UC Graduate Studies Catalog 2019-2023 Section VII Registration Procedures

Once they are officially admitted to The University of Cambodia, students are required to register at the Office of Admissions, Registrations and Information; and to register before the start of each term thereafter until they file for graduation.

Ø Failure to do so on time will mean that students must pay a penalty fee.

Ø Failure to register for a term will mean that the student has taken an unofficial one-term leave-of-absence (see Section VII.3).

Ø Failure to do so for three terms (successive or otherwise) will mean that the student is deemed to have dropped out from their study program, according to MoEYS guidelines.

1. A Routine Prior to the Start of Each Term

The University of Cambodia expects students to register on time, during a predetermined period prior to the start of each term (see Table 3). This helps both the University and our students to plan ahead, avoids a last-minute rush, and ensures smooth and efficient processing, helping to ensure that the classes which students want to take may be opened.

The first stage in the registration process is to fill in a Course Registration Form in consultation with their respective College or School. The completed form, with any updated personal information (e.g. changes in address, e-mail address or hand-phone number) must then be countersigned, after which the student must proceed to the Bursar’s Office to settle any financial issues.

Table 3 Overview of the time-line for the registration process and the penalties incurred by failing to comply with this.
	Dates for Registration*	Deadline for Tuition Fee Payment**
Scholarship and partial scholarship students; faculty and staff.^†	From six weeks before first day of term until two weeks before first day of term.*	One week before first day of term (full scholarship students need to get stamp from the Bursar’s Office)
Transfer students	From five weeks before first day of term until one week after first day of term.	One week after first day of term
Other students^†	From six weeks before first day of term until one week before first day of term.*	First day of term

* All scholarship and other students are required to pay a late-registration fee if they register after the closure of their respective registration periods: no exceptions will be made. This applies also for students who have paid their fees in advance.

** All partial and non-scholarship students are required to pay an additional 5% (of the normal full fees) penalty for each week of late payment of tuition fees so that they can attend classes; if these are not paid within the first four weeks (20% late fee), the student will be considered to have dropped from the course(s) in question, and a Fail will be recorded on their transcript.

^† Including new students.

Registration is not complete until all tuition and other fees have been fully paid by the specified deadlines (Table 3). Only then can students legitimately attend their classes.

Ø Students who register late will have to pay a penalty fee and it cannot be guaranteed that they will get the classes that they want, as some of the classes may be full or have been cancelled due to inadequate enrolment.

Graduate students can register for a maximum of three classes in either the evening or the weekend session of any one term. Whilst students are expected to continue in the same session as when they first enrolled at the University, it is recognized that circumstances may change as a result of getting a job, for example. Students who want to switch session should complete the relevant form and consult their College or School; thereafter, if approved, the requisite fee must be paid to the Bursar’s Office. The change will be effected at the start of the following term, except under exceptional circumstances.

Students cannot add or drop a course after the Monday prior to the start of the first week of term. After that deadline, there is no refund for fee-paying students who drop one or more courses. If, during the first week of term, a student informs their College or School that they have decided for whatever reason not to take a class for which they had registered, then this will be recorded as Withdrawn on their academic record. Thereafter, dropping such a course will be recorded as a Fail grade, except under unusual or extenuating circumstances beyond the control of the student when a Withdrawal may be recorded instead (provided that adequate justification with supporting evidence can be provided in a timely manner).

Whilst students are expected to continue in the same session as when they first enrolled at the University, it is recognized that circumstances may change as a result of getting a job, for example. Students should complete the relevant form and consult their College or School; thereafter, if approved, the requisite fee must be paid to the Bursar’s Office. The change will be effected at the start of the following term, except under exceptional circumstances.

2.Change of Major

This can only occur where students have adequate prior qualifications, including through the Bridging courses (see Section VI.3.i) which they have taken for Master’s programs. This requires approval from MoEYS and is not encouraged because it will extend the minimum period of a student’s studies, given the deadlines set by the Ministry.

3. Prolonged Leave of Absence

This applies to a term-wide leave of absence: for students wishing to take one or more days of within a term, see Section V.1.ii.

MoEYS’ regulations stipulate that students may take only a total of one year’s long leave of absence in order to remain in a degree program; exceptions may be made in exceptional cases providing that there is appropriate documentary evidence. Thereafter, they must apply for re-admission, with the existing courses done being considered for transfer credits up to a prescribed limit (see Sections VIII.2.ii and IX.2.i); they will also be subject to the graduation requirements in effect at the time of re-admission.

Apart from being a simple courtesy to the University, students applying for prolonged leave of absence allow us know their commitment to the University and inform MoEYS accordingly.

Ø A student who takes a term off without fulfilling the application process will be assumed to have done so by default, and MoEYS informed accordingly.

Ø Those who take three such terms off must be assumed to have dropped out of their degree program according to MoEYS’ criteria.

The University understands that there is the need for some flexibility, given that circumstances may change beyond our students’ control. However, students are advised that:

Ø it may adversely affect their future degree plan-of-studies;

Ø the University will not make special provisions to accommodate such students; and

Ø scholarship students may also have their Scholarships revoked.