Academic Services

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About:

The Academic Services department (AS) at BUE;

Supports the University strategic plan for providing best and high quality administrative support that is efficient, flexible, accessible and responsive to all relevant stakeholders.
Is the central focus for academic administration in the University.
Plays an important role in the development, interpretation and application of regulations and other rules, procedures and guidelines.
Supports students’ academic lifecycle, from enrolment to graduation.

Our Vision
Our Mission
Our Values
Our Stakeholders
Student's Services
How to reach us

Our Vision:

To be recognised as a major contributor towards institutional success, occupying a distinguished position among other administrative departments in different universities, by assuring the implementation of the Egyptian and UK higher education quality assurance and standards.

Our Mission:

To monitor, evaluate and develop the implementation of robust quality frameworks, regulations systems, policies and procedures at all levels, sectors and areas at BUE which are aligned with the UK quality assurance and standards. Also adhering to the national quality and accreditation requirements and standards, and providing adequate support to students and staff on regulatory and procedural matters.

Our Values:

Providing high quality student-centered service that contributes in enhancing students’ retention, success and progression.

Following collaborative approach while working with stakeholders across the university and other educational partner institutions.

Directing our efforts towards continuous improvement.

Assuring equity, fair treatment and consistency for all students.

Our Stakeholders:

Internal:

University students

Colleagues, both academic and administrative staff

Faculties

Administrative departments.

The office of the University Registrar and Chief Operating Officer

The Student HUB

External

UK Validating universities

The Egyptian Ministry of Higher Education

The Egyptian Supreme Council of Universities

UK Quality Assurance Agency (QAA)

National Authority for Quality Assurance and Accreditation of Education (NAQAAE)

Student’s Services:

Advising students on the University regulations and relevant procedures and answering their queries on relevant matters.

Working on students’ complaints following the agreed procedures.

Maintaining the students’ handbook and academic calendar.

Maintaining the students’ records system (SRS)

Scheduling the end of semester exams and overseeing the examination process following the agreed protocol

Publishing official results and awards to students.

Issuing degree certificates, transcripts and other academic statements.

Coordinating any students’ academic matters with faculties.

How to reach us:

The office is located in building E, at the ground floor

You can also reach us by sending to the following email addresses:

General inquiries: AS@bue.edu.eg

Complaints and academic claims: AS.Claims@bue.edu.eg

Awards and academic statements: AS.Statements@bue.edu.eg

Registry and Students Records: AS.Registry@bue.edu.eg

UK Partnership: AS.Partnership@bue.edu.eg

Or use the Contact Us section available on our page.

Our Vision: Our Vision:

To be recognised as a major contributor towards institutional success, occupying a distinguished position among other administrative departments in different universities, by assuring the implementation of the Egyptian and UK higher education quality assurance and standards.
Our Mission: Our Mission:

To monitor, evaluate and develop the implementation of robust quality frameworks, regulations systems, policies and procedures at all levels, sectors and areas at BUE which are aligned with the UK quality assurance and standards. Also adhering to the national quality and accreditation requirements and standards, and providing adequate support to students and staff on regulatory and procedural matters.
Our Values: Our Values:

Providing high quality student-centered service that contributes in enhancing students’ retention, success and progression.

Following collaborative approach while working with stakeholders across the university and other educational partner institutions.

Directing our efforts towards continuous improvement.

Assuring equity, fair treatment and consistency for all students.
Our Stakeholders: Our Stakeholders:

Internal:

University students

Colleagues, both academic and administrative staff

Faculties

Administrative departments.

The office of the University Registrar and Chief Operating Officer

The Student HUB

External

UK Validating universities

The Egyptian Ministry of Higher Education

The Egyptian Supreme Council of Universities

UK Quality Assurance Agency (QAA)

National Authority for Quality Assurance and Accreditation of Education (NAQAAE)
Student's Services: Student’s Services:

Advising students on the University regulations and relevant procedures and answering their queries on relevant matters.

Working on students’ complaints following the agreed procedures.

Maintaining the students’ handbook and academic calendar.

Maintaining the students’ records system (SRS)

Scheduling the end of semester exams and overseeing the examination process following the agreed protocol

Publishing official results and awards to students.

Issuing degree certificates, transcripts and other academic statements.

Coordinating any students’ academic matters with faculties.
How to reach us: How to reach us:

The office is located in building E, at the ground floor

You can also reach us by sending to the following email addresses:

General inquiries: AS@bue.edu.eg

Complaints and academic claims: AS.Claims@bue.edu.eg

Awards and academic statements: AS.Statements@bue.edu.eg

Registry and Students Records: AS.Registry@bue.edu.eg

UK Partnership: AS.Partnership@bue.edu.eg

Or use the Contact Us section available on our page.

Approval for Mark Change

Approval Mark Change

Faculty:

Department:

Academic Year:

Semester:

Details of mark change

Student name:

ID:

Programme of study:

Year:

Module Code & Name:

Module Leader:

Assessment:

Nature of mark change:

Reason for mark change:

Supporting evidence:

How did this mark change affect student’s status?

How will a reoccurrence be prevented?

Faculty approval of mark change:

ML Signature:	Date:
HoD Signature:	Date:
SAR Signature:	Date:
Dean’s Signature:	Date:

University approval/processing of mark change:

Forwarded to Registrar Date:
Approved by Registrar	Date:
Mark change confirmed by validating institution (when relevant)	Date:
AS updated the SRS:	Date:
Faculty SAR informed that the mark has been changed on the SRS:	Date:
HoD informed that the mark has been changed on the SRS:	Date:

Incident Report Form

Module Code:	Module Title:
Assessment Weight:	Timing of Incident:
Date of Examination:

Kindly keep a record of any incidents or circumstances that may need to be taken into consideration by the Board of Examiners. All invigilators who are present at the time of the incident should sign the form and may add their own comments.

Description of the Incident & Action Taken:

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Senior Invigilator: —————————————————————-

Invigilator: ————————————————————————- Invigilator: ————————————————————————-

Invigilator: ————————————————————————- Invigilator: ————————————————————————-

Senior Invigilator: —————————————————————-
Invigilator: ————————————————————————- Invigilator: —————————————————————-

Invigilator: ————————————————————————- Invigilator: ————————————————————————-

Plagiarism Reporting Form

Student’s name:

BUE ID number:

Year of study:	o Prep o One o Two o Three o Four o Five

Module title:

Module code:

Assessment title:

*Nature and extent of offence:	(i) (ii) (iii) Limited Moderate Significant

Relevant issues:	e.g. have marks been deducted or not for suspected plagiarised sections

How many offences are on record?

Is the offence major or minor?	Major	Minor

Members of the Academic Misconduct Committee:

Date of AMC:

Penalty to be applied:

Signature of the Chair of the AMC:		Date:

Documents to be kept in Faculty:		Documents to be sent to Q&V:

Examination Protocol

Pre-Examination processes

Exam Officer of each Faculty should receive the exam papers from the Module Leaders by the agreed deadline.
Exam Officer of each Faculty should deliver the exam papers to relevant staff in the UK validating University through Moodle.
UK Validating Partner uploads the feedback via Moodle and inform the Exam Officer
This process should follow the Standard Operating Procedure for sending / receiving exam papers.

Preparing exams schedule

Beginning of week 4: AS to request proposed schedules from exam officers at the beginning of week six.
Beginning of week 5: Exam officers to send AS proposed schedules after consulting student representatives within one week.
Beginning of week 7: AS to upload proposed schedules on the SRS and send the first draft to the faculty exam officers.
Beginning of week 8: Exam officers to send any comments to AS .
Beginning of week 9: AS to work on the received comments and send a second draft to exam officers.
Beginning of week 10: Exam officers to either confirm or send final comments to AS.
Beginning of week 11: AS to work on the final comments, Faculty administrators to send AS any updates regarding barred students.
End of week 11: Exam officers to send their confirmations on the schedule to AS. Any request to make changes to the schedule will be rejected.
End of week 12 (last day of teaching): AS to publish the exams schedule on the SRS.

Examination Period

Exam Officers should start printing the exam scripts the day before the relevant exam day (in presence of the Module Leader)
Exam Officers must assure the confidentiality of the exam scripts and that all printed exam scripts do not leave the Exam Control Room until the exam date.
Exam Officers should expect to receive the exam stationery (answer booklets & invigilation packs) from AS normally the day prior to each exam.
It is the responsibility of the Exam Officer of each Faculty/Department to ensure that the exam stationery is collected once notified and deposited securely in the appropriate Exams Control Room.
Senior invigilators should collect the exam scripts and the exam stationery (answer booklets & seating lists) from their relevant Exam Control Room at least 30 minutes before the published exam time.
Senior invigilator should sign the exam stationery form after they receive the stationery.
Invigilators must present in the Exam Hall 30 minute before the exam time.
Senior Invigilators must deliver the completed exam scripts/Answer Booklets as well as students’ attendance sheet to the respective Faculty Examination Office (FEO) immediately after the exams finish.
Module Leaders must collect the completed exam scripts from their respective FEO.

Notes for invigilators

Each Examination Hall will be allocated one Senior Invigilator and at least one other Invigilator per 20 candidates.
Senior Invigilators take overall responsibility for the conduct of the examination and other Invigilators support the Senior Invigilator in this task
Invigilators should arrive at the examination hall 30 minutes before the start of the examination (This includes ‘on-call’ Invigilators).
Invigilators to distribute exam scripts, answer booklets and other stationery, as appropriate to the examination before the start of the examination.
Invigilators to make sure students are entering the right examination hall as per the seating list sent by AS.
Invigilators to permit students to enter the Examination Hall only when all papers and answer books are distributed (5 – 10 minutes before the start of the examination).
Invigilators to assure that once in the Examination Hall, students are not permitted to communicate with each other.
Invigilators to commence the examination promptly, making all announcements, note the time that the examination commences and end the examination at the appropriate time.
Invigilators to ensure that all regulations and procedures are adhered to and that students are kept under constant supervision.
Invigilators to ensure that students bring to their desks only materials permitted by the examination rubric.
Invigilators to implement emergency evacuation procedures if and when necessary.
Invigilators at the presence of the Dean or the Vice Dean to exclude any student from the examination room who is disrupting the examination. An incident report should be filled and forwarded to the Academic Misconduct Committee.
Invigilators should alert the students at the mid of the examination time and 15 minutes before the end of the examination.
Invigilators to make sure that students are not permitted to speak or leave their examination desks until all scripts are collected and verified correctly.
Invigilators to curtail any activities in the immediate vicinity of the Examination Hall which you consider potentially detrimental to the performance of the students.
Invigilators to verify the identity of students in the Examination Hall by getting them to sign the attendance sheet – ensuring that the name and face match the ID card which should be on their desk.
Invigilators to keep a record of any incidents or circumstances that may need to be taken into consideration by the Board of Examiners.
Invigilators to record on the incident form any cases of misconduct or cheating, stating:

The student’s name and ID Number
A description of the incident
The time at which is occurred
Any action taken
The point during the exam at which it occurred
All invigilators who were present at the time of the incident should be asked to write their names and sign the form and may be invited to add their own comments.
Invigilators should highlight any student reported for Misconduct in the exam seating list, copy of the seating lists should be sent to AS on daily basis.
The incident report forms should be submitted to the Faculty office immediately following the exam.
The Faculty office keeps the original and sends a copy to the Academic Services department.

Invigilators to assure that no student is allowed into the Exam Hall with his/her mobile phone, otherwise this will be considered as major misconduct.
Invigilators to assure that students with outstanding fees: these students are clearly highlighted on the exam seating list and must not be allowed to take any exams until DAS confirms they do not have any outstanding fees.
Invigilators to assure that barred students are not allowed to take any exams: this includes students who were barred either due to their poor attendance or due to a University Disciplinary Committee decision. Students under this category are not included in the seating list and cannot be allowed to take any exams.
Invigilators to clarify ambiguities or errors in exam papers, only where a mistake has clearly been made. Module Leaders will be standing by to answer queries on their papers by telephone should they arise. In this case, the clarification should be announced to all students, including those taking the same exam in a different exam hall.
Module Leaders are not allowed to enter the exam hall.
Invigilators should not answer individual student queries on the content or meaning of an exam question, or in relation to difficulties with English Language.
Invigilators collect all the completed answer books and verify that the number of answers books collected matches the number of attendees.
In case of Invigilator no show, the Senior Invigilator should contact the Exam Officer. The Exam Officer will provide an alternative staff member.

Exam Incident Procedures

The exam incident report must be filled for any student accused by an AMC offence, the report should clearly show the following:

Module Code.
Module Title.
Date of Examination.
Weight of the examination (as specified in the module specs).
Timing of Incident: The Exact Time of Incident is vital as this can help determine the outcome, also if the incident continues over a long period or is repeated, this must be recorded also.
Description of Incident and Action Taken:

Please be specific as you can – carefully and fully describe the incident.
Include the correct name(s) and ID(s) of student(s).
Include the Seat Number(s) of the student(s) involved.
Name any other staff/invigilators involved (so that they can be called as witnesses if necessary)
Attach any evidence (e.g., unauthorised material brought into the Exam room).

All Invigilators who witness the incident must sign the form. All of this information is essential in assisting the Faculty Academic Misconduct Committee in deciding on the incident.
Return the completed form to the Faculty Admin Office IMMEDIATELY after the exam.

Students’ Code of Conduct in Examination Hall

All Students must comply with the regulations below. Failure to do so will be regarded as academic misconduct.

You must find out which seat number you will occupy before you enter the Examination Hall. This information can be found on your personalised timetable. Also lists will be posted thirty minutes before each examination outside the exam venues.
You must not enter the Examination Hall until told you may do so by the Senior Invigilator. You will normally be allowed to enter the hall between five and ten minutes before the start of the examination.
Once inside the Hall you must not speak to any other student.
You must leave all bags, coats, and other personal belongings at the front of the hall. You may only take the things you need for the exam to your seat.
You are not permitted to take your mobile phone into the exam venue. Please leave them in the Lockers located outside each Exam venue. You are expected to comply with this regulation,
If your mobile phone was found with you (even if it is switched off), your exam will be reported as an Academic Misconduct offence which will result awarding a mark of zero in your exam.
The University shall not be liable for any mobile phones or any other personal possessions that are lost at the examination venues.
You are allowed to use only the equipment indicated on the examination paper and you must complete the examination stationery before the examination begins.
You must not take a pencil case or other bag to the desk unless it is made of a transparent material.
All seats will be numbered. You must sit in the seat designated to you, and your University identity card must be clearly visible on your desk.
You will not be allowed to enter the Examination Hall later than thirty minutes after the start of the examination.
You must comply with any instruction made to you by an Invigilator.
You will not be allowed to leave the Examination Hall neither until 45 minutes after the start of the examination, nor during the last fifteen minutes of the examination, except in exceptional circumstances a