STUDENT HANDBOOK
34959 Akfırat / Tuzla / Istanbul Tel: 0 (216) 444 OKAN (6526) Faks: 0 (216) 677 16 47 [email protected]
Uzunçayır Street No: 4/A 34722 Hasanpaşa / Kadıköy / Istanbul Tel: 0 (216) 325 48 18 Faks: 0 (216) 339 61 36 [email protected]
İstiklal Cad. İmam Adnan Sok.
No 19 Beyoğlu / Istanbul Tel: 0 (212) 212 65 26 [email protected]
Avni Dilligil Street No: 18 34394 Mecidiyeköy / Istanbul
Tel: 0 (212) 212 OKAN (6526) Faks: 0 (212) 216 18 03 [email protected]
Şirinevler Meydanı Mareşal Fevzi Çakmak Cad. No: 2
Bahçelievler / Istanbul Tel: 0 (216) 444 OKAN (6526) TUZLA KAMPÜS KADIKÖY KAMPÜS
BEYOĞLU KAMPÜS
MECİDİYEKÖY KAMPÜS
BAHÇELİEVLER KAMPÜS
Contents
Section1. Introduction 5
1.1 Welcome to Okan University 5
1.2 About Employee Manual 5
Section2. About Okan University 5
2.1 Okan University’s Vision & Mission Statement 5
2.2 Department of Human Resources 6
Section3. Starting Your Job 6
3.1 Employment Applications and Other Forms 6
3.2 Background Checks 7
3.3 Accuracy of Personnel Information 7
3.4 Official Personnel Files 7
3.5 Identification Cards 7
3.6 New Employee Orientation 8
3.7 Probation Period 8
Section 4. Work Schedules 8
4.1 University Office Hours 8
4.2 Regular Work Schedules 8
Section 5. Time Away from Your Job 8
5.1 Holidays and Personal Days 8
5.2 Annual Leave 9
5.3 Sick Leave 9
5.4 Bereavement Leave 10
5.5 Military Leave 10
5.6 Administrative Leave 10
5.7 Pregnance & Maternity Leave 10
Section 6. Understanding Your Benefits 11
6.1 Cafe’s & Restaurants 11
6.2 Transportation Services 11
Table of Contents
7.4 Performance Development Plans 12 Section8. University and Employment Standards 12 8.1 Affirmative Action/Equal Employment Opportunity 12 8.2 Anti-harassment, Including Sexual Harassment 13
8.3 Drug-free Workplace 13
8.4 Gambling in the Workplace 13
8.5 Software and Technology Usage 13
Section 9. Employment Conduct 14
9.1 Work-Related Behavior Expectations 14 9.2 Faculty and Student Relationships 14
9.3 Confidential Information 15
9.4 Workplace Surveillance and Searches 15
9.5 Use of Communications Systems 15
9.6 Internet Usage and Computer Games 16
9.7 Office Attire 16
9.8 Smoking in the Workplace 16
Section 10. Leaving the University 16
10.1 Employment Termination 16
10.2 Resignation 17
10.3 Exit Process 18
10.4 References 18
Employee Acknowledgment Form 18
This Student Handbook is a publication of the Office of the Dean of Students.
The policies of Okan University are continuously revised and developed in order to serve for the best interest of the students. Thus, this Student Handbook only presents the policies in effect at the time of publication and in no way guarantees that the policies will not be modified. The most up-to-date edition can be found on www.okan.edu.tr
FOREWORD BY THE CHAIRMAN
Bekir OKAN, CHAIRMAN OF THE BOARD OF TRUSTEES Dear Students,
We are living in a rapidly changing world whose needs, problems and expectations are increasing day by day. The peoples, nations and institutions of such a world should be ready and well-equipped for the future and they should adjust themselves to the changing conditions so that they can firmly exist.
Being a businessman in the education sector, I find the educational practices and economic developments to be of utmost importance for the advancement of countries. Thus, in order to contribute to the development of the country, we founded Okan University, creating a top-down campus with modern buildings, aiming to create a center for education. We always keep in mind not only the needs of today but also those of tomorrow while establishing our departments and developing related academic programs. Initially our journey of education had begun with 85 students and within a period of 15 years, it reached to 20.000 students. This might be a clear indication of how Okan University has not only been offering a quality education at the tertiary level but also preparing its students for their future lives in the best possible way.
You, students, are the future of this country. You are to be our pride in the future. In order to prepare our students for their academic and professional careers in an efficient way, as Okan University we have formed a well-qualified and experienced body of academic staff. As a means of communication, learning a foreign language is more than ever crucial in our global day and age. Speaking a second or even more languages is indeed an asset for a good professional career in business life. Needless to say, it plays a key role in opening doors to the commercial, cultural and social relations among communities and across countries. Okan University provides its students with high skills of foreign languages, not only English but also the languages of now prominent actors of world economy and politics, such as China, Russia and the Arab world. With the newly established faculties of Medicine and Dentistry and their new buildings, our modern campus has been expanded considerably. The Okan Life Center continues to provide its services via its sports center, Olympic pool, fitness and squash units, and also its cafes, restaurants, cinemas, billiard halls and shopping center.
We will keep pursuing our goal to create a respectable and top-rank campus. In short, we are taking firm steps towards becoming a global university, distinct in many ways.
I sincerely wish success to all of you in your academic as well as personal lives.
FOREWORD BY THE RECTOR
Prof. Şule KUT, RECTOR Dear Students,
Okan University, taking pride in its 20.000 active students in its 15th year, is a university equally proud of its 12.000 graduates. Thanks to its close relations with the business world, its expert academic staff, campuses offering ample means and its modern education philosophy, our graduate can compete with their contemporaries all over the world. Today our university is a huge education base with
8 faculties, 2 schools, 2 vocational schools and 3 graduate institutes offering over 160 diploma programs. Okan University Tuzla Campus was designed as a perfect education environment and a life space for our students. Students can engage here in different kinds of social and cultural activities and they may take advantage of all technological opportunities available for use in the courses and in the activities outside the courses.
We not only equip our students with excellent academic qualities and provide occupational education, but we also offer a rich socio-cultural space and a close contact with the business world during their university education. While our Career Center together with Dean of Students prepare students for graduation with courses and programs such as “Career and Life”, “Happy Life” and “Entrepreneurship”
within the scope of “Business Life Program”, our comprehensive internship program enhances that this process is put into practice with the experience gained in Turkey’s most significant companies.
Through our strong connections in the international arena we ascertain that our students also receive good education abroad. In Okan International University, our students can study English in Miami, USA. International Student Exchange Network (ISEP), of which Okan University is the first member from Turkey, enables our students to choose a university among over 350 universities in 50 countries and to study there free of charge. Our university, adding new education steps to the right ones it has made since the year 1999 when it was founded, continues its efforts in order to make it easy for its graduates to reach their career goals in the fastest way possible. I wish you a healthy, successful, and happy university life which will play a significant role in the shaping of your future.
Best regards,
Prof. Şule Kut Rector
ABOUT US
Okan University, one of the most eminent and distinguished foundation universities in Turkey, was founded by Okan Culture, Education, and Sports Foundation in 1999 and began its academic life in 2003-2004 academic years. In 2006, the university moved to its new and modern Tuzla campus.
Expanding rapidly the number of programs offered to students, Okan University currently runs 97 undergraduate, 31 master and 10 Ph. D. programs under eight faculties, two schools, and three graduate schools. There are also two vocational school delivering short cycle-diplomas. Total number of Okan students reached 20.000 in the 2015-2016 academic year.
True to its motto, “The University Closest to Business Life,” Okan University effectively combines theory and practice by employing academic staff who are experts in their own fields, by adopting a contemporary approach to education, and focusing upon practice-oriented studies which prepare students for business life, starting from students’ very first year of study.
Okan University attaches great importance to effective cooperation, both in Turkey and abroad, with prominent business institutions, NGOs, local and central bodies, and other universities. Okan University aims to build a bridge between the academic and the business worlds. To this end, the university enables students to work at companies as part of the Preparation for Business Life Program, starting from their freshman year. This program not only helps students to become familiar with business life and improve their knowledge and skills by putting theory into practice, but also serves to motivate the students.
Students who have successfully completed the Preparation for Business Life Program are awarded with a participation certificate.
Embellished with finest features of contemporary architecture, Tuzla Campus has all the aspects of a modern university campus. The Campus, close to the Sabiha Gökçen Airport, is equipped with the state-of-the-art technologies and facilities in order to ensure the most effective education for the students.
PART 1: ADMISSION REGULATIONS
1. ADMISSION:
A. Undergraduate Programs:
Okan University complies with the admission process governed by the Turkish Higher Education Council (THEC). The placement for undergraduate degree programs for Turkish citizens is centrally made according to their test scores obtained in the University Entrance Examinations which are conducted by the Center for Testing, Selection and Placement (OSYM). Thus, every student should present their Central Higher Education Placement Exam (ÖSYM) result and comply with the regulations set forth by the Turkish Higher Education Council. For some study fields ability-to-benefit students are admitted on the basis of Special Ability/Talent Exam, in compliance with the regulations established by the Turkish Higher Education Council.
B. Graduate School Programs
As of 2015-2016 Academic Year, Okan University offers a total of 41 graduate (31 Master’s and 10 PhD) programs under three Graduate Schools. The minimum admission Requirements for Graduate Programs are determined by the Turkish Higher Education Council according to the Higher Education Law no. 2547. In addition to the application documents and minimum common admission requirements, most programs may conduct a written exam and/or interview in order to decide for the eligibility of the candidate for the program.
Please refer to the University website www.okan.edu.tr for the most current information about the Graduate Programs.
Documents to be presented for admission:
i) Master’s Degree
- Official undergraduate diploma
- Official undergraduate transcript of records
- ALES (Academic Graduate Education Exam) score (min.55) for programs with thesis - GRE/GMAT score, if available
- English Language Proficiency score (TOEFL iBT- min.72) - Application Form
- Valid ID document (official ID or passport) - 3 photographs
ii) PhD
- Official undergraduate diploma - Official Master’s Degree diploma
- Official undergraduate transcript of records - Official Master’s Degree transcript of records
- ALES (Academic Graduate Education Exam) score (min.70) - GRE/GMAT score, if available
- English Language Proficiency score (TOEFL iBT- min.72) – Required scores might vary according to different programs
- CV
- Two reference letters - Application Form
- Valid ID document (official ID or passport) - 3 photographs
C. International Student Admissions
International students should file their applications directly to the International Office at Okan University. The applications will be processed by the International Office and admission
Language Requirements
All undergraduate students have to prove their proficiency in English before they can start the first year of their academic program. International students who are unable to submit the required English language test scores during their application can take the Okan University English Proficiency Test upon arrival. Students who fail the test will attend Okan University Intensive English Program for one year. This year is not included in the total number of years required for graduation.
Test scores for English proficiency:
o TOEFL iBT (Test of English as a Foreign Language / Internet-based) 72
o CAE (Cambridge Certificate in Advanced English) C, CPE (Cambridge Certificate of Proficiency in English) C
o Pearson PTE Academic (Pearson Test of English) 55
o Okan University Proficiency Test 60/100 Students accepted to an academic program taught in Turkish (except for those whose native tongue is Turkish) have to prove their proficiency in Turkish before they can start the first year of their academic program. Students can take the TOMER test upon arrival. Students, who fail the TOMER test, can take intensive Turkish classes at TOMER or at Okan University for a year.
Test score for Turkish proficiency: TOMER A or B level Application Documents
o Completed Application Form. Online Application
o Certified copy of one national or international Examination Result*
o Certified copy of Secondary School Diploma*
o Official Transcript of Secondary Education Institution*
o Certified copy of the English language test, if available
o Copy of the passport
o 2 passport size photos
*The documents in languages other than English or Turkish must be translated and certified at the Turkish Consulate in the home country.
A student applying for the following academic programs should send a portfolio of his/her work along with the application documents (Fashion Design, Industrial Design, Interior Design, Photography, Plastic Arts, and Visual Communication Design).
D. Transfer Students:
i. Inter-Institutional Transfers:
Inter-Institutional transfers can be made between the programs of the same diploma level and on the basis of the rules and quotas determined by the Turkish Higher Education Council.
Students applying for an Inter-Institutional Transfer should either have a cumulative GPA of minimum 60 out of 100, or have obtained a Central Higher Education Placement Exam (ÖSYM) score which is equal or higher the score necessary for the program they are applying for.
The quotas, application and evaluation calendar of inter-institutional transfers are announced on the THEC website.
Students applying for a partially or totally English medium program should either take the English proficiency exam and obtain the required score, or should present a national or international exam result with the required score.
ii. Transfers from Foreign Universities
Students of foreign universities applying for a transfer should also comply with the above mentioned, inter-institutional transfer regulations. Students, who have a valid Central Higher Education Placement Exam result, can apply for transfer and are exempt from the minimum GPA requirement for application. These students are not considered within the foreign student transfer quotas.
iii. Transfer between programs or faculties or schools
The rules and regulations monitoring the transfers between programs or between faculties, schools, conservatories or vocational schools are determined by the relevant executive bodies.
The transfer quotas that are decided by the relevant executive bodies may not exceed the 15%
of the quotas published in the OSYM student guide book.
The OSYM Exam score of students who want to transfer to programs requiring a different kind of OSYM Exam category must have either an equal or a higher score than the minimum score required by any Turkish HEI.
2. REGISTRATION
Students, who are entitled to register to a program at Okan University, must complete their registration procedures, either in person or by their official representative, within the deadlines set by the OSYM. The registration documents for ability-to-benefit students are determined by OSYM and the Senate of Okan University.
Only originals or certified copies of documents are accepted for registration. Student’s statement deemed sufficient pertaining to information on residence, legal clearance and military obligation.
A. COURSE REGISTRATION:
Credit and workload:
The credit of a course is calculated by adding weekly number of theoretical course hours to the half of the number of applied work hours (laboratory, field and etc.). For yearly courses, the credit is multiplied by two.
Work load is the total of all the credits that a student takes in one semester. The workload of bachelor students is equal to the semester workload stipulated for the program that they are enrolled in.
Students are permitted to take at the most two more courses in addition to their semester workload.
Prerequisite course:
The prerequisite of a course is the course that has to be taken before continuing with the second course. Students cannot register to the courses that they have not succeeded the prerequisite course.
Add/Drop period:
Students may make changes to their courses that they have registered for within the deadlines stated in the academic calendar.
Withdrawal from a course:
Students may withdraw from a course within the first seven weeks of the semester, upon the approval of their academic advisor and decision of the faculty board. Rules are as follows:
a) Bachelor students may withdraw from maximum four courses during their studies. In the first year, withdrawing is not permitted.
b) Students can not withdraw from the course if they are only registered to one course.
B. CANCELLATION of REGISTRATION (WITHDRAWAL from the UNIVERSITY) The registration of a student is cancelled under following circumstances:
a) If a student files in a petition for an official withdrawal b) If a student is dismissed for breach of regulations
c) If a student does not complete his/her financial and/or academic registration consecutively for four years
d) When a student registers in another university as a transfer student and student requests the cancellation by presenting an official confirmation of the other university
e) If a student, who is registered to a program with compulsory language preparation year, fails his courses for two consecutive years and if there is no option for transfer to a Turkish medium program
C. INTERRUPTION of REGISTRATION
A student may ask for an interruption of his/her registration for one or two semesters. The interruption of registration is permitted with the approval of the relevant executive board and providing that one of the reasons below is applicable to his/her request:
a) student has a health condition which is certified by health institutions
b) student proves that his/her regular residence is in a “natural disaster area” by submitting a document from the highest administrative authority of his/her residence.
c) If a next-of-kin has a serious health condition and that there is no other person to care for the patient
d) If his deferment from military service is cancelled and he is taken for military service e) If student is put under custody or arrested
f) For all other reasons accepted by the relevant executive board.
Unless there is an emergency, interruption of registration can be demanded until the end of the seventh week of the corresponding semester. The total duration of interruption cannot exceed two years. Maximum duration for consecutive interruption cannot exceed two semesters.
Interruption period is not included into total study period. The permitted durations can be extended with the decision of the university executive board.
Student, who is permitted to interrupt their registration for the above mentioned reasons and by the approval of the University Executive Board, has to pay half of the tuition fees for the period of interruption.
Student, who interrupts his/her registration for his main Major, is also considered as interrupted for his other majors and minors.
Termination of Interruption
At the end of the interruption period, students continue their education as before.
Students who have interrupted their registration for health conditions should provide the university with a certificate from a health institution, confirming their aptitude for continuing their studies.
Students should apply for the termination of interruption until the end of the Add/Drop week of the semester concerned.
D. FINANCIAL REGISTRATION
Each student, including full scholarship students, must proceed with their financial registration after completing his/her preliminary academic registration at the Students Affairs Office,
1. Students with a full scholarship should also complete their financial registration in order to confirm the scholarship and the terms of the scholarship.
2. Students who have to pay tuition fees must either pay the annual tuition fee in advance or agree on an installment plan with the Finance Office. Tuition fees and installment plans are determined and announced by the Finance Office before the registration periods.
3. Bank or credit card payments are accepted.
Payment by Installments:
- All students must pay 25% of the tuition fee in advance.
- For the remaining amount, an installment plan must be agreed between the student or his/her legal representative or sponsor and the Finance Office.
- Each installment plan must be submitted to bank approval.
- Installment amounts are paid through bank accounts.
4. Finance Office, informs the Students Affairs Office, when the tuition fee is paid or an installment plan is duly approved and signed.
5. Students Affairs Office completes student’s registration upon the approval of the Financial Office.
6. Each student must renew their financial registration at the beginning of the academic year..
7. Every year, tuition fees are announced in March for the following academic year.
8. The Financial Registration should be completed by the end of August.
REFUND:
Once the tuition fees are paid, there is no refund possible.
3. GRADES and SCHOLARSHIPS
A) GRADING
Okan University letter grades and their corresponding values must read as follows:
Letter Grade Grade Points
AA 4.00
BA 3.50
BB 3.00
CB 2.50
CC 2.00
DC 1.50
DD 1.00
*FD 0.50
FF 0.00
VF 0.00
*D 0.00
Grades Not Factored into GPA
Temporary Grades Y - Fail E - Incomplete B- Pass
M- Exempt
* (D) This grade is given to students who fail to earn the right to participate in exams due to an excessive number of absences or the failure to meet other conditions mandatory to the course.
The letter grade of (FF) is factored into the grade average of students who receive this grade.
(VF) This grade is given to students who fail to earn the right to participate in exams due to an excessive number of absences or failure to meet other conditions mandatory to the course. The letter grade of (FF) is factored into the grade average of students who receive this grade.
(B) This grade is given to students who successfully complete the courses for which grades are not factored into the final grade.
(M) This grade is given for courses from which the student is exempt because he/she has already taken an equivalent accredited course at a different university; equivalency being subject to approval by the university board of directors.
(R) Repeated course
(T) Transfer course. (Transfer courses are factored into the grade point average.) (ÖD) Courses taken as part of a student exchange program.
(ERA) Courses taken as part of the Erasmus program.
(SPA) The semester point average is calculated by multiplying the total credit hours for
enrolled lessons in each semester with the relevant grade coefficients, and then dividing the total thus obtained by the total number of credit hours for the semester.
(GPA) The grade point average is calculated by multiplying the total number of credit hours with the grade coefficients for all the courses the student enrolled in—from the first semester of the freshman year to the final semester of the senior year—and then dividing the total thus obtained by the total number of credit hours.
* FD and D grades are not applied in reference to the regulations on vocational and undergraduate education and assessment policy of the university published in the Official Gazette on Nov. 23, 2012.
B) SCHOLARSHIPS
University Entrance Scholarships: Students placed in Scholarship Programs at Okan University by OSYM (Student Selection and Placement Center) according to their scores in the entrance examination are exempt from tuition fee. These scholarships are non-refundable and valid for 3 years in two-year associate degree programs, for 5 years in four-year undergraduate programs, for 6 years in five-year undergraduate programs, and for 7 years in six-year undergraduate programs.
Board of Trustees Honors Scholarship: This merit-based additional scholarship is given to students who are placed in %100 Scholarship Programs at Okan University. Students placed in top 1000 (for language scores-based programs, top 100), in the nation-wide entrance exam, are provided with a monthly cash stipend for academic year (8 months), + Free room and board.
Success Scholarships: Except for Preparatory Year students, tuition fee discounts at the rate of
%10 to %40 in tuition fee are given to students in associate and undergraduate program who have completed their first two-years with grade point averages of 3.60 and above on a 4.0 point scale.
Preference Scholarships:Except for some programs stated in OSYM Preference Guide, following preference scholarships are granted to students who register in our paid programs as their first, second or third choice in the university preference form.
1.%50 tuition fee discount for first choice 2.%40 tuition fee discount for second choice 3.%30 tuition fee discount for third choice
Athletic Scholarships: In the branch of sports determined by the Board of Trustees, three %100 scholarships and four %50 scholarships are given to national team members. Candidate students are required to submit document in writing that they are national athlete in last two years from their perspective federations.
Monthly cash stipends are given for those who have been champion in national, international and inter-collegiate competitions for academic years (8 months) from beginning of the following academic year.
Disability Scholarships: Full scholarships are given to 3 disabled students placed in one of our university programs.
Other: Okan University awards additional tuition waivers at the rate of 10% to spouses and children of martyrs, veterans and educators. Tuition waivers are also applied to the children of persons working at Okan University and to the brothers and sisters of Okan University full-time
4. ATTENDANCE
Students are liable to attend every course, practical and laboratory work of the program they are enrolled at and take the exams and participate in academic work required for achieving the
course. Students who do not attend a minimum 70% of the theoretical courses and 80% of the practical courses will be considered as absent for the related course. Students who do not meet the mandatory minimum requirement of attendance will fail the course. Students who fail a course for not fulfilling minimum attendance requirement are obliged to meet the attendance requirement when they re-take the course.
5. GRADUATION REQUIREMENTS
Students must successfully complete all courses and other programme requirements, and have a minimum GPA score of 2.00 out of 4.00.
Bachelor degree students who have completed all courses and other program requirements and have a minimum of 3.50 GPA score at the end of the seventh semester are entitled for early graduation.
6. DEGREE HONORS and DISTINCTIONS
Students who have a graduation GPA of 3.00-3.49 are awarded Honors Degree and those who have a 3.50 GPA score are awarded by High Honors Degree.
PART 2: STUDENT SERVICES
A. ONLINE SERVICES
1. STUDENT INFORMATION SYSTEM (OIS – ois.okan.edu.tr )
The Student Information System (SIS) is an online tool that manages the information related to Okan University Students. Only authorized staff can use SIS to view, update, and report on student records. The system is also connected with other university information systems, and provides necessary information to other software at the university.
Students can log into the Student Information System at ois.okan.edu.tr by using their email username and passwords and carry out the following transactions:
§ View Information of Curriculum
§ View Schedule of Classes
§ View Grades within the Period
§ Calculation of Transcript Grades
§ View Class Attendance Records
§ View/Update Personal Information
2. OKAN LINK BOARD (OLB)
OLB is an online teaching management system through which lecturers and students communicate and interact with each other. Lecturers can post their syllabi, presentation files, reading material, homework, etc., and use OLB as a virtual classroom to discuss with students either individually or collectively.
They can also send group emails, announcements, keep student files, register course related activities on the calendar and follow students work progress.
Students will have access only to the courses they are registered for. (Registration to OLB is done automatically by the Student Affairs Office or by the lecturer of the course).
Students can access to OLB from any environment that has an internet connection. Access to the system is only possible with a personal user name and password.
B. OFFICE UNITS
A. STUDENTS AFFAIRS OFFICE Students’ affairs office is responsible for;
- executing student enrollments according to the rules set forth by Law and the Turkish Higher Education Council
- controlling course registration forms for all students
- monitoring and registering double major and minor students - preparing and delivering student cards,
- monitoring student public transport cards
- preparing and delivering official Student Certificates and Transcripts of Records - delivering Graduation Certificates and Diplomas
- and all other issues related to student status - registration of international students
- managing Student Information System B. FINANCE OFFICE
Finance Office is responsible for receiving tuition fees, residence hall and parking payments.
Any contentious situation about payments should be taken up with the Finance Office.
C. GENERAL SECRETARY’S OFFICE
General Secretary’s Office is responsible for the operations of the university administrative units and university premises. General Secretary’s Office is also responsible for receiving applications for Lunch grants and submitting them to the Scholarship Commission. Grant applications are
received during the first week of each academic year. Grant applications after the first week are not taken into consideration.
D. DISABLED STUDENTS UNIT
A special service for students with physical disabilities has been established at Okan University in order to provide students with special needs a learning and campus environment which overcomes the possible obstacles. Disabled students unit is responsible for ensuring the preparation of appropriate learning tools and course material, and for improving the physical conditions for the students with disabilities.
The information related to students with disabilities is transferred to the Disabled Students’ Unit automatically by the Students’ Affairs Office. The unit operates within the General Secretary’s Office. Students should address themselves to the General Secretary’s Office in case of problems or other concerns.
E. INTERNATIONAL PROGRAMS OFFICE
International Programs Office which manages and implements all international academic cooperation projects is also responsible for international mobility, study abroad programs and double degrees.
Information related to international or domestic exchange and double degrees are provided by the International Programs Office.
PART 3: CODE of STUDENT CONDUCT
Okan University, commits itself to ensure a high standard in academic ethics, to create an environment which fosters critical thinking and learning, to protect the integrity and rights of the institution and its members. Within this perspective, all students enrolled at Okan University, are expected to adhere to the rules and regulations set by the University. Students who do not respect all codes and policies are subject to consequences defined in code of conduct.
1. STUDENTS’ RIGHTS
1. Students have the right to expect that their personal privacy is respected, student’s private information, including grades and evaluation results, should not be made public or told to any other person, unless a written authorization is submitted.
2. Students have the right to expect to be treated equally and without discrimination; and to have equal access to university facilities.
3. Confidentiality rules apply to all information regarding to Student’s health, psychological counseling and academic achievement files.
4. Students have the right to have access to a transparent grievance and hearing processes.
5. Students have the right to have access to the syllabus presenting the achievement and evaluation criteria of each course at the beginning of each study semester.
6. Students can express their thoughts and ideas freely as long as they are expressed in appropriate discussion manners.
2. OFFENSES
The following acts are considered as unacceptable and subject to punishment.
A. ACADEMIC DISHONESTY AND SANCTIONS
Academic Dishonesty includes and is not limited to, providing inaccurate information or forging documents, cheating, plagiarism, multiple submissions of assignments.
Providing Inaccurate Information or Forging
1. Supplying false or missing information to the University 2. Changing and modifying dates or results
3. Forging university personnel’s signature
Cheating
1. Copying from another student or another unauthorized source during exams.
Unauthorized source includes, but not limited to notes, electronic equipment, manuals and all other material not permitted by the instructor.
2. Submitting an assignment prepared by another person as one’s own 3. Having another person take the exam
Plagiarism
1. Presenting the work of another as one’s own (not citing a source).
2. Using ideas from any source without providing proper citation of the source. Improper citation consists of excluding a source or misrepresenting a source.
3. Copying or presenting material word for word from any source without using quotation marks and the proper citation of the source.
4. Copying and/or altering a few words from a source, to avoid exact quotation, without providing the proper citation of the source.
5. Rewording (paraphrasing) an idea found in a source without providing the proper citation of the source.
-‐ receive a temporary expulsion -‐ receive a one semester expulsion -‐ receive a two semester expulsion
-‐ receive a permanent expulsion punishment.
-‐
B. POLICIES
1. STUDENT GRIEVANCE POLICY Purpose of the procedure
Okan University’s aim is to ensure that students with a grievance relating to an action or decision by an academic staff that would negatively affect the student’s academic performance or career can use a procedure which can help to resolve grievances as quickly and as fairly as possible. The following steps must be followed for filing in grievance.
a. Informal discussions
If a student has a grievance about a decision made by an academic staff they should first discuss it informally with the related academic staff.
b. Statement of grievance
If the student feels that the matter has not been resolved through informal discussions, they should file a grievance in writing to the Dean of the Faculty within 5 working days after the date of the informal discussion. Student should state the problem, his/her demand and the faculty member’s response in his/her petition. If student’s grievance is with the Dean, grievance statement should be made to the Vice-Rector responsible for Academic Affairs.
c. Hearing
The Dean may decide to talk to the student and to the faculty member individually or call for a meeting. In case of a meeting, parties must take reasonable steps to attend the meeting. If there is an unforeseen obstacle to attend the meeting, the Dean should be informed in writing.
After the grievance statement, the Dean or Vice-Rector hearing the grievance must write to the student and the faculty member informing them of any decision or action and offering them the right of appeal. This letter should be sent within 22 working days of the grievance statement or meeting and should include the details on how to appeal.
d. Appeal
If the student is not satisfied with the Dean’s decision, he can appeal in writing to the Vice-Rector responsible for Academic Affairs within 5 working days as of the date of receipt of the decision.
2. DISCRIMINATION AND SEXUAL HARASSMENT POLICY
Sexual harassment is any conduct, comment, gesture or contact of a sexual nature that one would find to be unwanted or unwelcome by any individual, or that might, on reasonable grounds, be perceived by that individual as placing a condition of sexual nature on any relationship between individuals.
Personal harassment (discrimination) means any conduct whether verbal or physical that is discriminating in nature, based upon another person’s race, colour, ancestry, place of origin, political beliefs, religion, marital status, physical or mental disability, sex, age or sexual orientation. It is
discriminatory behaviour, directed at an individual, that is unwanted or unwelcome and causes substantial distress in that person.
Use of language containing discriminatory expressions and expressions of abusive, humiliating nature and gender based insults are considered as part of sexual and personal harassment and will be punished as such.
Okan University has a zero tolerance policy with respect to Personal and Sexual
Harassment. Personal (Discrimination)/Sexual Harassment, in any form are strictly prohibited and may be grounds for punishment as stated in the disciplinary code.
3. POLICY ON CAMPUS CONSUMPTION of ALCOHOL and SMOKE FREE ENVIRONMENT
a. Alcohol and Other Drugs Policies
Okan University is committed to providing a campus environment that is free from illegal or abusive use of alcohol and other drugs. Okan affirms that illegal alcohol and drug use is unlawful and harmful. In doing so, Okan will implement disciplinary procedures against those who violate University policy related to the illegal or abusive use of alcohol and other drugs and those who interfere with the rights of other students to live and learn in a drug-free environment.
b. Smoking Policy
Okan University is committed to providing a healthy, smoke-free environment for students, faculty, staff, and visitors on the campus by reducing health risks associated with tobacco smoke and minimizing discomfort and inconvenience to non-smokers. Smoking on campus will only be permitted in open air and in designated areas. Smoking is completely prohibited indoors and in university vehicles.
C. Other Offences And Disciplinary Measures Offenses which require a Warning:
1. Not replying to the university requests and calls without a valid reason;
2. Putting up posters, announcements to places which is not approved by the Dean of Students 3. Tearing and damaging posters, announcements and banners put up by University approval
-Offenses which require a Reprimand
1. Disturbing and obstructing the flow of the lesson, seminar, practical and laboratory work, workshop and conference
2. Putting up posters and banners without the consent of the Dean of Students
3. Tearing and damaging posters, announcements and banners put up by the University 4. Attempting to cheat in the exams
Offenses which require a temporary Suspension (One week to one month) 1. Obstructing and preventing the freedom of teaching and learning
2. Preventing the healthy execution of a disciplinary investigation 3. Actions damaging the integrity of persons or the institution
Offenses which require Suspension for one semester 1. Threatening staff and students
2. Theft
3. Destroying or damaging the buildings, fixtures, machines and information system utilities 4. Cheating or helping others to cheat
5. Plagiarism in seminars, dissertations and publications
Offenses which require Suspension for two semesters
1. Preventing any task by using force and violence against officers at the University
2. Using force and violence against students in order to prevent them benefit from services,
3. Forcing a person or group in an act of violence or threaten them to participate in such an action, 4. Using, carrying or keeping drugs and psychotropic substances in the university buildings, dormitories or in the university vehicles,
5. Cheating in exams by threat; preventing the removal of the cheaters from the exam room
6. take someone else’s place in the exam , or make someone else take the exam instead of the student
7. Acts of sexual harassment within the university boundaries
8. On the basis of the Law 6136 (10/7/1953) pertaining to the illegal use of Firearms and Knives and Other Tools with bullets
9. Unauthorized access to the IT systems for personal or someone else’s interest
Disciplinary offenses that require Expulsion from higher education institutions
1. To be subject to a finalized court order for setting up a crime gang; managing or being a member of a crime gang and for disseminating and helping the actions of the crime gang
2. To use, buy, sell or provide narcotics to others within the university 3. To use any kind of weapons prohibited in law 6136 about firearms.
4. To sexually assault a person’s body and violate their sexual integrity.
D. DISCIPLINARY INVESTIGATION PROCEDURE The duration of the investigation and timeout
Disciplinary proceedings are started immediately after the event is reported. The investigation is concluded within fifteen days from the date of approval. If the investigation cannot be concluded within the allotted time, the investigator asks for an extension stating his/her reasons for it. The extension can be granted only with the approval of the authorized investigation official. The investigation should be completed within
a. one month, for the sanctions of warning, reprimand, suspension from the higher education institution with a duration of one week to one month
b. three months, for the sanctions of suspension from the University for one or two semesters and expulsion.
If the disciplinary sanction is not imposed on within 2 years from when the actions requiring investigation is committed, the authority of disciplinary punishment lapses. But when the disciplinary authority or board asks for a judiciary decision, the time limitation starts from the day when the judiciary decision is finalized. The decision for a referral to judiciary procedures is made by the authorized university official or the board.
Conduct of the Investigation
1. Confidentiality of the investigation is fundamental.
2. The investigator may hear the witnesses, collect facts and consult experts. A record of the proceedings is produced. The record includes information related to the time, place and nature of the investigation, the identity of those present, and the questions put and responses given if an affidavit is submitted. The record produced is then signed by the investigator, the secretary, the party who submitted the affidavit, and those that were present during the fact finding process.
The witnesses and any experts who are appointed during the testimony are put under oath; the witness's identity and address, and other relevant details are clearly stated.
3. All the members of staff of the higher education institution are to promptly provide all the information, records, documents, and assistance that the investigator requires.
4. The investigator conducts and finalizes the investigation on condition that it is confined to the
Right of Defense
1. A student who is the subject of a disciplinary investigation is informed in writing about the nature of his/her alleged offence at least seven days prior to the date. In the letter sent to the student, he/she is instructed to appear to conduct his/her defense at the date, time, and place specified.
2. If the accused requests to submit a written defense, s/he may be given time which cannot be not less than three days. After the presentation of the written defense, the investigator may pose additional questions.
3. It is clearly stated in the summons sent to the student that if s/he ignores the summons without a valid excuse, or fails to inform the authorities of his/her excuse in time, s/he will be deemed to have waived his/her right to a defense and that a decision related to him/her will be made on the basis of other evidence.
4. If the student provides a valid excuse for his/her failure to appear, or proves that the failure was due to “force majeure”, s/he is given reasonable time. Arrested students are informed that they can send their defense in written form.
5. Investigation is conducted ensuring that the student use his/her right to a defense fully.
Investigation Report
1. A final report is produced at the conclusion of the investigation. The report summarizes the dates on which approval was given for the investigation, and on which the investigation was launched; it also summarizes the identity of the student who is the subject of the investigation, the particulars of the alleged offences, the different stages of the investigation process, evidence and the obtained defense. Whether or not the student is guilty or not guilty of the offence is discussed and if the student is found guilty, the necessary disciplinary sanction is recommended.
The originals or copies of existing documents, accompanied by a list of contents, are enclosed with the report. The investigation report is submitted to the authorized official, together with the file.
The conclusion of the investigation
1. Warning, condemnation and banishment from university for a week up to a month are granted by the related faculty’s dean, institute, conservatory, school or vocational school director.
2. It’s rector’s authority to administer warning, condemnation and banishment from university for a week up to a month when the disciplinary actions are within common places.
3. The punishment of banishment from higher education institutions for one or two years and firing from higher education institutions are granted by authorized discipline committee.
4. Investigations which are executed in faculty, institute, conservatory, college and junior technical college, these units board of directors, but in investigations which are executed by rectorate, university’s board of directors execute the duty of discipline committee.
5. If the rector, dean, director or discipline committee who examines the investigation file finds it necessary could ask the same investigators or one of the discipline committee’s member to complete the missing investigations.
PART 4: RESPONSIBLE USE OF UNIVERSITY IT RESOURCES
a. Introduction
The University aims to protect the rights of administrative and academic personnel, students and the University itself against any intentional or unintentional illegal or harmful actions and to provide for a proper use of the information systems.
The University Information Security System does not aim to produce any restricting policies on any person; but to establish a culture of openness, security and integrity.
b. Policy
The users are liable to use the information and communication systems and similar tools in line with the goals of the University. On the other hand, the University cannot prohibit the use of the cited tools in
used against their purpose; the University reserves the right to monitor the related information tools and channels provided for the users. Authorized Office executes monitoring upon a written decision and approval from the Rector’s Office.
c. Sanctions
- If unauthorized access, attack or a similar action is detected, the machines are taken out of the system and access is denied.
- The illegal software or materials, such as films and games, installed in computers, tablets, and telephones bind only their users. Our institution may not be hold responsible in any way.
- All web and internet trafficking is recorded in an encrypted and unalterable way, and kept for the period mandated by the law, in compliance with the legal obligations, and with Act. No. 5651; this Act regulates the Organization of the Materials in the Internet Environment and monitors the Fight against Crimes Committed through such Materials. These files may only be shared with the relevant courts upon official demand.
- The actions stated below are considered as unlawful use of the information and communications tools;
and, hence, may not be allowed:
- The use of the information and communications tools in a way defined as illegal in the Turkish or international law.
- The use of the information and communications tools for commercial or advertising purposes without the University’s permission.
- Any use and installation of unlicensed and illegal software;
- The use of the network communication, bandwidth and storage fields against educational purposes.
- Sending and intentionally storing the materials that violate individual rights of persons, and contain insulting and obscene content.
- The unauthorized use of information tools in the name of others’ user names and passwords without their express permission.
- The installation of sniffer, keylogger, spyware, trojan or similar software and hardware.
- Unauthorized aces, modification or damaging the files, which belong to other University units and people; intentional spread of any kind of harmful software;
- Actions taken to prevent other users from doing their jobs;
- Attempting to catch, monitor and change the packets on the network.
- Opening domain or user names without the knowledge of the University authorities;
- File transfer, copying and distribution against the copyright law. The use of any p2p programs for such a purpose is forbidden.
d. Privacy and Security Users’ responsibility
- Encryption is an essential feature for the security of your computer and accounts. It is the first layer of security for the user accounts. A poor password may endanger the network security and your accounts.
- Users should pay special attention to the protection of Laptop computers against security leakages.
Every user is responsible for activating the operation system passwords.
- Users must periodically scan their computers connected to the institutional network with updated anti- virus software. Due attention should be shown when the files from unknown persons are being opened, because these e-mail messages may contain hazardous codes like viruses.
- All users are responsible for the security of their own computer systems. The owner of the system is responsible for the attacks originating from such computers against the institution or the persons (eg.
banking).
- The users should be cognizant of the importance of the data transferred or processed and act with the ill-intentional people in mind.
- The password is user-only information; Users must not share their passwords even with the IT personnel via telephone or e-mail communication.
- Detailed information is found on the internet page under the IT Documents section.
The University’s responsibility
- The users acknowledge that even though the present network management allows a reasonable level of privacy for the persons all the data produced within the body of our institution is in possession of the institution. To safeguard the available information systems against hazards, the Administration cannot guarantee the privacy of the personal information saved in the institution’s network devices.
- Following the legal liabilities and the Organization of the Materials in the Internet Environment and the Battle against the Crimes Committed through such Materials Act No. 5651, all the web and internet trafficking is recorded in an encrypted and unalterable way.
- University is responsible for keeping the systems constantly up-to-date, establishing security against the leakages that may occur, detecting the unauthorized access and attacks and preventing their access.
- The administration has determined the required rules for personal usage (authorization levels) in line with the general security policies and appointed the user authorizations.
- For the purpose of the security and maintenance of the network, the authorized persons (the IT Department) has the right to have access to and periodically monitor the devices, systems and network traffic to meet the requirements of the “PR.BİS.010 The Procedure for Measurement Methods and Controls”
e) IT Services
Our students can have internet access with their user accounts through the computers found in libraries in addition to the computer labs of the Faculties on the campus.
The students are assigned e-mail accounts for use during their studentship at our University. With this account, they can access all Okan University systems (OIS, Wi-Fi, lab sessions, etc.).
The students can reset passwords, and make the connection settings of their computers, telephones, tablets, and such devices by means of the kiosks installed at certain location on all our campuses.
Uninterrupted cable and wireless internet connection is provided within the campus area (including open areas) and dormitories. Students can have internet access via the STUDENT network with their user names and passwords.
PART 5: UNIVERSITY RESOURCES
1. LIBRARY
Library User Services 1. Book Loans
Okan University students, academic and administrative staffs are allowed to borrow books from the library. The ones who do not hold the university card cannot use this service.
Reference books, periodicals, unpublished theses, rare literary works, reserved and course books are not to be borrowed.
Library users failing to return the books on time may not borrow books and/or publications.
Loan Period: All users, without exception, are expected to return the books within 15 days.
Users may borrow only one book per 15 days.
Inter-Library Loans of Books
The books and/or publications which are not in stock in our own library will be provided from other universities, within the framework of the conditions determined by the Library Consortium and are available for the use of academic staff.
2. Working Hours Weekdays: 08:00 – 24:00 Saturdays: 11:00– 19:00 Sundays: 11:00– 19:00
Weekdays (during summer /holidays): 08:30 – 17:30
3. Internet Accessibility
Okan University enables its library users to make use of 50 computers for internet access to reach the data they are looking for. Additionally, users have the opportunity to access the free wi-fi network from any part of the library.
4. E- Library
Students can access to online databases by using own university e-mail address and password.
For more details, please visit Library and Documentation web page on www.okan.edu.tr 5. Rules and Other Services
5.1.General Rules
-‐ Eating and/or drinking are not permitted.
-‐ Smoking is prohibited.
-‐ Mobile phones must be switched off during the time spent in the library.
-‐ Speaking loudly and/or disturbing other users is not permitted.
-‐ All materials must be handled with care. Materials will not be loaned until the borrowing procedures have been completed.
-‐ The book on loan must be returned on time, otherwise, a fine will charged on the overdue book/material.
5.2. Terms Related to Usage of Database Services
-‐ Okan University is a member of various library online database services. Violation of the terms related to usage of database services may lead to temporary interruption of university access; or may cause permanent exclusion from these services.
-‐ In order to avoid such violations, the terms and conditions stated below should be observed:
Risk-Free Conditions
-‐ A limited number of printed or electronic copies may be borrowed (e.g. only one academic paper copy, only one part of a book and/or thesis)
-‐ Only relevant databases may be accessed (e.g. when working on research or during a class) -‐ Downloaded data may only be shared with Okan University staff and students.
Risk-Bearing Conditions
-‐ Printing and/or copying electronically, etc. more than one downloaded publication, via the help of a robotic or similar software systems on a regular basis and/or for commercial reasons is prohibited.
-‐ The sale and distribution of a database is prohibited.
-‐ It is prohibited to share downloaded data with those unrelated to Okan University.
-‐ It is prohibited to distribute the copies of content info and/or academic papers via e-mail lists.
-‐ It is prohibited to modify or plagiarize the downloaded materials.
2. CAREER CENTER
Okan University Career Center aims to guide students in gaining self-awareness; to help their career planning; to provide information on business expectations and orient students to jobs which are suitable for their aspirations and studies. To this aim, Career Center, assists students during their studies and monitors and maintains relations with graduate students.
Career Center, through the “Business Life Program” also provides students with internship or part-time job possibilities in companies and business partners, with which cooperation protocols have been signed. Business Life Program enables students improve their self-awareness, make better career choices and get familiar with corporate culture.
Business Life Program is compulsory for all students and has four components: Business Life Course, Preparation for Graduation, Voluntary work or Internship, and Happy Life Courses. Students attending this program, at the end of the fourth year, will be able to measure their weaknesses and strengths;
define perspectives about their vocation, competencies and career options; define their personal vision and concept; become familiar with concepts such as motivation, performance and pro-active attitudes.
Students will also be able to write an effective CV and have improved interview skills.
Part-time Job Placements or Internships
All students may apply for this program starting from the freshman year. Applications are made to the Career Center personally. Career Center advisors give individual information regarding the program
and orient the students in their choices in accordance with their competencies and aptitudes. The matching between the positions available and students is done by the Career Center.
CO-OP: Workplace Supported Education Program
Career Center also cooperates with faculties in “Workplace Supported Education Program (CO- OP).
CO-OP is a voluntary program and is currently open to undergraduate students of the Faculties of Engineering and Economics and Administrative Sciences and to the students of Gastronomy department.. The applications are addressed to the Faculty/School coordinator of the CO-OP program and are evaluated and processed by the Faculty boards. Students are awarded with a certificate, issued by their department, upon successful completion of their CO-OP programs.
CO-OP’s goals;
a. Familiarize students with workplaces related to their undergraduate programs,
b. Enable students to reinforce their knowledge and experience in the field of their studies through practice.
c. Improve students’ skills for applying theoretical knowledge into work environment.
d. CO-OP program provides the students with the possibility of learning professional responsibilities, relations, organization and production processes and using new technologies at their workplace.
CO-OP’s duration and achievement criteria:
Faculty of Engineering;
Students should complete their CO-OP program in three semesters with an obligation of 40 working days per semester and 120 working days in total.
Faculty of Economics and Administrative Sciences and Gastronomy Department;
Students can attend the CO-OP program at the eighth semester of their studies. Minimum duration is 14 weeks. Upon successful completion of the programs students are delivered certificates issued by their departments.
3. SPORTS FACILITIES
Sports are among the most important activities at Okan University. Sports Department plans, organizes and supervises sporting events. It organizes several activities throughout the year such as: sports festival, sports competitions between faculties, Okan University street ball tournament.
SPORTS CENTER and SPA
Okan University hosts many sports activities on its indoor and outdoor sports facilities. Our fitness center offer a full line of cardiovascular training equipment including treadmills, stationary bicycles, rowers, arc trainers as well as strength and weight training equipment and functional trainers. Sports center provides personal training service as well.
Sports center also have spinning, aerobic studios where a wide range of group fitness classes are held. And sports center has got a 25 m indoor swimming pool. As outdoor facilities students can use tennis courts and football pitch. Sports center has got SPA services as well. Students can enjoy sauna, steam room and massage services.
4. HEALTH UNITS
a. Day /Night Care Clinics
We endeavor to provide high-quality care and improve the health and safety of our students.
Okan University has 24 hour doctor, nurse and ambulance services. Our university’s infirmary has got all necessary health equipment to examine patients.
b. OPDEM
Psychological counselors at OPDEM provide individual advising to students to help them deal with any academic, emotional or social problems they may experience. Individual advising sessions are free of charge and strictly confidential. OPDEM also organizes seminars and prepares educational materials for the personal development of students, such as on improving communication skills, managing time effectively and dealing with stress.
5. RESIDENCES
Okan University offers accommodation for 1500 students in five fully equipped Residence Halls on its main campus. Students can choose to stay in single, double or four-person rooms. The dormitories have study halls, TV rooms and a medical center. Restaurants and cafeterias serve breakfast, lunch, and dinner. Laundry and cleaning services are also provided.
Students who wish to make an application to the dorm must bring following documents:
Residence certificate, copy of birth certificate, one photo, health report (including Hepatit A-B-C and Anti HAVIgm, HbsAg, Anti-Hbs, Anti-Hbc tests )
