SWAGĘÓƵ

2023–2024 Educational Records and Information Maintained

The University does not maintain a single record or file consisting of all materials and information pertaining to students in any one location. Instead, various segments of the education record are kept in a variety of offices.

2023–2024 Student Academic Records

Student academic records are kept in the University Registrar’s Office on both the Biddeford campus and on the Portland campus. Records are maintained/retained under the Family Educational Rights and Privacy Act of 1974 (FERPA) and upon recommendations made by the American Association of Collegiate Registrars and Admissions Officers (AACRAO).

The term “education records” does not include:

• Records of faculty and administration that are in the sole possession of the maker and are not accessible or revealed to any other individual except a temporary substitute.
• Law enforcement records, which are kept separate from education records and which are created by a law enforcement unit for a law enforcement purpose.
• Medical, psychiatric, or psychological records created and used only for the care or treatment of a student. These records may be made available to other appropriate professionals at the written request of the student.
• Employment records, except for records of students employed because of their status as students.
• Records that contain information about a student which is obtained after they are no longer a student.

2023–2024 Expunging Records

The official academic record of a student is maintained in perpetuity by the institution. The University Registrar’s Office is the custodian of this record. No other record is officially designated as a permanent record. Other records can be expunged at the discretion of specific department heads wherein a record resides. Access rights shall be honored prior to the destruction of records where the student has requested such access. Departments and offices which maintain education records may have specific policies regarding access to and retention of such records which are consistent with this policy and FERPA.

2023–2024 Student Conduct Records

Student conduct records and related files are maintained by the Dean of Students in the Student Affairs Offices on each campus. Student conduct records/files are maintained under the Family Educational Rights and Privacy Act of 1974 (FERPA). All student conduct and related files are maintained by the Office of the Dean of Students for a period of no less than four years after separation from the University. Records may be destroyed at that time. Disciplinary records may be retained for longer periods of time or permanently if specified in the terms of disciplinary sanctions.

2023–2024 Student Rights

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of a student’s education records. Under FERPA, students who are presently enrolled at the SWAGĘÓƵ (but not applicants seeking admission to the University), former students, and alumni have certain rights with respect to their education records.

1. The right to inspect and review the student’s education record.

• A written request by a student to the University Registrar identifying the records they wish to inspect.
• The University Registrar is obligated to inform the student when the requested record will be made available. The office has up to 45 days to respond. In most instances, the response will be made promptly.
• Students are obligated to properly identify themselves (valid government-issued photo identification or student identification card) before being shown their record.
• Students are obligated not to interfere with the normal operation of the office in which the record is being maintained.
• Students are obligated to examine the record during regular hours maintained by the particular office.
• Prior to giving a student their record for examination, all confidential data received prior to January 1, 1975, any information waived by the student, any information pertaining to other students, and any financial records of parents will be removed.
• The examination will be supervised.
• The Act does not require the institution to provide copies of records.

2. The right to request the amendment of the student’s education records that the student believes to be inaccurate, misleading, or in violation of the student’s rights of privacy.

• For the purpose of this policy, a student may not challenge the judgement of a grade which has been assigned to their performance in a course but may challenge the accuracy of the recording of a grade.
• The student should discuss their objection (submitted in writing) with the designated person in the office where their records are maintained and try to resolve the problem through informal discussion.
• If no agreement is reached through informal discussion, the student should submit a formal letter to the University Registrar, clearly identifying the part of the record they want amended, and explain how it is inaccurate or misleading. If it is determined not to amend the record as requested by the student, the University Registrar will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment.
• If not satisfied, the student should file a written request for a formal hearing to the University Registrar.
• Upon receipt of a written request for a formal hearing, the University Registrar will appoint a panel of three members to hear the objection and advise. The University Registrar will appoint one of the panelists to serve as chairperson. Once appointed, the panel will hold a hearing within two calendar weeks. The panel must provide an opportunity for a presentation of evidence relative to the objection stated and must render a decision in writing to the University Registrar within one week following the conclusion of the hearing. The University Registrar must inform the student in writing within ten working days of any amendment made, or of the decision not to amend the record. If the decision is not to amend, the student has the right to place a statement in the record commenting on the contested information.

3. The right to provide written consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The SWAGĘÓƵ will disclose information from a student’s education records only with the written consent of the student, except for disclosures to the following:

• To school officials with legitimate education interests. A school official is a person employed by the University in an administrative, supervisory, academic, research, support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, National Student Clearinghouse, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, or assisting another school official in performing his or her task. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfil his or her professional responsibility.
• To authorized federal or state officials in connection with an audit or evaluation of federal or state supported educational programs.
• To state or local officials pursuant to the state statute concerning the juvenile justice system.
• Records released in connection with the student’s application for, or receipt of, financial aid.
• Organizations conducting studies on behalf of educational agencies in connection with predictive tests, student financial aid programs, and the improvement of instruction provided that the identify of students is not revealed to anyone other than representatives of such organizations. Such information will be destroyed when no longer needed for the purpose of which it is conducted.
• Recognized accrediting organizations in order to carry out their accrediting functions.
• Records released on the basis of judicial order or lawfully issued subpoena and on condition that every effort is made to notify the student of the subpoena or order, except where a court or other issuing agency has ordered that there be no notification.
• In an emergency, appropriate persons as determined by the custodian of the records, if the knowledge of information from the particular record is necessary to protect the health or safety of the student or other persons.
• Disclosure to another educational institution where the student seeks or intends to enroll.
• Disclosure of directory information.
• Disclosure to the student.
• Disclosure of the final results of a disciplinary hearing to the victim of an alleged crime of violence or non-forcible sex offense.
• Disclosure of the final results of a disciplinary hearing involving an alleged crime of violence or non-forcible sex offense where a violation was committed.
• Disclosure in a legal action between the institution and the student.
• Disclosure to parents of a student under 21 regarding the student’s violation of any Federal, State or local law, or any rule or policy of the University, governing the use or possession of alcohol or a controlled substance if the University determines the student committed a disciplinary violation.

Records released to any individual or group shall be transmitted on condition that the individual or group is informed that they may not permit any other party to have access to such information without the written consent of the student. The recipient shall also be notified in writing that if compliance with this requirement is not acceptable, all records shall be returned, unused, to the institution. The prohibition on the re-release of records does not apply in the case of disclosures of directory information, disclosures pursuant to a subpoena, court order or litigation; disclosures to the student; or disclosures of the final results of a disciplinary hearing involving an alleged crime of violence or non-forcible sex offense where a violation was committed.

Each office that maintains education records shall maintain a record for each student with that student’s education record. The record shall list all individuals, agencies or organizations which have requested or obtained access to each disclosure of the student’s education record. Disclosures to school officials and disclosures made in response to certain subpoenas or orders described above shall not be recorded.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the SWAGĘÓƵ to comply with the requirements of FERPA.

The name and address of the Office that administers FERPA is:

U. S. Department of Education, Student Privacy Policy Office, 400 Maryland Avenue, S.W. Washington, DC, 20202-4605

2023–2024 Directory Information and Disclosure

The SWAGĘÓƵ has designated certain information contained in the education records of its students as directory information for purposes of FERPA. Directory information may be publicly shared by the University*, unless the student specifically requests that directory information not be released. The SWAGĘÓƵ has designed the following as directory information:

• Student Name
• Address
• Appropriate personal athletic statistical data
• Class Level (PR, GR, UG - Senior, Junior, Sophomore, Freshmen)
• Date of Birth
• Dates of Attendance (Fall, Spring, Summer)
• Degrees and Awards received (including dates)
• Enrollment Status (full/part-time)
• Most recent previous educational institution attended
• Participation in sports and activities
• Phone
• Program of Study
• SWAGĘÓƵ assigned email address
• Photo

*SWAGĘÓƵ normally will not supply non-related organizations with personally identifiable student information, including directory information.

If a student requests that directory information not be released, no information will be released to any requestor, including insurance companies and prospective employers, without the express written consent of the student. Further, the student’s name will not be included in the published Dean’s List, student directory, commencement brochure, or any other institutional publication or press release. Requests to Restrict Disclosure of Directory Information are located online or in the University Registrar’s Office.

Requests to Restrict Disclosure of Directory Information will remain in effect until revoked in writing by the student. Forms to Reverse the Request to Restrict the Disclosure of Directory Information are located online or in the University Registrar’s Office.

Information beyond directory information can be released by the appropriate education records custodian only on the basis of a written, dated request by the student or by the student’s completion of a Student Consent to Release Information form. These forms are located online or in the University Registrar’s Office. Student consent will remain in effect until revoked in writing by the student. Forms to Revoke Student Consent to Release Information are located online or in the University Registrar’s Office.

The Solomon Amendment

Institutions of higher education receiving Federal grants and contracts are subject to the “Solomon Amendment.” (10 U.S.C. 1983 § 549). It allows federal funding to be cut if military recruiters are prohibited from recruiting on campus or are prohibited from accessing student directory information for recruiting purposes.

Covered student directory information (“student recruiting information”) is defined as name, address, telephone number, age or date of birth, place of birth, academic major, level of education (e.g. freshman, sophomore, freshmen), degree awarded, and educational institution in which the student was most recently enrolled. Where there is a conflict between the Family Educational Rights and Privacy Act of 1974 (FERPA), the Solomon Amendment would supersede FERPA. A student who has requested non-disclosure of directory information to any party under FERPA remains protected.

Under the Solomon Amendment, information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each academic term or semester for each of the eligible units within the five branches of the service:

1. Army, Army Reserve, Army National Guard
2. Navy, Navy Reserve
3. Marine Corps, Marine Corps Reserve
4. Air Force, Air Force Reserve, Air Force National Guard
5. Coast Guard, Coast Guard Reserve

The request must be submitted in writing and on letterhead which clearly identifies the unit of service requesting the student recruitment information.

USA PATRIOT ACT

Section 507 of the USA Patriot Act amends FERPA in a significant way to make it easier for Federal Officers and employees to secure, and therefore for institutions to release, education records without student consent. Under the amendments, the Attorney General, or designee, may obtain an ex parte order requiring an institution to turn over education records relevant in a terrorism investigation without the consent of or notice to the student or parent. The amendment provides that an institution is not required to keep a record the disclosure of information.

Revised May 2, 2023.

2023–2024 Petition to Graduate and Receipt of Diploma

In the last year of enrollment, students who anticipate completion of all degree requirements must submit an online petition to graduate. Candidates must fulfill all program requirements and are required to earn a minimum cumulative GPA of 3.0 to be eligible to graduate. The Petition to Graduate form is available via the "Apply to Graduate" link in U-Online. The completed form sets into motion all final processing towards verification of the degree completion, correct spelling of name on the diploma, correct mailing address, and indication of plans to participate in the commencement ceremony.

If a mailing address should change after submission of the form, the student is responsible for notifying the Registrar's office of a new address. It is the goal of the office to verify/post degree completions and mail out diplomas within six to eight weeks of a student's completion of studies.

Commencement is held at the end of each spring semester (usually May) and students who successfully complete all degree requirements per academic policy are considered to be in the "Class of...[that particular year]." Student names must be approved, on recommendation of the faculty, by the Board of Trustees prior to being authorized a degree and diploma from the SWAGĘÓƵ.

Under some circumstances, verification of degree completion may be possible for students who complete all of their degree requirements prior to the end of the semester. Requests of degree completion letters should be made to the Office of the University Registrar.

Guidelines for submission of the petition to graduate form are as follows:

If Graduation is anticipated by the end of	Submit the Petition to Graduate by
Summer Semester	June 30
Fall Semester	September 30
Spring Semester	January 30

The degree awarded date will correspond to the term where the last course requirement was completed and graded. The exception is where one or more courses are completed late (after the end of the term in which the course was provided). In the case of late completion of course requirements (e.g due to an "Incomplete" grade), the degree will be awarded in the current term (in progress) when the final course requirements are completed. This practice is consistent with graduation reporting to external sources. For further information regarding graduation procedures visit the Office of the University Registrar website.

2023–2024 Posthumous Degree Policy

A posthumous degree will be awarded, if at the time of death, the student is enrolled in coursework to complete degree requirements.

A posthumous degree may be awarded, if at the time of death, the undergraduate student has completed 75% or more of degree requirements (90 credit hours for baccalaureate students), and recommendation is made by the appropriate Dean to the University Registrar. The University Registrar, after reviewing the guidelines, will forward the recommendation to the Provost.

A posthumous degree may be awarded, if at the time of death, the graduate student has completed 75% or more of the degree requirements for the graduate degree, and recommendation is made by the appropriate Dean to the University Registrar. The University Registrar, after reviewing the guidelines, will forward the recommendation to the Provost.

The decision to award a Posthumous Degree will be made by the Provost after consultation with the Dean of the College and the Registrar. Arrangements for diploma or certificate award will be determined by the Dean of the College and Provost in consultation with the family.

Notation that the degree is presented posthumously will appear on the transcript, in the commencement program, and on the diploma.

2023–2024 Federal Definition of the Credit Hour

Federal regulation defines a credit hour as an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutional established equivalence that reasonably approximates not less than

1. One hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately fifteen weeks for one semester or trimester.
2. At least an equivalent amount of work as required in paragraph (1) of this definition for other academic activities as established by the institution including laboratory work, internships, practical, studio work, and other academic work leading to the award of credit hours.

2023–2024 Registration and Enrollment Confirmation

Students matriculated in any undergraduate program must be pre-approved to register for courses, or change course registration, through their advisor. First-time students will be registered by the Registrar's office staff and will go through a new student orientation where they receive their course schedule. Returning students can preregister for courses at dates established in the University's Academic Calendar.

Course registration must be confirmed through Registrar's office. This is accomplished only after matriculated students have cleared all other offices on campus, i.e., Student Accounts, Financial Aid, Health Center, Security, or other offices through which arrangements must be made in order to become fully enrolled at the University. All students must confirm their enrollment at the beginning of each semester within certain time lines by methods identified by Registrar's office. Instructions regarding enrollment confirmation are e-mailed to each student.

Course changes are allowed during a designated add/drop period only, as specified on the current academic calendar. Detailed instructions as well as designated time lines regarding the add/drop process are e-mailed to each student. Tuition and/or financial aid may be adjusted, depending on number of credit hours enrolled.

2023–2024 Reinstatement

Reinstatement to the University after a Leave of Absence will require written communication from the student's official SWAGĘÓƵ Email stating they wish to be reinstated as a student for a given term. In some cases, if leave exceeds allotted leave time, the student will need to contact Admissions to complete a re-admission application. If a re-admission application is required, this will change the student's catalog year and possibly their degree requirements.

2023–2024 Class Attendance

All students are expected to attend all classes for which they have registered. Attendance policies regarding unexcused absences are established and announced by the individual instructor for his/her classes. If a student is absent to the extent that his/her work is adversely affected, the instructor will report the student's absence to the department chair/program director with comments on the status of the student in the course. Ordinarily, for each course, absences per semester should not exceed the number of times that the course meets weekly.

Whenever a student is specifically reported in writing by an instructor to the department chair/program director as being excessively absent from class, the instructor, with the approval of the department chair/program director, may drop the student from that course with an appropriate grade.

When a student misses class for any religious observances, it is an excused absence. The student should not suffer any academic penalty because of this absence. Before the absence, the student is responsible for initiating collaboration with faculty to arrange to obtain all information contained in each missed class. The student must plan, at the discretion of the faculty member, to take any missed exam either prior to or following the scheduled exam time. All assignments must be handed in on time.

2023–2024 Athletic Competition and Class Attendance

When an athlete misses class for a scheduled varsity intercollegiate competition, it is an excused absence. The student athlete should not suffer any academic penalty because of this absence. This policy does not apply to students on clinical rotations./p>

When such absences occur, the student athlete is responsible for initiating collaboration with faculty and making arrangements to obtain all information and/or training contained in each missed class. The athlete must make arrangements to take exams scheduled for a day of absence early or late, at the instructor's preference. All assignments must be handed in on time.

Faculty are not required to remediate student athletes as a result of these absences.

2023–2024 Grade Changes

Students with questions regarding the accuracy of a grade should contact the appropriate instructor for resolution. If a change of grade is justified, the instructor will forward a Faculty Request to Change a Grade form to the Registrar's Office. Grade changes will not be processed for students who are two semesters beyond separation from either the course in which the grade was assigned or from the University, or for a student whose degree has been awarded.

2023–2024 Incomplete Policy

An incomplete (I) grade notation may be given by the instructor to a student who is doing passing work in a course, but who, for reasons beyond his/her control, is not able to complete the work on time. The I grade notation must be changed within the time limit determined by the instructor and may not extend beyond six weeks following the end of the semester or 30 days for sessions eight weeks or less in length. Until changed, the I grade notation defers computation of credits and grade points for the course to which it is assigned. Failure to complete the work before the limitation date, or within the time imposed by the instructor, results in the assignment of an administrative *F grade for the course. Some programs have established more restrictive or differing policy regarding incomplete grades. Students should consult the program in which they are enrolled for exceptions to this policy. Once an I grade notation is removed, academic standing will be updated according to good standing or probationary standards. If one or more courses are completed late (after the end of the term in which the course was provided due to an "I" grade), then the degree awarded date (if applicable) will be posted in the current term (in progress) when the final course requirements are completed. This practice is consistent with graduation reporting to external sources. Students receiving Incompletes are not eligible for Dean's List.

2023–2024 Course Withdrawal Policy*

In the fall and spring semesters, a student may withdraw from a course without academic penalty with a grade of W at any time during the first two-thirds of the semester as specified in the current academic calendar. If withdrawal occurs after that date, the grade of WP (withdrew passing) or WF (withdrew failing) will be entered. The grade of WF is computed in the grade point average.

*A withdrawal from a course(s) at any point after the Add/Drop period will be reported to the National Student Clearinghouse. A withdrawal that changes a student’s enrollment status could impact re-payment of loans/deferment of loans.

2023–2024 Leave of Absence Policy

A leave of absence for a specified period of time, not to exceed one academic year (two consecutive semesters) may be granted to a matriculated student with the authorization of the academic dean, program/school director or designate, and upon completion of the required Request for Leave of Absence form available from the respective program/school director, Student Affairs, University Registrar's Office or online. A student who is on an approved leave of absence has the status "active/not enrolled" and may not may enroll in courses for credit at another institution*. Application for readmission is not necessary if the student returns as planned; however, the student who does not return at the specified time will be administratively withdrawn and will be subject to readmission procedures. A student returning from a leave of absence should contact the University Registrar's Office well in advance of returning semester so that status changes are made allowing the student to access courses. The policy related to the leave of absence tuition credit can be found on the respective Financial Information sections of this catalog. Students with financial aid should meet with a Financial Aid Representative prior to completing leave of absence paperwork.

Note: It is the responsibility of the student to contact the office of the appropriate academic dean or program/school director (graduate) or University Registrar or designee (undergraduate) to indicate change of plans.

*This requirement is waived for students participating in University sponsored dual enrollment programs.

2023–2024 University Withdrawal Policy

All matriculated students who wish to withdraw from the University must complete a University Withdrawal and LOA Request form found online or in the University Registrar’s Office. Documentation must be signed by designated academic and administrative authorities. Student responsibilities include: (a) knowledge of the University's policies regarding refund of tuition and/or fees as stated in your respective catalog; (b) return of University identification (ID) card to the Office of Student Affairs; (c) return of any University keys in your possession to the appropriate departments. The University reserves the right to withhold the issuance of refunds and transcripts until the process has been completed. Following withdrawal, any student wishing to re-enroll at the SWAGĘÓƵ must apply through the Office of Admissions.

2023–2024 Repeat Course Policy

A student may repeat a course in order to improve his/her grade. However, only the second or last course taken will receive credit on the student's transcript, and only the second or last grade received will calculate into the cumulative GPA.

2023–2024 Course Work at Another Institution

Eligible credit must be earned from a regionally accredited college or university recognized by the Council on Higher Education Accreditation (CHEA). International universities must be recognized according to its country’s regulations. International academic transcripts must be credentialed by World Education Services (WES). Undergraduate international applicants may also use The Center for Educational Documentation.

1. The posting of transfer credit for approved courses will be completed by the Admissions Office or the University Registrar’s Office upon the receipt of an official transcript. An official transcript is one that corresponds with the credit-granting institution’s definition of “official” and is received directly from that institution by the SWAGĘÓƵ’s Admissions or University Registrar’s Offices. When a course description is not sufficient, a syllabus may be requested.
2. Transfer credit at the graduate and professional level is rarely awarded and is reviewed by the program on a case-by-case basis. Information related to transfer credit can be found on the individual catalog page related to the program.
3. A transfer course is identified with the grade of “TR”. Grade quality points are not awarded or calculated into a SWAGĘÓƵ cumulative grade point average.
4. All credit hours earned will be assigned for transfer. When a transfer course has fewer credits than an equivalent SWAGĘÓƵ course, the course may transfer (as equivalent) if outcomes have been met for the SWAGĘÓƵ course, but only the credit hours earned will be applied.
5. Grades earned at other institutions as course repeats do not replace those earned at the SWAGĘÓƵ.
6. Quarter credit hours or units will be converted to semester credits. A quarter credit is divided by 1.5.

Matriculated students who wish to transfer college-level course work taken at other institutions must obtain permission to do so prior to enrolling at another institution. The Application for Transfer Course Work form is located under student forms on the University Registrar’s webpage or through the University Registrar’s Office.

2023–2024 Semester and Term Grade Reports

Semester and term grade reports are issued after examinations have been held at the close of each semester or term and are viewable on U-Online. Semester and term grades reported by faculty members to the Registrar's office are final. Notices of deficiency, if reported, will be viewable at mid-semester on U-Online.

2023–2024 Response Time and End-of-Term Processing

Due to production demands in registration services (both campuses), requests for student records services cannot be processed on demand. Students are advised to plan on a three-to-five-business day turn-around on requests.

At the end of each fall and spring semester, Registration Services must process significant volumes of grades, completions, and verifications after all final grades are submitted by instructors. This end-of-term processing is not finished for a minimum of two weeks after the last final exam.

For students graduating at the end of spring semester: degree verification, posting, and diploma printing/mailing must be done after end-of-term grades are processed. Diplomas are not normally mailed for a minimum of six-eight weeks after the last final exam. Students are advised to anticipate waiting these periods of time, and should plan ahead when working with employers, graduate schools, agencies, or licensing bureaus when ordering transcripts, grade reports, or degree verifications.

2023–2024 Transcripts

No official transcript will be issued until all financial obligations have been met.

Transcripts are issued only at the written and signed request of the student. The purpose of this policy is to protect the privacy of the individual concerned and to minimize the possibility of the use of another's transcripts for fraudulent purposes. Students are advised to plan on a three-to-five-business day turn-around on requests.

Official transcripts are normally issued directly to other educational institutions or prospective employers designated by the student. Official transcripts issued to the student for purposes of transport to another party can be provided in a sealed envelope but will be considered unofficial if opened by the student. Unsealed transcripts issued directly to students are considered unofficial and may be stamped Issued to Student.

Please note: GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government website at