1. Purpose
This protocol establishes clear procedures and responsibilities for managing inbound international students, including exchange, visiting, and short-term students. It aims to ensure effective academic coordination, timely course registration, and appropriate student support.
2. Roles and Responsibilities
International Affairs Office (Faculty Level)
- Coordinate student nominations and applications with partner universities and KU International Affairs.
- Provide pre-arrival information and orientation.
- Monitor registration status and maintain student records.
- Coordinate administrative issues with Academic Affairs and programme chairs.
- Sign Learning Agreements.
Programme Chair / Academic Advisor
- Review and approve proposed study plans and course selections.
- Confirm course availability, prerequisites, and academic suitability.
- Approve course changes and review Learning Agreements.
- Monitor students' academic progress during their exchange.
Academic Affairs Office
- Verify course registration and required KU forms.
- Process course additions, withdrawals, and changes.
- Maintain official enrolment records.
- Coordinate grade reporting and academic documentation.
Course Instructors
- Confirm students' eligibility to attend courses.
- Explain course requirements, assessments, and attendance policies.
- Report registration discrepancies to Academic Affairs.
- Submit final grades according to university regulations.
3. Student Admission and Registration Procedure
Stage 1: Nomination and Application
The home university submits student nominations through the designated international affairs channel. The Faculty reviews the proposed study programme and confirms academic capacity.
Stage 2: Pre-arrival Academic Planning
Students submit their proposed course selections and Learning Agreements. The relevant programme chair reviews the study plan and consults course instructors where necessary.
Stage 3: Arrival and Orientation
Students attend the required university and faculty orientation sessions. Academic Affairs explains course registration procedures, academic calendars, and relevant regulations.
Students must also verify their visa and immigration status upon arrival. See Visa & arrival procedures.
Stage 4: Official Course Registration
Students must complete all required university registration procedures, including applicable KU1 and KU3 forms, within the designated deadlines.
Attending classes does not constitute official enrolment. Students are responsible for verifying that their registered courses appear correctly in the university system.
Stage 5: Course Changes and Learning Agreements
For course additions or withdrawals, use the KU3 Add/Drop Form (PDF).
Any course addition, withdrawal, or replacement must be reviewed by the programme chair or academic advisor and processed through Academic Affairs.
Learning Agreements must reflect the student's actual registered courses.
The Programme Chair / Academic Advisor is responsible for reviewing and approving the academic content of Learning Agreements, including course selections and subsequent changes. The Faculty-level International Affairs Office is responsible for signing Learning Agreements following academic approval and verification of official course registration. For initial pre-arrival Learning Agreements, academic approval may be based on proposed courses; registration must be verified after arrival, and any changes must be reflected in an amended Learning Agreement.
Stage 6: Academic Monitoring
Programme chairs and course instructors monitor student participation and academic progress. Registration discrepancies must be resolved promptly in coordination with Academic Affairs.
Stage 7: Completion and Departure
Before departure, students must verify their final course registration records and complete outstanding academic requirements.
Academic Affairs coordinates the issuance of transcripts and other required academic documents through the appropriate university channels.
4. Administrative Principles
Decentralized Academic Responsibility: Programme chairs are responsible for academic decisions within their respective programmes, while faculty-level International Affairs provides coordination and oversight.
Registration Before Certification: Learning Agreements and other academic certifications must be consistent with verified registration records.
Clear Accountability: Students, programme chairs, instructors, and administrative offices must fulfill their respective responsibilities within established deadlines.
Consistent Communication: Official academic decisions and registration changes must be communicated through designated university channels.
5. Implementation
This protocol applies to all inbound international students hosted by the Faculty of Architecture, Kasetsart University, subject to university regulations and agreements with partner institutions.
The Assistant Dean for Academic Affairs and International Affairs oversees implementation in collaboration with programme chairs, Academic Affairs, and relevant international affairs units.
This is an initial faculty-level protocol based on a decentralized academic advising model, with programme chairs responsible for academic approval and the Assistant Dean providing oversight.
The next step is to establish a clear approval workflow and responsibility matrix, particularly for KU1/KU3 registration, Learning Agreement signatures, course changes, and communication with KUIC. These procedures should be verified against current KU regulations before formal adoption.