Study regulations

       Approved by the Council of the IT College
09.05.2007
02.10.2007
06.11.2007
01.02.2008
03.04.2008
12.11.2008
27.08.2009
09.03.2010
26.08.2010
14.02.2011
27.02.2013
                                                                 

  Study regulation   
                                                                                                                            

1. GENERAL PROVISIONS

1.1.SCOPE, ESTABLISHMENT OF AND AMENDMENTS TO THE REGULATION

1.2. EXPLNATIONS OF THE DEFINITIONS

1.3. BASIS OF THE PROVISION OF EDUCATION

1.4. STUDENT PLACES

1.5. CLASSIFICATION OF LEARNERS

1.6. CERTIFICATES

2. BECOMING A LEARNER

3. OBLIGATIONS AND RIGHTS OF THE LEARNER IN THE STUDY PROCESS

3.1. OBLIGATIONS OF THE STUDENT

3.2 RIGHTS OF THE STUDENT

3.3. SPECIFICATIONS FOR EXTERNAL STUDENTS

3.4. SPECIFICATIONS FOR VISITING STUDENTS

4. RIGHTS AND OBLIGATIONS OF THE IT COLLEGE

4.1. IT COLLEGE UNDERTAKSE TO

4.2. IT COLLEGE IS ENTITLED TO

5. PERFORMANCE

5.1. ASSESSMENT

5.2. ORGANISATION OF EXAMS AND PASS/FAIL ASSESSMENTS

5.3. EXAMS

5.4. PASS/FAIL ASSESSMENTS

5.5. DEFENDING

5.6. GRADUATING

6. SUSPENSION AND INTERRUPTIONS OF STUDIES

6.1. ACADEMIC LEAVE

6.2. EXMATRICULATION

7. ACADEMIC MOVEMENT

8. IMPLEMENTATING PROVISIONS

1. GENERAL PROVISIONS

1.1. SCOPE, ESTABLISHMENT OF AND AMENDMENTS TO THE REGULATION

1.1.1. The Academic Policy (hereinafter the Regulation) of the Estonian Information Technology College (hereinafter IT College) is the main document regulating the studies and the relations between study matters.
1.1.2. The Regulation is complied in accordance with legislation. In case of the discrepancies between the legislation and the provisions of this Policy, the legislation shall be applied.
Areas not regulated with this Regulation shall be regulated with supplementary regulations, contracts entered into with the Ministry of Education and Research, Statutes of the IT College, decisions of the Council of the IT College, directives of the Rector or the contracts entered into between the parties.
1.1.3. The Council of the IT College shall establish the Regulation and the amendments to it.
1.1.4. Regulations issued based on the Regulation and their amendments shall be established based on the decision of the Council of the IT College and the directive of the Rector of the IT College.

1.2. EXPLNATIONS OF THE DEFINITIONS

1.2.1. Curriculum – the basic document of the studies designating the aims of the performed studies, nominal duration and volume of the studies, conditions for starting the studies, list, volume, short descriptions of the subjects, opportunities and conditions for selection, opportunities for specialization and conditions for completing the studies.
1.2.2. Typical syllabus – fixed distribution of the subjects by terms.
1.2.3.  Individual syllabus – list of subjects declared by the student for the forthcoming term which he/she is obliged to study; individual path for passing the curriculum by terms.
To ensure the logical sequence of studying the prerequisite subjects indicated in the syllabus (except recommended prerequisite subjects) should be passed before studying the main subject, as a rule.
The student should submit a respective application with reasons to the manager of the office of academic affairs for making the amendments within one week after the red line day or beginning of the partial term. The invoice issued based on the initial declaration shall be changed, but the extra paid amount shall remain as an advance payment for the subsequent periods.
1.2.4. Credit point (CP)* – unit for study volume corresponding to 26 hours of the studies including the contact-based study, practical work and independent work.
1.2.5 Learning outcome – knowledge, skills and attitudes or their sets (competencies) obtained as the result of studies the existence and/or gained level of which can be certified and assessed. The learning outcomes are described on the minimum or basic level necessary for passing the curriculum or subject. The achievement of learning outcomes is decided by the means of assessment.
1.2.6. Practical work – achievement of the aim of the study by applying the learnt knowledge and skills in work;
1.2.6.1. practice – field training performed in the working environment under the guidance of a supervisor; obtainment of special/professional skills and experience proceeding from the requirements of the expected working place of the student; the practice is generally carried out outside the lecture room studies; the forms of the practical work are determined by the curriculum; requirements for the practical work are determined in the regulations of the practical work;
1.2.6.2. workshop – consolidation of theoretical knowledge in the lecture room under the guidance of the supervisor; different forms of the workshop are determined in the curriculum.
1.2.7. Independent work – independent obtainment of the knowledge by the student; handling of the problem; reading special literature, compilation of written works for achieving the aims of the studies.
1.2.8. Nominal period of studies – period of studies indicated in the curriculum in academic years.
1.2.9. Nominal study load – an average study load in credit points following the nominal study period.
1.2.10. Academic calendar – document providing more important due terms for study activities; the beginning and the end of the academic year and each term are fixed and the red line day for each term.
1.2.11. Preliminary week – week, preceding the academic year from which the subjects can be declared. The opening celebration and introductory activities to the studies for freshmen are planned for the preliminary week.
1.2.12. Red line – temporal line until which the movements related to the organization of studies must be finished, i.e. academic movement.
1.2.13. Declaring – standard compilation and formulation of the individual syllabus of the student in the study information system; declaring of the subject is also the initial registration for the pass/fail assessment and exam.
1.2.14. Registration:
1.2.14.1. to the subject – forming the audience at the foreseen time with the aim of better organisation of the studies in the lecture room;
1.2.14.2 to the resit; repetitive pass/fail assessment;
1.2.15. Reinstatement – re-matriculation, restoring the academic status of the student.
1.2.16. Academic year – continuous study period from autumn to spring term. The dates of the beginning and end of the academic year are prescribed in the academic calendar.
1.2.17. Full-time study – degree level study in case of which the student shall perform cumulatively at least 75% of the volume of the studies to be performed according to the curriculum by the end of each academic year.
1.2.18. Part-time study – degree level study in case of which the student shall perform cumulatively at least 50%, but less than 75% of the volume of the studies to be performed according to the curriculum by the end of each academic year.
1.2.19. External study – type of degree level study in case of which the learner or an external student shall have no status of a student, i.e. studying is an independent studying activity of the learner according to the terms and conditions of the contract entered into between the parties but which enables the learner to pass the exams and pass/fail assessments and acquire the diploma.
1.2.20. Distance learning – form of a degree level studies in case of which the volume of the lecture room studies forms up to 25% of the volume of the subject. Independent work forms an essential part of the studies. Rated period of studies in the distance learning of IT College is 4 years.
1.2.21. Refresher courses – work-related training which is not a degree level study and which is regulated by Regulation of refresher courses in IT College”.
1.2.22. State-funded study – study places financed by the state based on the contract entered into between IT College (Estonian Information Technology Foundation) and the Ministry of Education and Research.
1.2.23. Non-state-funded study – student places financed by the learner based on the contract entered into between the IT College and the learner the rate of the fee of which is established by the Council of the Estonian Information Technology Foundation (EITSA).
1.2.24.Plagiarism – the submission for assessment of the individual work (e.g.research papers, essays, elements of  a computer program,applications, etc.) or part of it required by the curriculum other author´s production  or parts of production as one`s own without properly acknowledging the other authors and citing the sources, and with crediting copyright to the one submitting the work.

* 1 CP (Credit point) = 1 ECTS (European Credit Transfer System)

1.3. BASIS OF THE PROVISION OF EDUCATION

1.3.1. IT College provides professional higher education in day-time, evening and distance learning form.
1.3.2. The studies in IT College include full-time, part-time and external studies.
1.3.3. Professional higher education is the first level higher education study during which the student obtains competences necessary for working on a special profession or continuing studies in the Master’s study.
1.3.4. Curricula form the organizational basis for the study process and must meet the higher education standard and requirements established by the Council of the IT College.
1.3.5. The statutes of the curriculum provide the structure of the curriculum. Subjects form an essential part of the curriculum. The subject is characterized by the integrity of the content, theoretical core and professional part. According to the higher education standard the volume of the subject is calculated in European credit points.
1.3.6. The methods for passing the subject include lectures, seminars, exercises, workshops, practical work, study visits, essays, subject works or projects and other types of the lecture room studies and independent work necessary for obtaining the subject.
1.3.7. There are compulsory and elective subjects. During the period of studies, a student must perform all compulsory subjects in the performed curriculum and elective subjects in the volume foreseen in the curriculum.
1.3.8. The volume of possible elective subjects in a certain term is determined by the beginning of the term.
1.3.9. Each subject ends with a pass/fail assessment or an exam.
1.3.10. The timetable determines the temporal distribution of lecture room studies within one term.
1.3.11. The study languages of the IT College are Estonian and English.
1.3.12. Members of the teaching staff perform the studies and the department of academic affairs records and retains the study results and assessment sheets.
1.3.13. The study activities are temporally divided into academic years. Each academic year consists of two terms (with equal length) – autumn and spring term. The term can be divided into shorter cycles of study (semi-terms).
1.3.14. The student shall determine his/her participation in the studies with compiling an individual syllabus.
1.3.15. IT College may consider the prior and experiential learning in performing the curriculum according to „Procedure of recognition of prior and experiential learning”, except in respect of the subjects Mathematics compensatory course, Business practice II and Diploma thesis.

1.4. STUDENT PLACES

1.4.1. Student places are formed for providing educational services to the students.
1.4.2. All student places shall be filled by competition, initially with the reception competition on conditions and by procedure of Reception Policy of IT College.
1.4.3. The follow-up competitions shall be organized for state-funded places becoming vacant during the studies at the beginning of each term on conditions provided by the Rector.
1.4.4. The student places are divided according to the sources for covering the IT College side costs necessary for providing the study services:
1.4.4.1. student places formed based on state commissioned education or state-funded (SF) student places;
1.4.4.2. student places financed by the natural and/or legal persons or non-state-funded (NSF) student places the number of which is determined by the Council of the IT College.
1.4.5. Student studying at the SF student place shall be transferred to NSF student place and he or she should compensate the study costs if he or she has studied on the student place formed based on a state commissioned education for more than one year exceeding the nominal period of the curriculum (period of study can be extended in case of an academic leave) or in case a student studying on a SF student place shall not perform the requirements of a full-time study.
1.4.6. A student who has studied on a SF student place for more than a year exceeding the nominal duration or failed to perform the requirements of a full-time studies who has been transferred to the part-time studies shall be released from compensating the study costs if he or she continues the studies according to the same curriculum and if he or she:
1.4.6.1. has a moderate, severe or profound disability;
1.4.6.2. is a parent or caregiver of an under 7-year old child or a disabled child.
To grant the relief from the tuition fee, the student shall submit an application to the department of academic affairs with a document verifying the circumstances for getting the relief from tuition fee.
1.4.7. The state-funded student place shall become vacant if the student:
1.4.7.1. fails to perform the requirements of full-time studies;
1.4.7.2. shall be exmatriculated;
1.4.7.3. shall refrain from the student place.
1.4.8. The following persons can apply for the vacant state-funded student place:
1.4.8.1. student studying at the non-state-funded student place;
1.4.8.2. external student;
1.4.8.3. former IT College student;
1.4.8.4. a student from another  institution of higher education;
1.4.8.5. former student of another  institution of higher education.
1.4.9. Candidate with better study results considering the rate of performing the curriculum shall be preferred in filling the vacant state-funded student place. In case of equal results the student with better grade point average shall be preferred.
1.4.10. Non-state-funded student place shall be retained according to the conditions of the contract.
1.4.11. The following persons can apply for the vacant non-state-funded student place:
1.4.11.1. external student;
1.4.11.2. former IT College student;
1.4.11.3. student of another institution of higher education;
1.4.11.4. former student of another institution of higher education.

1.5. CLASSIFICATION OF LEARNERS

1.5.1. IT College learners are students and external students.
1.5.2. The student of the IT College is entered into the matriculation register as a member of IT College (matriculated) and studies according to one certain curriculum either in full of part time studies, incl
1.5.2.1. Visiting student of the IT College is a student of some other Estonian institution of higher education/university who has come to study in the IT College for one term up to one academic year or single subjects.
1.5.2.2. Foreign student of the IT College is a citizen of a foreign country not living in Estonia permanently and entered into the matriculation register and who studies according to one certain curriculum either in full or part time studies.
1.5.3. External student of the IT College is entered into the matriculation register but is not a member of the IT College. External student studies subjects selected by him- or herself and may perform tests and exams in respective subjects in the same manner as the students. The external student is entitled to defend the final paper and he or she shall receive a diploma with an academic report in performing the curriculum by the procedure established in the IT College.

1.6. CERTIFICATES

1.6.1. Diploma is a single state document certifying the education. The Government of the Republic of Estonia has established the statute of diplomas and academic reports and the procedure for issuing them. Department of academic affairs issues the diplomas and academic reports based on the directive of the Rector. The IT College issues IT College diploma in addition the state diploma.
1.6.2. The diploma with an academic report shall be issued to the person who has fully performed the curriculum valid in the IT College.

 

2. BECOMING A LEARNER

2.1. Organisation and conditions of the reception are provided in \”Reception Policy of the IT College\”.

 

 3. OBLIGATIONS AND RIGHTS OF THE LEARNER IN THE STUDY PROCESS

3.1. OBLIGATIONS OF THE STUDENT

3.1.1. To study the subject(s), the student undertakes to compile an individual syllabus for each term in the study information system for the red line day in the term. In compiling the individual syllabus, the student must follow that cumulatively at least 75% of the volume of studies of the nominal load for an academic year shall be ensured in full-time studies and 50% of the nominal load for an academic year in part-time studies.
3.1.1.2. In case the cumulative average volume of the performance of the student remains below 75% in full-time studies, the IT College shall transfer the student to the part-time studies without excluding the student from IT College.
3.1.1.3. In case the volume of studies of a student with full and part time studies a year cumulatively remains below 50% of the nominal load of the studies, the student shall be exmatriculated.
3.1.2. The learner undertakes to check the correctness of his or her (contact)data in the study information system of the IT College, or correct the data, if needed, or inform the department of academic affairs about the mistake.
3.1.3 Students are obliged to follow the IT College Academic Conduct and Ethics Code.

3.2 RIGHTS OF THE STUDENT

3.2.1. The student is entitled to select the subjects (optional subject) from other IT College curricula or as a visiting student from accredited curricula of other institutions of higher education in the extent of up to ten per cent of the syllabus on account of the elective subjects by registering the selected subjects in the department of academic affairs before the red line of the term. When registering as a visiting student, the student submits to the department of academic affairs an application of a visiting student and after passing the visiting studies an extract of the study performance.
When passing a subject as a visiting student in another institution of higher education, the student shall pay the study service fee based on the price list of the institution of higher education providing the selected subject to the institution of higher education providing the selected subject, if not provided otherwise in the contract between the institutions.
3.2.2. The student is entitled to perform part of the studies in other institution of higher education in the Republic of Estonia or in a foreign educational institution of the same level according to the cooperation agreements entered into by the IT College.
3.2.3. The student is entitled to apply for acknowledgement of the subjects passed earlier in another institution of higher education in performing his or her individual syllabus according to the provision of clause 1.3.15 whereas the selected subjects must meet the curriculum of the IT College.
3.2.4. IT College recognises the studies and subjects passed in vocational training indicated in clause 3.2.2. in the procedure of individual decisions according to the regulation „Procedure for assessing previous studies and work experience”
3.2.5. The student is entitled to receive an extract of his or her performance.
3.2.6. The student is entitled to receive information about orders concerning him or her. The college shall inform the student by sending respective notification to the student’s e-mail address in the college server with which the message is deemed as sent.
3.2.7. The student is entitled to address the consultant of academic affairs for receiving information in study, administrative and financial issues. 3.2.8 The full-time student is entitled to apply for the education allowance by procedure established by the Council of the IT College.
3.2.9. The student is entitled to dispute the made decisions related to his or her provision of education. For receiving an explanation after the addressing? to the person who made the decision or to the chairperson of the committee the student can submit a written appeal within one week from forwarding the challenging decision.?
The application shall be submitted:
In respect of issues related to studies and organization of studies – to the vice rector of studies except in case of clause 5.6.2.12;
in respect of financial and other issues – to the rector.
3.2.10 A student who finishes the studies with nominal time is entitled to apply for reimbursement of tuition fee (based on application) for credit points exceeding 180 credit points on condition that the limit of 180 credit points is exceeded in completing the compulsory rate of elective subjects due to higher volume of one elective subject. The application for reimbursement of the tuition fee is submitted to the department of academic affairs after successful defending of a diploma thesis within five days from announcing the results of the defending.

3.3. SPECIFICATIONS FOR EXTERNAL STUDENTS

3.3.1. External student can apply for his or hr matriculation to student.
3.3.2. The external student shall him- or herself select the study load.

3.4. SPECIFICATIONS FOR VISITING STUDENTS

3.4.1. Visiting student can study in the IT College on equal basis with the IT college students, paying for the studies according to the fee rate established by the IT College Council if not provided otherwise in the cooperation agreement between the institution of higher education.

 

4. RIGHTS AND OBLIGATIONS OF THE IT COLLEGE

4.1. IT COLLEGE UNDERTAKSE TO:

4.1.1. ensure the performance of the studies according to valid curriculum/curricula, in accordance with the higher education standard of the republic of Estonia and other legislation regulating the studies and in accordance with this Policy and other regulations of the IT College.
4.1.2. create conditions necessary for the learners for acquiring education complying with the curriculum/curricula.
4.1.3. issue a officially recognized final document to the student in case of due completion of the curriculum.

4.2. IT COLLEGE IS ENTITLED TO:

4.2.1. demand payment for studies in the extent and by the procedure determined with the directive of the Rector (except exemptions provided in clause 1.4.6) from the students on state-funded student places whose cumulative average of the performance is below 75% and who has been transferred to part-time studies.
4.2.2. make amendments to the curriculum/curricula (with regard to names, content and volume of the subjects) by publishing the amendments to the curriculum/curricula via official channels of the IT College latest by four weeks before the beginning of the term.
4.2.3. not to open studies in the subject with very little audience and in case of big audience form study groups and change the time of performing the elective subjects within one academic year. The limits of the audience shall be provided by the directive of the rector.
4.2.4 To punish students (retroactively throughout the whole period of study) for violating the Code as follows:
4.2.4.1 Not to provide assessment on academic performances conducted by academically not acceptable means, by submitting other authors’ production as one’s own or re-submitting one’s own work;
In case of repetitive violation of the Code to deny the student a right, by the Rector’s directive, to take examinations or non-graded preliminary examinations in the subject under discussion throughout the academic semester of violation (assessment of student performance shall be marked as ’failing/not passed’) or dismiss the student (terminate the contract with the student) for contemptible behaviour.
4.2.4.2 Not to consider valid the assessment of learning outcomes conducted under another student’s name;
To discipline the student violating the Code by issuing a letter of reprimand by the Rector’s directive. To deny the student represented in the fraud assessment a right, by the Rector’s directive, to take examinations or non-graded preliminary examinations in the subject under discussion throughout the academic semester of violation (assessment of student performance shall be specified as ’failing/not passed’);
In case of repetitive violation of the Code to dismiss the student (terminate the contract with the student) for contemptible behaviour. 
4.2.4.3 To require students assumed to have been involved in plagiarism to explain their conduct in the form that would lend itself to reproduction;
To discipline the student having violated the Code for once in written work to be submitted in a subject by a letter of reprimand issued by the Rector’s directive and not consider the work as submitted;
Dependant on the scope of violation of the Code, in case the instance of misconduct has been established, to deny the student a right, by the Rector’s directive, to take examinations or non-graded preliminary examinations in the subject under discussion throughout the academic semester of violation (assessment of student performance shall be specified as ’failing/not passed’);
In case of a severe violation of the Code (e.g. a graduation paper) or repetitive cases of misconduct to dismiss the student (terminate the contract with the external student).
4.2.4.4  To repeal any resolution passed on the basis of fraud information and to discipline the student having deliberately submitted fraud information by issuing a letter of reprimand by the Rector’s directive.

 

5. PERFORMANCE

5.1. ASSESSMENT

5.1.1. The aim of assessing the studies is to:
5.1.1.1. fix achieved level of learning outcomes gained by the student during studies as a differentiated or non-differentiated grade;
5.1.1.2 determine the general performance of passing the studies of the student during the observed period (term, academic year, integrally during the whole study period).
5.1.2. The studies performed by the student and gained knowledge is assessed at exams, tests and defending and the assessment results are recorded on respective assessment sheets or defending protocols. The basic document for registering the study results is assessment sheet or defending protocol belonging to retention by the valid procedure.
5.1.3. Tests, lab works, essays performed during current studies can also be assessed. Relevant assessment results which may be the basis for forming the exam or pass/fail assessment results according to the syllabus are registered in the study information system.
5.1.4. Average amount of work necessary for obtaining each subject shall be calculated in credit points. The subject is deemed as performed when the foreseen exam or pass/fail assessment ended with positive grade and it is entered into respective assessment sheet. The number of gained credit points does not depend on the grade.
5.1.5. IT College uses differentiated and non-differentiated assessment.
5.1.6. In case of differentiated assessment the achievement level of the learning outcomes of students is differentiated based on the following scale:
5.1.6.1. Grade «5» – «excellent» – an outstanding and particularly broad-based level of achievement of the learning outcomes characterised by exceptional, free and creative use of the knowledge and skills;
5.1.6.2. grade «4»  – «very good» – a very high level of achievement of the learning outcomes characterised by proper and creative use of the knowledge and skills. More specific and detailed elements of knowledge and skills may reveal certain errors that are neither substantive nor serious;
5.1.6.3. grade «3»  – «good» –  More specific and detailed elements of knowledge and skills may manifest certain uncertainty and imprecision;
5.1.6.4. grade «2» – «satisfactory» – a sufficient level of achievement of the learning outcomes characterised by the ability to use the knowledge and skills in typical situations, non-typical situations reveal gaps and uncertainty;
5.1.6.5. grade «1» – «poor» – a minimally acceptable level of achievement of the learning outcomes characterised by a limited ability to use the knowledge and skills in typical situations, non-typical situations reveal considerable gaps and uncertainty;
5.1.6.6. grade «0»  – «fail» – the knowledge and skills acquired by the student are below the minimum required level.
5.1.7. The method of non-differentiated assessment of the learning outcomes is assessment of achievement of study outputs in case of which the following is marked:
1) equal to or exceeding the minimum determined level “P” – pass and
2) lower than minimum determined level outcome F – failed.
5.1.15. A weighted average grade (hereinafter average grade) is used for characterizing the general success of the student during a certain period. The latter is calculated in dividing the sum of the product of exam grades and credit points of all performed subjects during a certain period by the total amount of credit points of all performed exam subjects. Subjects completed with not graded assessments shall not be taken into account in calculating the weighted average grade.
5.1.16. The main teaching staff of the subject shall generally assess the exams and pass/fail assessments. The vice rector of academic affairs is entitled to appoint some other teaching staff or specially formed committee for assessment in case of which the department of academic affairs shall issue the assessment sheet with the name of a respective teaching staff or committee.
5.1.17. The teaching staff shall enter the assessment outcomes to the study information system latest within five business days after the performance of the exam or pass/fail assessment (incl resit or repetitive pass/fail assessment).

5.2. ORGANISATION OF EXAMS AND PASS/FAIL ASSESSMENTS

5.2.1. Exams and pass/fail assessments must be performed by the end date of the respective exam session. Upon the circumstances independent of the student and documentally justified (illness during the exam session, work-related assignment abroad and other), the rector is entitled (with his or her order) to extend the due term for performing the exam or pass/fail assessment of a specific student in autumn term until the end of the exam session of the semi-term of the spring term and in spring term up to the beginning date of the autumn term. Results of the exams and pass/fail assessments performed during the extension shall be recorded to the results of respective term.
5.2.2. Exam and pass/fail assessment shall be performed, as a rule, at the exam session directly subsequent to the end of the lecture room studies.
5.2.3. Student allowed to take the exam or the pass/fail assessment but not appearing there or refraining from answering shall get the mark “absent” to the assessment sheet.
5.2.4. The mark “absent” shall be equal to negative grade at the final date of the exam session. Equalization with negative grade in case of being absent with good reason shall not be applied or it shall be cancelled if a written certificate about a good reason shall be submitted within seven business days from the day of the exam or pas/fail assessment. Unsatisfactory projects or works  in defending can be re-defended after required supplementation on the term appointed by the defence committee.
5.2.6. On request of the examiner, the student has to present an ID document with a photo when coming to an exam or pass/fail assessment.
5.2.7. Resits and repetitive pass/fail assessments are fee-charging except for students studying on a state-funded student place. The amount of the fee shall be established with the directive of the Rector.
5.2.8. It is required to register to the exam and pass/fail assessment in the department of academic affairs:
5.2.8.1. in case of resit; repetitive pass/fail assessment;
5.2.8.2. for students who wish to perform the exam and pass/fail assessment during an academic leave;
5.2.9 The student must register to the exam and pass/fail assessment and in case of a resit pay the fee indicated in clause 5.2.7 latest by the end of the last but one business day counted from the day of the exam.
5.2.10. The exam and pass/fail assessment generally takes place in the language of instruction. In case of mutual agreement between the teaching staff and the student, the exam and pass/fail assessment can be held in a different language.
5.2.11. Possible appeals in respect of the grades of exams and pass/fail assessments shall be solved according to clause 3.2.9 latest within one week from submitting the application.
5.2.12. Within one subject the student can have 3 performances.
5.2.13. Repetitive declaration of a subject is fee-charging except for the student on a state-funded student place who has informed about cancellation of first declaration according to clause 1.2.3.

5.3. EXAMS

5.3.1. Exam is the main form of checking the knowledge in the IT College.
5.3.2. The method of examination (oral or written) and conditions for allowing to the exam and resit determined by the syllabus shall be notified to the students when starting the studies. In assessment, the member of the  teaching staff can take into account the results of current studies.
5.3.3. The teaching staff is entitled not to allow to the exam a learner who has not fulfilled the conditions for making to the exam established in the syllabus and enter a negative outcome to the protocol.
5.3.4. The department of academic affairs determines certain dates for the exams with consideration that, as a rule, there will be a two day gap between the exams and three day gap for the subjects with the volume if 6 and more credit points. The students shall be informed about the examination dates latest one month before the beginning of the examination session.
5.3.5. The first exam performed on an exam session of teaching term of a specific subject shall be deemed as the main exam or exam. All others are resits.
5.3.6. In case a learner did not obtain a positive outcome, he or she may perform the resit during two terms after the end of the teaching term whereas the teaching staff is entitled to give additional tasks completion of which is a prerequisite for allowing to the presit. The teaching staff delivering the subject shall determine the due terms of the resits in coordination with the recommended time-scheme prepared by the department of academic affairs.
5.3.7. In case of bigger audience, several examination dates can anticipated during the examination session, whereas the examiner shall organize the division of examinees for examination dates.
5.3.8. The teaching staff shall determine the organization of exams. Any auxiliary materials or materials prepared by the student can be used only by procedure established by the teaching staff. The teaching staff is entitled to remove the student from the exam if the latter shall use not-allowed auxiliary materials or help from co-students. In that case the exam grade will be 0 (failed).
5.3.9. The outcome of an oral exam or pass/fail assessment shall be notified to the student on the day of the exam.
5.3.10. The student is entitled to examine his or her written exam work and receive explanations about the errors made in the exam within five business days from notifying the exam results.
5.3.11. A student receiving a positive grade on the exam may apply for a resit within two terms for improving the outcome. Higher grade received during a successful resit shall replace previous grade in counting the study outcome. In case of no result, the initial grade shall remain in force.

5.4. PASS/FAIL ASSESSMENTS

5.4.1. Pass/fail assessment is the test of knowledge or form of assessment for continuously performed work. The aim of the pass/fail assessment is to assess the skills and knowledge of applied character gained during the studies.
5.4.2. The pass/fail assessments are assessed by the method of non-distinguished assessment.  The method of performance and assessment criteria of the pass/fail assessment and repetitive pass/fail assessment are included in the syllabus which will be notified to the students at the beginning of the studies.
5.4.3. Recording of practical works and pass/fail assessments takes usually place as a summary of single tasks assessed during the term. In that case the teaching staff shall fix the performance in the assessment sheet at the last week of the lecture room studies. At the last week of the lecture room studies, a supplementary pass/fail assessment or student interview can be conducted. It may take place at extra curricula time. The times for the pass/fail assessments shall be notified with the timetable of the exam session.
5.4.4. The right for repetitive pass/fail assessments is valid until the red line day of the next but one term, but, as a rule, the repetitive pass/fail assessment presumes student-side supplementary preparations and the teaching staff is entitled to give to the student supplementary independent work tasks with limited volume. The teaching staff teaching  the subject shall determine the terms of the repetitive pass/fail assessments pursuant to the recommended time-scheme prepared by the department of academic affairs.

5.5. DEFENDING

5.5.1. The final report of the practice and the final thesis belong to public defending in front of the defence committee formed with the directive of the Rector.
5.5.2. Procedure for preparing the final report of the practice and defence shall be determined with the regulation “Organisation of practical work“.
5.5.3. Defending of the final thesis is provided in clause 5.6.2.

5.6. GRADUATING

5.6.1. General provisions
5.6.1.1. The student shall declare the Diploma work of the subject (hereinafter Final thesis) latest by the red line day of the term.
5.6.1.2. Procedure of preparing and defending the Final thesis forms the basis for preparing the final thesis.
5.6.1.3. The student shall select the topic of the final thesis and the supervisor. In case the supervisor is outside IT College, a consultant for the final thesis shall be appointed from among the teaching staff of the IT College. The student shall coordinate the choice of the supervisor with the vice rector of academic affairs.
5.6.1.4. The student shall submit the draft of the final thesis signed and approved by the supervisor via the study information system to the vice rector of the academic affairs latest by the due term determined in the academic calendar for submitting the draft. In case of the supervisor outside IT College, the vice rector of the academic affairs shall approve the consultant for the final thesis or accepts or rejects the draft of the final thesis within 5 business days from the term for submitting the signed draft.
5.6.1.5. The student can see the decision made about his or her draft of the final thesis (approved or not approved). The student whose draft is not approved, has to address the vice rector of the academic affairs for coordinating further activities.
5.6.1.6. The topic of the final thesis can be changed until the preliminary defending, if grounded, coordinating the change with the vice rector of the academic affairs.
5.6.2. Defending the final theses
5.6.2.1. The final theses are defended once a term at the time indicated in the academic calendar (defending period).
5.6.2.2. Preliminary defending (2-3 weeks before defending) precedes the final defending. If the topic of the final thesis is connected with tasks performed at the business practice, the preliminary defending can be associated with defending the practice report. The practice committee shall then perform also the tasks of the preliminary defence committee. The student shall submit the final thesis electronically to the vice rector of the academic affairs latest by 2 business days before the beginning of the preliminary defence sessions. The students not submitting their work on time shall not be entered to the list of preliminary defending.
5.6.2.3. The preliminary defence committee shall assess the readiness of the student for final defence and appoints a reviewer to the final thesis whose assessment shall be submitted at the final defending.
A student absent from the preliminary defence without a good reason shall not be allowed to the defending and the subject must be declared again and respectively paid.
5.6.2.4. The student shall submit latest on the seventh business day before the defence committee’s session a final thesis in hardcover bound copy to the department of academic affairs with an opinion of the supervisor (form Supervisor’s opinion) and final thesis in electronic form to the vice rector of the academic affairs. The vice rector of the academic affairs shall organize forwarding the works to the reviewer appointed by the preliminary defence committee.
5.6.2.5. The reviews (form Reviews) arrive to the department of academic affairs latest by the third business day before defending. The student can examine the review.
5.6.2.6. The prerequisites for  making to the defence:
a) positive decision of the preliminary defence committee about directing the work to the final defence;
b) performance of graduating terms following the curriculum, except defended final thesis;
c) lack of debts towards the College.
5.6.2.7. Based on the protocol of the preliminary defence committee, the department of academic affairs shall prepare the defence list of respective term, following the completion of prerequisites described in clause 5.6.2.6. The defence list with the topics of the final thesis shall be approved with the directive of the rector latest by the second business day before the session of the final defence committee. The time-scheme of the defending shall be published by the same time.
5.6.2.8. The defending of the final theses is public.
5.6.2.9. The work arrangement of the defence committee is approved by the directive of the Rector.
5.6.2.10. The defence committee shall consider the actuality, practicality, structure of work, used methods and materials, formulation of the thesis and outcome of it in assessing the final thesis. The committee shall also consider the presentation skills of the student, comprehensiveness of the report and answering the questions during the defending and opinions of the reviewer and the supervisor. More exact assessment criteria are described in clause 5.6.4.2. of this Regulation.
5.6.2.11. The assessment scale specified in clauses 5.1.6.-5.1.12. shall be used in positive assessment of the final theses.
The outcomes shall be announced by the end of the defence day.
5.6.2.12. Within two business days (from declaring the outcomes), the student is entitled to dispute the issues related to defending procedure in a relevant application to the Rector who shall solve this problem within one week.
5.6.2.13. Students not allowed to the final defending or the ones refraining from the defending („absent“ marked to the defence protocol) can declare the final thesis for the second time with the same or changed topic during following terms.
5.6.2.14. Students entered to the defence list and not turned up to the defending or receiving a negative assessment at the final defending shall have a mark “absent” or grade “failure” to the defence protocol. In that case the student must register to the re-defending latest within 2 business days before the preliminary defending and pay the fee of re-defending determined with the directive of the IT College rector according to clause 5.2.7. Student not turning up with a good reason shall be released form paying the fee. He or she must submit certificate(s) about the reasons for not turning up to the defending according to clause 5.2.4.
Student not turning up to the final defending or receiving a negative assessment must re-declare the subject when changing the topic of the final thesis.
5.6.2.15. The student undertakes to submit the application for refraining from the defending to the vice rector of the academic affairs latest by 2 business days before preliminary defending and inform the supervisor about declining the defending of the final thesis.
5.6.3. Supervision
5.6.3.1. The student is entitled to address the teaching staff of the IT College for consultation in respect of the choice of the topic and wording of the final thesis.
5.6.3.2. The vice rector of the academic affairs shall approve the topic of the final thesis and the supervisor following the proposal of the student, if appropriate. The supervisor of the final thesis must have higher education and at least 3 year professional work experience is recommended.
5.6.3.3. The tasks of the supervisor include advising the student in phrasing the topic of the final thesis, planning the structure of the work, phrasing the handled problems and selecting the methods necessary for solving the problems, collecting the literature and other materials to be used. The supervisor shall not be a co-author of the work.
5.6.3.4. Consultant is a teaching staff of the IT College who shall supplement the supervisor in following the requirements established by the IT College to the final theses and advises the student primarily in formulating the work and phrasing the outcomes.
5.6.3.5. According to the agreed schedule, the student shall report on the progress of work to the supervisor and consultant.
5.6.4. Requirements to the final thesis
5.6.4.1. The professional higher education level final thesis is an independent, professional work deepening the professional knowledge, developing professional skills, handling some actual, topic limited with the specialty by using analysis and methods suitable for solving the aims set in the work and solving the problems. The work should show professional knowledge, awareness of the special information and its use as well as presentation and justification skills of the developed solution.
5.6.4.2. The main assessment criteria include:
1) choice of the topic, setting problem(s) and tasks and aim of the work;
2) compliance of the work to the topic;
3) choice of topic-related materials and means, justification of the choice and analytical use of materials;
4) existence and use of grounded methodology;
5) handling skills of used data;
6) traceability of author’s opinions and conclusions with the aims and outcome of the work;?
7) implementability of outcomes;
8) innovativeness and originality of the solution;
9) structure of the work;
10) correctness of references, formulation and use of language; exactness of using the definitions.
5.6.4.3. The formulation requirements for the final thesis are specified in the Guidelines of preparing the written works.
5.6.5. Terms and conditions for graduating
5.6.5.1. To graduate from IT College and receive respective final document, the student must perform all graduation conditions of his or her curriculum.
1) performance of the requirements of the curriculum;
2) minimum of 180 credit points;
3) defended diploma work/final thesis.
5.6.5.2. The graduator who defended the final thesis to grade 5 and whose average grade during the studies was 4.6 or higher shall receive the cum laude diploma whereas all grades entered to the academic report shall be taken into account.
5.6.5.3. The directive of the rector shall be prepared about graduating and issuing the final document.
5.6.5.4. Final document is a state diploma, academic report in Estonian and English (diploma supplement) and diploma of the IT College.
5.6.5.5. The department of academic affairs shall formulate the final document and these are given to the students at a festive final meeting.

 

6. SUSPENSION AND INTERRUPTIONS OF STUDIES

6.1. ACADEMIC LEAVE

6.1.1. The studies in the IT College can be suspended due to:
1) academic leave;
2) temporary transfer to another institution of higher education.
6.1.2. Academic leave means releasing a student on his or her own request from the studies for one or more terms. The persons being on academic leave remain in the list of IT College students.
6.1.3. Academic leave and its interruption shall be applied with an application to the name of the Rector and shall be formulated with the directive of the Rector.
6.1.4. The student can apply for the academic leave:
6.1.4.1. On medical reasons – up to two years;
The student shall enclose a medical certificate to the application for academic leave. This certificate must have doctor’s recommendation for academic leave and the recommended period for academic leave. The application may be submitted and the student shall be allowed to academic leave at any time during the academic year.
6.1.4.2. In case of starting the service in Estonian Defence Forces – up to one year;
Invitation to active service of defence forces shall be enclosed to the application. The application may be submitted and the student shall be allowed to academic leave at any time during the academic year.
6.1.4.3. For taking care of the baby – until the child becomes 3 years old. The birth certificate of the child shall be enclosed to the application. The application may be submitted and the student shall be allowed to academic leave at any time during the academic year.
6.1.4.4. Other reasons – up to one year. The student can take the academic leave from the second academic year. The application can be submitted until the red line day.
6.1.5. In case the student has not submitted the application by the end date of the academic leave for terminating or extending the academic leave, it shall be terminated automatically by the red line day of the term subsequent to the last term of the academic leave and the student shall be exmatriculated due to failure to participate in the studies.
6.1.6. A student can perform pass/fail assessments and exams during the academic leave. Other IT College side obligations for providing the study services during the academic leave are suspended. The student who is on an academic leave for taking care of the baby is entitled to participate in the studies by submitting the written application necessary for declaring the subjects to the department of academic affairs latest by the red line day of the term.

6.2. EXMATRICULATION

6.2.1. IT College can exmatriculate the student:
6.2.1.1. in connection with performance of the curriculum and issuing the diploma;
6.2.1.2. on personal request based on an application;
6.2.1.3 in connection with continuing the studies in a different institution of higher education;
6.2.1.4. after failure to pass one exam or assessment for the third time;
6.2.1.5. due to academic failure; acc to clause 3.1.1.3;
6.2.1.6 due to failure to pay the tuition fee on time;
6.2.1.7 due to failure to participate at lectures, incl failure to submit the individual curriculum on time;
6.2.1.8 due to dishonorable behaviour;
6.2.1.9 due to divesting of active legal capacity;
6.2.1.10 in case of a death of a student.
6.2.2. The Rector can exmatriculate the student due to dishonorable behaviour considering the opinion of a representation of the students. In case of a violation of law identified by the law enforcement authorities, the Rector is entitled to exmatriculate the student without the recommendation of the representation of the students.
6.2.3. A former student exmatriculated due to dishonorable behaviour, academic failure or failure to pay the tuition fee on time cannot be instated earlier than one year after exmatriculating the student.
Former student exmatriculated due to poor academic progress or failure to pay the tuition fee on time can exceptionally be instated before one year from exmatriculation in case he or she has eliminated the overdue by the moment of instatement.

 

7. ACADEMIC MOVEMENT

7.1. Academic movement can take place in case of presence of vacant student places twice an academic year before the red line day marked in an academic calendar.
7.2. IT College differentiates academic movement in- and outside the IT College. Academic movement is regulated with the document IT College reception rules.

 

8. IMPLEMENTATING PROVISIONS

8.1. This study regulation shall take effect on 10 May 2007 and cancel the Study regulation approved by the Council of the IT College on 25 June 2003.