SWAGÊÓƵ

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 UOnline. 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 SWAGÊÓƵ.

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 30th
Fall Semester	September 30th
Spring Semester	January 30th

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.  Further information regarding graduation procedures can be obtained through the Office of the University Registrar or by launching the following link: .

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.

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.

Reinstatement

Reinstatement to the University after a Leave of Absence will require written communication from the student's official SWAGÊÓƵ 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.

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.

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.

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.

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 following the end of an eight-week session. 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.

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.

 

Leave of Absence Policy

A leave of absence for a specified period of time, not to exceed one (1) academic year, 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, 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 Registrar's Office well in advance of  returning semester so that status changes are made allowing the student to access courses. Policy on leave of absence tuition credit is found in 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 Registrar (undergraduate) to indicate change of plans.

University Withdrawal

All matriculated students who wish to withdraw from the University must complete notification documentation available .  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 SWAGÊÓƵ must apply through the Office of Admissions.

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.

Course Work at Another Institution

Matriculated students who wish to transfer college-level course work taken at other institutions must obtain permission to do so prior to enrolling in the course at another institution. The student should work closely with his/her advisor regarding this process. Request for Course Work at Another Institution forms are available from Registration Services. A minimum grade of "C-" must be earned for the course in order for it to be accepted by the SWAGÊÓƵ (further restrictions may apply - check with department regarding transfer-back policy). 

Important note regarding transfer credits: while credits may transfer based on these criteria, grades and/or grade points do not transfer into the student's SWAGÊÓƵ academic record. Grades for accepted transfer courses are identified on the SWAGÊÓƵ transcript with a "TR" symbol in the grade column, which denotes credit accepted but no GPA calculation value.

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 UOnline. 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 UOnline. 

Student Records and Transcripts

Academic Records- Complete records and related documents are maintained in Registrar's office, Decary Hall for 5 years after separation from the University. Under the terms of the Buckley/Pell Amendment to the Family Educational and Privacy Act (FERPA), students have the right to review and inspect all official records, files, and data, including all material that is incorporated into each student's cumulative record folder. However, the Department of Health and Human Services has said that clarifying amendments provide that letters of recommendation submitted on the basis of a pledge of confidentiality prior to January 1, 1975 need not be shown to students, and that a student may be allowed but not required to waive his/her right of access to letters of recommendation received after that date. Under the terms of the Buckley/Pell Amendment, post-secondary institutions must provide students not only access to official records directly related to them, but also an opportunity for a hearing to challenge such records on the grounds that they are inaccurate, misleading, or otherwise inappropriate. It is the right of students to file a complaint with the Department of Health and Human Services concerning an alleged failure by an educational agency or institution to comply with section 438 of the Act that guarantees such rights. University students wishing to review their records may do so by providing a written request to Registration Services at least 48 hours in advance of the desired appointment.

Student Conduct Records - Student conduct records and related files are maintained by the Office of 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 (FERPA).

1. 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.
2. Disciplinary records may be voided by the Dean of Students Office with the concurrence of an Appeals Committee for good cause based upon written petition by student(s).
3. Denials of petitions to void disciplinary records may be appealed to the vice president of academic affairs.

Student Access and Annual Notification

FERPA (see above) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student's education records within 45 days of the day the University receives a request for access. The student should submit a written request, that identifies the records which they wish to inspect, to Registrar's office.  The office will notify the student of the time and place where the records may be inspected.
2. The right to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students should write to the University Registrar, clearly identifying the part of the record they want changed, and specify why it is inaccurate or misleading. If it is determined not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of the right to a hearing regarding the request for amendment. Additional information regarding hearing procedures will accompany this notification.
3. The right to consent to disclosure of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as attorney, auditor, 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; or the Veterans Administration for students registered for various GI Bill® programs. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failure(s) by the SWAGÊÓƵ to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605

Directory Information and Disclosure

The University normally will not supply non-related organizations with personally identifiable student information, including directory information. Two exceptions to this policy are:

THE USA PATRIOT ACT

Section 507 of the USA PATRIOT ACT amends FERPA by permitting educational agencies and institutions to disclose - without the consent or knowledge of the student or parent - personally identifiable information from the student's education records to the Attorney General of the United States or to his designee in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes.  In addition, the school is not required to record such disclosures.

THE SOLOMON AMENDMENT

The Solomon Amendment explicitly states that military recruiters must be given equal access to that provided other recruiters.  SWAGÊÓƵ is therefore obligated to release data included in the list of "student recruiting information," upon request. 

For this purpose, directory information is defined as:

• Student's Full Name
• Address
• Phone Number
• SWAGÊÓƵ Email Address
• Date and place of birth
• Classification and level
• Dates of Attendance
• Enrollment Status
• Most Previous educational institution attended
• Participation in sports
• Height/Weight for members of an athletic team
• Major
• Degree Received
• Picture

Active students who wish to have directory information withheld from release must do so in writing.  Request forms are available in the Office of the University Registrar and Student Affairs Offices at either campus. Requests to restrict release of directory information will remain in effect until revoked in writing by the student.

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.

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