Academic Regulations

Academic Regulations

The academic year in the University of the Aegean starts on the 1st of September and ends on August the 31 of next year. It is divided into a Fall and a Spring Semester. The first generally starts sometime on the first fortnight of September while the second runs until the second fortnight of June. However, the exact dates are decided each year in the context of the academic year's annual planning, following a suggestion of the Department's General Assembly and its validation by the Senate.

Every semester comprises a teaching period of 13 weeks minimum and an examination period with a minimum duration of 2 weeks.

Enrollment

The enrollment at the university becomes effective with the student's first registration, which normally takes place at the beginning of the fall semester, during the period set to that purpose by the Ministry of Education and published in the Press. In order to matriculate, students are asked to submit all necessary documents as specified by the Ministry of Education and the Academic Council.

Students belonging to special categories such as transfer students or those who are admitted to the Department after having passed a placement test are enrolled under special conditions, submitting the specific documents required by the law and on time set by the authorities and announced duly.

Induction Seminar

The new students' enrollment is followed by an Induction Seminar usually taking place on the first day of the fall semester. It takes the form of a special all-day open-doors meeting of the whole academic community which turns to an causal seminar. Its audience is not restricted to the Freshmen, the Seminar being open to students of all years as well as to every interested party. There are no tuition fees for undergraduate studies.

The Induction Seminar is highly recommended to Freshmen since it is conceived to help them settle in their department, courses, undergraduate, local and campus life, and to establish and encourage communication between all members of the academic community. Its program includes:

  • Analysis of the Program of Studies, and of the rules of the Code of Conduct
  • Basic elements concerning the organization and mode of function of the Department
  • An analytical presentation of the courses taught during the first semester
  • A guiding tour in the library, the computer centers and the audiovisual laboratory
  • A meeting point for the students and their tutors and finally
  • An occasion for students of all Departments new and old and teaching and administrative staff to mingle, culminating in the traditional party hosted at the Students Association in the Karradeio Building.

Personal Tutor

The Department offers to every student the possibility to consult his Personal Tutor on educational matters. The collaboration between them is of major importance in the transition period from the 2nd to the 3d year of studies when the student is called to put together a personal syllabus combining specialization course and electives. Furthermore the Tutor plays a decisive role in the selection of the investigation areas or research problems in regard to the Diploma Dissertation.

Course Registration

Each student must register for the courses he/she wishes to attend from the list of those offered during the semester in question within the first two weeks of the semester by submitting a registration form to the Department' s Academic Registry. A special form must be filled in to that effect.

The form in question is signed by the students' tutor as well. The maximum number of courses to be taken are as follows

  • 10 courses for first and second years (semesters A, B, C, D)
  • 9 for the third years (semesters E, F)
  • 8 for the fourth years (semesters G,H)

In exceptional cases only the Tutor can suggest to the President and the Secretary of the Department on behalf of the student an increased number of courses to be taken.

Only students who have declared specific courses during semester registration

  • can attend the courses and corresponding labs
  • are entitled to the notes and course books covering them
  • may sit the course's exam

Late course registration is only accepted in exceptional cases and following the submission of a relevant form to the General Assembly which retains the right to decide on the matter. In any case no course registration is possible past the fourth week since the beginning of the semester.

In case a student fails to register on time for a given semester, he/she is automatically registered to the compulsory courses of the semester in question as specified in the Indicative Program of Studies.

Individual Course Timetable

Students are encouraged but not forced to follow the Suggested Course Timetable covering the 4 years of undergraduate studies. The timetable is not a model, although it has been conceived as one from a pedagogical point of view. The flexibility of the Course Timetable is an advantage to the students with limited time at their disposition such as part-time, mature, working students or students with family obligations.

Every student must feel free to put together a Personal Course Timetable, individually tailored to suit his specific needs, taking however into account the thematic and linear cohesion of the taught subjects. Collaboration with the Tutors is strongly recommended.

Examination Periods

There are three examination periods set in January-February, June, and September. Exams last for two weeks in the January-February and June periods, and at least three weeks for the re-sit exam period September. The General Assembly determines the duration and the exact beginning and closing date of the examination period in the context of the annual educational planning by the Senate of the Institution.

In case a student needs to pass only one course to fulfill curriculum requirements for graduation that student is given the right to be re-examined for that course immediately after the end of the examination period. A relevant request form must be submitted and the examining professor must be contacted.

Registration in Tracks

Students in their third year of studies cannot attend elective courses during the fall semester unless they have successfully completed at least nine (9) out of the twelve (12) courses of semesters one and three. According to the same principle in the spring semester they are not allowed to choose elective courses unless they have successfully completed (9) out of the twelve (12) courses of which consist semesters two and four. Concerning the fourth year of studies students must have successfully completed the totality of courses of the first two academic years before they are allowed to take elective in depth courses.

Final Year Dissertation

Submitting a dissertation on a topic chosen by students in co-operation with the supervising professor is a key requirement for graduation. The dissertation is undertaken and must be submitted within the two last semesters of study.

Examinations

The assessment procedure is an integral part of the educational process, it is continuous and evolves throughout the semester.

The course instructor is entirely responsible for selecting the most suitable evaluation procedures, as well as for assigning grades, and announcing the results.

Specifics concerning the manner of evaluation are designated by each instructor at the beginning of the semester and are described in the course syllabus submitted to the General Assembly.

The examination procedure is completed when the student sits the exam of the specific semester.

If a student does not pass an examination, that student may be re-examined during the September examination session of the same year. In contrast to all other exam sessions, students sitting the exams in September do so for 100% of the grade. Failure to pass compulsory courses (core courses, dissertation) in September signifies obligation to repeat the course the following semester.

Grades are based on a scale of 0 -10 and a passing grade is considered a 5 or above. The analytic schedule of examination session is determined by the Administrative Office in cooperation with a representative from the Students Union and is announced on time. Details concerning the exam schedules, the time, place rights and obligations of examiners and examinees and results submission are to be found in the School Examination Rules and Regulations.

Graduation requirements

Graduation requirements for undergraduate students entails attending and successfully completing (examinations included) of the curriculum which consists of a minimum of 148 credits distributed as follows:

I. Core Compulsory Courses

  • A minimum of18 credits must be obtained by Compulsory Courses of general education in Shipping,, Business Administration etc. and their corresponding Workshops

II. Elective Courses

  • 18 credits corresponding to successfully completing a number of Elective In Depth Courses in the fields of Shipping and Business Administration
  • 6 credits corresponding to successfully completing a number of Elective Courses
  • 6 credits corresponding to submitting a Final Year Dissertation.

To be able to register in the English courses students must either be dispensed by the English Labs by their score in the Placement Test or successfully complete the English Lab courser. The latter target students of inadequate linguistic proficiency and, exceptionally, carry no weight in term of credit.

When a student has met the credit requirements for graduations its average mark is calculated as follows. Each course's credit is multiplied by the course's coefficient factor, which can vary between 1.0 and 2.0 and the sum of all the parts is divided by the sum of all the coefficients.

All courses do not carry the same weight. In the weighted overall result

  • courses carrying a weight of 1 or 2 credits have a coefficient of 1
  • courses carrying 3 or 4 credits have a coefficient of 1,5
  • and the Dissertation is attributed a coefficient of 2 (courses with more than 4 credits).

The degree attests that the student has successfully completed his/her studies and the final mark is calculated in first decimals The distinctions are as follows: "Well" for marks raging from 5,00 to 6,50 (the latter not included) Second Honors for marks raging from 6,50 to 8,50 (the latter not included) and First Honors for marks raging from 8,50 to 10,00.

Graduation

The graduation celebratory ceremony is scheduled after the conclusion of the examination period on dates that are set by the Rector' s Office. Graduation is a formal affair in which a graduate pledges to uphold his dedication to science and to the principles of the Institution in the presence of the Rector, the Head of the Department and his/her colleagues.

Students must participate in the graduation ceremony in order to receive their Diploma. Participation is granted upon submission of the relevant request form and verification by the Library and the Dormitories that all accounts have been settled. Until then, students can obtain certification of their graduation and their transcripts at the Academic Registry.