1. Conditions for Freezing a Semester

Freezing of a semester shall be allowed to a student in one of the following condition(s):

• a. Illness – Medical Certificate duly signed by a Registered Medical Practitioner and counter-signed by MS/Head of Unit.
• b. Maternity leaves/delivery with prescribed documented proof.
• c. Iddat.
• d. Any other reason subject to acceptance on justified rationale with the approval of the competent authority of the Institute.

2. Requirements for Freezing Application

Student who intends to freeze the semester is required to fulfill the following conditions before addressing an application to the Programme Head/Coordinator:

• a. Freezing of a semester is allowed in the 2nd semester and onward as per KMU semester freezing rules.
• b. Freezing during a semester is not allowed; freezing is allowed before the commencement of an academic session.
• c. Clearance of all outstanding dues of previous semesters.
• d. Freezing of only one semester is allowed during a degree Programme, so that the maximum duration for a degree completion as per HEC guidelines is not affected.

3. Fee Policy for Freezing

An enrolled student seeking freezing of semester is not required to deposit the semester fee in advance for which freezing is sought. However, the student shall deposit the prescribed semester fee after resuming studies.

4. Resuming Studies After Freezing

If a student freezes a semester, he/she will resume studies from the same stage where they left. In case the student is declared not promoted due to late declaration of results, they will resume/repeat the failed/not promoted semester and shall also be liable to pay the prescribed semester fee of the Institute under the semester freezing rules of Khyber Medical University.

5. Semester Freezing Pro-forma

The student is required to fill out the Semester Freezing Pro-forma with accurate information under the supervision of the admin officer. The coordinator shall forward the case to the finance office with prior verification of the information mentioned therein by the student.

6. Financial Record Freezing

The finance officer shall appraise the financial conditions of the semester freezing and shall freeze the record of the student in the finance software system.

7. Final Approval

The Director Campus shall grant the final approval related to the subject matter. The copy of the approved Semester Freezing Pro-forma shall be distributed to the following:

• a. Programme Admin Officer NCS
• b. Programme Head/Coordinator
• c. Coordinator Examination NCS
• d. Finance Office NCS
• e. Student copy/file copy

8. Notification to KMU

The office of Registrar/COE Khyber Medical University shall be informed regarding the freezing case through a letter by the office of the Director Campus.

9. Rejoining After Freezing

Student shall be required to fill out the Class Change Pro-forma on rejoining the semester with the upcoming corresponding semester (after one year). The office of Registrar/COE Khyber Medical University, Peshawar shall be informed regarding the rejoining/resuming of classes by the concerned student.

10. Extra Fees

Time-barred fees/extra semester fees (where applicable) shall also be admissible as per KMU policy, besides the prescribed semester fee.