Directives

Our University's Senate decision: dated 20.02.2024 and numbered 2024/04
 

ISTANBUL SABAHATTIN ZAIM UNIVERSITY
DIRECTIVE ON THE ISSUANCE OF DIPLOMAS, CERTIFICATES
AND OTHER RELATED DOCUMENTS

PART ONE
Introductory Provisions

Purpose

ARTICLE 1- (1) This Directive has been prepared to determine the procedures and principles regarding the issuance of diplomas, graduation certificates, and diploma supplements to be given to graduates who successfully complete diploma programs at Istanbul Sabahattin Zaim University, certificates, participation documents, and similar documents to be given to trainees who successfully complete certificate programs, and the awarding of honorary doctoral diplomas.

Scope

ARTICLE 2- (1) This Directive covers the procedures and principles regarding the issuance of diplomas, graduation certificates, and diploma supplements to be given to graduates who successfully complete diploma programs at Istanbul Sabahattin Zaim University, certificates, participation documents, and similar documents to be given to trainees who successfully complete certificate programs, and the awarding of honorary doctoral diplomas.

Basis

ARTICLE 3- (1) This Directive has been prepared based on Article 14 of Higher Education Law No. 2547, and the Istanbul Sabahattin Zaim University Undergraduate Education and Instruction Regulation and the Graduate Education and Instruction Regulation.

Definitions

ARTICLE 4- (1) In this Directive;

a) Dean: Refers to the Dean of the relevant Faculty of Istanbul Sabahattin Zaim University,
b) Hologram: Refers to the label carrying information belonging to Istanbul Sabahattin Zaim University,
c) Director: Refers to the Director of the relevant Higher School or Institute of Istanbul Sabahattin Zaim University,
ç) Rector: Refers to the Rector of Istanbul Sabahattin Zaim University,
d) Senate: Refers to the Senate of Istanbul Sabahattin Zaim University,
e) University: Refers to Istanbul Sabahattin Zaim University,

The above terms shall have the meanings set out herein.

SECTION TWO
Procedures and Principles Regarding Diplomas, Certificates and Other Documents

Diplomas

ARTICLE 5- (1) Students who have successfully passed all courses in the first four semesters of the undergraduate program in which they are enrolled, but who do not complete or are unable to complete their program, may, upon request, be issued an Associate Degree Diploma in accordance with the "Regulation on the Award of Associate Degree Diplomas to Those Who Do Not Complete or Are Unable to Complete Their Undergraduate Studies, or Their Adaptation to Vocational Schools," published in the Official Gazette dated 18/03/1989 and numbered 20112. Students who are issued an Associate Degree Diploma upon their request have their enrollment in the undergraduate program terminated.

(2) A Bachelor's Degree Diploma is issued to students who graduate from faculty and higher school programs, as well as to students who successfully complete a double major program after graduating from their primary major program.

(3) A Master's Degree Diploma is issued to students who complete master's programs at the institutes, and a Doctoral Diploma is issued to those who complete doctoral programs.

(4) An Honorary Doctoral Diploma may be awarded, by decision of the Senate, to persons who have made distinguished service and contributions toward the development of science, technology, art, culture, and social life, in line with the fundamental values of society.

(5) A Joint Diploma is issued to students who succeed, subject to the provisions of the protocol signed by both institutions, in a program jointly conducted by the University with another higher education institution. The form and content of the Joint Diploma are arranged by the institution conducting the program.

Certificates and other documents

ARTICLE 6- (1) A Foreign Language Proficiency Certificate is issued to students who succeed in mandatory or optional foreign language preparatory classes.

(2) A Certificate is issued to those who successfully complete any course or similar study organized by the University's academic units or application and research centers, and a Certificate of Participation is issued to those who participate in the activities of these units.

(3) A Joint Certificate is issued to those who successfully complete a course or similar study jointly organized by the University's academic units or application and research centers among themselves, or with similar institutions and organizations outside the University, and a Joint Certificate of Participation is issued to those who participate in the activities of these units. The form and content of the Joint Certificate or Joint Certificate of Participation are arranged by the institution conducting the program.

(4) An Honor Certificate is issued to students who graduate from undergraduate programs within the normal study period, have not received a disciplinary penalty, and have a cumulative grade point average of 3.00–3.49, and a High Honor Certificate is issued to those with 3.50–4.00.

(5) A Graduation Success Certificate, signed by the Dean/Director, the Rector, or their deputies, is issued to those who rank among the top in academic achievement among students graduating from the undergraduate program within the normal study period.

Graduation Certificate

ARTICLE 7- (1) Graduates of undergraduate and graduate programs whose diplomas have not yet been issued are, upon request, given a Graduation Certificate whose form and content are determined by the Rectorate.

(2) The provisional graduation certificate is signed and sealed by the Head of the Department of Student Affairs.

PART THREE
Information to Be Included on Diplomas, Certificates and Documents

Information included on the diploma

ARTICLE 8- (1) The form and content of the diploma are determined by the Senate.

a) The following information appears on the front of the diploma;

1) The logo and name of the University,
2) The name of the Faculty/Higher School/Institute,
3) Diploma Type (Associate Degree/Bachelor's Degree/Non-Thesis Master's Degree/Thesis Master's Degree/Doctorate),
4) The student's first and last name,
5) The name of the Department/Major/Program and the diploma text,
6) Graduation Date.

b) The following information appears on the back of the diploma;

1) Turkish ID Number or Passport Number,
2) First Name,
3) Last Name,
4) Date of birth,
5) Educational unit,
6) Program,
7) Academic degree type,
8) Program type,
9) Admission type,
10) Grading system,
11) Credit type,
12) ECTS credits earned,
13) ISCED code,
14) Diploma number,
15) Date of registration at the University,
16) Language of instruction,
17) Cumulative grade point average,
18) Graduation date,
19) Diploma issue date.

Information not to be included on the diploma

ARTICLE 9- (1) The diplomas of those who graduate from double major programs do not indicate that they graduated from a double major program. This information appears on the student's transcript.

(2) No title is indicated on the diploma.

(3) No photograph is affixed to diplomas.

(4) No field or occupation designation is made on the diplomas of students who successfully complete the first two years of their undergraduate education and receive an Associate Degree Diploma.

Printing and signing of diplomas

Article 10- (1) Diplomas are printed by the Directorate of Student Affairs for students whose graduation has been approved by the relevant boards of directors and reported to the Rectorate.

(2) If an error is made in the printing of a diploma, the diploma is reissued and submitted for the approval of the Rectorate. A new diploma register is printed on the basis of the corrections made to the erroneous diploma; if the erroneous diploma has already been affixed to the register, it is replaced with the new diploma register.

(3) Erroneous diplomas are destroyed with a written record at the end of each academic year by a three-member commission consisting of the Head of the Directorate of Student Affairs, the Student Affairs Manager, and one staff member assigned from the unit by the Head of the Directorate of Student Affairs.

(4) The title, name, surname and signature of the relevant Dean/Director appear in the lower left corner of the diploma, and those of the Rector in the lower right corner, while the University's hologram is placed in the lower middle section of the diploma.

(5) Diplomas are signed on the date of issue by the following persons:

a) Undergraduate diplomas: the Rector and the Dean, or their deputies,
b) Graduate diplomas: the Rector and the Institute Director, or their deputies.

(6) The reverse side of undergraduate diplomas bears the signature of the Head of the Directorate of Student Affairs, and the reverse side of graduate diplomas bears the signature of the Institute Secretary, or that of their deputies.

(7) The diplomas of graduates of health-related programmes are sent to the Provincial Health Directorate of the Ministry of Health for registration procedures.

Information included on the certificate

ARTICLE 11- (1) Certificates are signed by the relevant Dean/Director and, where necessary, by the Rector, or by their deputies.

(2) The reverse side of certificates bears the signature of the Head or the Manager of the Directorate of Student Affairs.

(3) The form and content of certificates are determined by the Senate.

a) The following information appears on the front side of the certificate;

1) The logo and name of the University,
2) Full name of the certificate,
3) First name,
4) Surname,
5) Grade of achievement and certificate text.

b) The following information appears on the reverse side of the certificate;

1) Republic of Türkiye identity number / passport number for foreign nationals,
2) First Name,
3) Last Name,
4) Date of birth,
5) Educational unit,
6) Program,
7) Academic degree type,
8) Language of instruction,
9) Type of education and instruction,
10) Programme type,
11) Date of enrolment,
12) Mode of admission,
13) Grading system,
14) Certificate number,
15) Date of issue of the certificate,
16) ISCED code.

Information included on the certificate of attendance

ARTICLE 12- (1) The front side of the certificate of attendance states the full name of the course or similar activity, the first name and surname of the person concerned and, if any, the title obtained. The document to be issued is signed by the relevant Dean/Director and, where necessary, by the Rector or their deputies.

(2) The form and content of the certificate of attendance are determined by the Rectorate.

Diploma and certificate number

ARTICLE 13- (1) Diploma and certificate numbers are assigned on the basis of Unit Abbreviation-Year-Diploma/Certificate Sequence Number. (Example: MDBF-2013-0001)

(2) Diploma and certificate numbers are assigned starting from 0001 each year.

Diploma Supplement

ARTICLE 14- (1) Students who successfully complete the programmes in which they are enrolled and thus qualify to receive a diploma are also issued a Diploma Supplement, the format and content of which have been approved by the Council of Higher Education.

(2) The Diploma Supplement is signed by the Head or the Manager of the Directorate of Student Affairs. The name, surname and signature of the Head or Manager of the Directorate of Student Affairs appear in the lower right corner of the Diploma Supplement, and the University's hologram appears in the upper right corner.

Diploma register

ARTICLE 15- (1) The following information concerning the graduate appears on the left-hand page of the diploma register;

a) Republic of Türkiye Identity Number / Passport Number,
b) Nationality,
c) First name and surname,
ç) Father's name,
d) Mother's name,
e) Place of birth,
f) Date of birth,
g) Place of civil registration: province, district, neighbourhood, village,
ğ) Identity card: serial number, volume number, family sequence number and sequence number,
h) Name of the Faculty/School/Institute,
ı) Name of the Department/Programme/Division/Field of Science,
i) Student number,
j) Enrolment status (Scholarship, 75% Discount, 50% Discount, 25% Discount, Full Tuition),
k) Date of enrolment at the University,
l) Mode of admission to the University (ÖSS, additional quota, YÖS, DGS, etc.),
m) University placement score type and score (ÖSS, DGS),
n) Internship information,
o) Address and contact information,
ö) Date/term of graduation,
p) Date and number of the relevant board of directors' decision concerning graduation,
r) Diploma number,
s) Date of issue of the diploma,
ş) Reason for issuing the diploma,
t) Weighted grade point average,
u) Signature of the student,
ü) Photograph of the student,
v) Remarks section,
y) Date of delivery of the diploma.

(2) The last page of the diploma register is signed by the Head or the Manager of the Directorate of Student Affairs, with the note “This diploma register consists of … pages, each of which has been numbered”.

Delivery and archiving of diplomas, diploma supplements and certificates

ARTICLE 16- (1) After the graduation decisions of the relevant boards of directors have been transmitted to the Rectorate, diplomas are prepared by the Directorate of Student Affairs and submitted for the approval of the Rector.

(2) Diplomas, Diploma Supplements and certificates are delivered only to the rightful holders themselves or to their proxies presenting a notarised power of attorney. If the rightful holder is abroad, the power of attorney to be granted must be obtained from a Consulate of the Republic of Türkiye. In the event of death, these documents are given to the legal heirs upon their request.

(3) The diploma and diploma supplement are delivered upon submission of the clearance certificate and after the diploma register has been signed.

(4) A copy of the Diploma, Diploma Supplement and certificates is kept in the graduate's personal file.
 

PART FOUR
Miscellaneous and Final Provisions

Loss or damage of diplomas, diploma supplements and certificates

ARTICLE 17- (1) A person who loses their diploma, diploma supplement or certificate applies to the Directorate of Student Affairs with a written petition stating the reasons, together with their identity card.

(2) The Directorate of Student Affairs examines the application in light of its own records. If the application is deemed appropriate, it prepares a second copy of the diploma, diploma supplement or certificate and delivers it to the person concerned.

(3) A stamp reading “Second Copy (DUPLICATE)” is affixed to the upper right corner of the front side of the second copies issued, and they are signed by the Dean/Director and the Rector in office on the date of issue, or by their deputies.

(4) A person who loses their diploma for a second time applies to the Directorate of Student Affairs with a written petition and their identity card. The Directorate of Student Affairs examines the application in light of its own records and, if the application is deemed appropriate, provides the person with a photocopy of the Diploma from their file certified as “TRUE COPY OF THE ORIGINAL”.

(5) The same procedure is followed and a replacement is issued for a diploma, diploma supplement or certificate submitted in its original form but damaged.

(6) Graduates of health-related Faculties apply to the Ministry of Health through the Directorates of Health and Social Assistance in their locality. Once the Ministry of Health states that there is no objection to issuing a second copy of the document, the second copy is prepared by the Directorate of Student Affairs.

Change of civil registration records based on a court decision

ARTICLE 18-(1) In the case of changes of first name, surname or civil registration records based on a court decision, the Directorate of Student Affairs enters the necessary explanation on the reverse side of the diploma, writes the date, and signs and seals it. In order for this procedure to be carried out, the person concerned must submit to the Directorate of Student Affairs, together with a petition, their detailed civil registration record and identity card as well as a notarised copy of the court decision.

(2) The necessary corrections in the diploma register are made by the Directorate of Student Affairs, and a photocopy of the annotated diploma together with the other documents is kept in the graduate's personal file.

(3) A second diploma with new identity details is not issued for foreign-national graduates who acquire Republic of Türkiye citizenship after graduation; however, changes in the identity details of such graduates are recorded in the Higher Education Information System (YÖKSİS).

Matters not covered by this Directive

ARTICLE 19- (1) In matters not covered by this Directive, the provisions of other relevant legislation and the decisions of the Council of Higher Education, the Senate and the University Board of Directors shall apply.

Entry into Force

ARTICLE 20- (1) This Directive enters into force on the date of its adoption by the University Senate. Upon the entry into force of this Directive, the Directive of Istanbul Sabahattin Zaim University on the Issuance of Diplomas, Certificates and Other Related Documents, which entered into force by Senate Decision No. 2013/3 dated 24 January 2013, is repealed.

Execution

ARTICLE 21- (1) The provisions of this Directive are executed by the Rector of the University.