Document Access Requests | FACULTY OF ARTS & SCIENCE

DOCUMENT ACCESS REQUESTS

INTRODUCTION

This article aims to inform our internal and external stakeholders about requests for access to documents related to educational processes and the associated procedural steps, in accordance with Article 5 of Law No. 4982 on the Right to Information. The information shared with the public in this article by our unit cannot be the subject of information requests, as per Article 8 of the same law. To contribute to the article, which has been prepared by our site editor in accordance with relevant regulations and includes detailed explanations, you may send your opinions and suggestions via email to mmcatal

ibu.edu.tr

E-DOCUMENT ACCESS VIA UBYS

The document access requests of students currently enrolled in our faculty’s undergraduate programs are processed online through the University Information Management System (UBYS) database.
Document requests submitted to our unit via UBYS are approved during official working days and hours.
Once approved with the secure electronic signature of the authorized unit personnel, the document holds official status in accordance with Article 5 of Law No. 5070 on Electronic Signatures, which states: “A secure electronic signature has the same legal effect as a handwritten signature.” Therefore, the document is valid across all institutions and organizations with private, foundation, or public legal entities.
If you are informed that a document signed with a secure electronic signature via the UBYS portal or generated with a barcode through the e-Government Gateway is not acceptable, please verbally or in writing inform the responsible authority of the relevant unit about the binding nature and mandatory application of Article 5 of Law No. 5070 on Electronic Signatures.
The authenticity and validity of the document can be verified by the relevant units through the barcode/verification code included in the document.
The document, generated in a standard digital format by the system, can be requested in either Turkish or English.
Within a single academic semester, a maximum of four documents of the same type and language may be requested.
It is the student's responsibility to print the electronically signed document and submit it to the relevant unit either physically or electronically.
Student and transcript documents can also be obtained via the e-Government application.
Apart from the document types that cannot be accessed through UBYS or other web-based data platforms of our institution, physically signed and sealed paper documents are not provided.
To request an e-document, follow these steps: UBYS / STUDENT SYSTEM / Student Information Screen / Document Request / Select Document Type / Select Language / Submit Document Request
To view, download, or print your electronically signed e-document, follow these steps: UBYS / STUDENT SYSTEM / Student Information Screen / Document Request / Requested Documents / View - Download – Print

STUDENT IDENTITY CARD

The student identity card is a type of document that certifies the individual's enrollment as a registered student at our university.
Within the campus premises, the student ID card is required for: Entry into various areas, security checks, access to exam halls, use of institutional library/documentation services, participation in social and cultural activities, document and application processes. Additionally, the card can be used for meal payments at the university cafeteria by transferring funds through designated top-up centers or linked bank accounts.
Regardless of course registration status for the active academic semester, every newly enrolled student in our faculty’s programs is provided with a student ID card free of charge within the first two weeks of the academic term.
As per the institutional protocol, the printing of the card is handled by Halkbank. During the card delivery process, the student (or a notarized proxy) must be present, submit a photocopy of their national ID/citizenship card to the officer, and complete the application form.
In case of loss, the student must report the incident to security units and the relevant bank. For reissuance, an application must be submitted to the BAİBÜ Directorate of Student Affairs.

STUDENT CERTIFICATE

The student certificate is a document that enables students who have registered for courses in the active academic semester to benefit from privileged student rights.
It contains detailed information regarding the student's academic status and may be required for applications to various institutions and organizations. As an official document, it is used for applications related to: student exchange programs, undergraduate transfers, credit/grade transfers, scholarships, student loans, dormitories, discounted transportation cards, other academic and administrative procedures both within and outside the institution
This document can be requested via the University Information Management System (UBYS) by students who have registered for courses in the active academic semester or generated through the e-Government Gateway.
The validity period of the certificate is limited to one academic semester.
Requested certificates are approved by the Faculty Secretary within one business day.
Physically signed and sealed documents are not issued.
Students who have not registered for courses in the active academic semester cannot request this document. Additionally, it is not issued to graduates, students who have withdrawn or been dismissed, or individuals who have never been enrolled in our unit.

TRANSCRIPT DOCUMENT

The transcript document is a record that displays the courses a student has registered for, their grades, credits, and cumulative grade point averages (GPA) on a semester basis throughout their studies at our faculty.
It contains detailed information regarding the student's academic performance in their registered courses.
As an official document, it may be required for applications to various institutions and organizations. It is commonly used in both internal and external applications, including: student exchange programs, undergraduate transfers, credit/grade transfers; scholarships, student loans, dormitories, discounted transportation cards.
Other academic and administrative procedures
This document can be requested via the University Information Management System (UBYS) by students, regardless of their course registration status for the active academic semester, or it can be generated through the e-Government Gateway.
For students currently enrolled, the validity period of the transcript is limited to one academic semester.
Requested transcripts are approved by the Faculty Secretary within one business day.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our unit cannot request this document.
Graduates, withdrawn, or dismissed students from our faculty should submit their transcript requests to the BAİBÜ Directorate of Student Affairs, which is the responsible and authorized unit for such applications

STUDENT DISCIPLINARY RECORD

The Student Disciplinary Record is a document that indicates the student's disciplinary status throughout their education at our faculty.
It contains detailed information regarding any disciplinary actions taken against the student.
As an official document, it may be required for applications to various institutions and organizations. It is commonly used in both internal and external applications, including: student exchange programs, undergraduate transfers, credit/grade transfers; scholarships, student loans, dormitories, discounted transportation cards.
This document can be requested via the University Information Management System (UBYS) by students, regardless of their course registration status for the active academic semester.
Requested documents are approved by the Faculty Secretary within one business day.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our unit cannot request this document.
Graduates, withdrawn, or dismissed students from our faculty should submit their disciplinary record requests to the BAİBÜ Directorate of Student Affairs, which is the responsible and authorized unit for such applications.

COURSE CONTENT DOCUMENT & CURRICULUM PLAN DOCUMENT

The Course Content Document provides detailed information on the content of all courses offered within the curricula of our faculty’s programs.
The Curriculum Plan Document outlines the courses that students enrolled in our faculty’s programs are required to follow throughout their academic studies.
Both documents contain comprehensive details regarding all courses in the curriculum.
As official documents, they may be required for applications to various institutions and organizations, including: student exchange programs, undergraduate transfers, credit/grade transfers, other academic and administrative procedures.
The Course Content Document can be requested via the University Information Management System (UBYS), regardless of the student's course registration status for the active academic semester, or it can be downloaded as an electronically signed document from our website.
Requested documents are approved by the Faculty Secretary within one business day.
Graduates, withdrawn, or dismissed students from our programs can access these documents via the links below:
🔗 Curriculum Plans & Course Catalogs
🔗 UBYS Course Information
Ensure that the course content or curriculum plan you access matches the course code, name, and credit hours on your transcript.
If you cannot find the relevant course content or curriculum plan, please contact the relevant Department Chair.
For courses you have successfully completed or been exempted from, it is sufficient to print the curriculum plan of your registered program.
It is not recommended to print course contents from curricula that do not apply to your program for courses you have not registered for, failed, or been marked absent in.
It is the individual’s responsibility to print the electronically signed document and submit it physically or electronically to the relevant institution or organization.
Requests for document approval from individuals who have never studied in our faculty will not be processed.

NO OBJECTION CERTIFICATE FOR UNDERGRADUATE TRANSFER

The No Objection Certificate for Undergraduate Transfer is a document that confirms there are no obstacles preventing a student enrolled in our faculty’s programs from transferring to another institution under undergraduate transfer regulations.
It contains detailed information stating that the student has no restrictions preventing their undergraduate transfer.
As an official document, it may be required for applications to various institutions and organizations. It is specifically used for undergraduate transfer applications to other higher education institutions.
This document can be requested via the University Information Management System (UBYS) by students, regardless of their course registration status for the active academic semester.
Request Process: UBYS / STUDENT SYSTEM / Student Information Screen / Other / Initiate No Objection for Undergraduate Transfer Process
The requested document is reviewed and approved within one business day by: Faculty Student Affairs Coordinator, Directorate of Student Affairs, Directorate of Health, Culture, and Sports, Directorate of Library and Documentation, Faculty Secretary
Applications from students who have outstanding financial, economic, or legal obligations to the university will not be approved. This includes: ınpaid tuition fees, unreturned books, documents, or materials borrowed from the university.
Physically signed and sealed documents are not issued.
Requests from individuals who have never studied in our faculty will not be processed.

CERTIFICATE OF NON -TRANSFER VIA CENTRAL PLACEMENT SCORE

The Certificate of Non-Transfer via Central Placement Score is a document that confirms a student enrolled in our faculty’s programs has not benefited from undergraduate transfer under Additional Article 1 during their studies.
It contains information regarding the student's registration status at our institution.
As an official document, it may be required for applications to various higher education institutions or organizations. It is specifically used in undergraduate transfer applications based on central placement scores to other higher education institutions.
The information confirming this status can be found in: The “Admission Type” field on the Student Certificate and the “Registration Type” section on the Transcript Document.
Students can request this document via UBYS by selecting either the Student Certificate or Transcript Document.
Requested documents are approved by the Faculty Secretary within one business day.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our faculty cannot request this document.

PREPARATORY-CLASS ACHIVEMENT CERTIFICATE

The Preparatory Class Achievement Certificate is a document that certifies the overall success status of a student enrolled in our faculty’s programs that offer education partially or entirely in a foreign language, based on their compulsory English preparatory class education at our university’s School of Foreign Languages.
It contains detailed information regarding the student's overall performance in the preparatory class.
As an official document, it may be required for applications to various institutions and organizations. It is commonly used for: student exchange programs, undergraduate transfer applications, credit/grade transfers, scholarship applications, other academic and administrative procedures.
This document can be requested via UBYS, regardless of the student's course registration status for the active academic semester.
Requested documents are approved by the Secretary of BAİBÜ School of Foreign Languages within one business day.
Physically signed and sealed documents are not issued.
Students who have not studied in our faculty or who are enrolled in programs that do not require compulsory English preparatory class education cannot request this document.
Graduates, withdrawn, or dismissed students from our faculty should submit their requests to the BAİBÜ Directorate of Student Affairs, which is the responsible and authorized unit for such applications.

PREPARATORY CLASS TRANSCRIPT

The Preparatory Class Transcript is a document that displays the courses and grades of a student enrolled in our faculty’s programs that offer education partially or entirely in a foreign language, based on their compulsory English preparatory class education at our university’s School of Foreign Languages.
It contains detailed information regarding the courses and academic performance of the student during their preparatory class education.
As an official document, it may be required for applications to various institutions and organizations. It is commonly used for: student exchange programs, undergraduate transfer applications, credit/grade transfers, scholarship applications, other academic and administrative procedures.
This document can be requested via UBYS, regardless of the student's course registration status for the active academic semester.
Requested documents are approved by the Secretary of BAİBÜ School of Foreign Languages within one business day.
Physically signed and sealed documents are not issued.
Students who have not studied in our faculty or who are enrolled in programs that do not require compulsory English preparatory class education cannot request this document.
Graduates, withdrawn, or dismissed students from our faculty should submit their requests to the BAİBÜ Directorate of Student Affairs, which is the responsible and authorized unit for such applications.

MILITARY STATUS CERTIFICATE

The Military Status Certificate is a document that indicates the military service status or relationship of male students enrolled in our faculty.
It contains detailed information regarding the student's enrollment periods during their academic studies.
As an official document, it may be required for applications to various institutions and organizations. It is specifically used for military deferment applications for male students who receive a military draft notice.
Military Deferment Process: The BAİBÜ Directorate of Student Affairs is responsible for handling the military deferment procedures for male students enrolled in associate, undergraduate, and graduate programs at our university. Students are not required to submit an additional notification for deferment.
This document can be requested via UBYS, regardless of the student's course registration status for the active academic semester.
Requested documents are approved by the Faculty Secretary within one business day.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our faculty cannot request this document.

COURSE ENROLLMENT APPROVAL REPORT

The Course Enrollment Approval Report is a document that provides an approved list of courses a student has registered for in the active academic semester.
It contains detailed information on the verified enrollment of courses on a semester basis.
As an official document, it may be required for applications to various institutions and organizations, including: student loan applications, private organization scholarships, dormitory applications and review processes
This document is not yet available with a secure electronic signature.
Students who have registered for courses in the active academic semester can view it via UBYS:
UBYS / STUDENT SYSTEM / Student Information Screen / Other / Enrollment Approval Report.
Printing the document, obtaining the wet-ink signatures of the academic advisor and the faculty secretary, and submitting it physically or electronically to the relevant institution is the student's responsibility.

COURSE SCHEDULE CERTIFICATE & EXAM SCHEDULE CERTIFICATE

The Course Schedule Certificate provides a semester-based timetable for all courses offered within the faculty’s relevant program during the active academic semester.
The Exam Schedule Certificate displays the timetable of exams scheduled for the active academic semester within the faculty’s relevant program.
These documents contain detailed information, including: The department, academic year, and semester of the courses/exams, The date, time, and duration of courses/exams, course/exam codes and namesi the responsible instructor the designated exam hall/classroom.
As official documents, they may be required for various applications, including: student loan applications, private organization scholarships, dormitory applications and review processes.
These documents are not yet available with a secure electronic signature via the UBYS portal.
Students and relevant institutions can view and verify these documents via the faculty’s website:
🔗 www.fef.ibu.edu.tr / Student Information Portal / Course Schedule / Exam Schedule.
Printing the document, obtaining the wet-ink signatures of the academic advisor and the faculty secretary, and submitting it physically or electronically to the relevant institution is the student’s responsibility.

DISENROLLMENT CERTIFICATE

The Disenrollment Certificate is a document that confirms there are no obstacles preventing a student, who wishes to withdraw from our faculty voluntarily, from leaving the institution.
It contains information verifying that the student has no restrictions preventing their disenrollment from our institution.
As an official document, it may be required for applications to various institutions and organizations. It is specifically used for disenrollment applications from our institution.
This document can be requested via UBYS, regardless of the student's course registration status for the active academic semester.
The requested document is reviewed and approved within one business day by: Faculty Student Affairs Coordinator, Directorate of Student Affairs, Directorate of Health, Culture, and Sports, Directorate of Library and Documentation, Faculty Secretary.
Applications from students who have outstanding financial, economic, or legal obligations to the university will not be approved. This includes: unpaid tuition fees, unreturned books, documents, or materials borrowed from the university.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our faculty cannot request this document.

GRADUATION (DIPLOMA) CERTIFICATE

The Graduation (Diploma) Certificate is a document that certifies a student has successfully completed the curriculum of our undergraduate programs and is eligible for graduation.
It contains detailed information regarding the student’s graduation status.
As an official document, it may be required for various applications to institutions and organizations.
To qualify for the Graduation Certificate, students must meet the following academic requirements:
Successfully completing a minimum of 30/32 ECTS per semester in the undergraduate curriculum. (In curricula that include the Career Planning course, the total ECTS for the first semester must be 32.),
Achieving a total of 240/242 ECTS across eight semesters and maintaining a minimum cumulative GPA of 2.00,
If enrolled, successfully completing all courses within the Pedagogical Formation Program.
Students should verify their eligibility for graduation via the UBYS transcript application and consult their advisor if any issues arise.
Students must ensure that:
All mandatory and elective courses have been completed.
No failing or incomplete grades exist for any course.
The ECTS total of elective courses within a semester aligns with the required elective pool for that semester.
The total ECTS for each semester meets the 30/32 ECTS requirement (32 ECTS for curricula including Career Planning).
The cumulative ECTS for all eight semesters reaches 240/242 (242 ECTS for curricula including Career Planning).
The cumulative GPA (CGPA) is at least 2.00.
All courses in the optional Pedagogical Formation Program (if applicable) have been successfully completed.
Excess ECTS from one semester cannot be used to compensate for a shortfall in another semester. (For example, if a student completes 40 ECTS in the fifth semester, the extra 10 ECTS cannot be used to cover a 10 ECTS shortfall in the seventh semester.) Students who fail to meet these criteria will not be listed in the graduate candidate list in UBYS.
The approval and finalization of the graduation process is conducted by our faculty. At the end of each academic term, after all exam sessions (finals, make-up exams, single/double course exams, maximum study duration exams) are completed, a list of graduate candidates is generated from the UBYS database.
The Faculty Administrative Board finalizes the graduation list.
The list is forwarded to the BAİBÜ Directorate of Student Affairs within three weeks.
The BAİBÜ Directorate of Student Affairs oversees the printing, digital approval (secure electronic signature), and distribution of the certificate and initiates the student departure procedures.
The graduation approval process involves representatives from the Faculty, Student Affairs Directorate, Health, Culture & Sports Directorate, and Library & Documentation Directorate.
The UBYS system automatically sends a notification to the student’s institutional email address and updates the status in UBYS: UBYS / STUDENT SYSTEM / Student Information Screen / Other / History Information.
The Graduation Certificate is approved by the Student Affairs Director, Faculty Dean, and University Rector.
Graduation will not be approved for students with outstanding financial or legal obligations (e.g., unpaid tuition, unreturned library books, or borrowed materials).
Once all student exit procedures are completed, the university officially terminates the student’s registration, and the graduation date is recorded in UBYS.
The UBYS system automatically transmits graduation data to the YÖKSİS database and subsequently to the e-Government (e-Devlet) portal, where students can verify, generate, and use their digital graduation certificate.
The Diploma and Diploma Supplement are issued free of charge within one month of the graduation date.
No additional student action is required before or after diploma issuance.To collect the diploma, the student or their notarized proxy must visit the BAİBÜ Directorate of Student Affairs with their national ID/citizenship card.

SPECIAL DOCUMENT REQUEST APPLICATION

This is the application method used for requesting official documents that cannot be obtained via UBYS or other web-based data platforms of our institution.
It contains special explanations related to a student's academic processes within our faculty.
As an official document, it may be required for applications to various institutions and organizations.
The application form can be accessed via the faculty’s website: 🔗 www.fef.ibu.edu.tr / FORMS / Student Application Forms / Special Document Request Form
Fill out the form digitally on a computer.
Print the completed form and prepare any necessary attachments (if applicable).
Obtain the required signatures for approval.
Submit the form to the Records Office for processing.
If the requested academic status or information is verified, an official institutional letter addressed to the relevant authority (“To Whom It May Concern”) will be prepared.
The document will be digitally signed with a secure electronic signature and sent to the student’s email address.
Physically signed and sealed documents are not issued.
Individuals who have not studied in our faculty cannot request this document.
Graduates, withdrawn, or dismissed students must submit their document requests to the BAİBÜ Directorate of Student Affairs, which is the responsible and authorized unit for such applications..