ACADEMIC AFFAIRS

2.1      Definition of Semester

Semester is a time unit of activity consisting of 14 to 18 weeks of lectures or other scheduled activities along with mid-term and final exams applied in a specific education level/program specific education. Academic activities within one semester consists of lectures, seminars, laboratory work and job training in the form of in-class meetings, as well as structured and independent academic activities.

In each semester, there will be certain courses offered and measured by means of academic credit system, as designed in the curriculum of each program.

2.2      Credit System

Academic credit system implies the workload of students, lecturers and staff members in form of credit in each semester. Credit Unit System is a system of education implementation using credit point that implies the workload of students, lecturers, learning experiences and program implementation.

2.2.1  Objectives of Credit System

• The general objective of credit system at Faculty of Humanities, Universitas Airlangga, is to implement a more varied and flexible education program in order to ease students in choosing a more specific academic level/expertise through an academic planning in each semester.
• The specific objectives of credit system are:

1. Providing opportunities for students with high academic capacity to finish their study in a shorter period in accordance with their capability and pre-determined academic planning;
2. Providing opportunities for students to take courses in accordance with their skills, interests and capacity;
3. Opening up possibilities to implement an education system with a more diverse input and output.
4. Facilitating a new curriculum to meet the demand of rapid development in technology and society;
5. Providing opportunities to conduct a more precise and objective evaluation on students’ development;
6. Providing opportunities for credit transfer across faculties/programs at Universitas Airlangga.

2.2.2          Characteristics of Credit System

• The amount of workload carried out by the students is called credit points;
• Credit unit system is the point given for the course taken in one semester in form of weekly activities consisting of 1-hour lecture, or 2-hour practical exercise, or 4-hour field work, accompanied by 1-2 hour of structured activities and 1-2 hour of independent activities. One meeting lasts for 50 minutes;
• The credit point for each course is determined based on the effort to finish assignments in lectures, practical exercises, field works or other assignments;
• The credit point for each course is not necessarily the same.

2.2.3          Semester Credit Unit and Load

• 1 (one) credit point for the students is formulated based on weekly load during 1 (one) semester, consisting of:

1. 1-hour scheduled in-class meeting with a lecturer, for instance a lecture;
2. 1-hour non-scheduled academic activity previously planned by the lecturer, for instance take-home assignment, exercises and other activities;
3. 1-hour independent academic activity performed by the students on their own initiative to get a deeper understanding of the material or other purposes such as reading the reference books.

• 1 (one) credit point for the lecturers is formulated based on weekly load during 1 (one) semester, consisting of:

1. 1-hour scheduled in-class meeting with the students;
2. 1-hour structured academic planning and evaluation activity;
3. 1-hour scheduled course material development activity through literature reading and writing;

• The learning activities include seminars that require students to write and present a paper, 1 (one) credit point equals to non-scheduled academic activity for 42 hours in 1 (one) semester;
• Group discussion, 1 (one) credit point equals to 2 (two) hours per week in 1 (one) semester;
• Practical work, field work or any relevant work, 1 (one) credit point equals to 4 (four) hours per week or equals to 80-90 accumulative hours in 1 (one) semester;
• Research or thesis, 1 (one) credit point equals to 3-4 hours a day in one month with 25 working days;
• Laboratory work, 1 (one) credit point equals to 2 hours per week in 1 (one) semester.

2.3      Student Transfer, Credit Transfer and Procedures

Student transfer from outside Universitas Airlangga with a program relevant with that of Faculty of Humanities is carried out based on necessary procedure.

2.3.1    Student Transfer

Students transferring to Universitas Airlangga from other institutions should come from relevant program offered by Universitas Airlangga, particularly at Faculty of Humanities.

2.3.1.1  Transfer Program from Other Universitas Airlangga

(1)    Faculty of Humanities will consider accepting transfer students from other universities/institutions under certain circumstances.

(2)    The terms of acceptance are listed as follows:

1. The transfer student is previously enrolled in public university and not from state-owned institution, institute of education and institute related to religion and theology;
2. The public university referring to item (1) has the same or higher accreditation;
3. The transfer student should complete at least 4 (four) semesters and have at least 48 credit points with a GPA of minimum 2.50 in the previous university/institution;
4. The program previously taken by the transfer student must be relevant with program offered by Universitas Airlangga;
5. The transfer student has never committed any violence of regulation in the previous university/institution as evidenced by a valid letter of statement;
6. The transfer student must follow regulations at Universitas Airlangga.
7. The transfer student is accepted whenever there is enough quota;
8. The transfer student has to meet all conditions required by faculty/program.

(3)    Credit transfer for transfer students is based on the recognition of credits (credentials) by the program and carried out based on distinct and specific procedure;

(4)    The time study in the previous university/institution will be integrated with that in Universitas Airlangga to decide the maximum duration of study.

2.3.1.2   Transfer Program within Universitas Airlangga

• Students who want to be transferred from one degree to another relevant degree should follow the following procedures:

1. Making a written request to the dean of the faculty of origin by using recommendation from the head of department, to be sent to the rector of the university;
2. The transfer can be done under the consent of the rector, as recommended by the head of the targeted department and the dean of the targeted faculty.

• Transfer from one bachelor degree to a diploma is carried out under the following procedures:

3. Making a written request to the dean of the faculty by using recommendation from the head of department, to be sent to the rector of the university;
4. The transfer can be done under the consent of the rector, as recommended by the head of the targeted department and the dean of the targeted faculty.
   • Transfer can only be done once and re­transferring to previous degree is not permissible, including re­transferring to the faculty of vocational studies;
   • The time study in the previous university/institution will be integrated with the time of study after the transfer to decide the maximum duration of study.
   • Transfer student should meet the following procedures:
5. Student who wants to transfer have to make a written request to the dean of the previous faculty;
6. If the student retakes the national higher education admission and passes, s/he has to write a confirmation letter addressed to the rector, with a copy to the dean of the previous faculty, stating that he/she is accepted to pursue other degree and wants to resign from the previous faculty.
7. Student should meet certain prerequisites set by the new faculty/program.

2.4      Study Planning

In planning their study, students have to follow regulations as follows:

• Paying the tuition fee via banks appointed by Universitas Airlangga;
• Students arrange their study plan under the guidance of an academic advisor. The workload has to be relevant with the number of credits allocated according to their academic result of the previous semester, unless those who are still obliged to use academic package arranged by the department;
• The arrangement of the study plan is carried out online via Universitas Airlangga Cyber Campus (UACC) on the campus website www.unair.ac.id;
• Students who are unable to make the study plan before the due date are not allowed to join academic activities since they are not registered in the academic activity of the following semester;
• All students are responsible for planning their study. If there is any mistake (wrong course code, course name, etc.), the students cannot join the course;
• Students should ensure that the schedule of the courses they take is not conflicted with that of other course(s);
• Students can modify their study plan by joining KPRS program as scheduled by the faculty;
• Students cannot modify their study plan and can only drop their course(s) once the KPRS is over;
• Students should make sure that the courses they choose are already approved by their academic advisors, as evidenced by the printed version of KRS/KPRS from cybercampus

2.5      Academic Leave, Sanction and Expulsion

Academic leave, sanction and expulsion correlate with student’s participation in academic process.

2.5.1      Academic Leave

• Students can legally take academic leave for 1 (one) semester under the permission of the rector;
• Students are allowed to take maximum 2 (two) academic leave during their study. The academic leave cannot be taken in two semesters in a row;
• The rector may give academic leave to students for 2 (two) semesters in a row under certain condition;
• The academic leave can only be given after taking 4 (four) semesters in a row for bachelor program and 2 (two) semesters in a row for master program;
• Students must still be registered during academic leave;
• The period of academic leave is not taken into account in the evaluation of the study period.

2.5.2      Academic Sanction

Students who cannot participate in academic activities due to academic sanctions should re­register themselves and ask for permission to the rector. This matter will not change the maximum duration of study and students do not have to start over their study at Faculty of Humanities.

2.5.3      Academic Expulsion

Students who are absent for 2 semesters in a row without prior confirmation to the academic division of Faculty of Humanities will automatically be considered dropping out.

2.5.4    Administrative Negligence

Students who are not able to pay tuition fee will not have the chance to arrange their study plan.

2.6      Academic Evaluation

Evaluation on students’ academic achievement aims to obtain information about their success in achieving the academic goal as arranged in the curriculum through a mechanism of evaluation in form of exams, assessment of their assignments, quizzes, reports and other evaluations.

2.6.1      Exam System

The objectives of exam are for:

• Measuring students’ understanding and mastery of the material delivered through lectures;
• Classifying the students into several categories based on their academic achievement and capability in meeting the faculty’s criteria. The category consists of alphabetical grade which are A, AB, B, BC, C, D and E.

Examination is carried out in various ways, including written exam, oral exam, seminar/thesis, take-home assignment and laboratory work.

2.6.2      Types of Exam

In general, examination is divided into two groups, namely course exam and undergraduate thesis defense.

2.6.2.1  Course Exam

Course exam assesses academic achievement in 1 (one) semester. The exam is carried out by written/oral/structured test scheduled by the Faculty of Humanities, Universitas Airlangga.

2.6.2.2  Undergraduate Thesis Defense

Thesis is the final examination that requires students to write a research paper by explaining their arguments, analysis, scientific method and problem solving by conducting a research. Students must present the result and defend their argument in written and spoken forms in order to complete the academic workload in their study.

The oral thesis defense is conducted by a board of examiners, and covers discussion on the abstract, content, research method, analysis and other aspects relevant to the thesis. Thesis defense is conducted after the proposal is accepted by the Head of the Department. The thesis defense is conducted by considering the guideline of thesis and research articles listed in the guideline book.

2.6.3      Exam Requirement

The exam requirements cover those related to the course and undergraduate thesis defense. The requirements are explained below.

2.6.3.1  Course Exam

Students are allowed to take course exam if they have at least 75% class attendance. Some exceptions can be made due to several circumstances listed as follows:

1. Sickness, as evidenced by doctor’s written medical statement;
2. Doing curricular activities off campus, as evidenced by permission letter from the dean/rector;
3. Doing extra-curricular activities, as evidenced by permission letter from the dean/rector;
4. Having to do other specific activities, with prior permission from the dean/rector.

2.6.3.2  Undergraduate Thesis Defense

Undergraduate thesis defense is carried out if the students have completed the thesis paper by following the guidelines of Thesis Paper and Research Article Writing and meet other requirements listed as follows:

1. Having completed at least 110 credits, achieving a minimum GPA of 2.0 with no E grade;
2. Maximum 20% D grade of the number of credits taken;
3. Submitting 4 (four) thesis papers to the department’s academic division not more than 7 days before the due date (refer to Guidelines of Thesis Paper and Research Article Writing).

• For students from English Department, they must obtain ELPT (English Language Proficiency Test) of at least 550.
• For students from Japanese Department, they have to pass Japanese Language Proficiency of at least N3 level.

2.6.4      Assessment System

Assessment is used to measure students’ achievement level. Based on this assessment system, the scores will be categorized into several groups: excellent, good, fair, unsatisfactory, and fail. The final score is represented by alphabet which are A (4), AB (3,5), B (3), BC (2,5), C (2), D (1) and E (0).

2.6.4.1   Assessment of Students’ Academic Achievement

Assessment to measure students’ achievement in certain course is carried out with following procedures:

• Lecturer gives grade in form of number (ranging from 0 to 100) as the result of study assessment on students’ achievement in the course;
• Lecturer also makes a relative assessment based on the student’s learning outcomes.

• Lecturer must submit the final score to the UACC system no more than 2 (two) weeks after the final exam. The print out of the grades should be submitted to the administration division of the department.

2.6.4.2  Grade Conversion, Courses Conversion, and Credit Unit System (SKS) of Student Exchange Program

Regarding the student exchange program, the Faculty of Humanities has established matters concerning grade conversion, courses, and transferred credits.

1. Grade Conversion

2. Course Conversion

Conversion is undertaken based on:

1. Similarities in the course’s content and name;
2. Competencies which include the name of the course, course code, course load, semester, prerequisite courses, competencies, description, method, media, and references;
3. Document Standard.

 3. Credit Conversion

3. Wherever possible, the number of credits earned at the destination university will be fully recognized by converting them to the courses of the same competencies;
4. If the credits of the courses taken in the destination university are not the same as those in Universitas Airlangga, they will be recognized as per credit amount of the converted courses; for example, four credits turned into two credits;
5. If the courses taken in the destination university have different competencies from those in Universitas Airlangga, they will be accepted as document supplement.

 2.6.4.3 Grade Point                                                                          

Semester Credit System recognises two types of GPA, namely Semester GPA (IPS) and Cumulative GPA (IPK). The IPS is a measure of student success in doing courses in one semester, while the IPK is a measure of student success calculated from the beginning of the study until the last semester attended.

The IPS and IPK can be calculated as follows:

IPS        =  Σ( Ks x N )

      ΣKs

IPK        =  Σ( Kk x N )

      ΣKk

where:

Ks = the total number of credits taken in the given semester ;

Kk = the total number of credits earned at previous semesters excluding the E value

N    = the weight value of each course

The IPS obtained in the previous semester determines the student’s study load for the next semester.

2.6.4.4 GPA Improvement

Students receiving an E for a compulsory course must improve their grade by retaking the course in the nearest following academic year or semester. Students can improve their GPA by retaking a course. Students who reprogram the courses are still required to attend the lectures and to do the exams.

2.6.5 Study Evaluation

Study Evaluation proceeds as follows:

• Evaluation of semester study results as indicated in student’s semester GPA (IPS) is conducted at the end of each semester on the courses programmed by students in the semester in question;
• Evaluation of study result of Undergraduate Students is conducted at the ends of year one, year four, and year seven (in case the student has not graduated yet);

(3) Evaluation results are used as a basis to determine whether students are allowed to continue their study;

(4) Students are allowed to continue their studies if they have accumulated at least half the total credits programmed in the curriculum with a minimum GPA of 2.00;

(5) If the student has accumulated more than the minimum amount of credits (144 credits) but with a GPA of less than 2.00, the evaluation is determined by calculating the best scores as many as the minimum credits;

(6) The amount of minimum credits for each study program is listed in each study program’s curriculum;

(7) Students are declared to have completed their study if they have accumulated at least 144 credits with a minimum GPA of 2.00 without an “E”, have “D”s no more than 20% of total credits, have completed the thesis with a minimum score of C, and have attended graduates’ candidacy evaluation;

(8) If the GPA achieved is lower than that is required, students may improve their scores as long as their study deadline has not been exceeded;

(9) For the courses whose scores have been improved, the highest scores are used in the evaluation.

Total number of credits that must be obtained by students:

1. Bachelor program in Indonesian: 144-160 credits
2. Bachelor program in English: 144-160 credits
3. Bachelor program in History: 144-160 credits
4. Bachelor program in Japanese: 144-160 credits
5. Diploma-to-Bachelor Transfer Program: 76-94sks

2.7 Academic Sanction

Students are prohibited from:

1. cheating, i.e., acts committed by students consciously (deliberately) of using or attempting to use information materials or other study aids without the permission of the Supervisor or Examiner;
2. forgery, i.e., students intentionally substituting or changing the academic scores or transcript, diploma, student identity card, lecture / tutorial / lab work / exam duties, certificates, reports or signatures within the scope of academic activities;
3. doing plagiarism, i.e., students intentionally using sentence, data or other person’s work and misrepresenting them as their own work (without mentioning the original source) in an academic activity;
4. bribing and / or blackmailing, i.e., students trying to influence others with the intention of manipulating the assessment of academic achievement;
5. destroying academic facilities for any purpose;
6. substituting the position of others in academic activities, i.e., students replacing the position for, or performing the duties of,  or doing activities for, others on his / her own will;
7. having another person replace one’s position in academic activities, i.e., students having another person to replace their position or to perform a task or activity either for the benefit of themselves or others;
8. cooperating without authorization during an oral or written test, by gesture or by electronic means; or
9. taking an exam without permission.

Any violation of the above provisions may be subject to sanctions in the form of:

1. stern verbal warning;
2. cancellation of examination scores for the course or academic activity in question;
3. failing the course or academic activity in question;
4. failing all courses in the current semester;
5. not allowed to participate in academic activities at a certain time; or
6. dismissal or expulsion from Universitas Airlangga.

2.8.  Graduates Candidacy Evaluation, Graduation, and Degree

Graduate’s candidacy evaluation and graduation are related  to student status. Students who have passed graduate’s candidacy evaluation are considered to graduate and eligible to attend graduation. In addition, students are entitled to a degree according to the type/level taken by the students.

2.8.1      Graduates Candidacy Evaluation

• Graduate’s Candidacy Evaluation is held as soon as the students have met the required Cumulative GPA and number of credits, have obtained an ELPT score of 450 for Bachelor (S-1) in accordance with Rector Decree number: 5601 / J03 / PP / 2008 dated 3 July 2008 on the ELPT (English Language Proficiency Test) Standard Scores and Scientific Articles in Scientific Journals. In the Japanese Literature Study Program, the students have passed the Japanese Language Proficiency Test. Undergraduate students must take at least 100 SKP (Sistem Kredit Prestasi or Achievement Credit System) according to the Rector Decree number: 7/H3/PR/2009 dated 18 Agustus 200

 2.8.2 Graduation Title

• Students who have passed the graduation are given the predicate of graduation based on their Cumulative GPA as follows:
• Pass satisfactorily, if the GPA is 2.00 – 2.75

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