Access Requests for Documents | FACULTY OF ARTS & SCIENCE

ENTRANCE

This article aims to inform our internal/external stakeholders regarding their requests for access to documents and transaction processes within the scope of issues related to education and training processes, in accordance with Article 5 of the Right to Information Law No. 4982. It aims to inform in accordance with the article. The information in this article, which our unit shared with the public, is in accordance with Article 8 of the same Law. It cannot be the subject of applications for information in accordance with the article. In order to contribute to the article prepared by our site editor in line with the relevant legislation and containing detailed explanations, you can send your comments and suggestions to mmcatal ibu.edu.tr by e-mail.

ACCESS TO UBYS E-DOCUMENT

The requests of the students who continue their education in the undergraduate programs of our faculty to access the documents are met online through the University Information Management System [UBYS] database.
Document requests submitted to our unit through UBYS are approved within official working days and hours.
After being approved with the secure electronic signature of the unit official, 5 of the Electronic Signature Law No. 5070. In accordance with the provision of "Secure electronic signature has the same legal result as a handwritten signature" in its article, the document, which is an official document, is valid in all institutions/organizations with private/foundation/public legal personality.
If you are told that your document signed with a secure electronic signature from the UBYS portal or produced with a barcode from the e-government portal cannot be accepted, you can comply with Article 5 of the Electronic Signature Law No. 5070. Inform the official of the relevant unit verbally or in writing of the obligation of the binding/implementation of the article.
Its accuracy/validity can be questioned by the relevant units through the barcode/verification code contained in the document.
The document created by the system in its digital format in standard format can be requested in Turkish or English.
A maximum of 4 documents of the same type and language can be requested in an academic semester.
It is the student's responsibility to print out the e-signed document and transmit it to the relevant unit physically or electronically.
Student and transcript documents can also be obtained from the e-government application.
Except for the types of documents that cannot be accessed from UBYS or other web-based data platforms of our institution, wet-signed and sealed physical documents are not provided.
Follow the steps below to create your e-document request. UBYS / STUDENT SYSTEM / Student Information Screen / Document Request / Document Type-Select / Language-Select / Request Document
Follow the steps below to view/download/print out your electronically signed e-document. UBYS / STUDENT SYSTEM / Student Information Screen / Document Request / Requested Documents / View-Download-Print

STUDENT ID CARD

Student ID card; It is the type of document showing that the person concerned is a registered student of our university.
The student ID card, which is checked at the entrances to the areas within the boundaries of the campus campus, public order controls, entrances to the exam halls, library/documentation and social/cultural activity services offered by our institution, document/application procedures, is also used in the student cafeteria of our university by transferring money to the filling centers/bank account.
It is given free of charge to every student newly enrolled in the programs of our faculty, regardless of the course registration status in the active education semester, within the first two weeks of the academic year.
In accordance with the corporate protocol, it is obligatory for the student or his notarized representative to be present during the delivery process of the card, which is issued by Halkbank, to give a photocopy of the identity card/citizenship identity card to the officer, and to fill out the application form.
In case of loss of the card, it is necessary to notify the public order units/relevant bank and apply to the BAIBU Student Affairs Department for reissue.

STUDENT CERTIFICATE

Student certificate; It is a type of document that allows the student who registers for courses during the active education semester to benefit from privileged student rights.
It contains detailed information about the student's education status.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, scholarship, loan, dormitory, discounted transportation card, etc., inside / outside the institution.
This document is requested by the student who has registered for courses during the active education semester via UBYS or produced through the e-government portal.
The validity period is limited to one academic semester.
Requested document; It is approved by the Faculty Secretary within one working day.
Physical documents with wet signatures/seals are not issued.
Students who do not register for courses during the active education semester cannot make a request. It is not given to students in this situation, graduates, leavers, expulsions or people who have not studied in our unit.

TRANSCRIPT

Transcript document; It is a type of document that shows the courses, grades, credits and weighted grade point averages of the student on a semester basis during his education in our faculty.
It contains information about the success of the student in the courses in which the student is enrolled.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, scholarship, loan, dormitory, discounted transportation card, etc., inside / outside the institution.
This document is requested by the student via UBYS or produced through the e-government portal, regardless of the course registration status during the active education period.
For students who continue their education, the validity period is limited to one academic semester.
Requested document; It is approved by the Faculty Secretary within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.
The responsible and authorized unit where people who have graduated, left or been dismissed from the programs of our faculty will apply for document requests is the BAIBU Student Affairs Department.

STUDENT DISCIPLINE CERTIFICATE

Student disciplinary certificate; It is a type of document that shows the disciplinary status of the student during his education in our faculty.
It contains detailed information about the student's disciplinary action status.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, scholarship, loan, dormitory, etc., inside / outside the institution.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Faculty Secretary within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.
The responsible and authorized unit where people who have graduated, left or been dismissed from the programs of our faculty will apply for document requests is the BAIBU Student Affairs Department.

COURSE CONTENTS and
CURRICULUM DOCUMENT

Course contents document; It is the type of document that contains data on the content of all courses within the framework of the curriculum taught in the programs of our faculty.
Curriculum document; It is the type of document that contains the data on the courses in the roadmap to be followed by the students enrolled in the programs of our faculty during their education period.
It contains detailed information about all the courses in the curriculum.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, etc., inside / outside the institution.
The course content document is requested via UBYS or downloaded from our website with an electronic signature, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Faculty Secretary within one working day.
It is accessed by people who have graduated, left or been removed from our programs from the links below.
https://fef.ibu.edu.tr/tr/page/ogretim-planlari-mufredat-ders-kataloglari-icerik/16764
https://ubys.ibu.edu.tr/AIS/OutcomeBasedLearning/Home/Index?culture=tr-T R
Make sure that the course content or curriculum you access is compatible with the course code, name, and credit on your transcript.
If there is a course content or curriculum that you cannot access, please contact/get in touch with the relevant Department Chair.
It will be sufficient to print out the content of the courses you have been successful and exempted from, and the curriculum you are affiliated with. It is recommended not to print out the contents of other courses that you are not enrolled in, failed or absent, and different teaching plans that you are not affiliated with.
It is the person's obligation to take the transcript of the electronically signed document and to transmit it to the relevant institution/organization physically or electronically.
Document transcripts of people who have not studied in our unit are not approved.

CERTIFICATE THAT THERE IS NO HARM IN MAKING A LATERAL TRANSFER

There is no harm in making a lateral transfer; It is a type of document that shows that the student enrolled in the programs of our faculty does not have an obstacle to leave our institution within the scope of horizontal transfer.
It contains information that there is no obstacle for the student to transfer.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in the process of lateral transfer applications to other higher education institutions.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester. (UMYS / STUDENT SYSTEM / Student Information Screen / Other / Start the Process of No Obstacle in Horizontal Transfer)
Requested document; It is approved by the Faculty Student Affairs Coordinator, the Student Affairs Department, the Health, Culture and Sports Department, the Library and Documentation Department and the Faculty Secretary within one working day.
Applications of students who have not met their financial, economic, financial and legal obligations to our institution are not approved. (Those who owe tuition fees, those who do not return the books/documents/materials borrowed from our institution, etc.)
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.
Document transcripts of people who have not studied in our unit are not approved.

DOCUMENT SHOWING THAT HE/SHE HAS NOT MADE A LATERAL TRANSFER WITH THE CENTRAL PLACEMENT SCORE

A document showing that he/she has not transferred with a central placement score; It is the type of document in which the statement that the student enrolled in the programs of our faculty does not benefit from the transfer application with Additional Article 1 during his education is shown.
It contains information about the student's registration status in our institution.
It can be requested in the application process to be made by the student to the relevant higher education institution or organization, it has the quality of an official document. It is used in the process of lateral transfer applications to other higher education institutions with a central placement score.
The statement that meets this document is included in the "Form of Arrival" field in the student certificate and in the "Form of Registration" section in the transcript document. It is requested through UBYS in the form of a student or transcript document.
Requested document; It is approved by the Faculty Secretary within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.

PREPARATORY CLASS CERTIFICATE OF ACHIEVEMENT

Preparatory class certificate of achievement; It is a type of document that shows the general success status of the student enrolled in the programs of our faculty, which provides education in a foreign language completely or partially, in the compulsory English preparatory class education received from the School of Foreign Languages of our university.
It contains information about the general success status in the preparatory class.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, scholarship, etc., inside / outside the institution.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Secretary of the BAIBU School of Foreign Languages within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit and by students enrolled in our programs that do not have compulsory English preparatory class education.
The responsible and authorized unit where people who have graduated, left or been dismissed from the programs of our faculty will apply for document requests is the BAIBU Student Affairs Department.

FOREIGN LANGUAGES GRADE STATUS DOCUMENT

Foreign languages grade status document; It is the type of document that shows the courses and grades of the student enrolled in the programs of our faculty, which provides education in a foreign language completely or partially, during the compulsory English preparatory class education received from the School of Foreign Languages of our university.
It contains detailed information about the student's courses in the preparatory class.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application procedures such as student exchange, horizontal/vertical transfer program, credit/grade transfer, scholarship, etc., inside / outside the institution.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Secretary of the BAIBU School of Foreign Languages within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit and by students enrolled in our programs that do not have compulsory English preparatory class education.
The responsible and authorized unit where people who have graduated, left or been dismissed from the programs of our faculty will apply for document requests is the BAIBU Student Affairs Department.

MILITARY CERTIFICATE

Military service certificate; It is a type of document that shows the status/bond of male students enrolled in our faculty regarding military service.
It contains detailed information about the time spent by the student in the education process at our faculty.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in the application procedures of male students who receive a military service attendance call, such as postponement, etc.
The postponement of military service of male students studying in associate, undergraduate and graduate programs of our university is carried out by the BAIBU Student Affairs Department. The student does not need to make a separate notification.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Faculty Secretary within one working day.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.

COURSE REGISTRATION LIST APPROVAL REPORT DOCUMENT

Course registration approval report; It is a type of document that shows the approved list of the courses in which the student is enrolled in the active education semester.
It contains detailed information about the approved report of the courses registered on a semester basis.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application/examination procedures such as loans, private institution scholarships, dormitories, etc.
This document is not yet available with a secure electronic signature. It is viewed on UBYS by the student who has registered for the course during the active education semester. (UBYS / STUDENT SYSTEM / Student Information Screen / Other / Registration Approval Report)
It is the student's obligation to print out the document, submit it to the wet signature of the advisor and the faculty secretary, and submit it to the relevant unit physically or electronically.

COURSE AND EXAM SCHEDULE DOCUMENT

Curriculum schedule document; It is a type of document that shows the semester schedule of all the courses taught in the relevant program of our faculty during the active education semester.
Exam schedule document; It is a type of document that shows the schedule of the exams to be held in the relevant program of our faculty during the active education semester.
It contains detailed information about the unit, year, semester, day, hour, duration, code, name, responsible, hall of the courses taught on a semester basis and the exams to be held.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in application/examination procedures such as loans, private institution scholarships, dormitories, etc.
This document cannot yet be obtained from the UBYS portal with a secure electronic signature. It is viewed and verified by those interested on the website of our faculty. (www.fef.ibu.edu.tr / STUDENT INFORMATION PORTAL / Course Schedule / Exam Schedule Schedule)
It is the student's obligation to print out the document, submit it to the wet signature of the advisor and the faculty secretary, and submit it to the relevant unit physically or electronically.

CERTIFICATE OF DISMISSAL

Certificate of dismissal; It is a type of document that shows that the student who wants to cancel his registration from the programs of our faculty voluntarily does not have an obstacle to leave our institution.
It contains information that there is no obstacle to the dismissal of the student from our institution.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document. It is used in the process of applying for dismissal from our institution.
This document is requested by the student through UBYS, regardless of the course registration status during the active education semester.
Requested document; It is approved by the Faculty Student Affairs Coordinator, the Student Affairs Department, the Health, Culture and Sports Department, the Library and Documentation Department and the Faculty Secretary within one working day.
Applications of students who have not met their financial, economic, financial and legal obligations to our institution are not approved. (Those who owe tuition fees, those who do not return the books/documents/materials borrowed from our institution, etc.)
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.

GRADUATION (DIPLOMA) CERTIFICATE

Graduation (Diploma) certificate; It is the type of document showing that the student who has successfully completed the curriculum of our undergraduate programs is entitled to graduation.
It contains information about the student's graduation.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document.
In order to be entitled to the certificate, certain obligations must be met. These obligations are;

a)The minimum course load taken and successfully completed in each semester of the undergraduate program curriculum is 30 / 32 ECTS (The total ECTS value of the 1st semester courses in the curriculum where the Career Planning course is included is 32),
b) The total of eight semesters of the undergraduate program must reach 240 / 242 ECTS, and the GPA must be 2.00 or above,
c) Taking and successfully completing all courses within the scope of the optional pedagogical formation training program.

The control process regarding the fulfillment of the document qualifications should be carried out by each student with graduation potential through the UBYS transcript application, and the advisor should be contacted in case of problems.

In the transcript control process to be made with reference to the teaching plan to which the student is affiliated;

Completion of compulsory and elective courses,
There are no absenteeism and failure grades in these courses,
The total ECTS of the elective courses in the semester in which the elective course pool is located is equal to the total ECTS value of the elective course pool in that semester,
The total ECTS of the compulsory/elective courses taken and successfully completed in each semester is equal to 30 / *32 ECTS (*The total ECTS value of the 1st semester courses is 32 in the curriculum where the Career Planning course is available),
The total ECTS of all courses in eight semesters has reached 240 / *242 ECTS (*The total ECTS value of the courses taken in all semesters in the curriculum where the Career Planning course is included is 242),
Have a cumulative grade point average (GPA) of at least 2.00,
It should be ensured that all courses within the scope of the optional pedagogical formation training program are taken and successfully completed.

Course(s) taken/completed above 30 ECTS in any semester do not make up for the course load below 30 ECTS in a different semester. (For example; 10 ECTS, which is the excess of 40 ECTS taken and completed in the fifth semester, does not make up for the deficiency of 10 ECTS in the seventh semester, where 20 ECTS are available.) Students in this situation are not included in the list of graduate candidates obtained through UBYS.
The processes regarding the identification, listing, proposal and finalization of the students who are entitled to receive the certificate are carried out by our faculty. At the end of each exam activity (final, make-up, odd-even, maximum final exam) held at the end of the active education semester, the list of graduate candidates taken from the UBYS database is finalized by the decision of the Board of Directors of the Faculty of Arts and Sciences and forwarded to the BAIBU Student Affairs Department within three weeks at the latest.
The processes regarding the issuance, printing, approval with secure electronic signature, delivery of the document and initiation of the student's departure procedures are carried out by the BAIBU Student Affairs Department.
Evaluation and e-approval process for departure procedures; It is carried out by the representatives of our faculty and the staff of the BAIBU Student Affairs, Health, Culture and Sports, Library and Documentation Department. The system message for this process, which is carried out through UBYS, is sent to the student's corporate e-mail address. In addition, it can be monitored from the student's UBYS application. (UMYS / STUDENT SYSTEM / Student Information Screen / Other / History Information)
This document; It is approved by the Head of the Registrar's Office, the Dean of the Faculty, and the Rector of the University.
The departure of the student who has not met his financial and legal obligations to our institution is not approved. (Those who owe tuition fees, those who do not return the books/documents/materials borrowed from our institution, etc.)
Students who do not have any problems in the departure process are dismissed from our university, the graduation date is defined in UBYS, this data is transferred to the YÖKSİS database via UBYS, respectively, and then to the e-government application. Thus, the graduation certificate can be queried/produced/usable from e-government.
The diploma and its supplement are given free of charge within one month at the latest starting from the date of graduation. The student does not need to take any action during the above-mentioned process and before or after the document submission. In its presentation; It is sufficient for the student or his notarized representative to be present at the BAIBU Registrar's Office unit and to declare the identity card/citizenship identity card.

DOCUMENTS THAT CANNOT BE ACCESSED FROM OUR DATABASES

It is the application method applied in official document requests that cannot be met from UBYS or other web-based data platforms of our institution.
It contains a special explanation about the student's learning processes in our faculty.
It may be requested in the application process to be made by the student to the relevant institution or organization, it is an official document.
The application form is displayed on the website of our faculty. (www.fef.ibu.edu.tr / FORMS / Student Application Forms / Document Request Application Form)
It is the responsibility of the relevant student to fill out the application form on the computer, print it out, provide the attachments (if any), complete the signature phase and submit it to the document registration unit.
If the suitability of the specific education status requested to be specified is verified, the institutional letter containing the text containing the relevant explanation is addressed to the "Relevant Authority", signed with a secure electronic signature, and sent to the student's e-mail address.
Physical documents with wet signatures/seals are not issued.
It cannot be requested by people who have not studied in our unit.
The responsible and authorized unit where people who have graduated, left or been dismissed from the programs of our faculty will apply for document requests is the BAIBU Student Affairs Department.