Semmelweis University Organizational and Operational Regulations
– Part III. Student Standards –
Chapter III.2. Study and Examination Regulations
6. Course Registration
Article 21 [Announcement of Subjects and Courses]
(1) The announcement of a subject means the announcement of courses teaching a given subject; the announcement process is supervised and directed by the Vice-Dean for Educational Affairs of each faculty.
(2) In case of optional and elective subjects, the faculty (excluding the Faculty of Dentistry) responsible for the program/training ensures that an appropriate selection of these subjects, i.e. at least a 1.2-fold credit value of the optional credits required to complete all the credits prescribed in the sample curriculum is announced.
(3) The educational-research unit responsible for teaching the subject makes decisions on the announcement of a subject. Compulsory subjects, and in the case of the Faculty of Dentistry, optional subjects shall be announced in accordance with the curriculum. The Dean may require that the educational-research unit announces a subject on the proposal of the Studies and Examinations Committee of the faculty.
(4) Subjects and the courses related to these subjects shall be announced in a way that each student can complete the requirements of the model curriculum in the given semester.
(5) Compulsory subjects ending with an examination – also the optional subjects at the Faculty of Dentistry – shall be announced every semester with a sufficient number of courses for a sufficient number of students in the semester which contains the subject course in the model curriculum (“current semesters”). The aforementioned courses shall be announced also as an FM-course if required, and in cross semesters, these courses shall be announced at least in the form of CV- and FM-courses. CV- and FM-courses need to be announced only upon students’ request if these courses do not seem to be required on the basis of the number of eligible students, or in cases of part-time trainings and trainings for few students, i.e. maximum 60 students per year.
(6) Low and high limits for the number of registered students may be defined by the educational-research unit responsible for the course. This fact and the parameters should be published in NEPTUN.
(7) The number of students per teacher in clinical practice and laboratory practice courses corresponds with the number of students per group that has been established by the given faculty.
(8) Compulsory subjects have to be announced by the educational-research unit in every semester which contains the subject course in the model curriculum, with a capacity at least 5% higher than the number of students eligible for registration so that all eligible students can register to these subjects and courses. This condition shall be met according to the expected number of students at the time of the announcement of the subject or course. The high limit of registered students for the subject or the course may be increased later, particularly for this purpose.
(9) The number of students to register for a course may be limited on the basis of the capacity of the instructors, the availability of teaching tools, the capacity of the seminar rooms and teaching laboratories, and – with the agreement of the Students’ Union – for other objective reasons.
(10) The head of the educational-research unit announcing the subject shall ensure that the subjects and the courses (including examination courses) are recorded in NEPTUN a month before the beginning of the current semester’s study period. The courses are recorded by entering the data described in paragraph (15) into NEPTUN.
(11) The faculty responsible for teaching the program (or the training) shall ensure that the courses are scheduled in the timetable and the scheduling is recorded in NEPTUN before the end of the third week of the examination period of the previous semester. In the case of courses having only one teaching session per semester, the scheduling shall be indicated in the comment box.
(12) The educational-research unit assigns the instructor of the subject/course before the beginning of the course registration period of the current semester. Subject/course instructor assignment may be modified under justified exceptional cases.
(13) A classroom or access route in the case of online education shall be assigned to each scheduled course (with the exception of criterion requirements). The registrar responsible for course scheduling at the faculty assigns the classroom or in the case of online education, the relevant IT description of the place by taking the recommendation of the educational-research unit into consideration.
(14) The courses in compulsory and optional subjects (that differ from each other) which are announced for the same semester according to the model curriculum, and have no simultaneous courses on different weekdays, shall be scheduled to different times; this does not apply to part-time training.
(15) The course is announced through NEPTUN by the deadlines specified in this article, with the following information:
- the course serial number,
- the type of course,
- the nature of the course,
- the instructors of the course and their participation rate in the teaching of the course,
- the course registration requirement,
- the course syllabus,
- the minimum number of students and the maximum number of students who may be registered for the course,
- the size of the waiting list if there is one,
- in the event of over-registration to the course, the ranking criteria where this is not the order of registration to the course,
- the language of instruction of the course,
- the classroom assigned to the course,
- the timetable details of the course,
- on single-cycle programs, in the case of subjects consisting of only theoretical sessions, the date of a monthly small-group practical seminar.
(16) The creation of the e-learning interface for the subject in the Moodle system by the beginning of the semester is mandatory as follows:
- the name of the course, the official name of the subject, the semester in which the course is announced, providing the serial number(s) included in the NEPTUN on the course page for the automatic enrollment of students,
- students who have registered to the course should be assigned to the course by the beginning of the semester at the latest.
(17) In the Moodle course created for the subject, the following mandatory elements shall be made available to the students registered to the subject (if applicable for the given subject):
- the course requirements,
- the contact information of the person in charge of studies or the department administrator,
- the schedule and requirements of mid-term assessments,
- the timetable of the lectures and seminars on the subject, as well as its slides or abstract,
- if possible, a study guide detailing, defining, and standardizing the study requirements (e.g.: keyword, key data, list of key figures, syllabus for assessment and topics).
(18) It must be ensured for students that they can access the course material in Moodle of the subjects they have registered to until they obtain the pre-degree certificate.
(19) The course administrator of the faculty who is responsible for the timtable determines the timetable data of the courses by taking the recommendation of the educational-research unit responsible for the teaching of the subject into consideration.
(20) The educational-research units responsible for teaching the subjects may also publish the course announcement in addition to the central announcement.
(21) The Registrar’s Office checks in the NEPTUN whether the sufficient number of courses for the sufficient number of students suitable for the completion of each subject has been announced. If an error is found in the available range of subjects or courses, then it will be reported to the Vice-Dean for Educational Affairs (and also to the leader of the educational-research unit responsible for the training, in case of the Faculty of Health and Public Administration), then the Reistrar’s Office directly initiates the rectification of deficiencies after the notification.
(22) The faculty’s Vice-Dean for Educational Affairs will take the recommendation of changes from the designated course administrators repsonsible for the timetable (or department administrators) into consideration (while at the Faculty of Health and Public Administration, the Vice-Dean for Educational Affairs of the faculty also takes the opinion of the head of the educational-research unit responsible for training into consideration) and makes sure that the preliminary subject and course offers are published in NEPTUN (except for the assigned classroom of the course, the timetable and the course instructor) until the end of the last week of the study period in the preceding semester.
(23) The head of the educational-research unit responsible for the announcement of the course may request the faculty coordinator who is designated to manage the timetable to modify, add or delete courses until the end of the last working day before the course registration period. The person (department administrator) who is designated to manage the timetable may modify the offer of courses and they must coordinate with the Vice-Dean for Educational Affairs when they make their decision (at the Faculty of Health and Public Administration, they must also coordinate with the head of the educational-research unit responsible for the training), in particular with respect to a decrease in the number of students and to a decrease in the number of courses, but they may not cancel any examination courses.
(24) The final offer of courses and subjects cannot be modified (with the exceptions defined in the (23) paragraphs).