Registrar Leaflet

Registrar’s Office 

2013-2014 

1

table of contents 

About the Registrar’s Office............................................................................................................................4 

AUD Web Portal Access Guide......................................................................................................................6 

Online Registration............................................................................................................................................7 

Selecting Courses..........................................................................................................................................................9 

Viewing Courses............................................................................................................................................................9 

Registering Courses................................................................................................................................................... 10 

Dropping Courses...................................................................................................................................................... 10 

Checking Information..................................................................................................................................... 12 

My Profile.................................................................................................................................................................... 12 

My Grades................................................................................................................................................................... 12 

My Class Schedule.................................................................................................................................................... 13 

My Finances................................................................................................................................................................ 13 

Types of Holds............................................................................................................................................................ 13 

Contact us........................................................................................................................................................ 14 

Registration Dates and Payment Deadlines.............................................................................................. 15 

Frequently Asked Questions........................................................................................................................ 19 

Registration Rules and Regulations............................................................................................................. 22 

Academic Calendar........................................................................................................................................ 23

message from the registrar 

Fall 2013 

The Registrar’s Office of The American University in Dubai welcomes you on board. 

The Mission of AUD’s Registrar’s Office is to support the educational goals of the institution, with an 

emphasis on conducting registration and keeping academic records. Our purpose is to provide students with 

services required in the planning and implementation of academic activities. 

The Registrar’s Office strives to fulfill its mission by performing a host of important administrative functions 

for students. We create and maintain student records with utmost diligence, accurately reflecting student 

achievement. We process all student requests for official transcripts, enrollment verifications, degree audits, 

diploma orders, and posting of transfer credits, just to name a few. 

In this leaflet, we include a great deal of information to help you to be better prepared for your experience 

at AUD. 

The staff of the Registrar’s Office is committed to supporting the success of each student and would be 

pleased to answer any questions you may have. 

I am looking forward to meeting you, 

Have a Great Semester! 

Matilda M. Jabbour 

Registrar 

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about the registrar 

Mission 

The Mission of the AUD Registrar’s Office is to support the educational goals of the university, with an 

emphasis on conducting registration and keeping academic records. 

Goals 

• To ensure the implementation of academic policies and procedures that support the Mission of the 

institution; 

• To facilitate the student registration process enabling students to become more efficient in planning for 

their needs and to improve retention; 

• To support the university’s efforts to provide quality service for students making office-related functions 

as efficient and seamless as possible; 

• To support AUD’s continuous assessment process by providing timely and accurate information for 

administrative purposes and accreditation bodies; 

• To contribute significantly to improving academic support infrastructure by collaborating with both 

academic and administrative departments. 

Registrar’s Office Services 

• Maintaining student academic information; 

• Conducting and managing the process of registration; 

• Monitoring and reporting on student satisfactory academic progress and academic eligibility, such as 

degree completions, probations and suspensions, honor rolls, and graduation rolls; 

• Coordinating and issuing official enrollment and academic certifications as required by the students, such 

as proof of enrollment letters, ID cards, transcripts, and diplomas; 

• Posting of transfer credits for new and in-school transfers; 

• Entering and updating student grades and degree audits; 

• Furnishing data for advising, instruction, and policy development. 

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Registrar’s Office Staff 

Matilda M. Jabbour 

Registrar 

mjabbour@aud.edu 

04-3183190 

Judith Haddad 

Assistant Registrar for Technology 

jhaddad@aud.edu 

04-3183191 

Susan Haidar 

Assistant Registrar for Academic Records 

shaidar@aud.edu 

04-3183196 

Manal Rouphael 

Registration Coordinator 

mrouphael@aud.edu 

04-3183195 

Tiam Korban 

Registrar Support Officer 

tkorban@aud.edu 

04-3183192 

Romeo Torres 

Administrative Assistant 

rtorres@aud.edu 

04-3183193 

Left to right: Manal Roupahel, Tiam Korban, Matilda Jabbour, Susan Haidar, Judith Haddad, and Romeo Torres. 

5

AUD Web Portal Access Guide 

Below you can find information that will provide you with access to your schedule, grades, and other 

important information posted online. Follow the steps to access the portal through My AUD PORTAL link 

on the AUD website: http://www.aud.edu/myaud/index.asp. 

How to Create an Account . New users should create a new account as follows: 

1. Click on “Create a New Account”. 

2. Enter your ID number as well as your first and last name as spelled in your AUD documents or ID card. 

3. For security purposes, you will be asked to provide the name of a favorite city. Name your favorite city 

(that is your personal choice). This information will be used in case you forget your password later. 

Once the entered information is validated in our system, you will be asked to verify your AUD e-mail details. 

The system defaults to your AUD e-mail address, so please click “Yes” to accept. 

Again, once your account has been validated, you will need to select your username and password. 

At this point, you will receive an e-mail message to confirm your account registration. 

Once the information is verified, you will be re-directed to a different screen to enter your username and 

password. 

Now that you have successfully created your account, please return to the login screen on the Student 

Online Information System page. Enter your username and password. If you forgot your password, 

click on Forgot Your Password to reset it. Kindly keep your password in a safe place and do not give it to 

anyone as they could have access to your records. 

Now that you have logged in to your Student Online Homepage, you are ready to register for your 

courses online. 

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Online Registration 

Students who would like to sign up for courses using the online registration service should consult the 

AUD Undergraduate or Graduate Catalog. The catalogs provide a detailed sequence of courses within each 

degree program. Students who follow this plan will be able to complete their graduation requirements in the 

traditional time, i.e. four years for Bachelor’s degrees and five years for a Bachelor’s degree in Architecture. 

This sequence of courses was designed by the Deans and Chairs to allow the completion of course 

prerequisites and co-requisites prior to the sequential courses. In addition, these plans were conceived to 

ensure that students may have access to courses that are offered only once a year (either in Spring or in 

Fall). 

It is very important that students consult with their Advisors before making decisions concerning the 

registration process. Advisors can assist students with all aspects regarding course and program scheduling. 

How to Register Online . Your main page looks like the screen below. Click on the Academics tab (left 

panel on the screen). Once you click, you will see the following: 

• Online Registration 

• Your Class Schedule 

• GPA calculator 

• View my grades 

To start your course registration, you need to click on the Online Registration tab. 

A “Hold” on Your Account . If you have a “Hold”, then your page will display the circled icon as per below. 

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Click on Your Holds icon in the upper right corner of the screen to determine the nature of your holds. 

Remember you must resolve them immediately. The following screen will appear. 

As mentioned earlier you need to resolve your “Hold” with the authorized department before the 

registration period. You will not be able to complete your registration online if you do not resolve 

your holds. 

When the Online Course Registration appears, your program and the semester will be automatically 

selected. 

You can begin your online registration by clicking the Begin Online Registration tab. 

Online Registration is itself subdivided into 3 steps: 

1. Select (selecting courses) 

2. View (viewing courses) 

3. Register (registering courses) 

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Selecting Courses 

Use the Course Search panel on the left side of the screen to look for courses. 

• If you already know the course code and the section number of the courses you wish to add, simply click 

on the Quick Add panel. 

• Most courses have more than one section; course sections indicate the different course timings and the 

different instructors of the same course. 

• “Status” indicates whether the course still has vacant seats. You can only register in available sections. 

• Alternatively, click Add button if you want to add courses to your schedule. You can do this by 

moving (dragging and dropping) the course from the Search Results-All Courses panel to the Selected 

Courses panel. 

Note that at this point your course status is “selected” and still not” registered.” 

Viewing Courses 

This option allows you to view the courses you have selected, but YOU ARE NOT REGISTERED. 

This is your last chance to double-check whether you need to make additional changes to your course 

selections, sections, or any other detail. The system will ask you to Register/Drop Course. 

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Registering Courses 

Click on Proceed to Final Step to register your courses. 

Press the Register/Drop Courses button to finalize your online course registration. Make sure the status of 

the course selected is “REGISTERED” and NOT “SELECTED.” 

If your CGPA is below 2.0, your course status will automatically be”Reserved”. A notification will be sent to 

your Advisor to register you for your courses. 

Dropping Courses 

During the Drop and Add period, the online registration field will be activated as shown below. 

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You can drop a course by clicking the Begin Online Registration tab. 

The status of your courses must be Registered. Click on the left sign 

Drop as shown in the screen below. 

to turn the course to Pending 

Once this is done, click on the Proceed to Final Step button to view your courses before dropping. 

Click on Register/Drop Courses to finalize the step of dropping a course. 

Adding another course instead or changing the section of a registered course follows the steps 

mentioned in the “Online Registration” tab. 

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Checking Information 

My Profile 

Click on My Profile tab to view: 

My Calendar . It shows term dates, courses scheduled, course timings and allows you to add your own 

appointments. Click on the clock on the calendar to add your own events. Click on courses scheduled to 

see class time, instructor, room and building. 

Change Password . You can change your password by using this tab. 

My Message Center . It gives the name of your Advisor, hold groups, or any alerts or important messages. 

Please note that you cannot register if you are on “Hold”. 

My Information . It contains your personal details including address, phone, and email and allows you to 

request a change in case the details are not up to date. 

My Grades 

Click on the Academics tab to view: 

View My Grades . The grades are shown by enrollment, so click all the enrollments under the “View My 

Enrollment” tab to see the compilation of all the grades. 

GPA Calculator . You can calculate your GPA at the end of the current term for the courses that are 

scheduled. 

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My Class Schedule 

Click on Academics tab to view: 

Your class schedule . Your schedule is listed on the calendar. Position the mouse on a course to see details 

of the class. Click on the course and hover over the calendar to see the room, the building, and the class 

time. You can print your schedule through this link: http://schedule.aud.edu/ 

My Finances 

Click on My Finances tab to see the status of your account. 

Check the contact information on each of the above pages to know whom you should contact to clarify any 

concerns you may have. You can e-mail the person directly by clicking on the envelope/word “email” under 

the contact information. 

Types of Holds 

What is a hold Administrative university offices may place a hold on any student’s record, which will 

prevent the student from registering. Therefore, before your registration period, check whether you have a 

hold on your account blocking your online registration. A hold means that you have a pending issue with a 

specific department. To resolve the hold(s), please contact the university departments and services in the list 

below. 

• Admissions Hold: check with the Admissions Department 

• GPA Hold: check with the Student Support Manager 

• Passport Hold: check with the Visa Officer 

• Registration Hold: check with the Registrar’s Office 

• Financial Hold: check with the Finance Department 

• Library Hold: check with the Library 

• Health History Hold: check with the Health Center 

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contact us 

Kindly contact the Registrar’s Office if you have any queries regarding academic issues: 

In person: Registrar’s Office Room: Admin.127 

Tel: +971 4 3183 190 > 196 

Email: Registrar@aud.edu or post your questions here: http://www.aud.edu/Registrar/ask.asp 

Kindly contact the IT Help Desk if you have any queries regarding technical issues: 

In person: School of Engineering Building Room: E217 

Tel: +971 4 3183 480 

Email: ITHelpdesk@aud.edu 

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Registration Dates and Payment Deadlines 

Registration & Payment Deadlines 

Spring 2014 (Jan. 13 – May 01) 

Priority registration is based on your Earned Credits only. It doesn’t not include your Current Credits 

Graduate 

Seniors (90+ Credits) 

Juniors (60-89 Credits) 

Sophomores (45-59 Credits) 


Freshmen (20-29 Credits) 



Registration Deadline 

Drop/Add All Students Jan. 13 - Jan. 16 

Online Registration (Drop/Add is allowed) 

Payment Deadline 

Oct. 28 – Nov. 24 12 December 2013 


Oct. 28 - Oct. 31 21 November 2013 


Oct. 31 - Nov. 03 28 November 2013 


Nov. 03 - Nov. 06 05 December 2013 



Online Registration(Drop/Add is allowed) 






Late 

Fee: AED1,000 

Registration All Students Jan. 13 - Jan. 16 For non registered students 

Withdrawal All Students Mar. 06 

Last day for withdrawal 

from classes 

Online Registration opens at 9:00 a.m. first day of registration and ends at 5:00 p.m. (local time) 

on the last day of registration 

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Summer I 2013 (May 12 – Jun. 26) 


Graduate 











Mar. 16 - Apr. 01 24 April 2014 


Mar. 16 - Mar. 18 03 April 2014 


Mar. 18 - Mar. 20 10 April 2014 


Mar. 20 - Mar. 24 17 April 2014 


Mar. 23 - Mar. 25 17 April 2014 


Drop/Add All Students May 12 - May 14 

Mar. 25 - Mar. 27 24 April 2014 


Mar. 27 - Mar. 31 24 April 2014 


Mar. 30 - Apr. 01 24 April 2014 

Late 

Fee: AED1,000 

Registration All Students May 12 - May 14 For non registered students 

Withdrawal All Students Jun. 05 


from classes 



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Registration & Payment 

Deadlines 

Summer II 2013 (Jul. 6 – Aug. 22) 






All Freshmen (0-29 Credits) 


Drop/Add All Students Jul. 06 - Jul. 08 



Apr. 06 - Apr. 08 12 June 2014 


Apr. 07 - Apr. 09 12 June 2014 


Apr. 09 - Apr. 13 12 June 2014 


Apr. 13 - Apr. 15 12 June 2014 


Apr. 14 - Apr. 16 12 June 2014 

Late 

Fee: AED1,000 

Registration All Students Jul. 06 - Jul. 08 For non registered students 

Withdrawal All Students Jul. 31 


from classes 



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Fall 2014 (Sept. 01 – Dec. 18) 


Graduate 











Early: May 22 – Jun. 12 22 June 2014 

Normal: July 13 – Aug. 10 21 August 2014 


Early: May 22 – May 25 15 June 2014 

Normal: July 13 – July 16 14 August 2014 


Early: May 25 – May 29 15 June 2014 



Early: May 29 – Jun. 01 19 June 2014 



Early: Jun. 01 – Jun. 04 19 June 2014 




Normal: Jul. 28 – Aug. 03 21 August 2014 



Normal: Jul. 30 – Aug. 06 21 August 2014 


Drop/Add All Students Sept. 01 - Sept. 04 


Normal: Aug. 05 – Aug. 10 21 August 2014 

Late 

AED1,000 

Registration All Students Sept. 01 - Sept. 04 For non registered students 

Withdrawal All Students Oct. 30 


from classes 



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Frequently Asked Questions 

Is the W grade counted in my Cumulative GPA 

No. The W grade will not be computed in your CGPA, but it will be calculated in the Satisfactory Academic 

Progress. Also note that the W grade will always show in your transcript. 

What is a Satisfactory Academic Progress 

All students must maintain satisfactory academic progress in order to remain enrolled at the university. 

Satisfactory Academic Progress is determined by measuring the student’s cumulative grade point average 

(CGPA). Students are expected to meet minimum CGPA requirements in order to be considered making 

satisfactory academic progress. Undergraduate students are required to maintain a minimum CGPA of 2.0 

throughout their enrollment. All Graduate Students are required to maintain their CGPA at 3.0 or higher in 

order to remain in good academic standing. 

I have registered online, but the courses I chose are still not showing on my schedule. Why 

This happens because you selected the courses you need to register online, but you did not finalize the 

registration process properly. Therefore, please check the online registration tutorial in this booklet before 

registering, and make sure to print your schedule through this link: http://schedule.aud.edu/. 

If I need to transfer to another university for one semester, what should I do to make sure that the 

courses I will take there will be transferred towards my program at AUD 

If you need to transfer to another university for a semester, you should fill the Course Authorization Form, 

available online or at the Registrar’s Office and get the required approvals. 

What does P*/F*/W* mean on my transcript 

P* is for Pass, F* is for Fail, and W* is for Withdraw. These grades are for the “Developmental Courses” that 

are non-credited courses and do not affect the GPA or the credits earned. 

What will happen if I miss my registration period and what is the late period of registration 

If a student misses the registration period, then he/she can register during the Drop/Add period with a late 

registration fee of AED1,000. 

If I decide to leave AUD, can I take my original documents from my file 

The original documents of the student files are not released back to the student as they are part of the 

student’s permanent file as per the university policy on Academic Record Retention and Storage. 

What is the Portal What do I do in case I have trouble logging in 

The Portal is the online login system that connects you to the following: 

Blackboard TM : e-Education platform 

Student Portal: To view your class schedule along with the corresponding instructor, building, room 

number, section, credits, course meetings, credits attempted, and credits earned from previous terms, as well 

as registering courses 

AUD MyMail: The email system for AUD students accessible through the web from anywhere. 

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In case you have a problem or any queries regarding technical issues, kindly contact the IT Help Desk: 

In person: School of Engineering Building Room: E217, tel: +971 4 3183 480, email: ITHelpdesk@aud.edu. 

How do I know who my Academic Advisor is 

You may know who your advisor is by referring to the Online Portal, or the Academic Advising Center. 

Can I change contact information (phone number, e-mail, mailing address…) that I submitted when 

I first joined AUD 

You may do so by filling a Change of Data Form, available online under the Registrar’s Webpage or through 

the AUD Portal “Change of Address”. 

What procedure do I follow if I want to register for more than 15 credits 

Overloading courses should be approved by your advisor (Check Form 1). Registering for more than 15 credits 

is done at the Registrar’s Office only. 

Do I need my advisor’s approval to change my Major 

For changing your Program or Major, the respective Advisor, Dean or Chair approval is required as stated 

on the appropriate form. The Engineering Program requires the Dean’s and the Admissions Department’s 

approval. 

How can I drop a course after the Drop/Add period 

Dropping courses is not allowed after the Drop/Add period. You may only Withdraw from your course 

until the end of the 9th week of the semester and the end of the 4th week of the Summer terms. You can 

withdraw from a course through this link: http://registrar.aud.edu/. 

Can my friend pick up the letter/transcript that I have requested 

Only those whom you mentioned in the consent form can pick up any documents on your behalf. Or you 

may fill the Consent to Release Education Records - Exception Form. 

Can my parents call to find out about my Academic Progress 

The Registrar’s Office does not give any student related information over the phone. Parents can access 

your information if you signed the Consent to Release Education Records - Exception Form allowing them to 

have access to your records. 

How many times am I allowed to repeat the same course and/or Withdraw from it 

Failing and/or withdrawing a required course (including noncredit courses) three times will be grounds 

for dismissal. When a student registers for a course the third time, he/she may only do so subject to the 

conditions set by the appropriate Dean, Associate Dean, or Chair. 

What does a hold on my portal mean 

A “Hold” on your portal means that you have a pending matter with a certain department at AUD. 

In such a case you need to check with the relevant department to learn how it can be resolved 

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Can I have two Majors 

Yes. By meeting requirements for the Major in two separate departments, you can complete a double Major. 

Students should consult the Office of the Registrar or Academic Advising Center about the procedure for 

declaring a second Major. 

What is a Minor Do I have to have one 

Students may choose to have a Minor. A Minor is a secondary field of study requiring at least 15 credit-hours 

in the field. Specific course requirements for Minors are listed under the programs in each school. Students 

should consult the Academic Advising Center about the procedure for declaring a Minor. 

How is the grade point average calculated at AUD 

The grade point average (GPA) is calculated on a four-point numerical scale. Each letter grade has its own 

quality point value. 

Grade Quality Point Value Grade Quality Point Value 

A 4.00 C+ 2.30 

A- 3.70 C 2.00 

B+ 3.30 C- 1.70 

B 3.00 D 1.00 

B- 2.70 F 0.00 

The Grade Point Average is calculated by multiplying the grade point value of the letter grade by the number 

of credit hours of the course. The result is the total quality points that the student has earned in the course. 

The sum of the total quality points of the courses taken during a semester are then divided by the sum of 

the total credit hours to obtain the Grade Point Average. 

Example: 

Credit x Quality Point Value (QPV) = Total Quality Points 

Course Cr. Grade QPV Total Quality Points 

ACCG 201 3 A 4.00 3 X 4.00 = 12.00 

COMP 101 3 A- 3.70 3 X 3.70 = 11.10 

ENGL 101 3 B+ 3.30 3 X 3.30 = 9.90 

MATH 191 4 C 2.00 4 X 2.00 = 8.00 

PHYS 201 4 F 0.00 4 X 0.00 = 0.00 

TOTAL 17 41 

Grade Point Average for the Semester = Total Quality Points / Total Number of Credits: 41/17 = 2.41 

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Registration Rules and Regulations 

• Newly accepted students receive advising and complete their first semester registration at AUD with an 

Admissions Representative. 

• Students with less than 60 credits must meet with their Advisors (Admin Building, Room 109). 

Engineering students must obtain approval from their AAC Advisor throughout their residency at AUD 

• The Academic Advisors remove the holds after they consult with their students. After the holds are 

removed, the students can register for their courses online. 

• If students register for courses other than those suggested by their advisors, neither AUD nor the 

advisors will be held accountable for the students’ enrollment. If students choose to ignore the advice of 

their academic advisors regarding their course and program scheduling, they may experience difficulties 

or outstanding problems in their academic progress. It is highly recommended that students should not 

register for courses without consulting with and having the approval of their academic advisors. 

• Students should complete developmental courses (MATH 098, MATH 099, UNIV 100, and ENGL 100) 

within their first 30 credit-hours. 

• Arts and Sciences Core courses (MATH, ENGL and COMP) should be completed within the first 45 

credit-hours. 

• Students should complete their Foundation and Core courses before Major and Elective courses. 

• Students must take one of the following MEST courses in order to satisfy the UAE Ministry of Higher 

Education and Scientific Research requirement to complete Islamic Cultural Studies (MEST 310, 318, 319, 

320, 323, 327, or 329). 

• To complete the registration of a course online, students must select the status “Registered,” not 

“Selected.” If this status is not chosen, the class is considered a selected course, not a registered one. 

• Once the online registration is completed, students must print their schedule http://schedule.aud.edu to 

reserve their courses. 

• To overload a class (a sixth course in Fall and Spring / a fourth course in Summer), students should get 

their advisors’ approval by filling out the Request for Course Overload Form. 

• To register for a class which is full, students must fill out the Request to Overload Class Form and submit it 

for approval to the instructor of the course and the Department’s Chair. 

• To waive prerequisite or corequisite courses, students must have the Dean’s approval on their 

registration form. 

• During Drop/Add period, all students should have the Finance Department’s stamp on their registration 

form. This will prove that they paid the late registration fee of AED1000. 

• Through the Registrar’s Portal http://registrar.aud.edu/, students can withdraw a class, apply for 

incomplete, appeal a grade, and request their diploma, among other things. 

• All forms used by students (i.e.; Change of Major/Program, requests for letters and transcripts, etc.), are 

available on the Registrar’s Webpages. Students must log in using their ID number as the username and 

password. The username and password can be changed after the first log-in session 

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academic calendar 2013-2014 

FALL SEMESTER 2013 

SUMMER I SESSION 2014 

August 26 

August 29 

Aug. 31 * -Sept. 1 

September 1 

September 2 

September 2 

September 2-5 

October 13-17 

October 31 

November 4 ** 

December 2 

December 12 

December 15 

December 19 

Last Day to Submit Academic Standing 

Appeal Form to Student Support 

Manager + 

Arrival of Housing Students 

Final Days for Advising and 

Registration 

Student Orientation 

Last Day to Appeal a Suspension 

Dismissal to the President + 

Classes Begin 

Drop/Add 

Eid Al Adha Break 

Last Day for Withdrawal from Classes 

Islamic New Year 

National Day 

Last Day of Classes 

Final Exams Begin 

Semester Ends 

May 6 

May 8 

May 8 

May 11 

May 12 

May 12 

May 12-14 

May 27 ** 

June 5 

June 24 

June 25 

June 26 



Manager + 


Final Day for Advising and 

Registration 

Commencement 

Last Day to Appeal a Suspension or 



Drop/Add 

Al Israa Wal Miraj 




Session Ends 

SUMMER II SESSION 2014 

SPRING SEMESTER 2014 

January 5 

January 9 

January 11 * -12 

January 12 

January 13 

January 13 

January 13-16 

January 14 ** 

March 6 

March 9-13 

April 24 

April 27 

May 1 



Manager + 


Final Days for Advising and 

Registration 

Student Orientation 




Drop/Add 

Prophet’s Birthday 


Spring Break 



Semester Ends 

July 1 

July 3 

July 3 

July 6 

July 6 

July 6-8 

July 29-30** 

August 1 

August 19 

August 20 

August 22 



Manager + 


Final Day for Advising and 

Registration 




Drop/Add 

Eid Al Fitr 




Session Ends 

+ For Undergraduates only 

*Normal working day for all faculty and staff 

**All Islamic Lunar Holidays for the private sector will be fixed per 

announcement by the relevant Ministry. 

Placement exam dates and registration procedures are available each term 

from the Admissions Office. 

23

The American University in Dubai 

P. O. Box 28282, Dubai, United Arab Emirates 

registrar@aud.edu 

+971 4 318 3193 

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Registrar Leaflet - American University in Dubai

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