Guidelines

Guidelines for Undergraduates’ Academic Affairs of School of Software Engineering

Election for Specialized Elective Courses:

  1. Election for specialized courses will be carried out in accordance with the document of “Several Regulations About Strengthening the Management of Undergraduates’ Elective”.

  2. The time for electing course is around the end of the semester, and the specific time is subject to the notice published by the university’s Academic Affairs Office. Undergraduate students should use account number and password of themselves to log in to the “Academic Management System”, and elect the courses for the next semester.

  3. The process of election is divided into two rounds. There are two times for election in the first round. After the first time and before the second time of the first round, students must confirm in the system whether the election in the first time have been passed by the system. If the election have already passed, students do not have to take the second time of the first round. But if the election have failed, please participate in the second time to elect courses. After the first round of election, the courses which are less than 15 students will be closed. The schools will publish a list of start-up courses of next semester on the schools’ website and notify the instructors.

  4. The second round of election is mainly for the withdrawal and re-election with respect to specialized courses. In the first week of starting up courses, Students can audit their courses. (For the courses that are closed because of insufficient students, students can audit other unelected courses.) Teachers should focus on introducing students to summary of the course content, requirements for study and assignments, methods and requirements for assessment. In the second week of the course, students should carefully decide whether to take the course based on the audition result. If it is determined that it needs to be re-elected or withdrawn, it must be re-elected and withdrawn in the Academic Management System in time. In the third week of the course, the Academic Management System automatically generates the final list of students for the courses. The courses which have enrolled in the Academic Management System and have not been withdrawn are required for students finally and it is not allowed to withdraw from them. Once the election is done, if students do not take the examination or fail the examination, the results will be recorded in the students’ transcripts.

Retaking Courses:

1.Students retake courses in university in accordance with the 17th regulation of  “华南理工大学全日制本科学生学籍管理细则” & “关于本科生重修未通过课程修读安排的通知(教务〔2012〕80 号)”.

2.Process of Applying for Retaking Courses:

  • Connect “system” (website: http://www.scut.edu.cn/jw2005) → Enter user name and password (Students logging in the system for the first time should use their student number as user name and password. After logging in, you can change your password in the Information Bar and please remember the new password for the next time to log in.) → Chose students as the user type → Click Button [Log in] → WEB service management subsystem of South China University of Technology

  • Click “Election Online” → Click “Retake or Supplement Course” → Select the course in the drop-down menu, click the Button “Retake Course Following Class”, select the course you want to apply in the pop-up window, and click Button “Confirm” to confirm. The successful applications for courses will show below the drop-down menu.

  • When the process of application is completed, please be sure to exit the WEB service management subsystem in order to ensure the security of the data about election.

3.There is no need to be online for completed-study students to apply for retaking courses. You can go directly to the Download Page of the Academic Affairs Office to download the “Application Form for Completed-study Students” (in triplicate). After reviewing by the student’s school and the Academic Affairs Office, pay the fee to the Finance Department’s settlement center, and then return to the Academic Affairs Office to handle the application procedures.

Election for General Courses:

  1. Students should elect their general education courses reasonably according to the specific arrangements of their major courses and the credits requirements for the humanities, social science and technology.(According to the credits requirements for general education courses with respect to students’ grade.)

  2. Students must take election in the Academic Management System in the required time before they can take classes and take exams. The process of election is divided into three rounds. After the first round, students should confirm whether the election in the first round have been passed by the system. If the election have already passed, students do not have to take the second round. But if the election have failed, please participate in the second round to elect courses. If the election is successful, the “Selected” mark will appear in the election status bar of the course in the “System”.

  3. Rules of Electing or Withdrawing Courses

  • Each student can elect up to two general education courses per semester. Students who have completed the required credits for general education courses are no longer eligible for electing general courses. And it is not allowed to elect the same general courses which have been elected and passed. Students who have been selected for the general course last semester but have not taken the examination will not be eligible for the first round of courses election. And the course’s scores will be zero. After election, the system automatically filters students by the capacity of course.

  • For courses with remaining quota, students can elect courses base on first-come-first-served basis (scheduled by the time of election). Students who have enrolled in the general courses last semester but did not take the examination can participate in the second round of election.

  • General courses can be audited for 1 week. After 1 week, it is necessary to withdraw or re-elect the course in the third round of election if you get various reasons such as incompetence to the course or time conflicts between courses. Students should operate in the system in time and can not operate after the deadline.

Arrangement of Final Examination:

The Academic Management Office determine and arrange the time of the unified examination of the public foundation courses for the Grade One and Two and notify the unified examination time to the schools and the academic staff. The examinations time of other grades’ courses and non-unified examinations’ courses is arranged by school academic staff(Examination time of minor, elective and retaking courses is arranged by school which set up the courses). The academic staff will send the electronic report about arrangement of examination to the Teaching Management Office. The Teaching Management Office will arrange the classrooms for examination in a unified manner. The Academic Affairs Office will notify the arranged classroom to the relevant school academic staff. And academic staff will notify relevant teachers and students.

Re-examination for Courses:

  1. Students who fail the first examination for compulsory courses and specialized elective courses can apply for re-examination at the beginning of the next semester. Other failed courses are not allowed to take the re-examination and can only be re-taken.

  2. The schools' academic staff announce the re-examination information such as subjects, exam time and classroom on the schools' websites. Students should log in the Academic Management System to apply for re-examination and the time for application based on the notice published online by the university Academic Affairs Office. If students do not apply within the prescribed time limit, they will be deemed to have given up, and they will not be allowed to take the re-examination but only can re-take the courses.

Delayed Examination for Courses:

These rules are applicable to compulsory courses, and elective courses can not take re-examination but only be re-elected. Students submit a delayed examination application and attach the corresponding supporting materials to their school (for the official reason, submit the school’s certificate; due to the sickness, submit the certificate of the second-class hospital or above). And then the dean of the school who in charge of the education approves, signs the opinion and stamps official seal of the school. Students take the delayed  examination together with the students who take re-examination, but their scores can be used for performance rating and their scores will not be regarded as the scores of re-examination.

College English Test Band4 and Band6:

In September and March, candidates fill in the personal registration information online, confirm the information of the examination commitment, and pay the fee.And the tests Ban4 and Band6 are held in December and June.

Reapply Student Card, Discount Card for Train Ticket.

  1. The reissue of Student Cards (Discount Cards) is generally completed in the 13th week. And specific time subject to the notice of the university’s Academic Affairs Office.

  2. Undergraduate students who want to reapply their Student Cards (Discount Cards) must submit applications and the fee of 3 yuan to the school academic staff within the prescribed time. According to the relevant regulations of the university, each student can only reapply Student Card once during the university period. Students who graduated from the university must pass the Student Cards to the school academic staff before leaving university and will not be allowed to reapply in that semester.

Exchange Certification of Completed-study for Diploma:

The time for application is once in March and September respectively each year. After completing the credits for graduation, students can apply to the school within the prescribed time and return back the certification of completed-study. The academic staff of the school review and confirm whether they are eligible for graduation and print transcripts of students. The dean who is in charge of the education have to sign and stamp seal. The university’s Academic Affairs Office’s Teaching Management Office handles the issue of diploma.

Extend study period at university:

The students submit application and submit the parents to sign the opinion (Download the application form on download page of Academic Affairs Office online). The dean who is in charge of the education sign the opinion and stamp seal. Then students submit the application to university Academic Affairs Office’s Teaching Management Office for review, approval, and procedures of study-extension.

Recommended graduate:

The notice will be published in September each year. Students can apply for it and the school will recommends them according to the notice. The contact of the school submit the summary materials (“学院拟推荐免试研究生情况表” & “推荐本校跨专业免试攻读硕士研究生申请表” & “学生成绩单”) to the Academic Affairs Office. The school are required to submit a list or a description of the students who want to be recommended to other universities. The university approves and publishes the list of students. Then the contact of the school receives the verification code from the Academic Affairs Office and the students apply and confirm online.

Arrangement for classes:

In midterm of the semester, each school implements the teaching plan, and sends a task notice to the school which set up courses. The university’s Academic Affairs Office reviews the teaching plan. The school setting up courses implements the teaching task (the requirements for teachers, arrangement of classes, started and ended weeks, and classrooms). The arrangement for classes should specify the time of each class. The university’s Academic Affairs Office arranges classrooms for classes. The academic staff of school seed the new schedule of curriculum to relevant teachers and students.

Print Chinese Transcript:

It should print the transcript on Wednesday afternoon during Week 2 to Week 19 at the School Office. And the transcripts are only for job search and performance rating at university.

Transcript for Studying Abroad:

For applying to study abroad, undergraduate students, who require transcript in Chinese and English (including major and minor courses), studentship certification in Chinese and English and GPA (ranking) certification in English, should log in the “Transcript Printing System” (http://www.scut.edu.cn/studentbooking/) to fill in to appointment application. And they should go to the registration center on the first floor of the library to pick up the documents according to the ordered time. The processing time is 14:30 - 16:30 pm.

  • The undergraduate students studying at university enjoy 5 sets of free prints (one set includes: two transcripts in English and Chinese, two studentship certifications in English and Chinese, one GPA (ranking) certification in English).

  • The first free printing needs to submit a written application. After the signature and seal of the school, the Student Card and the written application should be submitted for approval.

  • The second free print does not require application and verification, you can print directly on the self-service counter.

  • The material out of free parts in Chinese is 20 yuan per documents and the one in English is 40 yuan.

Minor, Elective across University:

At the end of each semester, the Academic Affairs Office will issue an elective notice. In the first week of the next semester, students who apply for the minorshould enter the Academic Management System online to register. In the second week, the students should go to theirschool to confirm the election for courses and pay the fee in the payment system. Students who elect courses across the university do not need to register online. And in the second week, they shouldgo to theirschool for manual registration and pay in the payment system.

Recovery of Study:

Firstly students apply for recovery of study (with the certificate of suspension of study within first two weeks of the semester. Students who take suspension because of sickness should submit the certificate of the second-class hospital or above and can only recover to study after reviewing by university hospital.). Then the dean of school who in charge of education reviews, approves and signs the opinion. Finally The school stamps the seal on applications and submit them to Teaching Management Office of the Academic Affairs Office for approval.

Suspension of Study:

Firstly students apply forsuspension of study. (If the reason is sickness, there should be attached with the certificate from hospital. For other reasons, there should be attached with the parents’ opinions. Download the application form on download page of Academic Affairs Office online). The dean of the school who in charge of education signs opinion about the applications and stamps seal. Then students should submit the applications to Academic Affairs Office’s Teaching Management Office to get approval and certificate of suspension. The Teaching Management Office also get filings. The students should go through the formality of leaving school with certificate of suspension within two weeks from the date of receipt of the notice of suspension.

Procedures of Study Application for Completed-study Students:

Firstly the students should fill out the application forms of “结业生修读课程申请表” (in triplicate), submit it to school to get approval and then submit it the Academic Affairs Office / Registry of south campus to get approval. After getting approval, pay the fee to the Finance Department’s settlement center and then come back Academic Affairs Office / Registry of south campus to go through the formality of courses election and get schedule of classes from school which set up courses after enrolling in that school . (Download the application form on download page of Academic Affairs Office online.)

Application for Certificate of Graduation:

The students (full-time undergraduate and junior college students who have graduated from our university and lost the diploma) should fill out the application form of “华南理工大学全日制本科学历证明申请表” (downloaded from Academic Affairs Office). The Archive retrieves from the “List of Admitted Students”, “List of Enrollment status” and “List of Graduates”. And students should submit 2 two-inch recent photos of blue background and corresponding electronic photo. Students handling the procedure by themselves should bring ID card or Household Register and those entrusting others to handle should submit the power of attorney, agent’s print of ID card and principal’s ID card to the Academic Affairs Office. Processing time: every Wednesday morning. receiving time: next whole Wednesday.


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