CHAPTER 3

ACADEMIC AND ADMINISTRATION MATTERS

ADMISSION PROCESS

New admissions occur every semester or twice per year. Students can also apply
for the Inter-Semester session at IBMT. The respective dates for application,
placement tests, the first day of classes, and other academic and administration
matters will be announced regularly. Prospective students are encouraged to
contact the IBMT office for more detailed information. The application form is
available at the admission office. There is a non-refundable application fee of
Rp. 200.000,-.(USD 20) The deadlines for entry application and fee payments are
subject to change without prior notice.

Those who live out of Surabaya may obtain the application form by writing, faxing
or emailing your request to the Office of Admissions at IBMT or by simply calling
our office.

IBMT seeks students who possess a true desire for career preparation and who
have the ability to achieve academic success. Although academic qualifications are
important, student motivation and interest in succeeding are given strong
consideration in the selection process. The educational environment at IBMT is
designed to assist students qualifying for admission to succeed.

FRESHMAN ADMISSION SELECTION PROCESS

Admission of first time freshman students to the undergraduate programs is subject

to the following requirements:

1. Senior High School graduates or those who possess equivalent education

(twelve years of schooling) as certified by Indonesia’s Department of Education
and Culture.
2. National Examination grade point average = 7 or higher, or top 25 % class rank.
3. Pass IBMT entrance exam and have TOEFL scores of 500 or more. Those with
TOEFL score fewer than 500 or not passing are placed in English upgrading
courses.
4. Those who are deficient in Mathematics as revealed by the placement tests are
required to take Mathematics remedial courses/upgrading classes.
5. Submit the application form with 2 photos 4cm x 6 cm and certified documents
(high school transcripts, English language certificates, and birth certificate)

The Committee will give students who are unable to fulfill the requirements strict
Individual consideration from the Office of Admissions regarding their petitions for
admission.

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 ADMISSION TO INTER – SEMESTER SESSION

INTER-SEMESTER REQUIREMENTS

Students beginning to pursue their degrees in the inter-semester must apply, meet
eligibility requirements for admission, and be officially admitted as for any other
semester. The prospective students will be notified of the application deadline.
Students transferring from other universities or colleges who want to apply for inter-
semester session need to apply before the deadline.

New students may be required to take several upgrading courses to meet the
requirements for admission to IBMT. Inter-semester admission requirements for all
regular degree students are the same as those for all other semesters.

ADMISSION OF TRANSFER STUDENTS FROM OTHER UNIVERSITIES

Students from other universities seeking to transfer to IBMT will be given

consideration after an individual review of their applications using the following
evaluation process:

1. Ability to communicate in English (TOEFL 500 and above) and pass IBMT
entrance test

2. Evaluation of the number of credits transferable :

The possibility of transferring courses and credits depends on the similarities in

content of the respective courses, the method of teaching used in the
respective courses, and the individual grades of the students in the respective
courses (no less than B). Decisions on credit will be made solely by IBMT
academic administrators or advisers. Please submit official records for
evaluation of eligibility for admission and transferability of credits.

3. To earn a Bachelor’s degree from IBMT, student must take a minimum of 145
credits at IBMT. Therefore, the maximum numbers of credits transferable to
IBMT from other universities are 70 equivalent credits.

The procedures for students transferring to IBMT:

1. Fill out the application form. There will be a non-refundable fee of Rp. 200.000,-
(USD 20) application fee.

2. Enclose 2 recent photos 4 cm x 6 cm.

3. Submit transcripts from the previous university or college. If the number of

credits to be transferred is less than 30, the prospective student will also have
to include their high school transcripts and other academic proof.

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4. Include certificate or other kinds of proof regarding English proficiency

5. Include the syllabus from the respective courses as the basis for determining
the courses allowed to be transferred.

RE-ENROLLMENT

Former IBMT students who wish to re-enroll at IBMT after formally resigning or after
completing leaves of absence for specific periods may do so providing they are
eligible to re-enroll. Students who have been absent for 4 (four) or more terms
should contact the Registrar to reactivate their files and update the information. If
the re-enrolling students have attended another college or university after their last
semester at IBMT, they are required to ask the Registrar to process the transfer of
credits. The procedure for re-enrolling students is similar to that of transfer
students.

REGISTRATION

The dates for registration and schedule adjustments as well as the details of the
registration procedures will be posted on the announcement board. Students
should read these carefully before they come to register. Dates will be announced
in the Academic Calendar. If students miss the deadlines for registration, they will
be assessed a late fee of Rp. 50.000,-

Students are officially registered and eligible to attend classes after they have
completed all procedures and paid all fees.

ADVISING INFORMATION

It is recommended that students discuss their proposed course of study with their
academic adviser prior to registration in order to choose the appropriate courses for
the semester and plan for future semesters. Each student will be appointed one
academic adviser. This information is posted on the announcement board.

Academic advisers care about the success of the students’ academic study here at
IBMT. They are here to help students to plan their career goals and to provide any
assistance and support necessary to ensure students’ success. Students are
strongly advised to arrange a special time for regular informal meetings with them
to discuss their plans, share their academic problems, ask questions and express
concerns. The earlier the student start using this resource/service the more he/she
gets benefit from our education here.

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 ACADEMIC MATTERS

Administrative Requirement

A few students may have administrative holds placed on them, which will prevent
their registration for several different reasons. When this happens, please contact
the office that has placed the hold. The different forms of holds include (1) financial
obligations from previous semesters, (2) incomplete grades from previous courses,
and others.

Credit Loads
First semester students (freshmen) can take up to 18 credit/non-credit loads,
provided they have a TOEFL Score of + 500. For other students, their accumulative
GPA determines the maximum credit-load for the last two semesters. The ranges
are:

Cumulative GPA Maximum credit load

0.00 – 1.49 9 and upgrading classes /tutoring classes
1.50 – 1.99 12 and tutoring classes
2.00 – 2.49 15
2.50 – 3.49 18
3.50 – 4.00 21

Course Restriction
Class, major, college standing, or prerequisites can restrict enrollment in some
courses. If students do not satisfy the course restrictions, the Registrar and / or
students adviser will explain further regarding the matter.

Time Conflict
The registrar will not permit students to take two classes that have a time conflict.

Closed or Cancelled Courses

If all seats are taken in a course or a course has been cancelled, students will be
informed when they register.

Grades
Grade reports will be distributed at the end of the semester

Registration Cancellation/Withdrawal from University

If students register and no longer wish to attend, students must cancel their
registration or withdraw from the university to reduce or eliminate students’
academic obligations. Registration cancellation or withdrawals from the university
must be done in person at the Registrar’s office.

MORE INFORMATION ON ACADEMIC MATTERS

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 ACADEMIC CREDITS

IBMT operates on semester system. The academic year is divided into two
semesters of fifteen (15) weeks each. During the summer months there is the Inter-
Semester session. The inter-semester program consists of 8 – 10 weeks of
intensive study during which a maximum of 3 courses may be taken provided
students are in good academic standing.

One semester hour or semester credit represents 15 – 16 hours of class

attendance. For laboratory assignment one semester credit is equivalent to two or
three hours of work. Semester credit for internship or project work has its own
credit system.

Course Number

010 – 99 Preparatory courses such as upgrading courses and

fundamental courses. The grades received for these
courses will not affect the students’ grade report,
however some courses will require the students to
achieve a satisfactory grade before they can continue
with university level courses.
100 – 199 Courses designated for freshman in the first year of
study
200 – 299 Courses designated for sophomores in the second year
of study
300 – 399 Courses designated for juniors in third year of study
400 – 499 Courses designated for seniors in the fourth year of
study

GRADING SYSTEM

Grade points are computed as follows:

Grade Range Letter Grade Quality Points Explanation
90 ­ 100 A 4 Excellent
80 ­ 89 B 3 Good
70 ­ 79 C 2 Average
60 ­ 69 D 1 Below Average
0 ­ 59 F 0 Fail
Withdrawal W 0 Withdrawal before 
the deadline. After 
deadline withdrawal 
petition not  granted
Incomplete I Not figured in GPA Granted at instructor 
Withdrawal Grade discretion

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Any student wishing to withdraw should first contact his / her adviser for advice and
approval. Advisers are here to help students find the best academic alternatives.
Students who wish to withdraw must submit a petition to the Academic
Administration office. Those who do not attend the class without withdrawing will
automatically receive an F.

Please notice that the last day to withdraw from a course is before the first mid-
semester exam of the respective course.

Incomplete Grades

When a student cannot complete all course requirements for reasons acceptable to
the respective instructor, the grade “Incomplete” will be granted under these
conditions:

 The student so far has a passing grade in all academic work in the course.
 The student will finish the requirement in the additional time given by the
instructor

The instructor has complete authority to decide on the granting of the I

(Incomplete) grade as well as the additional allocated time for the student. The
instructor will report to the Registrar the deficiency of the student and the deadline
for completing the missing grade. After the student has completed requirements,
the instructor will submit the appropriate grade to the Registrar. If the student fails
to complete the requirements within the additional time granted, the instructor has
the option of either submitting the temporary grade, or leaving the I grade on the
student’s record. The Incomplete will automatically be replaced by an F (Fail) grade
by the Registrar if the student does not complete requirements before one year.

The Incomplete grade is commonly granted in classes that require 2 semesters of

work, such as the Work Experience program and the research classes. The
Incomplete grade will have no effect on the student’s Grade Point Average.

If a student misses exams or projects without notification and approval from the
instructor, then the instructor will give a zero score for the missing work and then
calculate the total grade according to the grade distribution system as in the
syllabus.

Retaking Classes

Students who obtain a D grade for any course can retake the respective course by
informing the Academic Administration Office. Please notice that to earn a
Bachelor’s degree at IBMT, students are only allowed to have 3 “D” s and no
“F”s. However, students must pass with a (C and above) specific courses that are
prerequisites for more advanced courses.

Students who obtain an F Grade for any course will be required to retake the
course, unless it is an optional course. If it is an optional course, it will not be
counted forward graduation credit.

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The original grade and the retake grade will both be revealed in the transcript.
However, the calculation of the cumulative grade point average will only include the
best grade.

ACADEMIC REGULATIONS

All students are expected to work diligently to complete course work satisfactorily in
order to obtain the best grade possible. At the end of each semester, students will
receive grades for each course they have taken. A transcript of the cumulative
student grade reports can be requested at the Academic Administration office.

Academic Warning and Probation

Students whose semester GPA fall below 2.0 will be placed on the Academic
Probation list. Students will receive letters of warning and parents will also be
informed.

Students who have completed two or more semester at IBMT and have the
cumulative GPA below 2.0 will be placed on the Academic Probation list. If the
cumulative GPA increases to 2.0 or better, they will be removed from the Academic
Probation list.

Students on warning or probation are required to work out a plan with their
academic adviser on how they will improve their GPAs.

Students on Academic Probation will not be allowed to take classes at IBMT for one
full semester. Repeated failure to improve the academic performance once they
have been readmitted will lead to dismissal from IBMT. During probation, students
are advised to use the time effectively to improve their academic standing.

Leave of Absence

Students in good academic standing may take a leave of absence for a certain
period of time. The leave of absence cumulatively will not exceed one academic
year. The student will be required to pay 50 % of the tuition fee during the leave
period. Students who plan to take a leave must submit letter to the Academic
Administration office.

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 GRADING COMPONENTS

EXAMINATIONS

Students are expected to take all examinations for courses they are enrolled in.
Please note that the scores of Mid-Semester and final examinations account for 50
% - 70 % of course grades. The rest of the scores come from other requirements
such as attendance, homework, papers, projects, participation, case studies, etc.
as stated in course syllabi.

CLASS ATTENDANCE

Students are expected to attend and participate in classes, laboratory, and project
work activities. Absences will affect the final grade or eligibility to take the final
examination.

ACADEMIC HONESTY

IBMT expects the students to be honest in their academic work. Dishonesty in the
academic environment is considered a violation of the principles of ethics and the
student responsibility inherent in IBMT’s Code of Conduct.

IBMT’s CODE OF CONDUCT:

Students are STRONGLY prohibited to:

1. Change the grades of courses and / or modify official records without

permission from authorized person,

2. Use any means or material not permitted by the lectures or the designated
examiners on any exams or other academic work,

3. Copy or rewrite the work of other students on any kinds of exams,

4. Cooperate with other students on any kinds of exams without instructor

permission including giving or receiving information or data,

5. Steal, buy, or obtain exam materials or information before the exam is held,

6. Cooperate in any kind of individual academic work including laboratory work,

home works, assignments, projects, and others, unless authorized by instructor,

7. Replace other students or being replaced by other students in doing exams,

8. Acknowledge somebody else’s work, either wholly or partially, as his/her own,

including the idea, concept, title, report, research paper, paper, essay, computer
program, and etc. that are related to academic work and assignments,

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9. Submit any work done previously for another class unless authorized by
instructor,

10. Plagiarize (copy or manipulate others’ words, ideas, comments, argumentation,

etc. without using references, quotations or footnotes,

11. Intentionally sabotaging other students’ work,

12. Disturb in any way the teaching and learning process at IBMT,

13. Abuse the use of official IBMT documents,

14. Submit false data in the lab reports, survey reports, or other research type
reports,

15. Intentionally commit dishonest behavior that disturbs the academic process at
IBMT.

GRADUATION REQUIREMENT

To obtain a bachelor degree at IBMT, the students are required to have:

1. Completed 145 – 160 semester credits (hours) prescribed by the curriculum

with a grade point average of 2.00 or higher on 4 point scale with no more than
three (3) D’s

2. Successfully completed and defended a comprehensive paper with a passing

grade

3. Achieved a minimum TOEFL Score of 550 and TWE score of 5

4. To have cumulative work experience of no Less than 900 hours

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