Provisions on the Administration of Tongji Undergraduate Student Status
Based on the Provisions on Student Administration at Regular Institutions of Higher Education issued by Order No. 41 of the Ministry of Education of the People's Republic of China, the following provisions are formulated in accordance with the Constitution of Tongji University and the actual practices of the credit system at Tongji University.
â… . Admissions
1. New students enrolled at the University according to national provisions for undergraduate admission must go through registration procedures of the University with the Admission Letter and relevant documents on the specified date. Students should ask the Admissions Office of the Undergraduate School for leave in advance if not available to register on time for special reasons. The leave generally shall not exceed two weeks. Those who do not ask for or fail to be granted leave, or fail to register after leave is granted, will be deemed to have forfeited their admission except for good reasons such as force majeure factors.
2. When registering, new students should go through preliminary examinations of their qualifications conducted by the University, and only eligible students are allowed to complete the enrollment procedures to register their student status. If new students’ actual conditions are found to be inconsistent with their admission notices, student information and other proof materials, or there is any other condition that violates the national provisions for undergraduate admission, their eligibility for admission must be canceled.
The university shall complete the new students’ electronic registrations in accordance with relevant regulations of the education authorities.
3. Within three months after enrollment, the functional departments, including Academic Affairs Office, Admissions Office, Students Affairs Office, and Tongji hospitals, shall work and cooperate with the colleges/schools (departments) to review the following content in accordance with the national provisions for undergraduate admission:
3.1 Whether the admission procedure and process are in compliance with the national provisions for undergraduate admission;
3.2 Whether the qualifications for admission obtained are authentic and comply with relevant regulations;
3.3 Whether the student and his/her identity certificate are consistent with the admission notice and the candidate's file;
3.4 Whether the physical and mental health statuses meet the medical examination requirements for the target specialty or specialty category, and guarantee normal study and life at the University;
3.5 Whether the professional level of students enrolled in specialties of Art, Sports, or etc. meet the admission requirements. During the review, the student status must be canceled if he/she is found of fraud or malpractice and the delinquent behaviors, and identified as being ineligible. If the circumstances are serious, the students must be transferred to the relevant departments for investigation.
4. New students are eligible to retain their eligibility for admission under the circumstances as follows:
4.1 If during the enrollment review a new student is found physically or mentally unsuitable for on-campus study, and diagnosed by a second-class hospital or above designated by the University that he/she needs to recuperate at home, the student is eligible to apply to the University to retain the admission eligibility with approval for one year. The student must go through the departure procedures within two weeks from the date of the approval, and the medical expenses must be borne by the student. Students who do not complete the departure procedures within two weeks will be ineligible for enrollment;
4.2 New students drafted to the Chinese People’s Liberation Army (including Chinese People's Armed Police Forces) before enrollment begins are eligible to apply for retention of admission eligibility until two years after their release from military service. Those who fail to apply for retention are deemed to have waived their admission eligibility;
4.3 New students who have already started their business before enrollment is eligible to apply for retention of admission eligibility. Upon approval, the maximum retention period shall be two years;
Students who retain their admission eligibility do not have the student status. They must submit a written application to the University before the expiration of the retention period. Students who retain the admission qualifications due to physical and mental health reasons should submit proof of recovery issued by a second-class hospital or above, and should also be reexamined by the hospital designated by the University who will then give clear suggestions for the student’s enrollment;
Students who retain the admission eligibility are required to complete the enrollment procedures in accordance with provisions stated in 4.2 & 4.3. Students who have passed the review of the University shall obtain the student status after registration. If students fail to pass the review, their admission eligibility must be canceled. Students who fail to go through admission and registration procedures without any legitimate reasons such as force majeure factors are deemed to have waived their admission eligibility.
â…¡. Academic System and Length of Study
5. The specific rules for the academic system and the length of study are as follows:
5.1 The academic system of undergraduate majors is subject to the major catalogue approved by the Ministry of Education, and will not change with the actual number of years of required schooling;
5.2 The years of suspension and retention of Student Status are included in the length of study;
5.3 The length of study is counted from the beginning of the school year. The maximum length of study for a four-year student must not exceed six academic years. The maximum length of study for a five-year program must not exceed seven academic years. Students who participate in a foreign language intensive training program are eligible to add one more academic year;
5.4 Within the longest length of study, students are eligible to arrange their own learning process according to their professional program plans and under the guidance of their professors or class advisor of the college/school they registered with. Students are allowed to graduate early after completing the required credits, or they can postpone their graduation within the specified maximum length of study but the tuition fees must be paid in accordance with the University regulations.
III. Registration and Leave
6. Students shall complete the registration process in accordance with the University regulations at the start of each semester in the Academic Affairs Office of the college/school they registered with. Those who fail to pay the tuition fees as required or satisfy the registration requirements are not allowed to register. Students can apply for student loans or other forms of financial aid according to their personal situations and can register following the relevant procedures.
E-registration of student status shall be completed as required.
7. Students without registration eligibility are not permitted to register for courses, take courses or sit for examinations. Students who, for some reason, fail to complete their registration on time must submit a deferred registration application to the college/school they registered with, provide required supporting documentation, and perform the procedures for leave (sick leave application should include medical records verified by Tongji Hospital Affiliated Tongji University Branch). Once approved by the vice dean responsible for teaching in the college/school they registered with, students will be allowed to defer their registration and the results must be reported to the Academic Affairs Office for the record. Generally, the time limit for a deferred registration should not exceed two weeks. Students who achieve their eligibility for a deferred registration should return to the University promptly after the leave and follow the procedures for their leave cancellation and registration. Students who fail to take their leave, be eligible for their leave of absence, or fail to register after the time limit, will be deemed to have withdrawn from the University.
8. If a student is unable to continue their study due to an illness or other reasons, he/she should apply for leave through the college/school they registered with in advance. Students should complete the leave application form (sick leave application should include medical records verified by Tongji Hospital Affiliated Tongji University Branch). Leave applications for two days or less will be approved by the class advisor or the tutor and be submitted to the Academic Affairs Office of the college/school they registered with for the record. Leave applications three or more days will be subject to the approval of the vice dean responsible for teaching of the college/school they registered with. Generally, the maximum time limit leave period should not exceed two weeks. Students who are approved for their leave should return promptly after their leave and follow the procedures for their leave cancellation and registration.
According to the Regulation on Disciplinary Sanctions on Students in Breach of Rules and Regulations of Tongji University, students who fail to take their leave, be eligible for their leave of absence, or leave the University for longer than their approved leave period without permission, will be subject to punishment or be required to withdraw from the University on the basis of their cumulative absenteeism.
â…£. Curriculum Requirements and Assessments
9. Course Registration
9.1 Students should select appropriate courses or repeated-courses through the course registration work organized by the Academic Affairs Office. Students are eligible to take part in the study and assessment of their selected courses;
9.2 The number and sequence of courses that students take each semester depend on their respective major program plans. Generally, the program credits that students shall earn in the first semester of each academic year should not be fewer than 13, and not fewer than 17 (including practical courses) on the second term;
9.3 For students who have accumulated 25 or more credits of failed courses, the course registration shall be carried out according to the Administrative Measures of Students Who Fail 25 Credits or More at Tongji University;
9.4 If a student needs to terminate his/her course under special circumstances after course registration, he/she must apply for a course withdrawal according to the University regulations, except for those courses that do not accept a withdrawal application. If the course withdrawal application is approved by the University, the student’s learning and assessment for that course will not be recorded. Students who drop out from the course must pay for the tuition fees according to the standard announced by the University.
10. Students should attend courses at the specified time and location. If the student’s class absence rate reaches 1/3 or more of the required time without the teacher’s permission, the teacher has the right to cancel his/her eligibility for examination, and the student is not permitted to sit for the examination.
11. Students must take their examinations at the specified times and locations, and abide by the exam discipline.
If a student is unable to sit for an examination due to an illness or other circumstances beyond their control, he/she must submit a Delayed Examination Application to the college/school they registered with in advance, and obtain permission. The delayed examination will be given together with the re-examinations at the beginning of the next semester. If a student fails their delayed examination, he/she will not be allowed to re-sit for the examination for credit.
Students who are absent from the examination without their application or permission cannot retake the examination the next semester.
Students who violate an examination discipline will not be allowed to re-sit for the reexamination at the beginning of the next semester and will be subject to punishment according to the Regulation on Disciplinary Sanctions on Students in Breach of Rules and Regulations of Tongji University.
Only in situations where a student improves his/her performance after one semester of education, the student will be permitted to retake a course. For students who are graduating, they may be granted eligibility to re-sit for examinations or retake courses one semester before graduation provided they show correct understanding of their mistakes.
Students will not take the examination for a course without first obtaining eligibility. If students attempt to sit for an examination without eligibility, the grade must be regarded as invalid and will not be recorded. The student will then be subject to punishment according to the Regulation on Disciplinary Sanctions on Students in Breach of Rules and Regulations of Tongji University.
12. The course assessment criteria must be made by the college/school or the class teacher in accordance with the specific course condition. Factors, such as class attendance, experiments, practices, homework, exercises, class discussions, and final assessments, shall be taken into consideration. The specific criteria must inform the students at the beginning of the course.
P.E. course assessments must highlight the process management and be based on class attendance, class teaching, extracurricular activities, and body condition and health. Students who cannot attend the P.E course due to an illness or physical handicap must provide supporting records verified by Tongji Hospital Affiliated Tongji University Branch and may attend a health care course instead, as arranged by the Division of Physical Education.
13. Among the possible failed courses, P.E courses, practical courses, or courses with experiments and design tasks do not have reexamination. However, general theoretical courses have reexamination at the beginning of the next semester. Graduating students who have studied in theoretical courses but have not earned credit for them may sit for the reexamination in their final semester.
14. Within the prescribed period of study, there is no limit on the number of repeated courses that students do not earn credit, and courses with grades ranging from B to D can be retaken only once.
15. In addition to normal or repeated study courses, students may earn course grades through credit recognition and exemption. Credit recognition should be managed according to the Regulations and Implementation of All-Type Credit Recognition of Tongji Exchange Students, Provisions on Administration of Exchange Programs at Inter-national/regional Universities for Tongji Undergraduate Students (Trial Implementation), and Administrative Measures to Recognize Credits for Innovation and Extension Activities of Tongji Undergraduate Students, and the grade shall be marked as “recognition.†Exemptions shall be managed as follow:
15.1 Students who have achieved the teaching requirements of certain courses through self-learning and have earned a C or above in all the courses may apply for a course exemption;
15.2 Ideological politics lessons, P.E. courses, practical courses, or courses with experiments and design tasks must not be permitted for exemption application;
15.3 Students must apply for exemption at the end of each semester and before the course registration for the next semester. Students should complete the Application Form for Course Exemption of Tongji University Students in advance. In addition, the application must be approved by the vice dean responsible for teaching of the college/school they registered with, and be verified by the vice dean responsible for teaching of related college/school that organizes the course. Students may then have an interview (if required) and sit for the exemption examination arranged by the college/school that organizes the course after the approval is received;
15.4 Students who earn a D or above on the exemption examinations may be granted permission to be exempted from the course study and registration. The course grade shall be recorded according to the exemption examination grade and marked as “exemption.â€
16. Course grades acquired through normal study, repeated study, delayed examination, exemption, and credit recognition will be evaluated according to the five-level system of A, B, C, D, F. If students pass their reexaminations at the beginning of the new semester, the grade should be recorded as D. Students may earn the respective course credits if they earned a D or above.
17. All course credits and grades that students earn are recorded in their personal academic transcripts. Except for the delayed examination grade covering the original grade recorded in the term it was completed, the grades are recorded for the semester that students earn the grade on the examination. The reexamination grades shall be marked as “reexamination,â€, the repeated examination grades marked as “repeated,†and unqualified, absenteeism from examination, and misconduct grades shall be marked as “invalid.â€
18. The regulations of grade point averages（GPA）are as follow:
18.1 The corresponding relationship among the course grade, grade level, and grade point average (GPA) is as follow:
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