Rules and Regulations

Koç University MS With Thesis and PhD Scholarship Rules and Regulations

The following scholarship regulations will be applied;

Please click for the  KU Graduate Student Scholarship Regulations for students enrolled before Fall 2016.

Please click for the  KU Graduate Student Scholarship Regulations for students enrolled as of Fall 2016.

Policies & Procedures for Graduate Students

On Responsibilities of Scholarship Students
The major responsibilities of graduate students on full scholarship include research and teaching assistantship training studies. In order to be able to perform these duties the graduate students are not allowed to take additional assignments and work within and outside the university without receiving official permission from the Graduate School.

Conflict of Interest Policy on Teaching by Graduate Assistants

Teaching other than that approved by the University can constitute a conflict of commitment. Of particular concern is remunerated teaching. Specifically graduate assistants can not provide private lessons to students for personal gain as this constitutes a conflict of interest.

Vacation Policy for Graduate Students

Except for official holidays when the University is closed graduate students are expected to be on campus fulfilling their degree requirements.

During summer months graduate students who are on scholarships can take paid vacation (max two weeks) upon the recommendation of their advisors and approval of the Director of the Graduate School. Otherwise they all have to be on campus.

On Intellectual Properties

Koc University’s policies on intellectual property rights apply to all graduate students. Students should consult the manual on the web under Research Grant Administration and be aware of these rights and policies.

Medium of Instruction

The medium of instruction at Koç University is English with the exception of certain designated courses and programs. Therefore lectures including those given in the labs and problem sessions and the student participation must be carried out in English. All graduate teaching assistants must adhere to this policy.


Academic Rules and Regulations for Graduate Students

This document defines some of the important regulations of graduate studies at the Koc University. The official complete Turkish version is available on the web.

Period of Study

Article 10:

a) Normal duration of a Master’s program with thesis is four semesters. Successful students can complete a Master’s program in less than four semesters. A student who has take all the credits but is unable to finish the thesis in four semesters may be given an extension of maximum two semesters based upon the decision of the Executive Council of the Graduate School.

b) A maximum of 6 semesters can be given to accomplish a Master’s program without a thesis.

c) For those students admitted with a Master’s degree, a Doctoral degree can be completed in 8 semesters. For students who are admitted with a Bachelor’s degree the duration is 10 semesters. If student progress does not meet the set academic standards, his/her enrolment in the program may be terminated before the scheduled graduation date.

d) For students admitted into the Doctoral program with a Master’s degree all the necessary course credits must be obtained in 4 semesters. For students admitted into the Doctoral program with a Bachelor’s degree all the necessary course credits must be obtained in 6 semesters. If a student can not obtain the credits required within allowed time and/or if he/she has a GPA lower than the required minimum; then, the student is dismissed from the University.

e) A student who has successfully completed all the Doctoral course credits, who has passed the Doctoral qualifying examination and whose thesis proposal has been approved but couldn’t finish his/her thesis project by the end of the 8th semester (for students who are accepted with a Bachelors degree at end of 10th semester) and therefore couldn’t defend the thesis may be given an extension of up to 4 semesters at the discretion of the Executive Council of the Graduate School.

Course Load and Credits Requirements

Article 11:

a) A Master’s program with thesis is comprised of at least 7 courses, not being less than 21 credits, a seminar course and thesis studies. Seminar and thesis courses don’t have any credits. Students’ performances in seminar and thesis studies are assessed as ‘satisfactory’ or ‘unsatisfactory’. A student has to register for thesis at the latest at the start of the third semester.

b) A Master’s program without a thesis has at least 30 credits, at least 10 courses and a term project. Term project course does not have any credits; however, students’ performances can be assessed ‘satisfactory’ or ‘unsatisfactory’. The student has to register for a term project course and at the end of the term a written report has to be presented. At the end of the Master’s program without a thesis the students might have an examination.

c) A Doctoral program has at least 21 credits, at least 7 courses, a qualifying exam, thesis proposal and thesis work for the students who are admitted with a Master’s degree. For the students who are admitted with a Bachelor’s degree, a Doctoral program has at least 42 credits, at least 14 courses, a qualifying exam, thesis proposal and thesis work. A Doctoral thesis has to have one of the below points.

  1. Make original contribution,
  2. Develop a new scientific method,
  3. Apply a known method to a new field.

d) Master courses may be chosen from other higher education universities at the discretion of the Executive Council of the Graduate School.

e) In a Doctoral program undergraduate credits can not be taken toward the doctoral credits requirements.

Article 12:

Students are required to attend all the requirements of the courses. The attendance will affect his/her GPA at the end of the term. Course Grades

Article 13:

For each course students take, they will be given one of the letter grades listed below by the instructor of the course at the end of term.

 

COURSE GRADE COEFFICIENT
A Excellent 4.00
A- Excellent – 3.70
B+ Very Good + 3.30
B Very Good 3.00
B- Very Good – 2.70
C+ Good + 2.30
C Good 2.00
C- Good – 1.70
D+ Poor + 1.30
D- Poor – 1.00
F Fail 0.00
T Transfer Transferred credits are not used towards GPA
AP -Already Passed Course is not required. Credits do not count towards graduation

The following grades do not affect GPA:

S – Satisfactory

U – Unsatisfactory

I – Incomplete: This is given to students who are unable to complete the requirements of a course because of sickness or some other valid reason. The student has to complete his/her work by a date set by the course instructor. This date can not be later than the start of the next semester. If the student can not complete his/her work in the given extension; then, his/her score for that course is shown as F (Failed).

R – Repeat: This is given to students who get C -, D+, D or F for a course and has to repeat that course once more, if they are unsuccessful again; then, they are dismissed from the University. When a course is repeated, the previous grade still remains in the record and GPA calculation.

W – Withdrawn: This is given to students who can withdraw from a course after gaining their advisor’s permission. Withdrawn dates are published in the Academic Calendar.

In case of missed exams if the instructor accepts student’s excuse, the student can have a make-up exam. If student’s excuse is not accepted by the instructor, the student can apply to the Executive Council. Students can apply to the Executive Council for leave for a semester or a whole year. When this leave ends, the student is expected to continue his/her program.

Grade Point Average and Success

Article 14:

a) Student performance is defined by GPA. At the end of each semester students receive a SPA for the courses they have taken in that semester and they also get their GPA for all the courses they have taken up to that point.

b) At the end of a semester if the student’s GPA is lower than 2.70, the student may be dismissed from the University by the decision of the Executive Council,

c) If the student can not complete the credited courses and the seminar course in the given time as mentioned in article 10 or if the student can not meet the requirement of 3.00 GPA at the graduation time, the student is dismissed from the University.

d) If the student fails the thesis work for two consecutive semesters or over three non-consecutive semesters, the student is dismissed from the University.

e) Students who have obtained all the necessary credits and passed their seminar course, but have not finished their thesis exam by the end of their fourth semester may be given an extension of up to two semesters.

f) For the Master’s programs with thesis and the Doctoral programs, students have to write their thesis in the format agreed by the Academic Council and they must present their thesis in front of the thesis juries.

g) If the student’s thesis is rejected at the end of the thesis defense; then, the student dismissed from the University. If the thesis jury suggests changes, the student has to re-defend his/her thesis in front of the same jury within 3 months for a Master’s thesis and at the latest within 6 months for a Doctorate thesis. If the student is still unsuccessful at the end of the thesis re-defense, the student is dismissed from the University.

Thesis Advisor Assignment

Article 15:

For Master’s and Doctoral programs with and without thesis, the program coordinator recommends to the Institute a thesis advisor for each student. This recommendation is finalized by the decision of the Executive Council. The thesis advisor is chosen from the academic staff. If the student’s thesis subject requires more than one advisor a co-advisor may be appointed. The thesis-project advisor has to be assigned to the student with thesis no later than the end of the student’s second semester. For the Master’s program without thesis advisor is assigned no later than the end of the first semester. For Doctoral programs no later than the end of the third semester.

Doctoral Qualifying Examination

Article 16:

a) Doctoral Qualifying Examinations are held twice yearly.

b) The student has to have taken this exam at the latest by the end of the fifth semester.

c) Qualifying Examination Committee prepares and administers the qualifying exam. The Executive Council chooses five members of the academic staff to be on the Qualifying Examination Committee.

d) The doctoral applicant has to obtain at least 60 out of 100 in the KPDS (Public Personnel Foreign Language Exam) or 80 in internet based TOEFL.

e) Foreign students are examined in a language other than their mother tongue (or Turkish language).

f) Doctoral Qualifying Examination consists of a written and oral examination to evaluate students’ skills and knowledge of research in the field of interest. Upon evaluating the written and oral examination results together, the Committee decides via majority vote whether the student passes or fails. This decision is given in three days to the appropriate Institute.

g) Students who fail the Qualifying Examination may retake the examination the following semester. Students failing the Examination a second time are dismissed from the program.

Doctoral Thesis Monitoring Committee

Article 17:

a) A Doctoral Thesis Monitoring Committee is appointed on the recommendation of the program and approval of the Executive Council within one month after the student passes the Doctoral Qualifying Examination.

b) Thesis Monitoring Committee is comprised of three faculty members. Except for the thesis advisor, there is one member from inside the program and one member from outside the program. If there is a co-advisor, co-advisor may attend the Committee meetings.

c) There may be changes in the members of the Thesis Monitoring Committee on the recommendation of the program and approval of the Institute Council.

Doctoral Thesis Proposal Defense

Article 18:

a) Right after passing the Qualifier Exam; the student has 6 months at most to defend the objective, the method and the work plan of his thesis work before the thesis supervising committee. The student should hand out a written report concerning the thesis proposal to the committee members 15 days before his defense.

b) The Thesis Monitoring Committee decides whether the thesis proposal is accepted or rejected. The Institute is informed by means of a report of the decision within three days.

c) The student whose thesis proposal is rejected has the right to ask for a new thesis advisor and a new thesis topic. The student who wants to continue with the same advisor is required to defend his thesis proposal within three months and the student whose advisor and thesis subject have been changed is required to defend his thesis proposal within six months. The student whose thesis proposal is rejected second time will be dismissed from the University.

d) Thesis Monitoring Committee for the students whose thesis proposal is accepted meets twice a year; January-June and July-September. The student submits a written report to the Committee members one month before the meeting. In this report, there is a summary of the work that has been done by that day and the plan for the next semester. The Committee evaluates the written report ‘satisfactory’ or ‘unsatisfactory’. If the Committee decides the written report is unsatisfactory on two consecutive occasions or three times during the thesis work; then, the student will be dismissed from the University.

Completing the Doctoral Dissertation

Article 19:

a) Doctoral Students have to write and present their thesis following the Academic Council’s rules in front of a jury.

b) Doctoral Thesis Jury is appointed on the recommendation of the program and with the approval of the Executive Council. The jury consists of the student’s advisor and 5 members, at least one of them being an instructor from another university. The jury members are required to have doctoral degrees.

c) The jury members conduct a dissertation examination within one month after the dissertation has been submitted. The dissertation examination consists of the presentation of the dissertation and the following question-answer session with the jury members.

d) At the end of the examination, the jury gives the decision of “acceptance”, “rejection” or “correction”. The Department must inform to the Institute Council in writing within three days of the decision of the jury.

Graduate Diplomas

Article 20:

a) Master students who have successfully defended their thesis and who have fulfilled all the necessary requirements of the university are entitled to a Master’s diploma.

b) Doctoral students who have successfully defended their thesis and who have fulfilled all the necessary requirements of the university are entitled to a Doctoral diploma.

c) Students who are not successful in their Doctoral program are eligible to apply for a Masters diploma. The Executive Council makes the decision (with possible requirements) as to whether the student receives a Master’s diploma with thesis or a Master’s diploma without thesis.

d) In Master’s and Doctoral programs, a student who has been successful with thesis defense has to give two CDs and two bound copies of thesis to the Institute within one month of defense. The student has to make sure that the CDs and the bound copies follow the format required by the Institute.

e) A Master student without thesis who passes all credited courses and successfully completes the thesis project is entitled to receive a Master’s diploma.

f) On Master’s and Doctoral diploma the name of the approved program is written.