10.1 Guidelines on Academic Progression

1. Students shall carry over failed or missed courses to the next appropriate semester as approved by the Academic Board.
2. Students writing carry-over examinations will earn grades for whatever marks they score.
3. Carry-over/spill-over students must attain 75% attendance and participate fully in CA.
4. Carry-over examinations within the first four semesters attract no charges outside registration fees.
5. Spill-over students pay registration fees for the session irrespective of the number of courses.
6. Examinations for carry-over/spill-over courses will only be done during the corresponding semester or whenever available.
7. A student absent from any examination is deemed to have failed the missed course(s).
8. Performance is measured by continuous assessment and course examination, both compulsory.
9. Continuous assessments include tests, assignments, practical/field work, and presentation projects.
10. A student taking a course for the first time (or unable to write the examination for genuine reasons) will have full marks recorded.
11. An incomplete grade (AE) shall be recorded for a course for which a student is absent on genuine grounds.
12. Course in Progress (CP) shall be recorded for any course lasting more than one semester.
13. Incomplete Project (IP) shall be recorded for students whose projects are not completed within the scheduled period.
14. The grade for a candidate who sat for an examination more than once shall be the grade scored in the last examination.
15. A student with CGPA of 1.50 and above who has not passed all courses shall carry over all failed courses to the next appropriate semester.
16. A student whose first-semester GPA is below 1.0 shall be withdrawn.
17. ND I and HND I students with GPA of 1.0 and above after the first semester shall be allowed to continue.
18. ND I and HND I students with CGPA 1.0 to 1.49 in the 2nd semester shall be withdrawn.
19. Students with CGPA above 1.50 but less than 2.00 shall be placed on Probation.
20. No student shall be on probation for more than two consecutive semesters; such a student shall be withdrawn on 2nd probation.
21. No student shall take more than the maximum credit units while on probation.
22. Students withdrawn from any Diploma program will not be admitted into the same program the following year.
23. Students absent from all examinations in a semester without acceptable written documentation are deemed to have voluntarily withdrawn.
24. A student who cannot satisfy the required course units for graduation at the end of the fourth year (eighth semester) shall be withdrawn — but if only one course is left, they shall be CONDONED/WAVED.
25. If withdrawn based on the residency period, the student shall be issued a testimonial of attendance with classification G.P.E. (Graduation Period Expired).

10.2 Conditions for the Award of Diploma Certificates

To earn an ND/HND certificate, a student must:

1. Take and pass all courses prescribed in the approved curriculum.
2. Satisfactorily complete the Industrial Training Scheme (SIWES) where applicable.
3. Score the required minimum number of credit hours (CRH) as specified by the program.
4. Satisfy all other examination conditions for graduation.
5. Not exceed the tenancy period in the program — except under approved conditions as may be decided by the Academic Board.

10.3 Determination of the Level of Diploma Certificate

The overall academic performance in a semester is determined by the GPA. All diplomas are classified by CGPA in accordance with the table below:

10.4 Notification of Examination Results

1. Examination marks shall not be released to students or unauthorized persons prior to the Schools' Board meetings.
2. The Registrar shall notify students of their results within four weeks after approval by the Academic Board.
3. Statements of results shall be signed by the Registrar and Academic Secretary.
4. Transcripts are issued only to institutions of higher learning and institutional sponsors on request and payment of appropriate fees.
5. All certificates approved by the Academic Board bear the seal of HAFEDPOLY and are signed by the Registrar and Rector.
6. Certificates shall be printed and ready for collection not less than six months after the release of results.
7. Convocation is an annual event; graduands are invited at least two weeks before the event.

10.5 Grades and Grading System

Letter grades A, AB, B, BC, C, CD, D, E, and F represent different ranges of percentage scores. The final grade reflects achievement in both continuous assessment and the final examination.

Grading System

10.6 Academic Counselling

The Academic Board regards academic advising as an important aspect of academic policy. To this effect:

• All students shall be assigned to academic advisers (Level Coordinators).
• Level coordinators shall be constituted and organized by the Departments or Schools.
• All teaching staff, including instructors, are qualified to be assigned as level coordinators.

10.6.1 Functions of Level Coordinators

1. Guide new students on the structure of the program of study.
2. Draw attention to the academic regulations.
3. Ensure effective enrolment of students during registration.
4. Monitor students' academic progress.
5. Interact and interview students at least twice a semester.
6. Assist students in solving emotional and social problems that may impede academic progress.
7. Report to the HOD on any aspect of a student's academic/social problem under investigation.

10.6.2 Roles of HODs in Academic Counselling

1. Appointment of Level Coordinators.
2. Ensuring level coordinators do their work effectively.
3. Holding meetings with students and staff to explain departmental procedures, especially before registration.
4. Receiving recommendations and suggestions from level coordinators.
5. Maintaining updated student records and giving each coordinator access.
6. Forming inter-departmental arrangements concerning level coordinators and students.
7. Updating the School Dean and Registrar about the allocation of level coordinators.

10.7 Career Services

The Polytechnic provides academic services and support to assist students' transition from school to the workplace. Access to career services is a right, not a privilege.

10.7.1 Structure of the Career Services Unit

The unit comprises a Head/Director, two or more Deputy Directors, and administrative staff. Each department has a Departmental Career Service Officer (DCSO) serving as a liaison.

10.7.2 Responsibilities of the Career Services Director

1. Primary liaison between the institution, students, alumni, and potential employers.
2. Fiscal planning and management of career services.
3. Developing contacts with external organizations for employment opportunities.
4. Reviewing and supervising mock recruitment interviews.
5. Coordinating staff professional development and capacity training.
6. Maintaining an up-to-date career resources library.
7. Coordinating activities in various departments.
8. Monitoring and evaluating career services' results.

10.7.3 Responsibilities of Departmental Career Service Officers

1. Educate students about career options.
2. Assist students to identify, manage, and successfully enter their career paths.
3. Assist students in assessing their abilities, interests, and possible achievements.
4. Provide individual and group career counselling.
5. Connect students with alumni and mentors in industry.
6. Facilitate potential employer engagements.
7. Organize virtual and physical training/workshops at the departmental level.
8. Conduct the annual departmental graduate employment survey.