commission for the dates and times specified by the Department Chair. These exams are held within one week after the final exams, as stated in the academic calendar, and are announced at least one month before the course period ends. Students with course grades of FD or FF are eligible to take the make-up exams. However, no makeup exams are provided for students who miss the make-up exams. Students who exceed the maximum absenteeism limit for a course (indicated as DZ/NA) are not allowed to take the make-up exam for that course. The make-up exam grade replaces the final exam grade.
Single-Course and Double-Course Exams
Single-course and double-course exams are conducted within the two-day period specified in the academic calendar. These exams are held at the date, time, and location proposed by the student on their application form and approved by the Department Chair. Students who have one or two failed courses or a cumulative GPA below 2.00, preventing them from graduating, are eligible to take these exams during their final semester.
Maximum Study Period Exams
Maximum study period exams are conducted within three days of the two-week period specified in the academic calendar. These exams are held at the date, time, and location proposed by the student on their application form and approved by the Department Chair. Students who have completed the maximum study period (14 semesters) are eligible to take these exams.
2) Exams
To evaluate each registered course, at least one midterm exam (vize), one final exam, and one make-up exam are conducted. The course instructor may choose to hold more than one midterm exam. Assessments such as projects, capstone assignments, laboratory work, workshops, and similar activities may substitute for midterm exams.
Students who meet the attendance requirements for the course and are officially registered can participate in the exams scheduled on the announced date, time, and venue. No application is required to attend midterm, final, or make-up exams.
Exams are held in the faculty classrooms under the supervision and monitoring of the course instructor and research assistants from the department.
Exam Rules and Conduct:
  1. Prohibited Items: Course materials (textbooks, notes, etc.) and electronic devices (mobile phones, laptops, tablets, calculators, etc.) are not allowed in the examination rooms.
  2. Arrival Time: Students must be present in the examination room at least 10 minutes before the exam starts on the scheduled date and time.
  3. Exam Start: Exams begin at the announced date and time. Once the exam starts, entry and exit to the examination room are prohibited.
  4. ID Requirement: Students must place their student ID cards on their desks during the exam.
  5. Seating Arrangements: The seating arrangement is determined by the course instructor, and changes may be made if deemed necessary.
  6. Attendance Records: Exam attendance lists printed from the University Information Management System are signed by students, and an exam attendance report is prepared.
  7. Attendance Policy: Students who have not exceeded the maximum absenteeism rate and are unable to attend the exam are not given an absenteeism grade (DZ/NA).
  8. Misconduct: Students disrupting the exam or engaging in cheating or attempts to cheat will be reported by the course instructor or invigilators, and the relevant provisions of the Student Disciplinary Regulations will be applied.
Exam Format:
  • Exam questions prepared by the course instructor may be multiple-choice (test) or classical (written). Exams can be conducted in written, oral, or a combination of written, oral, and/or practical formats.
  • Students' answers to the questions on printed exam papers must be submitted to the course instructor at the end of the exam.
3) Assessment and Evaluation
  • Grading Weights: Unless changed by the course instructor within the first month of the academic semester, the weight of the midterm exam score in the final grade is set at 30%, while the weight of the final/make-up exam score is 70%.
  • Graduation Requirements: To graduate from the undergraduate program, students must pass all registered courses and maintain a cumulative grade point average (GPA) of at least 2.00.
  • Course Passing Criteria: A minimum average score of 55 points (grade DD) is required for students to pass each registered course, calculated based on midterm and final/make-up exam scores.
  • Grading System: The university does not implement a curve grading system.
  • Evaluation Process: Exam papers are graded numerically by the course instructor.
  • Grade Submission: Numerical grades for midterm, final, and make-up exams must be entered into the University Information Management System (UBYS) by the course instructor by the last day for grade entries specified in the academic calendar.
  • Conversion to Letter Grades: At the end of the academic semester, the numerical grades entered into UBYS are averaged, converted to letter grades, and reflected in students’ transcripts.
  • Access to Exam Grades: Students can view their grades through the “Grade Viewing” menu on UBYS.

4) Errors in Grades

Following the exams conducted in the departments of our faculty, students may request a review of their grades in cases such as:
  • Evaluation that does not comply with the announced percentage weight distribution,
  • Errors in grade entries on the exam documents,
  • Faulty questions and/or incorrect answer choices,
  • Exam papers excluded from evaluation.
Appeal Deadlines:
  • First-Level Appeal must be submitted within three working days from the announcement of exam grades.
  • Second-Level Appeal must be submitted within one working day from the decision date of the first-level appeal.
  • Applications submitted before or after these deadlines will not be considered.
First-Level Appeal Process:
  • The documents for the first-level appeal, submitted to the Dean's Office, are forwarded to the relevant department within three working days for evaluation by the course instructor.
  • The outcome of the first-level appeal may itself be appealed.
Second-Level Appeal Process:
  • If the second-level appeal is deemed valid, the Dean appoints a three-member evaluation committee comprised of instructors with expertise and qualifications in the subject.
Grade Correction Procedure:
  • If an error in the announced grade is detected, the correction request is addressed as follows:
    • Within 10 Days After Grade Entry Deadline: Resolved by the Department Chair based on the instructor’s application.
    • After 10 Days: Resolved by the Faculty Administrative Board upon the instructor’s application and the Department Chair’s recommendation.
  • If a missing or incorrect grade is confirmed, the necessary corrections are made.
Resolution Timeline for Appeals:
All grade-related appeals are finalized no later than:
  • The date of the make-up exam for the course, or
  • The course registration period of the following academic semester.
5) Grade Point Average Calculations:
At the end of the academic term, students' academic performance is calculated in the UBYS database and reflected on the transcripts as the Term Weighted Average Grade (YANO) and the Cumulative Grade Point Average (GANO).
The Term Weighted Average Grade (YANO) for any semester is calculated by multiplying the ECTS (European Credit Transfer and Accumulation System) credits of each course the student has enrolled in by the grade coefficient at the end of the term, summing these values, and then dividing the total by the total ECTS credits. The resulting average is displayed with two decimal places. No rounding is done based on the third decimal place.
The Cumulative Grade Point Average (GANO) is calculated by considering all the grades the student has received in their courses. If a student repeats a course, the most recent grade will be considered in the calculation of the cumulative average. All grades are included in the student's transcript.
An example of the formula used to calculate the effect of grades on the Term Weighted Average Grade (YANO) is shown in the table below: (The table would be included here to illustrate the specific calculation).
 
Semester Weighted Grade Point Average (GPA) Calculation Example
Course Code Course Name Letter
Grade		 Grade Coefficient   ECTS    Earned Points ECTS
210001012004 Ottoman Paleography I CC 3.0 X 4 = 12 4
210001092004 Turkish History of Central Asia I DC 2.5 X 3 = 7,5 3
210001152010 Turkish Language I DD 2.0 X 2 = 4 2
 
  Total Earned Points:   12 + 7,5 + 4 = 23,5
  Total ECTS:   4 + 3 + 2 = 9
  Semester Weighted Grade Point Average:   23,5 / 9 = 2,61
 
 
Numerical Score Ranges, Letter Grade Ranges, Letter Grade Coefficient Values Table
  Points 100-90 89-85 84-80 79-75 74-65 64-60 59-55 54-50 49-00
  Letter Grade AA THREE BB CB CC DC DD FD FF
  Coefficient 4,00 3,75 3,50 3,25 3,00 2,50 2,00 1,00 0,00
  Explanation Successful Successful Successful Successful Successful Successful Successful Failed Failed
 

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