Prospective students

Frequently Asked Questions

What is the credit system? How does it work?

A credit

is the measuring unit of the number of hours per semester. To every diploma corresponds a definite number of credits. Credits facilitate the flexibility among the different university programs, as well as students’ mobility. Acquired credits are capitalized and sometimes can be transferred from a Faculty/Institute to another or even from a university to another.

The number of credits

per student and per semester is 12 credits minimum and 18 credits maximum for the undergraduate program and between 3 (excluding the thesis) to 12 for the graduate program.

A course

consists of one or many credits. Every course is assigned a level of education. A student cannot register the course if he does not validate the prerequisite course(s) if necessary.

The academic year

is divided into 2 semesters, fall and spring, and a summer session.

A semester

is made of 15 weeks: 14 teaching weeks and 1 week for final exams. In average, the summer session is made of 6 weeks of intensive courses followed by final exams. Courses provided during the summer have exactly the same number of hours as the fall and spring semesters.

Timing:

1 credit represents 1 teaching hour (50 minute course) per week during a 15 week semester (including exams and assessments). A 3 credit course represents therefore 45 hours of attendance, including exams. Sessions of practical work, directed work, group work or laboratory work count 30 hours of attendance for 1 credit.

Briefly:
1 credit = 15 teaching hours/semester
1 credit = 30 hours of practical work, directed work or laboratory/semester.

Trainings in companies and hospitals follow specific regulations.
Why a student ID? Where and when to obtain it?

Why:

this student ID identifies the student enrolled at USEK. You should carry it at all times since it is obligatory to have access to campus, classrooms, library, exams, conferences, sport center, etc…

Where:

at the Registrar Office.

When:

almost 3 weeks following the registration period.

In case of lost student ID: a duplicate may be produced by the Registrar Office and requires a 25 USD reproduction cost.
What is MyUSEK?

Information tool :

MyUSEK intranet is one of the privileged and official means of communication and collaboration within the University. To access MyUSEK, use an on-campus computer and type “MyUsek” in the address box within your internet browser.

Why should you consult it :

It presents the USEK flowchart, different faculties/institutes, offices/services, employees/faculty members, procedures and workflows etc. Thus, it spreads internal information and offers downloadable and accessible applications, documents, and links to students, including Banner and Webmail (cf. question 6).

For further information, kindly refer to the IT Service Desk - Room P 102, Building P.
Why should I give my cell phone number?
Many information, like dates of payments, make up sessions, etc will be communicated to you during your studies at USEK through SMS. Therefore, while registration, you will be asked to give your cell phone number to the university administration (your number or that of your parents).

In case of the number change, it is important to inform the university through submitting the necessary application for this purpose at the Registrar Office (the necessary application to inform the university about personal changes is available on MyUSEK).
What are the available communication means within the university?

Internal notices and communiqués, modifications in the academic calendar, activities announcements, colloquiums, etc are diffused to students through several means:

  • Bulletin boards and LCD screens found in all units
  • MyUSEK and the website: it is therefore necessary to check these 2 services at least once per week
  • SMS: it is therefore necessary to give your cell phone number to the university and to inform the Registrar office of any number change.
  • USEK Mobile App: An Innovative Application that is well designed and engineered to better facilitate student life on campus. The App provides vital information concerning courses, grades, account balances, library, campus map, athletics, events and careers, as well as new USEK proprietary social media and communication tools, etc.

Furthermore, Microsoft Lync and Office 365, including but not limited to MyUsek, are different to other means of available communication media.

Why an USEK e-mail address? Why Banner access?

USEK e-mail address :

Once your University registration is completed successfully, a USEK e-mail account will be created automatically as follows: FName.InitialOfFather’sName.LName@net.usek.edu.lb. The default password is the first letter of your name written in capital and first letter of your last name in lower case, underscore, and then the last three numbers of your ID.

To activate your ID and Password, please refer to the following link: 
http://resetacc.usek.edu.lb if you are outside the campus (internet), or 
http://resetacc.usek.edu.lb:9348 if you are on campus (intranet/WiFi)

Banner :

This allows you to check your personal grades transcript, course catalogue and course offering, as well as the tuition fees taken from your account. The username used to access Banner is your student ID and the Pin code is the same password used to login to your e-mail.

Access to these 2 accounts: Through MyUSEK, Usek’s website or USEK’s mobile app.

Problems and further information :

Kindly refer to the IT Service Desk - Room P 102, Building P (servicedesk@usek.edu.lb)
What is the amount of tuition fees?

The registration fees

per semester amount to 150$ for all sections (these fees are not refunded and are not applied to the summer session).

Membership fees to the NSSF

are annual and amount 135$. An exemption form is available at the Office of the NSSF Delegate for students already affiliated to the NSSF or an equivalent fund.
What are the payment terms?
The student should install his tuition fees in three payments per semester, and in two payments for the summer session, according to the defined dates in the academic calendar.

If a student does not abide by the payment deadline, a monthly financial penalty of 5% calculated according to the amount due will be applied and a new payment date will be settled by the administration.
Where, when and how to ask for a financial aid?

Where:

Social Service Office

When:

the period for submitting a financial aid form for the 2012-2013 academic year is closed. In order to submit a form for the 2013-2014 academic year, files should be submitted between April 2 and June 28, 2013 (reply on fall 2013).

How:

through filling a social file. This file should be downloaded from MyUSEK or the university’s website and printed in full in order to be filled.

NB
  • 1st year students cannot benefit from the USEK financial aid unless with very exceptional case
  •  For any financial problem, please make an appointment with a social assistant in the secretariat of the Social Service Office
  • The file is valid for 2 semesters and should be renewed every year
Can I benefit from a student job? What are the advantages?

How can submit this form:

all full time students regularly enrolled at USEK; new students should wait for their second registration before submitting the form.

Where:

the applicant should fill the appropriate form in the Student Affairs Office, after having filled a social file in the Social Service Office.

Compensation:

in the form of rebate on your tuition fees (the amount of rebate is based on working hours).
When can I modify my registration for one (or many) course(s)?

During the registration period

(for the fall semester 2012-2013: from September 5 to 11, 2012): you can freely modify your courses registration. No financial penalty will be applied for such modification and it will not be mentioned on your academic file.

During the add/drop period

(for the fall semester 2012-2013: from September 19 to 25, 2012): You can modify your registration to a maximum of two courses at your Academic Unit/Institute. No financial penalty will be applied for the modification in courses registration during the add/drop period and it will not be mentioned on your academic file.

NB
  • The student who modifies his courses registration should obligatory maintain his full time status (cf. question 1, number of credits).
  • Modification in courses registration is not authorized during the summer session.
Can I withdraw from all my courses (deregistration)?

Procedure:

it is possible to withdraw from all courses during the add/drop period through submitting the appropriate form for that purpose in the Registrar Office.

NB
for current students (i.e. students who perform deregistration and were enrolled at USEK the previous semester or summer session), the deregistration form must be accompanied by a form of studies interruption (this latter should be submitted as well in the Registrar Office with the appropriate form and will be mentioned on the student’s academic file).

Refund upon deregistration:

in case of deregistration, the student can claim for refund at the Accounting Office. The total amount of the tuition fees will be therefore refunded. However, the fees related to the admission file (100$), registration (150$) and NSSF membership (135$) are not refunded.
Can I withdraw from courses?

Time limit:

you can proceed to the administration to ask for withdrawal from one or many courses before the date defined in the academic calendar (for the fall semester, deadline is set on November 30, 2012 and for the spring semester, April 26, 2013).

Procedure:

To this end, you should withdraw the relevant form from the Registrar’s Office, fill it in, have it signed by the concerned Professor, by the head of Department or the Academic Secretary, and by the Dean/Director, before returning it to the Registrar’s Office.

There are two possible answers for your request:
  • The withdrawal form is not accepted ? you should follow the course and submit your exams
  • The withdrawal form is accepted ? you can stop following the course; however, this will be displayed on your academic file with a “W” (Withdrawal – Cf. question 28) and the tuition fees already installed cannot be refunded nor deducted from the total amount due.


NB
  • Withdrawal will be automatically refused in the only case where the student’s total amount of credits falls below 9 credits per semester for the undergraduate program and below 3 credits for the graduate program. 
  • Absence from midterm or final exams is not in any case an equivalent for withdrawal. If the withdrawal procedure is not officially completed, the student will be given at the end of the semester the FW grade (Fail to Withdraw) to each course and by the concerned instructor. 
  • The student who withdraws from his courses in a certain academic year cannot benefit from a scholarship in the following year even if all the required conditions are fulfilled.
In what cases my withdrawal form may be refused?
If you submit the withdrawal form within the established deadlines, the only reason for which the form will be automatically refused is that, following the withdrawal, your total amount of credits falls below 9 credits per semester for the undergraduate program and below 3 credits for the graduate program.
How many times can I repeat a course?

Major Courses:

Undergraduate : a major course can be repeated twice maximum; in other words, if the student fails a major course three times, he will be excluded from the academic program.
Graduate : a major course can be repeated once maximum; in other words, if the student fails a major course twice, he will be excluded from the academic program.

Remedial courses:

Undergraduate : a remedial course can be repeated once maximum; in other words, if the student fails a remedial course twice, he will be excluded from the academic program.
Graduate : a remedial course cannot be repeated; in other words, if the student fails a remedial course once, he will be excluded from the academic program.
What is Administrative Withdraw?

Definition:

if, for major reasons (critical health problems, exceptional family circumstances, etc.) a student is not able to continue the semester and should withdraw from all his courses after the add/drop period, the university administration can assign to each course “AW” (Administrative Withdraw – Cf. question 28).

Procedure:

such an administrative withdrawal should follow an official request presented by the student at the Registrar Office for that purpose. If the withdrawal procedure was not officially completed, the student will be given, at the end of the semester, the failing grade FW (Fail to Withdraw) on each course by the concerned instructors.

Tuition fees

a student with an “AW” should pay the whole amount of his tuition fees as calculated upon registration.
Can I submit a petition?
If you feel aggrieved in the application of an academic regulation, you can submit a petition.

Where:

only in the Student Affairs Office

Deadline:

if you wish to submit a petition, you should do it no later than one week after issuing the official notice of the contestable decision. The Student Affairs Office will take a decision in ten days after receiving the petition.

Fees:

these forms are free of charge.
What is general education?

Objective:

to provide undergraduate students with a basic common general education, proper to USEK.

Composition:

according to the academic program, 12 to 21 credits of the undergraduate program are devoted to such type of courses.

List of the General Education Requirements

Description of the General Education Requirements
How to calculate my cumulative GPA, my general average per semester and cumulative general average of the diploma?

Cumulative GPA =

general average of all the courses grades of a specific academic program divided by the number of credits.

General average per semester =

general average of all the courses grades of a specific semester divided by the number of credits.

Cumulative general average of the diploma =

general average of all the courses grades of a specific diploma divided by the number of credits. It is the cumulative GPA taken into consideration for graduation.

NB
  • In case a course was repeated, the higher grade will be taken into consideration in calculating the cumulative GPA.
  • The I, W , AW , P, R, T, G , and U grades are not counted in the general average.
  • The FW grafes, equivalent to 40, are counted in the general average.
  • The cumulative GPA is calculated to the second decimal number and is displayed on the grades transcript.
What is the minimum required grade to pass a course?
The required passing grade to validate each course of a defined studies program is mentioned on the related academic contract. Students can consult these programs in the “Student Handbook” edited by their academic unit or on the USEK website.

Undergraduate students: in general, the passing grade of a course is 70/100 or P. A higher grade may be required for some courses in certain majors. However, some courses are considered validated with a 60/100 if the student has a cumulative general average of the diploma of 70/100 minimum.

Graduate students: in general, the passing grade of a course is 80/100 or P. A higher grade may be required for some courses in certain majors. However, some courses are considered validated with a 75/100 (or 70/100 depending on the courses and the faculties/Institutes) if the student has a cumulative general average of the diploma of 80/100 minimum.
For what reasons the student might be placed under academic probation?
Reasons for which a student might be placed under academic probation:
  • A student enrolled in BA or in the undergraduate engineering program is placed under academic probation at the end of the semester if his GPA of the diploma is below 70/100.
  • A student enrolled in the engineering program is placed under academic probation at the end of the semester in the following cases:
    • If his cumulative GPA of the diploma is below 70/100
    • If his GPA per semester is below 70/100
  • A student enrolled in the undergraduate program of Medicine (for students enrolled since September 2008) is placed under academic probation at the end of the semester in the following cases:
    • If his cumulative GPA of the diploma is below 80/100
    • If his GPA per semester is below 80/100
    • If his GPA is below 80/100
    • If he fails 2 courses maximum (except general knowledge courses)
  • A student enrolled in the undergraduate program of Medicine (for students enrolled since 2006 or 2007) is placed under academic probation at the end of the semester in the following cases:
    • If his GPA per semester is below 75/100
    • If his GPA is below 75/100
    • If he fails 2 courses maximum (except general knowledge courses)
  • A student enrolled in the graduate program of Medicine (for students enrolled since September 2008) is placed under academic probation at the end of the semester in the following cases:
    • If his cumulative GPA of the diploma is below 80/100
    • If his GPA per semester is below 80/100
    • If his GPA is below 80/100
    • If he fails 2 courses maximum (except general knowledge courses)
  • A student enrolled in the graduate program of Medicine (for students enrolled before September 2008) is placed under academic probation at the end of the semester in the following cases:
    • If his GPA per semester is below 80/100
    • If his GPA is below 75/100
    • If he fails 2 courses maximum (except general knowledge courses)
  • A student enrolled in a graduate program is placed under academic probation at the end of the semester if his GPA is below 80/100.

Release of probation status: a student is released of the probation status if he reaches the required GPA per semester and cumulative GPA.
In what cases a student might be excluded from a program?
A student in the undergraduate program is excluded from the program he/she is registered in, for one of the following reasons:
  • Upon receiving the third (second for the students of Medicine) consecutive probation warning (i.e. when he/she is on probation for two consecutive semesters; except for summer sessions)
  • If he/she fails to validate his/her academic program within the established time limit
  • If he/she fails a required course three times
  • If he/she fails an remedial course twice
  • If he/she suspends his/her education without officially informing the administration, by submitting the appropriate form at the Registrar Office.


A student in the graduate program is excluded from the program he/she is registered in, for one of the following reasons:
  • Upon receiving a second warning of consecutive probation (i.e. when he/she is on probation for two consecutive semesters)
  • If he/she fails to validate his/her academic program within the established time limit
  • If he/she fails a required course twice
  • If he/she fails an remedial course
  • If he/she suspends his/her education without officially informing the administration, by submitting the appropriate form at the Registrar Office.

A student who is excluded from the academic program can submit an admission form in another program proposed by the Holy Spirit University of Kaslik. However, the mention of his/her exclusion will still appear on his/her academic file.
In what cases a student might be excluded from USEK?
An administrative measure of temporary suspension can be taken by the Rector.

A student can be excluded from the Holy Spirit University of Kaslik, based on an administrative decision of the Rector or the University’s Council of Discipline. The decision will define the nature of the exclusion and its implication on the academic level. The mention of a student’s exclusion will be displayed on his/her academic file.
What are the disciplinary regulations?
Every student enrolled at USEK is supposed to abide by the discipline applied at the university and not to cause any public trouble. In case of violating the regulations in force at USEK, the disciplinary sanctions that might be taken against a student are the following: reprimand, warning, temporary suspension or dismissal.
What are the evaluation criteria of a course?

In every course, the evaluation of the student’s work is done according to the following scale:

  • Assiduity and attendance: 10%
  • Research and/or projects: 10 to 20%
  • Quizzes: 10 to 20%
  • Midterm exam: 20 to 30%
  • Final exam: 35 to 40%

These percentages can vary between courses and curricula, but they are defined and stated to the student during the first sessions of the course. The evaluation criteria are also mentioned in the syllabus of the course, which is given to students at the beginning of the semester.

Where, when and how to ask for a grade re-examination?
A student can ask for the re-examination of two grades, at the most, per semester or summer session. The only acceptable grade re-examination requests are the following:
  • In case a mistake occurred while adding up the grade
  • In case a mistake occurred while copying the grade

Where:

in the Registrar Office with a receipt of full settlement.

When:

the student has the right to ask, within the 48 hours after the display of the final grade on the Banner Self Service, that his/her grade be re-examined through the means of a specific form. After this period, no recourse, even a justified one, is possible.

Fees:

the fees for a grade review request are worth 25 USD and are installed at the Accounting Office – Student Services Department. This sum is returned to the student when the demand was deemed rightful.
How does the grading system work?
The final grade assigned to a course is a numerical grade over 100 (from 40 to 100 in increments of 5 - some academic units adopt a grading system over 20, 10 being the passing grade) or an alphabetical code according to the following table: 
TABLE
What are the attendance regulations?

Authorized absence:

Assiduity is required for courses, practical activities, directed activities, laboratory sessions, etc. The student can be absent for valid and justified reasons, to number of periods equal to three teaching weeks (9 hours for a three credit course or 6 hours for a two credit course). Every student who exceeds this limit in a certain course might be given the grade “FW” (Fail to Withdraw) by the concerned teacher, and, subsequently, will not be able to present his/her final exam.

Responsibility:

No absence, even a justified one, releases the student from his/her responsibilities regarding the work required or regarding whatever the teacher may have said during his/her absence.

Prolonged absence:

A student who does not show up to all his/her courses for more than three consecutive weeks will be considered by the administrational level as having resigned; he/she will be given the grade FW (Fail to Withdraw) in all his/her courses and will be consequently excluded from his/her academic program at the end of the semester. However, the student can present a readmission demand to the Faculty/ Institute in order to continue his/her education, starting from the following semester (readmission form presented at the Registrar Office); after that, the Council of the Faculty/ Institute will have to decide whether to accept or refuse this readmission demand.

If the student justifies the exceptional circumstances of his/her absence to all the courses for three consecutive weeks, he/she can apply for an Administrative Withdraw by presenting the appropriate form at the Registrar Office.
Whom should I address in case of absence from a course?
The follow up of students’ absence from courses, practical activities, directed activities, laboratory sessions, quizzes, etc is falls within the instructor’s responsibility according to the academic regulations in force adopted at USEK. Therefore, a student who absents from a course should refer to the concerned instructor.
Whom should I address in case of absence to a midterm or final exam?

A student who misses a midterm or final exam should submit a petition in the Student Affairs Office during the 24 hours following the absence.

However, it is worth mentioning that in order for these petitions to have positive consequences, they must be legitimized by one of these reasons:

  • Death of a first degree parent
  • Sickness attested by the hospital’s medical report
  • Serious accident attested by the minutes of a sworn expert
What is the procedure that should be carried out in case of interruption of studies or readmission?

Where:

Student Affairs Office

How:

A student who wishes to temporarily suspend his/her curriculum for a period not exceeding two consecutive semesters, must fill a special form for this purpose.

After the suspension of studies, and in order to be readmitted in the initial interrupted studying program, the student has to present a readmission demand at the Registrar Office, at least three weeks before the registration period. The readmission demand is automatically accepted if the suspension of studies was official and was delivered to the Registrar Office within the established deadlines. Otherwise, the readmission demand is examined by the University’s Admission Committee and if the student’s readmission was refused, no other recourse demand can be filled.

NB
  • If the student does not register to the semester following the authorized interruption period, he/she will inevitably be excluded from the academic program.
  • The authorized interruption duration is calculated according to the maximum duration of studies; therefore, the student should not exceed this maximum authorized duration for obtaining the diploma, or else he/she will be excluded from his/her academic program.
  • If a student suspends his/her studies without officially informing the administration of the Holy Spirit University of Kaslik, by submitting the appropriate form at the Registrar Office, he/she will be considered as excluded from the academic program. In this case, the student has the right to present a readmission demand to the suspended program or to a new one; this demand will be examined according to the regulations in force when submitting the said form.
How to obtain administrative documents (attestations, grades transcripts, etc.)?
  Type of issued document   Place of submitting the form (via the appropiate document) and withdrawing the required document Fees(USD) 
To be installed at the Student Accounting Office 
Attestation of registration and continuation of studies   Registrar's Office  5 USD
Attestation of tuition fees   Registrar's Office   
Attestation of registration with the tuition fees   Registrar's Office  
Attestation to obtain a bank loan   Registrar's Office   
Attestation of training   Registrar's Office     
Attestation of NSSF membership   Registrar's Office   
Official grades transcript   Registrar's Office    10 USD
Parchment diploma   Registrar's Office    Free of charge
Attestation of diploma   Registrar's Office    10 USD
True copy of the parchment diploma   Registrar's Office    5 USD
    True copy of the attestation of diploma   Registrar's Office    5 USD


Students can retrieve the requested administrative documents in three different ways:
  • The student can retrieve the requested administrative document in person. The documents will be, personally, handed to him/her when the student shows his/her student ID.
  • The student can mandate an authorized representative, whose name will be stated, when filing the request. This person will be requested to show a personal ID, in order to retrieve the documents.
  • The requested documents will be sent, by mail, to the address specified by the student in the form which was previously filed (postal fees will be paid, in advance, at the Accounting Office – Students’ Service).


NB
No request, to have an administrative document issued, will be filed, prior to the fourth week of the current semester. Official documents which are not retrieved within a one-month period will be recorded in the student’s file.
From where can I obtain the different administrative forms?
The various forms which you might need are available on MyUSEK intranet, at the Registrar’s Office and/or at the Secretariat of the Faculty/Institute.

Fees are required in order to obtain certain administrative documents. These fees are to be installed at the Accounting Office – Students’ Service. A receipt will then be issued.
Where, when and how to change an academic program (undergraduate)?

Where:

at the Registrar Office

When:

no later than three weeks before the registration period; otherwise, the form will not be accepted.

How

: A student who wants to change his academic program must present an official request by filling in the specific form.

The Admission Committee at the University verifies the following points before examining the request:
  • If this is the student’s first change of academic program within his studies program; in fact, during a specific studies program, the student has the right to only one switch of academic program.
  • If the admission conditions related to the new academic program are fully respected.
  • If the request of academic program change is accepted by the Admission Committee, the latter will then take into consideration the credits of the initial program, related to common and equivalent courses and will be validated by the new chosen program.
Where, when and how to change a major within the same academic program?

Where:

at the Registrar Office

When:

no later than three weeks before the registration period; otherwise, the form will not be accepted.

How:

A student who wants to change his major in the same academic program must present an official request by filling in the specific form. This request will be automatically refused if the student is in probation.

The Admission Committee at the University examines the student’s request following the approval of the Faculty/Institute. If the request is accepted by the Admission Committee, the latter will then take into consideration the credits of the initial major, related to common and equivalent courses and will be validated by the new chosen major.

NB
Change of the academic program is not applicable for the graduate studies. A student who wishes to change his academic program should submit a new admission form and pass the related admission test.
Where, when and how to switch campuses?

Where:

at the Registrar Office

When:

no later than three weeks before the registration period; otherwise, the form will not be accepted.

How:

A student who wants to switch campuses (from USEK main campus to a Regional University Center or vice versa) must present an official request by filling in the specific form.

NB
Students already registered in one of the three Regional University Centers and who benefit from a 20% reduction on their tuition fees, will not benefit from this grant, once registered in the main campus of Kaslik. However, students already registered in the main campus of Kaslik will be able to benefit from the 20% grant, when switching to one of the three Regional University Centers.
From where can I obtain the Academic Calendar of the University?
The Academic Calendar of the University is available on the University’s website and on MyUSEK.
Where can I have internet access on campus?

The entire campus of Kaslik benefits from Wi-Fi coverage. In order to connect to the wireless network of USEK, consult the ‘Wireless Manual’ on MyUsek and the website.

Beside this, a computer room is also available to students, room PS 106 (Take the stairs down next to the main entrance of the Library).

This room has 48 computers, all connected to internet as well as to the university’s intranet (MyUSEK). An IT assistant is always present in the computer room in order to answer all your questions.

How to practice a sport activity at USEK along with my studies?
Course within the General Education Requirements: 1 credit is devoted to an activity offered by the Sports Office. You can choose one of eight different activities: basketball, football, volleyball, tennis, table tennis, dance, chess and swimming.

University teams: If you wish to participate in competitions and join a university team in order to represent the university in the national and international tournaments, you can join one of the teams managed by the Sport Service. The following teams, supervised by specialized trainers, have already been formed and developed: ski, chess, basketball, volleyball, football, tennis, table tennis, combat sports, fencing and athletics.
For further questions, where can I go? What office/service to address for each application?
Holy Spirit University of Kaslik
Tel.: (+961) 9 600 000
Fax : (+961) 9 600 100
© Copyright USEK 2017
Subscribe to our newsletter
Find USEK