Academic and Information Services Department

Main Areas of Activity

The Academic and Information Office carries out activities in the following areas:

1. Organizational support of the educational process.
2. Maintenance and updating of academic data.
3. Development and support of the academic calendar.
4. Timetable support.
5. Formation and monitoring of electronic journals and grade records.
6. Administration of the academic module of the eBilim system.
7. Monitoring of student attendance and academic performance.
8. Preparation of academic, statistical, and analytical reports.
9. Support of examination sessions and final state attestation.
10. Participation in internal quality monitoring, self-assessment, and accreditation processes.
11. Information support for students, academic staff, and structural units.

Functions of the Office

The main functions of the Academic and Information Office are:

1. Formation and updating of academic group, stream, and subgroup lists.
2. Recording student contingent changes based on official orders.
3. Entering and updating curricula, disciplines, groups, and academic staff data in the eBilim system.
4. Monitoring the accuracy of academic data in the information system.
5. Supporting class timetables, module schedules, examination schedules, and retake schedules.
6. Preparation and control of electronic grade records.
7. Preparation of academic certificates, transcripts, and academic reports in accordance with established procedures.
8. Monitoring the timely completion of electronic journals by academic staff.
9. Preparation of digital and textual reports for semesters and academic years.
10. Preparation of data for educational programmes, self-assessment, licensing, and accreditation.
11. Participation in the improvement of digital management of the educational process.

eBilim: Digital Support of the Educational Process

The eBilim system is used for digital support of the educational process, electronic journals, grade records, monitoring of academic performance, attendance, student activity, and preparation of analytical reports.
The eBilim system provides:

1. Creation of academic groups.
2. Registration of disciplines and academic staff.
3. Formation of electronic journals.
4. Recording of attendance and current academic performance.
5. Preparation of module and final grade records.
6. Uploading of learning materials and assignments.
7. Monitoring of student activity.
8. Generation of digital reports.
9. Data support for educational programmes and quality analysis.

For Students

Students may receive information on the following issues:

1. Class timetable.
2. Academic calendar.
3. Module assessment schedule.
4. Examination schedule.
5. Retake schedule.
6. Use of the eBilim system.
7. Viewing grades and attendance.
8. Obtaining academic certificates and transcripts.
9. Procedure for submitting requests.
10. Appeal procedure for assessment results.
11. Restoration of access to the electronic system.
12. Consultations on academic documentation.

For Academic Staff

Academic staff are provided with information in the following areas:

1. Work with the electronic journal.
2. Recording current academic performance and attendance.
3. Deadlines for entering grades.
4. Formation of module and final grade records.
5. Uploading learning materials and assignments to eBilim.
6. Monitoring the fulfilment of teaching workload.
7. Preparation of syllabi and teaching-methodological materials.
8. Submission of course-related reports.
9. Participation in educational quality monitoring.
10. Instructions and document templates.

Assessment and Appeals

This section provides information on the procedure for assessing students’ academic achievements, deadlines for entering grades, formation of grade records, and the appeal procedure.

1. Grading Scale
Students’ academic achievements are assessed in accordance with the university’s established point-rating system.
The final grade is formed based on the results of current, midterm/module, and final assessment in accordance with the course syllabus and working programme.

2. Criteria for Current Assessment
Current assessment is conducted during the semester in practical, laboratory, and seminar classes, as well as through students’ independent work.
The following are taken into account during current assessment:

1. Class attendance.
2. Student activity during classes.
3. Completion of practical and laboratory assignments.
4. Completion of independent work.
5. Oral and written answers.
6. Mini-tests, control questions, and situational tasks.
7. Compliance with assignment deadlines.
8. Quality of completed work.
9. Level of independent completion of assignments.
10. Compliance with academic integrity.

The results of current assessment are recorded by the teacher in the electronic journal of the eBilim system.

3. Criteria for Midterm / Module Assessment
Midterm or module assessment is conducted upon completion of a separate module or thematic block of the discipline.
The following are assessed:

1. Level of mastery of the main topics of the module.
2. Understanding of key concepts and terms.
3. Ability to apply theoretical knowledge in practice.
4. Ability to solve tasks, cases, and professional situations.
5. Mastery of practical skills provided by the discipline.
6. Logical and well-argued answers.
7. Completeness of assignments.
8. Results of testing or written work.
9. Compliance with teacher requirements and deadlines.
10. Academic honesty.

The results of midterm/module assessment are entered into the electronic grade record and taken into account when forming the student’s final rating.

4. Criteria for Final Assessment
Final assessment is conducted in the form of an examination, pass/fail test, differentiated pass/fail test, testing, practical assignment, OSCE/OSPE, project defense, or another form provided by the working programme of the discipline.
The following are assessed during final assessment:

1. Completeness of mastering the discipline content.
2. Systematic and logical knowledge.
3. Ability to apply knowledge in academic, practical, and professional situations.
4. Mastery of the main concepts, methods, and skills of the discipline.
5. Ability to analyze, generalize, and draw conclusions.
6. Argumentation of the answer.
7. Practical preparedness of the student.
8. Compliance with academic integrity requirements.
9. Level of achievement of learning outcomes.
10. Compliance of the answer with the assessment criteria specified in the syllabus.

The final grade is assigned based on approved criteria and recorded in the electronic grade record.

5. Procedure for Admission to the Examination
Students who have fulfilled the requirements of the working programme and syllabus of the discipline are admitted to final assessment.
Grounds for admission:

1. Completion of the discipline curriculum requirements.
2. Attendance of classes in accordance with established requirements.
3. Completion of practical, laboratory, and independent work.
4. Completion of current and midterm/module assessment.
5. Absence of academic debts for mandatory assignments.
6. Achievement of the minimum number of points established for the discipline.
7. Compliance with assignment submission deadlines.
8. Absence of academic integrity violations.

The list of students admitted to final assessment is formed by the teacher and/or dean’s office based on electronic journal and grade record data.

6. Appeal Procedure
The appeal procedure is conducted to ensure an objective review of a student’s request regarding assessment results.
A student has the right to submit an appeal in the following cases:

1. Disagreement with the assigned grade.
2. Violation of the assessment procedure.
3. Technical error in entering the grade.
4. Incorrect display of the result in the electronic system.
5. Mismatch between the assignments and the approved course programme.
6. Violation of established assessment criteria.

Appeal procedure:

1. The student submits a written appeal application.
2. The application is registered by the responsible unit.
3. An appeal commission is established or involved.
4. The commission reviews the application, the student’s work, and the assessment criteria.
5. If necessary, the student is given an opportunity to provide an explanation.
6. The commission makes a decision to keep the grade unchanged, change the grade, or review the result again.
7. The commission’s decision is recorded in the minutes.
8. The result is communicated to the student.
9. If the grade is changed, the data are entered into the grade record and electronic system.

7. Appeal Application Form
To the Rector of JAIU
from student of group ______________
Full name: _________________________
Educational programme: _____________
Contact phone: _____________________
Application
I kindly request that my appeal regarding the assessment result in the following discipline be reviewed:
Discipline: ____________________________________
Teacher: ______________________________________
Type of assessment: current / midterm / final
Date of assessment: ___________________________
Received grade / points: ______________________
Grounds for appeal:
☐ disagreement with the assigned grade;
☐ technical error;
☐ violation of the assessment procedure;
☐ mismatch between the assignment and the discipline content;
☐ other: ___________________________________________
Brief justification of the appeal:
Date: “__” ____________ 20_
Student’s signature: ___________________

8. Appeal Review Deadlines
An appeal is submitted within the deadlines established by the university after the announcement of assessment results.
Recommended deadlines:

1. The appeal application is submitted within 1 working day after the result is announced.
2. The application is registered on the day of submission.
3. The appeal is reviewed within 1–3 working days.
4. The decision of the appeal commission is recorded in the minutes.
5. The appeal result is communicated to the student no later than the next working day after the decision is made.
6. If the grade is changed, corrections in the grade record and eBilim system are made based on the minutes of the appeal commission.

9. Responsible Persons

10. Contacts for Consultation
Academic and Information Office:
Office: ____________________
Working hours: ____________________