Jimma University

Jimma Institute of Technology

School of Mechanical Engineering
(SME)

Advisors Guideline
This guideline is prepared to conduct a consistent advising /
guiding with in the School of Mechanical Engineering. This
guideline approved by a School committee comprising of the
School
dean,
school
program
coordinator,
representatives of each Chair under the school, School
quality, reform, CBTP, SRP and internship coordinator.
Most of the points with in the guideline are taken from the
universitys law and some adjustments regarding requirements
for the purpose. If necessary, this guideline subjected for
amendment.

September, 2106
1. Advisor

1.1.Advisors are assigned by the school and are expected to help the student to
successfully accomplish his/her studies without any academic and social
difficulties.
1.2.One advisor will advise a minimum of one section (70) students. A student should
contact his/her advisor periodically, not just only during registration periods.
1.3.Students have the right to get advising from the assigned advisor during and
after registration as per advisors consultation hours.
1.4.Any student, for any reason, mustnt get signatures other than the assigned
advisors. If the advisor is not available, the student/advisor should report to the
school and the school will take actions.
1.5.Each advisor must get check lists of the students he is advising to cross check
students past records before he put his signature on the registration slip.
1.6.Each advisor must collect one copy of the registration slip and report to the
School to be properly filed.
1.7.In order to have consistency in advising procedures, together with the students
check list or active students name list, each advisor will be given template for
registration slip from. With this template, advisors report that they checked the
students record and students who returned their slip after registration.
2. Course prerequisite
1.1. All advisors must first check each course for its prerequisite. The document which
contains all the necessary prerequisites of both first and second semester which
is found on the registration slip or on the harmonized curriculum in detail.
1.2. Students should never be allowed to take any course and its prerequisite in the
same semester. In other words, taking a course and its prerequisite in a parallel
manner is not allowed unless it approved by the school under special
circumstance.
1.3. In principle, all students are eligible for internship only if they take and pass all
the courses given until the end of the first semester of their fourth year. But due
to several reasons, the students might not be able to complete all the courses
and partial exemptions could be approved by the institute with collaboration with
university industries linkage and each school.

2. Withdrawal
2.1. Any student who wants to discontinue from his study should formally withdraw
and complete withdrawal (Clearance) form within 8 weeks after the beginning of
each semester. This must be informed to the students by the advisor as many
students often discontinue their studies but didnt complete a withdrawal form or
miss a course dropping period.
2.2. Students who wont respect the withdrawing period will be guided by rules and
regulations of the university and the school will not give any favor unless special
conditions.

3. Add and Drop

3.1. The student must consult his advisor about for any courses to be added or
dropped. If he gets an advise that he could add some courses, the student
shouldnt wait until the add/drop date to attend classes as he can write on the
regular registration slip.
3.2. After adding a course, it is the responsibility of the student to present the
registration slip and/or class admission to the instructor of the course added.
3.3. If a student adds or registers a course and for any unjustified reason, the student
didnt attend the class, he/she must drop the course with in the next drop date.
Failing to do so, the School takes it as the students responsibility and the
students grade will be automatically recorded as F by the registrar office.
3.4. The student should communicate with his advisor as well as the registrar office
for the exact days of add/drop period. Once the add/drop period is passed, it
wont be the responsibility of the student as well as the School advisors for any
problem unless the students is under justified and approved reasons may be if
the student will waiting for unsubmitted grade.
3.5. Any student who is adding any course should first check for the convenient final
class schedule approved by the School and he/she must convince his advisor that
there is no any overlapping schedule before commencement of add and drop
process. Failing to do so will result in forced dropout of the student from the
course and it will be considered as the students negligence if any problems
occurred.
3.6. Any student who added a course (s) and couldnt be able to attend and finish the
course should be able to see his advisor and justify and asking for drop out,
before mid-examination is given.
3.7. Students should be allowed only for the same total semester credit to his batch.
But graduating students can be allowed to take up to a maximum of two
courses.
3.8. Students, who are registered for lower credits than the allowed semester load,
can add courses from junior batches to remove grades lower than C - if the
student status is warning or probation.
3.9. It is only a graduating student, who can get permission, up on special request to
the School, to take some courses with extension and summer students.
4. Internship
4.1. The student should respect the rule of prerequisite set. Please follow course
prerequisite.
4.2. The student should present period evaluation and activity reports to his mentor
assigned by the school.
4.3. The students mentor must approve if the student is qualified to defend his
internship or not.

4.4. The student should do and should participate in a project which can justify that
he applied the theoretical knowledge he cultivated during his stay for the
semesters before his internship.
4.5. Upon completion of his internship, the student should be able to get approval for
his defense. If his mentor believes that the students activity is insufficient to
present his internship activity, the student will be forced to repeat the internship
in the next schedule.
5. Final year project (BSc Thesis)
5.1. Any graduating class should participate on each of the BSc thesis as the peer
group formed by the school and orientation will be deliver by the school BSc
thesis and CBTP coordinator, deadlines and requirements will also presented by
the School.
5.2. The final year project (BSc Thesis) should reflect the students focus area. This
means, since each student took during his/ her stay and it is also expected that
his final project should consider application of the focus area of Mechanical
Engineering.
5.3. It is the students responsibility for failing to meet deadlines on the proposal,
progress presentation, final report submission and presentation.
5.4. A group of more than one peer group is not recommended for one final year
project unless it is approved and accepted as a wider scope project by project
advisor (s). If the project is to be done by more than one peer group, the scope of
the project should be relatively wider than projects handled by one peer group.
5.5. Each graduating student must complete and submit to the School before the
deadline set by the school or the advisors.
5.6. Students who are delayed from their batches can be conditionally allowed to do
their final year project (BSc. Thesis) with the regular students.