Examination rules (before bologna process)
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 FEE) adopted at its 4th session of 6 December 2007 and amended at its 20th session of 20 June 2013 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 FEE students as well as the requirements for the completion of study in undergraduate and postgraduate study programmes, stipulating the relevant procedures.
The provisions of the Rules govern the assessment of graduation, specialist 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 graduation, specialist and master’s theses and their 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. 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 on the noticeboard and/or the Faculty website.
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 controlled 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 a higher education teacher or 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 controlled 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 involves the continuous assessment of knowledge in all-year subjects with regard to which the lecturer responsible for the subject judges that such an exam contributes to the better preparedness of students for the final exam. A partial exam takes the same form (written and oral, only written, only oral) as the relevant final exam. A successfully completed partial exam shall count for progression relative to the number of hours in the semester. 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.
If a subject is lectured by two higher education teachers, they shall determine the sequence of sitting the exams and designate the final evaluator who shall communicate the grades to the Student Office.
A student shall be entitled to sit each partial exam twice. A failed partial exam shall not count towards the permitted number of resit opportunities.
The sitting of partial exams is not mandatory; a student may also decide to sit a single cumulative exam in all forms of examination.
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 if the subject is evaluated through written and oral examination. The grade threshold for the recognition of the written part of the examination shall be determined by the teacher.
IV. 6. Seminar
A seminar is the part of the study process in which the student demonstrates his/her ability to undertake autonomous professional work. At the undergraduate study level, it is organised as a special form of tutorial/laboratory practice. Depending on the content and extent of the seminar paper, its successful completion may be evaluated as equivalent to tutorials or laboratory practice. At the postgraduate study level, the seminar paper is evaluated with an autonomous grade.
IV. 7. Defence of graduation, specialist and master’s theses
Defence of graduation, specialist and master’s theses is the final form of assessing student performance and consists of a satisfactory graduation thesis and its oral defence.
A graduation thesis shall be a coherent autonomous work of the candidate demonstrating that during the course of study the student has acquired the necessary knowledge in electrical engineering, is capable of solving theoretical and experimental problems while applying the correct methodology, has mastered the basic methods of R&D work, and is capable of the autonomous use of literature. The thesis may be defended by a student who has completed all of the exams and other components prescribed by the academic or higher professional study programme.
The graduation thesis and its defence shall be assessed by a three-member board (chair, mentor and member) proposed by the mentor. The student shall submit an electronic version of the graduation thesis together with a hard copy to the Student Sector, and the latter shall forward it to the board members.
The specialist/master’s thesis shall be of a sufficiently high level to allow the candidate to demonstrate his/her competence to undertake scientific and research work in the field that is the focus of his/her postgraduate study. The thesis may only be submitted by a postgraduate student who has completed all of the exams and other components prescribed by the postgraduate study programme. The specialist/master’s thesis and its defence shall be assessed by a board consisting of at least three members (chair, mentor and member) approved by the Committee for Research, Postgraduate and Doctoral Studies on the proposal of the department. One of the members of the board for the specialist/master’s thesis defence shall not be a member of the department that proposed the topic for the defence of the specialist/master’s thesis. In the case of an interdisciplinary specialist/master’s thesis, the board shall be composed of members covering the entire topic of the thesis, but at least half of the board members shall represent the field of electrical engineering.
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 FEE student shall continue to be eligible to sit the missing examinations in the registered subjects upon the payment of the applicable fees under the FEE Fees.
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.
In the case that a student wishes to improve the grade achieved in an examination already passed, he/she may submit a completed application form to register for a resit of the exam.
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.
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 shall be considered as unassessed, which is equivalent to failing the exam.
A fail shall always be awarded in a final examination before a board of examiners if the candidate fails to attend any part of the exam without a substantial reason. For deregistration from examinations before a board of examiners, the same rules as for regular examinations shall apply. In the oral part of an examination before a board of examiners or in an oral examination before a board of examiners, the candidate shall be considered to have failed to attend if he/she arrives more than 15 minutes late.
An undergraduate 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 in the section “OCENA” (grade), and shall then archive the list of successfully passed examinations.
For candidates with whom agreement has been reached regarding sitting the oral part of the final examination at a later date, the teacher shall enter “UI” in the section “OCENA”, meaning that the candidate shall sit the oral part of the final examination at a later extraordinary date in accordance with Article 16 of these Rules.
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 or the written part of the final examination shall receive a negative grade.
VIII. Registration of examination and document storage
The Study Sector shall enter the examination results from the examination list in the candidates’ transcript of records and shall archive the examination lists. Examiners with direct access to the information system shall enter the grade directly in the information system and the Study Sector shall archive the grades.
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 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.
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.
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.
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. Postgraduate study examinations
Examinations at the postgraduate level shall be conducted in terms that are not necessarily linked to the exam periods.
A candidate who is a student in a postgraduate study programme may sit the exam on a day agreed consensually between the examiner and the candidate.
XI. 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.
XII. 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 FEE Study Sector. There is no appeal against the grade awarded by the board.
XIII. 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 Undergraduate Study Committee may exceptionally allow the student to sit an examination for a sixth time (i.e., fifth resit).
If a student is re-enroled 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. Article 70
The student shall cover the costs of these examinations according to the applicable fees upon the registration for the examination.
XIV. 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 Undergraduate Study Committee. 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.
XVI. 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 Undergraduate Study Committee 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 Undergraduate Study Committee, 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.
The teaching staff shall be informed about enrolled students with the status of student-athlete and student with a disability, as well as about the concessions and special conditions granted to such students by the Study Sector based on the decisions of the Undergraduate Study Committee.
XVII. 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 FEE or transferring to another FEE study programme, a student who has passed an exam at another higher education institution or in another FEE study programme may request that the exam be recognised. Such a request should be addressed to the Undergraduate Study Committee. 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 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.
XVIII. Graduation, specialist and master’s thesis
The provisions of these Rules also apply to the assessment of graduate, specialist or master’s theses.
A student in an academic or higher professional study programme may request a topic for his/her graduation thesis 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 graduation thesis within six months in the case of an academic study programme and within three months in the case of a higher professional study programme.
The candidate shall complete and submit his/her academic graduation thesis 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 higher 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 approval of the topic shall be the fifteenth day of the month in which the candidate applied for the topic.
In the case that a candidate completes the graduation thesis before the aforementioned deadline, early defence can be requested. Early defence is subject to the mentor’s consent and to approval of the Vice-Dean for Education.
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 graduation thesis even after the extended deadline shall be issued a declaratory decision stating that the topic has expired and shall have to request the Undergraduate Study Committee to approve another topic.
In an academic or higher professional study programme, graduation thesis defence may only be undertaken by a candidate upon confirmation by the mentor that the graduation 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 noticeboard at least three days prior to the defence.
A candidate who fails to receive a positive grade in the thesis defence may request the Undergraduate Study Committee to approve a new topic.
A candidate shall submit the specialist/master’s thesis to all members of the board for the evaluation and defence of the specialist/master’s theses no later than two years of the date of approval of the topic and at least ten days prior to the announced defence. A candidate who, for substantial reasons, fails to submit the specialist/master’s thesis within the deadline may apply for an extension, subject to the consent of his/her mentor. The candidate’s application accompanied by the mentor’s opinion shall be considered by the Committee for Research, Postgraduate and Doctoral Studies, which may extend the deadline by no longer than six months.
A positively evaluated specialist/master’s thesis shall be defended by the candidate before the board for the evaluation and defence of the specialist/master’s theses, as stipulated by Article 32 of these Rules. During the defence, questions shall be asked by all members of the board for the evaluation and defence of the specialist/master’s theses. The date, time and venue of the defence shall be published on the Faculty noticeboard at least seven days prior to the defence .
If the specialist/master’s thesis receives a negative grade, the candidate may request that the Committee for Research, Postgraduate and Doctoral Studies approve a new topic; the same applies to the thesis defence.
A graduate of old study programmes shall receive two grades.
At the higher professional and academic level, these are:
- the mean value of all exams and tutorials/laboratory practice: SŠ = (I + V)/2, and
- the mean value of the graduation thesis: SD = (N + Z)/2,
where “I” denotes the average examination grade, “V” the average grade in tutorials/laboratory practice, “N” the grade for the graduation thesis and “Z” the grade for defence of the thesis.
The grades shall be entered in the student transcript.
At the postgraduate level, the two grades are:
- the average grade in examinations and seminars, and
- the mean value of the master’s/specialist thesis and its defence:
SD = (N + Z)/2 .
The grades shall be entered in the minutes of the thesis defence and in the student transcript.
A graduate of a new higher 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 programme graduate shall receive one grade:
- the average grade of all examinations.
A graduate of a master’s 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.
XIX. 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.
XX. Final provisions
These Rules shall be published on the Faculty website the day following their adoption by the FEE Senate and shall enter into force on the 8th day following their publication.