Academic Student Affairs Unit


The Unit of academic Student Affair represents a key role in supervision on the management of academic affairs for students and follows up their achievement, and helps them to quit all procedures and services related to the unit with ease. In addition to, the unit is a leader in providing high quality services and meticulous, and gain the satisfaction of students and beneficiaries elevate the quality of the educational process.


The Unit of academic Student Affair linked to the Vice Dean, and specifies its chairman by decision of the Dean of the Faculty based on the recommendation of Vice Dean.

  1. Provides all services related to academic affairs for students and follows up its achievement.
  2. Implementation of quality standards in all services provided by the unit.
  3. Development of new mechanisms for the management of all the services provided by the unit with the optimum utilization of technique.
  4. Preparing forms and reports to the unit.
  1. Supervising the implementation of regulations and rules relating to the study and exams regulations of academic affairs for students and follow up their achievement.
  2. Receiving of student cases, arrange and supplement the required data and reviewed and audited and forwarded to the competent committees for consideration.
  3. Preparing and designing of all forms and announcements of the unit.
  4. Preparing and writing reports on the achievements of the unit through data collection and discharged, classifying, analyzing and extracting the findings and recommendations and reporting them to the concerned authorities.
Important Instructions

Instructions and Important Dates

  • Print referral to the request of the excuse from the KKU website (Shamel for students) or Deanship of Student Affairs and review of the concerned authority, such as a hospital, traffic, and others within 7 days from the date of absence and provide the unit with a copy of it with the request.
  • You must bring an excuse from the concerned authority within 4 weeks of the date of absence only and will not accept any excuse to exceed it.
  • The Committee will not accept any kind of excuses without the referral number and date.

Instructions to Provide Acceptable Excuses

  • Students are allowed to submit the official excuse if they are absent from theoretical or practical lectures and exams.
  • The deadline of Submitting excuses for lectures or exams at the end of the week preceding the general preparation exam.
  • Excuse issue date should be within two weeks of the absence date otherwise will not be considered.
  • Please refer the process and list of possible acceptable excuses as per regulations.

►Steps to Submit Excuses

  • You can submit the excuse during the specified hours of work and mentioned on advertising screen in the Unit of academic Student Affairs, and get a receipt after filling the application form.
  • You must fill all data accurately on the electronic services program of the unit.
  • The unit will not accept any revision to the student without a receipt.
  • An email will be sent to the student for accepting or rejecting the excuse through the Unit of academic Student Affairs.
  • An email will be sent to the instructor, if the excuse provided by the student was approved only to raise the absence of the academic system.
Rules and Regulations

►Instructions for Excused Absence Request for a Lecture or a Makeup Exam

The study and exam list identified 25% for allowed unexcused absence of emergency conditions that might be exposed to the student and cannot provide an excuse.

►In the case of student desire to provide an excuse for an absence in the range of 25%, the student must follow the following:

  • The student must (by him or his representative) submit a request to provide a convincing and documented excuse prevents the student from attending lectures theoretical or practical for the Unit of academic Student Affairs.
  • The excuse must be submitted to the excuses committee, print the letter of referral of the university and provide the committee with a copy of it with the request within seven (7) days of the absence, and then review of the concerned authority to issue the official report and submit it to the excuses committee within four (4) weeks and no accept for any excuse afterwards.
  • Absences are converted to excused absence in case of accepting the excuse.

►Acceptable excuses in case the absence for a lecture

The Excuses which are accepted by the university and college, and against which gives the student absence excused or make up exam include the following:

  • Disease Excuse, provided that a special medical report, and must provide the following:
    • Having Deanship of Student Affairs Referral with number and date
    • the report is certified by
      • Government hospital
      • or private hospital
      • or university medical services
      • Otherwise Medical scene or medical reports issued by the center or a special clinic are not accepted.
  • The death of a family member of the first class, and a maximum of three days (Father - Mother - Brother - Sister - Son – Daughter – (Grandfather and grandmother from the father and mother side and to prove the relationship of kinship))
  • A traffic accident resulting in injuries to prevent movement, and the student must deliver the medical report and accident report (by the student / applicant or his representative)
  • Suspension or imprisonment, and the student should ask to inform the university by a letter to the college which he belongs.
  • Firm appointments from the official bodies (certified court sessions of a judges or notaries, or hospitals outside the region dates, etc.)
  • Personal and family Force Majeure Event and emergency, and these cases appreciate by the dedicated faculty committee.
E-Services Program

►Definition of the Program

In the context of the interest given by the College of Computer Science at King Khalid University to develop the working environment within the Academic Student Affairs Unit to keep abreast of the latest technological developments, achieve high rates of accuracy and speed of the work completion, an electronic program has been developed to allow the processing of requests from students, the absence of lectures or absences in the semester exams, or the receipt of requests for academic movements for students (delete the course or semester, and remove the deprivation, and Re-enrollment, and request an additional opportunity, final excuses, and others). Where the program sends e-mail to students and course teachers with or without approval.

►Program Functions

  1. General settings for the program (for the unit)
    • Add a college and a department to teach courses.
    • Add a new faculty member.
    • Add a new curriculum and a new department.
    • Add and modify email unit.
  2. Student Services
    • Submit a request to drop the absence of lectures and convert it to the absence of excuse.
    • Submit a request for a semester exams to perform a makeup exams, whether theoretical or practical.
    • To submit a request for academic movements to students as follows:
      • Submit a request for removing the deprivation of courses.
      • Submit a request for dropping course.
      • Submit a request for dropping semester.
      • Submit a request for re-enrollment.
      • Submit a request for additional opportunities.
      • Submit a request for final exam excuses for makeup exam.
    • Query about the status of the request submitted by the student.
  3. Operations (for the unit)
    • Add the decision of the competent committee to students' requests whether approval or not.
    • Print reports of students' applications.
    • Print reports of numbers and statistics.
Unit Equipment

The Academic Student Affairs Unit is equipped with the latest technical and office equipment to ensure that all services related to the unit are provided with ease, quality and accuracy so as to guarantee the quality of the educational process and to have the satisfaction of students and beneficiaries. The unit contains the following:

  1. Location of the unit
    A large hall (38/3/A) was chosen and intended to accommodate a large number of students.
  2. Offices of the Unit Members
    It includes four private offices with full equipment such as office, drawer unit, wheel bar, computer, printer, telephone, stapler and paper shredder, and folders in addition to the number of two fixed chairs for each office to receive student inquiries.
  3. Student Devices
    The unit consists of five offices equipped with the latest computers, on which the electronic program has been installed, and the participation of these devices with a fast laser printer to print students' applications, in addition to five wheelchairs. A copy of the instructions for accepting excuses and steps to provide an excuse is also installed on each office.
  4. Electronic Display and Computer
    A connected computer is assigned to the electronic display outside the unit, to display all of the unit's advertisements and instructions.
  5. Photocopy Paper
    There is a photocopy machine in the case of students wishing to submit a copy of the attachments with their own requests, or in case they wish to take a copy of the decision of the relevant committees.
  6. Large Table (Bank)
    A large table (bank) is equipped with a paper cutter, stapler, scraper, and filing cabinet.
  7. Water Cooler
    Water cooler will benefit the members and all the students who attend the unit to submit their applications.
offices StudentDevices.jpg Electronic Display
Offices of the Unit Members Student Devices Electronic Display
Photocopy Large Table Water Cooler
Photocopy Paper Large Table Water Cooler


Contact Us
Mr. Ahmed Mohammed Jamil, 38/3/A

Ms. Wijdan Alsaeid