In accordance with the provisions of the Higher Education Act and the Statute of the University of Ljubljana, the Senate of the Faculty of Electrical Engineering of the University of Ljubljana (hereafter: the UL FEE) adopted at its 8th session of 7 April 2016 the following
EXAMINATION RULES of the Faculty of Electrical Engineering of the University of Ljubljana
I. General provisions
These Rules govern the assessment and evaluation of knowledge of UL FEE students as well as the requirements for the completion of study in 1st and 2nd cycle study programmes, stipulating the relevant procedures.
The provisions of the Rules govern the assessment of final theses (graduation and master’s theses) including their defence.
For matters not defined by these Rules, the provisions of the Statute of the University of Ljubljana and the Higher Education Act shall apply.
II. Study process
Compulsory forms of the study process for each subject are defined by the study programme. In the introductory lecture, the higher education teacher shall inform the students about the forms of the study process in the relevant subject.
III. Forms of assessment of knowledge
Forms of regular assessment of knowledge include oral and/or written exams and the final thesis and its defence.
Other forms of assessment of knowledge, i.e., mid-term exams, tests, seminar papers, tutorial/laboratory practice exercises and reports, are intended for the continuous assessment and evaluation of knowledge related to individual elements of the subject. These forms may constitute an integral part of the final examination grade or may serve as a prerequisite to sitting the exam, if stipulated by the study programme.
Students shall be informed of the method used to determine the examination grade, and of the importance of the various forms of assessment and evaluation of knowledge for the final examination grade. Prior to sitting an exam, students shall be informed which aids are allowed during the examination and which are not. Such information shall be conveyed by the higher education teacher in the introductory lecture of each subject.
An examination involves assessment of knowledge of the subject matter prescribed by the curriculum. It may be sat individually or in a group and may be written, oral and written and oral. An examination may also have a practical part if stipulated by the study programme.
An examination shall be evaluated by an examiner who is the lecturer responsible for the subject, or by another higher education teacher appointed by the Dean. An examination may be evaluated by a board of examiners when so required by these Rules or by the study programme. Only a higher education teacher is eligible to act as an examiner or a member of a board of examiners. In other forms of assessment of knowledge, a higher education associate may also act as an examiner.
The lecturer responsible for the subject shall ensure everything necessary for conducting the announced examination.
In the case of objective problems (illness of the examiner, space-related issues, etc.), the written part of the examination may be postponed to a later date. Such a change shall be published in the same way as the examination date at least one day prior to the originally published date.
IV.1. Oral examination
The assessment of knowledge is public. Openness to the public is ensured through timely publication of the day, time, venue and room of the assessment in the student information system.
The examiner shall verify the candidate’s identity. If it is found that another person is sitting the exam in the place of the candidate, such a breach shall be referred for disciplinary proceedings against both persons involved and the examination shall result in a negative grade.
An oral examination is conducted in the form of a dialogue between the examiner and the candidate. It may last no longer than 45 minutes. The manner of asking questions (in writing or orally) is determined by the examiner. The oral exam result is announced on the day of sitting the exam.
Oral examination of a candidate who is a close relative of the examiner shall be conducted before a board of examiners, but at no additional cost.
The examiner and the candidate may determine the date of the oral examination consensually.
IV. 2. Written exam
A written exam is taken in the form of a written task. It lasts at least one and no more than four academic hours.
Subject to agreement, while a written exam is being conducted, the examiner may be equivalently replaced by an associate who is knowledgeable in the subject matter and the content of the written examination.
Examination questions are conveyed in writing. At the request of the examiner, candidates are required to return the written examination questions together with their examination paper.
The examiner determines the presence of candidates on the basis of the examination list and verifies their identity. Any student failing to register for the examination in accordance with these Rules shall not be admitted to the examination.
The examiner may prohibit a candidate using unauthorised material, copying or consulting with other students from continuing the examination, and may assign a negative grade and initiate disciplinary action against the candidate.
The result of a written examination shall be accessible to the student via the information system or in another agreed manner within seven days of sitting the examination.
The date and manner of publishing written examination results shall be communicated to the candidates at the end of the written examination at the latest.
For reasons of personal data protection, the examiner shall publish the grades by entering them in the examination list using only the candidate’s matriculation number.
The candidate shall be entitled to review his/her evaluated written examination paper indicating the evaluation of the answers to individual questions, and to receive feedback about the achieved result.
IV. 3. Written and oral examination
The examination is conducted orally and in writing in the form of a written task and a dialogue with the examiner. The successful completion of the written part is a prerequisite to sitting the oral part of the examination.
The written and oral parts constitute a whole that may be evaluated with a single grade or with two separate grades.
When the examination is conducted as a written and oral examination, the schedule of the oral examinations shall be published together with the results of the written part of the examination. The oral part shall commence no later than on the seventh day and shall end no later than on the twenty-first day after the written part of the examination, or on a date agreed consensually between the professor and the students if there are more than 40 in number, but in no case more than three months after the completion of the written part of the examination.
IV. 4. Partial exam
A partial exam may involve assessment of knowledge in subjects taught by several lecturers. A partial exam takes the same form (written and oral, only written, only oral) as the relevant final exam. In subjects where both written and oral examinations are sat, the partial exam shall be considered to have been passed only if the student has passed both exams. The final grade for the relevant exam shall include the grades of both partial exams. The sequence of sitting the exams shall be determined by the lecturer responsible for the subject.
IV. 5. Mid-term exam
A mid-term exam is a form of continuous assessment of knowledge allowing the Faculty to determine the success of the educational process, as well as being intended to promote the continuous preparation of students for the final examination. Giving mid-term exams is not mandatory. The decision on giving mid-term exams shall be made by the teacher delivering the particular subject. Successfully passed mid-term exams may be recognised as a pass in the written part of the final examination.
V. Requirement for admission to examination
A student shall be eligible to sit an examination immediately after the subject has been delivered according to the study programme, provided the components prescribed for the subject have been completed. The student must also have registered for the examination in accordance with the Rules.
Any person who no longer has the status of an UL FEE student shall continue to be eligible to sit the missing examinations in the registered subjects upon adequate payment. The payment shall be based on the applicable fee rates according to the UL FEE List.
VI. Exam registration/deregistration
A student who has registered for an examination shall be a candidate for sitting the exam (hereafter: the candidate). The candidate must have registered for the examination in the information system no later than three days prior to the announced examination date. In the case that the information system is not operational on the last day prior to the deadline for exam registration, the deadline shall be extended accordingly.
A student may deregister from an examination or a part of it through the information system until 1:00 a.m. on the day of the examination. In the case of an oral examination the registration/deregistration deadline shall be 8:00 p.m. on the day prior to the exam.
If a student was unable to attend an exam or deregister from the exam for a substantial reason, i.e., if the student can demonstrate to the committee dealing with student applications that he/she was unable to sit the exam for reasons beyond his/her control, such a student will be deemed to have deregistered on time. A student who has failed to deregister and failed to attend any part of an exam without a substantial reason is equivalent to failing the exam. In the oral part of an examination or in an oral examination, the candidate shall be considered to have failed to attend if he/she arrives more than 15 minutes late.
A student shall sit the final examination with the teacher assigned to the student by the schedule contained in the annual subject delivery plan. If a new teacher has been assigned in the schedule for the next academic year, the student may sit the examination with the previous teacher for up to one year following the conclusion of lectures. In the case that a teacher ceases to deliver a particular subject, the Dean shall appoint a higher education teacher with whom examinations shall be sat in the transition period..
The final examination shall cover the entire study material in the relevant subject. A successfully passed final examination shall be assessed by the examiners using the following grades: excellent (10), very good (9 or 8), good (7) and sufficient (6). A failed final examination shall be awarded the grade insufficient (1 to 5).
The teacher shall enter the grades achieved by individual students in the final examination in the list of registered candidates and shall then archive the list of successfully passed examinations
A candidate who withdraws during an examination shall receive a negative grade. A candidate who fails to submit the examination paper for assessment after the conclusion of a written examination shall receive a negative grade.
VIII. Registration of examination and document storage
Examiners shall enter the grades directly into the information system and the Faculty shall archive the grades in accordance with the Protection of Documents and Archives and Archival Institutions Act. On the examiner’s request, the exam results may also be entered by the Study Sector.
The date of sitting an examination shall be the date of the last completed component.
A record of grades in other forms of assessment and evaluation of knowledge is kept by the examiners. Examination grades are kept in the examiners’ archives.
IX. Examination terms
Examinations are conducted during examination terms, which may be regular and extraordinary.
Regular examination terms are determined in the annual academic calendar of the UL FEE as part of the examination periods stipulated by the Senate of the University of Ljubljana. There are regular examination periods in winter, spring and autumn.
Examination terms shall be distributed so as to ensure that there are at least three exam terms for each subject in the academic year: from the end of lectures in a specific subject until the expiry of the deadline for enrolment in the next year.
Subject to agreement with the examiner, an extraordinary examination may be sat by a candidate who has the status of regular student-athlete, regular student-recognised artist, or regular student with a disability under Article 238 of the UL Statute.
Extraordinary examination terms are examination terms outside the regular examination periods. Extraordinary examination terms in a specific subject shall be announced by the lecturer responsible for the subject when deemed reasonable and necessary. Extraordinary examination terms shall be published at least 10 days prior to the examination date.
Regular examination terms for the current study year shall be published in the information system and in the academic calendar.
In preparing the examination term schedule, the stipulation that a student is not obliged to sit more than one exam per day shall be taken into account.
The examination schedule shall be binding with regard to both students and examiners.
X. Early sitting of examinations
Subject to a request by the student, early sitting of an examination may be permitted by the Dean in agreement with the lecturer responsible for the subject if substantial reasons exist for doing so (departure for study or practical training abroad, hospitalisation during the exam period, childbirth, participation in a professional/cultural event or a high level sports event, etc.) and/or if the Dean considers such permission to be reasonable in view of the applicant’s past performance.
XI. Grade complaint
A candidate who deems that he/she has received an improper examination grade may file an examination grade complaint with the Dean on the first working day after the oral examination or within three working days of the publication of the written examination results.
On the first working day following the receipt of the complaint, the Dean shall appoint a three-member board with the mandatory presence of the examiner who issued the grade pertaining to the student’s complaint. The chair of the board in charge of the procedure shall be appointed by the Dean and may not act as an examiner. If the complaint concerns a grade awarded in an oral examination, the candidate shall be examined by the board on the first working day following its appointment and shall be thus reassessed.
If the complaint concerns a grade awarded in a written examination, the board shall review and reassess the candidate’s examination paper on the first working day following its appointment.
In a written and oral exam, the candidate may complain about the grade achieved in the written or oral part of the examination.
The chair of the board shall draft minutes on the complaint proceedings to be signed by all members of the board. One copy of the minutes shall be handed to the candidate, who shall confirm receipt by signing the original kept in the student’s file in the UL FEE Study Sector. There is no appeal against the grade awarded by the board.
XII. Resit examination
A student who has failed an exam may resit it, but not more than four times. A repeated examination resulting from a successful complaint against the examination grade shall not be considered as a resit examination.
A resit examination shall be possible within the same examination term, provided there are at least 14 days between the failed examination and the resit examination.
Subject to a request from the student, the Committee for Students Affairs may exceptionally allow the student to sit an examination for a sixth time (i.e., fifth resit).
If a student is re-enrolled in the same year, each examination in that year shall be considered to be sat for the first time when the student sits the exam for the first time after re-enrolment, regardless of whether or not the student previously sat the examination when enrolled in the relevant year for the first time.
The fourth examination and all subsequent examinations shall be conducted before a board of examiners consisting of at least two members, one of whom shall be the lecturer responsible for the subject. The fourth examination and all subsequent examinations shall only be possible in regular examination terms.
An examination before a board of examiners shall be conducted in the manner stipulated for the relevant subject, the only difference being that the grade is awarded by a board. The report on the examination before a board shall be signed by all members of the board. The student shall cover the costs of these examinations according to the applicable UL fees upon the registration for the examination.
XIII. Other forms of knowledge assessment
For other forms of knowledge assessment, the provisions of these Rules shall be applied in meaning.
A student who has already passed an examination in a particular subject and wishes to achieve a higher grade shall be allowed to be reassessed subsequent to the receipt of a reasoned written application addressed to the Committee for Students Affairs. In such cases, the higher of the two grades shall prevail. In each subject, the student may be reassessed only once, and reassessment must be undertaken prior to graduation/completion of study. The date for reassessment shall be agreed with the lecturer responsible for the subject.
XV. Student-athlete status and status of student with a disability
Student-athlete status may be applied for by students holding one of the following titles based on the categorisation of the Olympic Committee of Slovenia: deserving athlete (the status is granted for life), world-class athlete (the status is granted for 4 years), international-class athlete (the status is granted for 2 years), promising athlete (the status is granted for 1 year), national-level athlete (the status is granted for 1 year) or youth athlete (the status is granted for 1 year).
In order to be granted the status of student-athlete, the student shall lodge an application with the Committee for Students Affairs supported by evidence of his/her OCS categorisation. The application shall be lodged upon enrolment or by 1 February of the current academic year at the latest if the categorised athlete status was acquired in the period between enrolment and 31 December of the previous calendar year.
The application shall be considered by the Committee for Students Affairs, which may grant special conditions of education. Possible special conditions include:
- justified absence from compulsory tutorials/laboratory practice that the student is unable to attend due to his/her participation in sports activities/competitions,
- extraordinary examinations agreed with the teacher delivering the subject,
- early examination, if possible,
- assistance in reconciling the student’s study schedule and his/her sports activity/competition schedule (attending tutorials/laboratory practice in agreed groups, concessions concerning deadlines for seminar papers and assignments, etc.)..
A student seeking to obtain the status of student with a disability shall submit an application for the recognition of such status and the relevant opinion of the committee for the categorisation of children and adolescents with intellectual and physical disabilities or the opinion of the invalidity committee upon enrolment. The opinion shall indicate the nature of student’s disability.
Possible extenuating circumstances granted for sitting an exam include:
- extraordinary examination as agreed with the teaching staff,
- extended time for written exams,
- sitting only a written exam,
- sitting only an oral exam,
- concessions concerning deadlines for attending compulsory tutorials/laboratory practice, producing seminar papers and assignments,
- any other reasonable concessions granted in special cases.
Information on enrolled students holding the student-athlete status or the status of a student with a disability as well as on the concessions and special conditions granted to such students based on the decisions of the Study Committee shall be available to the teaching staff in the information system.
XVI. Recognition of exams passed at other higher education institutions or in other study programmes and within the framework of international student exchange and practical training
When enrolling at the UL FEE or transferring to another UL FEE study programme, a student who has passed an exam at another higher education institution or in another UL FEE study programme may request that the exam be recognised. Such a request should be addressed to the Committee for Students Affairs. The request for recognition specifying the subject in which the student is seeking exam recognition shall be supported by the course syllabus according to which the student sat the exam at the other institution, confirmed by an authorised person of such institution, and an original certificate of the exams passed, including the date and the result achieved.
The Committee shall decide whether the exam can be recognised, partly recognised or not recognised within 30 days of receipt of the application. In the case that the exam is partly recognised, the Committee shall also specify the content with regard to which the student shall be required to pass a partial (bridging) examination. In its decision regarding recognition, the Committee shall take into account the content of the subject in question, the level of difficulty, the prescribed literature and the scope of the subject expressed by the number of hours of lectures and tutorials/laboratory practice. If the Committee fully recognises the exam and the grade achieved or if the candidate has sat a bridging examination, the grade shall be registered in the transcript of records by the UL FEE Study Sector.
For undergraduate and postgraduate students who have completed part of their study at universities abroad as part of various forms of exchange, successfully completed study components at a foreign university shall be recognised as study components within the undergraduate and postgraduate study programme in which the student is enrolled. The recognition procedure is conducted in accordance with the UL mandatory instructions for international study exchange and practical training.
XVII. Final thesis preparation and defence
The provisions of these Rules also apply to the assessment of the final thesis.
A student shall submit the topic registration to the student information system (STUDIS) electronically at any time in the year. The topic of the final thesis may only be registered upon the completion of all other study requirements in the enrolled programme.
Preparation of the final thesis submitted by the student in hard copy and electronically together with a statement in accordance with Article 127 of the UL Statute shall be stipulated in the study programme.
A student may register the final thesis topic in the field of his/her choice. For the selected field, the student shall identify a suitable higher education teacher who is willing to act as a mentor. If the selected higher education teacher is already overburdened due to acting as a mentor to other students, the candidate shall select another mentor or apply for another topic, if available. The maximum number of mentorships per mentor in a calendar year is 18. The topic of the graduation thesis shall be approved by the Dean on the proposal of the mentor and the head of the department of which the mentor is a member. The approved topic shall be such that an average student can complete the final thesis within six months in the case of a master study programme and within three months in the case of a professional study programme.
The candidate shall complete and submit his/her master’s theses no later than six months of approval of the topic and at least five days prior to the planned defence. The candidate shall complete and submit his/her professional graduation thesis no later than three months of approval of the topic and at least five days prior to the planned defence.
The date of topic approval shall be the date of approval of the topic by the mentor. In the case that a candidate completes the graduation thesis before the aforementioned deadline, early defence is possible, subject to the mentor’s consent.
For valid reasons, the Vice-Dean for Education may, subject to application by the candidate accompanied by a letter of justification from the mentor, extend the deadline under the first paragraph of this Article for a period of up to three months. A candidate who fails to submit the final thesis even after the extended deadline shall be issued a declaratory decision stating that the topic has expired and shall have to request the Committee for Students Affairs to approve another topic.
A hard copy of the final thesis shall be submitted to the Student Office, and an electronic version of the final thesis shall be submitted to the student information system.
For every UL study programme, the electronic version of the final thesis shall be checked for similarity of content with other theses using similarity detection software connected to the student information system of the relevant UL member faculty. Upon submitting the final thesis, the student consents to the use of the electronic version for checking similarity of content.
Defence of the final thesis is the final form of assessing student performance. It shall consist of a final thesis and its defence. The final thesis shall represent the candidate’s comprehensive and autonomous work, demonstrating that during study the candidate: has acquired the required knowledge in the field of electrical engineering; is capable of dealing with theoretical and experimental problems by applying the correct methodology; has mastered the basic methods of research and development; and is capable of independent use of literature. Final thesis defence may only be undertaken by a student who has completed all exams and other components prescribed by the study programme. The final thesis and its defence shall be assessed by a three-member board (chair, mentor and member) proposed by the mentor.
In accordance with the Rules on content similarity detection in the electronic form of the final thesis and on conditions for temporary inaccessibility of the final thesis, the hard copy and electronic versions of the final thesis may exceptionally be inaccessible for a certain period of time.
Final thesis defence may only be undertaken by a candidate upon confirmation by the mentor that the final thesis is satisfactory.
The defence shall take place before the board for the evaluation and defence of the graduation theses, as stipulated by Article 32 of these Rules. During the defence, questions may be asked by all members of the board for the evaluation and defence of the graduation theses. The date, time and venue of the defence shall be published on the Faculty website at least three days prior to the defence.
A candidate who fails to receive a positive grade in the thesis defence may request the Committee for Students Affairs to approve a new topic.
A graduate of a professional study programme shall receive two grades:
- the mean value of all exams, and
- a single grade for the graduation thesis. The grades shall be entered in the minutes of the thesis defence.
A 1st cycle academic study programme graduate shall receive one grade:
- the average grade of all examinations.
A graduate of a master’s study programme (2nd cycle) shall receive two grades:
- the mean value of all exams, and
- a single grade for the master’s thesis. The grades shall be entered in the minutes of the thesis defence.
XVIII. Breach of the Rules
Subject to a complaint being filed, any breach of the Rules shall be processed in accordance with the Rules on the Academic Misconduct of UL students.
XIX. Final provisions
These Rules shall be published on the Faculty website the day following their adoption by the UL FEE Senate and shall enter into force on the 8th day following their publication.
XX. Transitional provisions
For pre-Bologna higher education professional, university, specialist and master’s study programmes the defence and assessment of graduation, specialist and master’s theses shall be governed by the Examination Rules adopted on 20 June 2013.
President of the UL FEE Senate:
Prof. dr. Igor Papič, Dean