Academic Affairs

Student attendance and regularity are among the most important factors for success and excellence at the College, reflecting seriousness, discipline, and commitment towards their professional careers. The Academic Affairs Department would like to provide you with the following regulations, based on which acceptable excuses for various cases are determined, along with the conditions for their acceptance. These approved regulations, imposed by the College Council, must be adhered to by the students. 

Rules and Regulations: 

1. The maximum allowable absence for each course in a semester is 25% of the total number of theoretical/practical lectures, including acceptable excuses.  

1. All types of absence excuses must be submitted to the Academic Affairs Department within a period not exceeding three days from the date of absence. Excuses submitted after this period will not be accepted. 

1. The student alone bears the responsibility and any disciplinary penalties imposed by the College in case of submitting excuses for sick leaves or other circumstances that do not comply with these regulations.  

1. Only ORIGINAL medical reports and other relevant documents are accepted for all cases. 

1. Sick leaves from the Sehhaty platform are only accepted, and no other forms will be accepted. 

1. Prior approval from the College Council must be obtained before participating in official events or activities organized by the College, and an excuse for attendance must be provided. This requirement does not include examination periods. The student is responsible for informing all relevant faculty members at the College of their consent to participate. 

1. In case of a traffic accident occurring at the same time as an examination, an official and authenticated report from the Traffic Department or Najm must be provided. 

1. In case of the death of a relative, an excuse of up to three days is granted after submitting the necessary supporting documents (Death Certificate or Burial Permit) and proof of the degree of kinship with the deceased. The eligible relatives include: parent, spouse, child, sibling, or grandparent.  

1. In case of other compelling excuses not mentioned above, the student must submit an official letter describing the complete situation, including the student’s name, date of request, and signature, along with the relevant supporting documents. The College council has the right to evaluate the situation and accept or reject the excuse. 

Submission of Medical Excuses: 

1. In cases of hospitalization, the College must be notified, even through one of the student’s relatives, and a medical report confirming their condition must be provided.  

1. Excuses for clinical appointments are accepted only if the student submits a letter to the College prior to the scheduled appointment, stating whether this excuse is for the student and providing supporting evidence. This provision does not apply to any type of examination, including quizzes, midterm exams, or final exams. 

1. Maternity leave is permitted for a maximum of two weeks only. Reports, along with appropriate evidence (Hospital Notification Certificate or Birth Certificate), must be submitted within two weeks from the date of delivery. 

Procedure For Submitting Absence Excuses for Lectures: 

• Absence from lectures – in all forms- must be justified by sending excuses via email to ibnsinaaexcuses@ibnsina.edu.sa, within a period not exceeding three days from the date of absence. Excuses submitted after that will not be accepted. 

Procedure For Submitting Absence Excuses for Examinations (Midterm/Final): 

• The student must submit absence excuses for midterm and final exams (in person) to the Academic Affairs Office within three days from the date of absence. No other method of submission will be accepted. 
• The necessary information should be prepared to fill out the absence form (course name, date of absence according to the Gregorian calendar, name of the course instructor, student ID number). 
• In case of submitting a forged excuse, the student will be referred to the Student Conduct Committee. 

Review of Absence Excuses for Examinations (Midterm/Final): 

• Excuses will be sorted and reviewed according to the above-mentioned rules and regulations. 
• The Excuse Committee may request a detailed report on the excuse provided by the student and retains the right to accept or reject the excuse. 
• Excuses meeting the criteria will be submitted to the Excuse Committee for approval or rejection. The committee’s decision is final and cannot be appealed unless an excuse resubmitted to the committee again. 
• Students will be notified of the acceptance or rejection of their absence excuses for examinations via university email .