ELI ERS Information and Procedures

Inquiry

If your request is not listed as one of the services available on the Electronic Request System (ERS) website of the English Language Institute (ELI), you can submit a request under “Inquiry Service." The request must include the following:

• The course track, level, section, CRN and the name of the instructor
• A detailed explanation of the issue
• Request only one problem per submission.

To make a request:

• On ERS, select the department (English Language Institute) and the service center (Student Educational Affairs).
• Select the type of service (Inquiry) and provides the required information in the subject box.
• Attach files, if any and send your request
• After you send the request, Student Educational Affairs will forward it to the appropriate administrator.
• Check the reply.

Missing Grade Request

If you have not received a score for one of the tests or assessments that you have taken, you can submit a request for the results through the “Grade Review Service.” Your request must include the following:

• The course track, level, section and the CRN, and the name of the instructor.
• The date of the test, the name of the test, and the room/laboratory number where the test was taken.

To make a request:

• On ERS select the department (English Language Institute) and the service center (Student Educational Affairs).
• Select the type of service (Request for Grade Review), stating the problem in the subject box.
• Attach a file, if necessary and send the request.
• The request is forwarded to the appropriate administrator according to the type of test or assessment in question.
• Check the reply. If it is approved, the grade will be changed. If it is rejected, an explanation will be provided.

Request for Dropping/Adding a Course

To add an English language course or to drop/postpone an English language course, a student can submit a request under the “Request for Dropping and Adding Service," taking into consideration the following:

• You cannot drop the English language course ELIA, ELIS or postpone it if you have an appointment for the TOEFL or IELTS test (the date of the test must be attached to the application). Also, you must submit the test certificate to the ELI two weeks before the end of the quarter/semester.
• You can postpone the semester one time only if the above condition is met.
• Submission of a request to drop a class does not guarantee that your request will be approved. You must attend all classes unless and until approval to drop the class is received.
• If a course is not added to your schedule automatically by the Deanship of Admission and Registration, you can submit a request to the ELI to add that course only during the first week of the quarter/ semester.

To make a request:

• On ERS select the department (English Language Institute) and the service center (Student Educational Affairs)
• Select the type of service (Request for Dropping and Adding a Course) and provide the necessary information in the subject content box.
• Attach a file if necessary and send the request.
• Your application will be forwarded to the head of the appropriate unit for approval or rejection.
• Check the reply. If it is rejected, an explanation will be provided.

Exemption Request

Request to Exempt English Language Courses for the Health Track

English language courses for the Health Track cannot be exempted. The placement test must be taken at the specified time at the beginning of the academic year.

Request to Exempt English Language Courses For the Preparatory Year (Scientific/ Arts and Humanities) Tracks

• The English language courses in the Science Track are eligible to be exempted, and you can be exempted from studying English in the preparatory year upon submitting proof of an acceptable score on the IELTS Academic Test Certificate or the TOEFL Internet (iBT TOEFL) Test Certificate.
• For the Science Track, the overall academic IELTS score must not be less than 5.5, and the score for all skills must not be less than 5 (listening, writing, reading, and speaking).
• For the Science Track, the overall TOEFL score must not be less than 59, the reading skill not less than 8, the listening skill not less than 7, the speaking skill not less than 15, and the writing skill not less than 17.
• For the Arts & Humanities Track, the overall IELTS score must not be less than 5 and the score for each skill must not be less than 4.5 (listening, writing, reading, and speaking).
• For the Arts & Humanities Track, the overall TOEFL score must not be less than 45, while the reading skill must not be less than 7, the listening skill not less than 6, the speaking skill not less than 14, and the writing skill not less than 14.
• Upon submitting a TOEFL certificate, the username and password must be attached so that the certificate data can be verified.
• Certificates must be submitted through the ERS no less than 14 working days prior to the date of the course’s final computerized test. If you do not meet this requirement, the grade of the current module will be calculated, and the remaining courses will be exempted.

To make a request:

• On ERS selects the department (English Language Institute) and the service center (Student Educational Affairs for Regular Students)
• Select the type of service (Course Exemption Request) and the subject by filling in the subject field.
• a copy of the certificate and a copy of your university ID and send the request.
• Check the reply. If it is approved you will be given an appointment date and time. If it is rejected, an explanation will be provided.
• If it is approved, the application number is sent to the Deanship of Admission and Registration and the course is exempted.

Missed Class Excuse

• Provide the track, level, name and CRN number of the section, and the name of the instructor.

• If you are ten minutes late for a class, you will be considered absent for the class. The student cannot file a request to delete that absence.
• Absence hours are counted starting from the first day of the first week of study or from the date of adding the course.
• Your absences must not exceed 21 hours (not 21 classes) during one quarter/semester.
• If you exceed the number of allowed absences, you will receive a (DN) or Denial of Progress for that level and will be required to repeat the level.
• Excuses must be submitted within five (5) days of the date of absence.
• You should not make any excuses or even discuss the absences with the instructor as the concerned unit is the Student Affairs Unit.
• You must submit official excuses (a car accident report, an official sick leave from a government hospital, etc.) to remove the absence. Sick leaves are accepted from a private hospital provided that it does not exceed one day. The Student Educational Affairs Unit has the right to reject the sick leave.

To make a request:

• Select the department (English Language Institute) and the service center (Student Educational Affairs and the type of service (providing an excuse for absence from classes).
• Provide the information required in the subject field.
• Attach a file if necessary and send the request.
• Check the reply. If it is approved, your absence will be removed. If it is rejected, an explanation will be provided.

Make Up Exam Request

• Knowing the time and date of the main or make-up exam is your responsibility. Ignorance of these dates and times is not an acceptable excuse for attending the make-up exam. It is important to know these dates from the beginning of the module. There is only one make-up exam, and failure to attend it will result in the loss of the score for this exam. There will be no additional make-up exam.
• Include the level, the CRN number of the section, and the name of the instructor.
• If you are ten minutes late for the exam, you are considered absent from the exam, and without an official excuse, you will be denied attendance to the make-up exam.
• Excuses must be submitted within 5 days of the date of the exam.
• ">You should not make any excuses or even discuss the hours of your absence with the teacher. The concerned unit is the Student Educational Affairs Unit.
• In order to remove an absence, you must submit an official excuse (a car accident report, an official sick leave from a government hospital, etc.) to remove the absence. A sick leave is accepted from a private hospital provided that it does not exceed one day. The Student Educational Affairs Unit has the right to reject the sick leave.

To apply to take a make-up exam:

• On ERS select the department (English Language Institute) and the service center (Student Educational Affairs, for regular students).
• Select the type of service (Excuse for a Make-up Exam Request) and fill in the subject box with the required action.
• Attach a file, if necessary and send the request.
• Check the reply. If it is approved you will receive the date and place of the make-up exam. If it is rejected, an explanation will be provided.

Grade Review Request

If you wish to review the grade of one of the non-electronic exams, you can apply to do so through “Grade Review Request”.

• The course, the level, the name and the CRN number of the section, and the name of the instructor must be included in the submission.
• Requests to review grades are only accepted for writing exams or Blackboard writing assignments.
• Requests to review the speaking exam grade are not accepted because this exam is evaluated by two instructors.
• Requests to review electronic exam grades are not accepted because they are graded electronically.

To make a request:

• On ERS Select the department (English Language Institute) and the service center (Student Educational Affairs).
• Select the type of service (Grade Review Request) and fill in the subject box with the requested action.
• Attach a file, if necessary and send the request.
• A separate application form should be submitted for each exam grade review.
• Check the reply. If it is approved you can check the final grade in your ODUS account. If it is rejected, an explanation will be provided.

Placement Test Request

The date of the placement test is determined by the Deanship of Admission and Registration at the beginning of the academic year. If you miss the placement test you can apply for a make-up test in line with the following procedures.

• If you are absent from the placement test because of travel, your application will be declined, and you will be placed at Level One.

• If your acceptance at KAU is late or after the placement tests have been conducted, you must submit a copy of the email sent to you by the Deanship of Admission and Registration, with the date of admission.
• You cannot take the placement test unless you are a new KAU student. Any student who has studied any English level at the ELI cannot apply for a make-up placement test.

To make a request:

• On ERS select the department (English Language Institute) and the service center (Student Educational Affairs, for regular students).
• Specify the service (a request for a placement test), writing the request in the subject box.
• Upload necessary documents, if any and send the request.
• The application is referred to the placement tests administrator and reviewed by the head of the unit to decide if the student is entitled to a make-up placement test.
• Check the reply.

English Course Change Request

If you change his/her academic track from Science to Arts & Humanities or vice versa, you can request to process your English courses through ‘A request for a make-up placement test’.

To make a request:

• On ERS select the department (English Language Institute) and the service center (Student Educational Affairs) and select the service (a request for processing English courses and changing the academic track).
• Write the request in the subject box.
• Attach a file, if necessary and send the request.
• The application is forwarded to the head of the appropriate unit to determine if you are entitled to a make-up placement test. Decisions are made in line with the regulations regarding transferring from one academic track to another.
• Check the reply.