Academic Policies

Get To Know Your Academic Rights and Responsibilities

Learn more about transfer credit options, appeals and attendance guidelines

From transferring credit toward your degree to class attendance requirements, you’ve got to know your stuff when it comes to Urbana University’s academic policies. Ensuring that you have a grasp on your rights and responsibilities as they relate to your coursework will keep you moving in the right direction.

Registrar Office Hours

Monday-Friday, 8:00am-4:30pm

​Closed from 1:00-2:00pm

Contact Information
Phone: (937) 772-9335
Fax: (937) 772-9385
Email: registrar@urbana.edu

Appeals Process

Academic Appeals Process

The following procedures should be used to appeal or resolve disputes concerning academic decisions, including but not limited to grades, attendance, conduct, and failure to complete work. The following procedure outlines the steps of the academic appeal process. It is expected that all of the parties involved at each step of the appeals process will make a good faith effort to resolve the issue. It is the responsibility of the student to initiate the appeals procedure at each step and to provide appropriate documentation to substantiate his/her claim that the appeal is warranted and deserves consideration. It is recommended, but not required, that the student first arrange a conference to discuss the appeal with the faculty member whose action is addressed in the student’s written description of the appeal and provide the faculty member with a copy of the written appeal.

  1. Step 1 – Chair: In the event that a student feels he/she has not received adequate satisfaction from his/her discussion with the faculty involved or in the event that a student prefers not to discuss his/her concerns directly with the involved faculty, the student may arrange a conference to discuss the appeal with the Chair. The student must bring a completed copy of the Student Academic Appeals form to the meeting. This form is on file in the Office of the Registrar. If the Chair is the involved faculty member, this step may be omitted.
  2. Step 2 – Dean: In the event there is no Chair in the school, or in the event the involved faculty member is the Chair, or in the event a student still feels aggrieved after consultation with the appropriate Chair, he/she may ask for a review by the appropriate Dean. If the involved faculty member is the Dean, this step may be omitted.
  3. Step 3 – Appeals Committee: In the event the student is not satisfied with the result of the reviews by the Chair and the Dean, he/she may ask for an appeals committee to be formed. This request must be in writing to the Dean of Assessment & Academic Quality. A copy of the Request for Appeals Committee form is available in the Office of the Registrar. If the Dean of Assessment & Academic Quality has determined that an appeal committee is warranted, the Dean will appoint three faculty members to serve. If possible, the committee shall include a faculty member from the department of the involved faculty (other than the Chair/Dean). The committee shall interview the involved student and faculty member and any other individuals they feel are necessary. Based upon its findings, the committee will determine whether or not the appeal is dismissed or sustained. The student shall be informed in writing.

Due process is afforded in academic matters by utilizing the procedures below: 

 

Grades 

If a student is dissatisfied with a grade received while taking a class, an appeal must be submitted and a compelling rationale must be given within 10 days after the grade is posted to Self-Service. In all instances, students are responsible to obtain a copy of the grade report through Self-Service or the Registrar’s Office. To appeal a grade received in a course, students may take the following measures:

  1. Contact the instructor responsible for the grade to explain his/her concern in written form and attempt a resolution of the problem. 
  2. If still dissatisfied, appeal in writing to the chair of the academic college where the course resides. 
  3. If still dissatisfied, appeal in writing to the dean of the academic college where the course resides. This body is the final authority for cases involving change of grade. 
  4. If still dissatisfied, the student will follow Step 3 in the Appeals Process described above.


Academic Sanction 

If the student is dissatisfied with an academic sanction (probation or suspension) against him/her, the following procedure may be taken: 

  1. Appeal in writing to the Admissions and Academic Standards Committee within 72 hours after the notification of the sanction is received. 
  2. The student is responsible for identifying the conditions that justify an appeal of the academic sanction (i.e.,discrimination, failure of University to follow established procedure, decision is considered capricious and arbitrary). 
  3. The committee reserves the right to discuss the case with the student. The committee may consider testimony of others if it believes their comments would be relevant to the case. The initial decision may be successfully appealed or appeal may be denied. The committee’s appeal decision is given in written form to the student and the dean of assessment & academic quality.
Assessment of Academic Credit

A student often enters Urbana University with a variety of learning experiences and is interested in translating that learning into University credit. The assessment of academic credit from non-traditional means provides opportunity for a student to advance his or her degree program by translating that learning into University credit. No evaluation of academic credits through traditional or non-traditional avenues will be completed unless the student is currently enrolled in at least one course. Among the avenues a student may explore are:

 

College Level Equivalency Examinations: Advanced Placement

Urbana University participates in the Advanced Placement Program for secondary schools. The amount of credit awarded will be determined by the Office of the Registrar working with the appropriate college dean according to the following guidelines. 

  • The official evaluation of credit will be completed once the student has registered for courses, has completed the appropriate credit application, and has met all financial obligations to the University. Credit will appear on the student's transcript with a notation of “AP” and will be treated as transfer credit.
  • The final score in the Advanced Placement Program examination must be 3 or better. 
  • No more than 15 semester hours of credit may be earned through the Advanced Placement Program. Additional credit may be awarded by petition to the dean of assessment & academic quality
  • Advanced Placement Program credits may not be applied toward the Urbana University residency requirement.

 

Advanced Placement Examination: CLEP/DANTES 

Urbana University awards credit for the College Level Examination Program based on scores earned. The amount of credit is determined by the Office of the Registrar working with the appropriate college dean according to the following guidelines:

  • The official evaluation of credit will be completed once the student has officially registered for classes, has completed the appropriate credit application, and has met all financial obligations to the University. Credit awarded in this manner will be treated as transfer credit with an appropriate CLEP designation. The academic advisor will determine how such credits apply to the student’s program of study. 
  • No more than 15 semester hours of CLEP and DANTES general/subject examination credits may be applied toward credit hours needed for graduation. General examination credit is awarded provided the tests are passed at the score level equivalent to at least a “C.” 
  • Subject examinations may be applied toward specific degree requirements. Prior approval of the Registrar’s Office must be obtained before subject examinations may be considered for specific degree requirements. Subject examinations must be passed at the ACE recommended minimum passing score of “C.” 
  • College Level Examinations Program credits may not be applied toward the Urbana University residency requirement. 
  • In general, no more than 15 total hours in the CLEP/DANTES programs may be awarded.

 

Credit Transfer 

Students who have been registered for one or more courses at another regionally accredited college or university must have an official transcript sent from each college or university previously attended. The registrar will evaluate each transcript received and determine which course or courses will be accepted as transfer credit. Technical coursework may be considered for transfer provided the coursework is appropriate to a liberal arts education. The evaluation of this credit is completed by the Registrar’s Office and is final. Evaluation of transfer credit is not recorded on the academic record until the person is actively enrolled as a degree candidate at Urbana University. Graduate credit is not applicable toward an undergraduate degree.

 

Transfer Policy for Associate of Applied Science Graduates

Individual courses will be assessed in relation to the university’s core and graduation requirements. Any transfer courses that fulfill core and major requirements will be noted on the transfer evaluation and posted on the students’ transcripts. 

 

Credit For Life Experience: Credit By Examination

A student who can demonstrate ability and knowledge in a particular subject area may earn credit for certain courses through the Credit by Examination option. This process is administered through the appropriate college and the Office of the Registrar, according to the following policies: 

  • A student must have applied for admission, been accepted as a degree candidate, and paid the appropriate fees before taking a proficiency examination. 
  • A student must have completed at least 15 semester hours of residence course work with Urbana University prior to the application. 
  • A student must have completed all necessary prerequisites before taking a proficiency examination and must be registered for at least one course at the time of testing. 
  • A student must obtain division approval before taking a proficiency examination. 

Exceptions to this rule are made at the discretion of the college dean. 

  • A student is permitted to challenge a course only once and may not challenge a course of previous or current enrollment. All evaluation decisions of the college are final and are not subject to appeal. 
  • A student will be awarded a final grade of “EP” and the hours will be counted as hours toward graduation. All entries on the official transcript will be clearly noted as earned through the Credit by Examination program. 
  • Formal application for Credit by Examination must be made to the Office of the Registrar who will certify eligibility to sit for the examination. Examinations are administered during the seventh week of the Fall and Spring semesters and only after all fees are paid. 
  • No more than 15 semester hours of credit may be earned through this program. 
  • Credit by Examination fees are non-refundable. 
  • Credit by Examination credits may not be applied toward the Urbana University residency requirement.
Academic Forgiveness Policy

The “Academic Forgiveness” policy allows a student, returning to Urbana University after an absence of at least three years, a one-time-only option of having his or her grade point recalculated from the point of re-enrollment without losing credit for successful previous course work. Conditions for participation in the Academic Forgiveness Policy include: 

To be eligible for Academic Forgiveness, the student must: 

  • Be re-enrolled at Urbana University as a degree candidate after an absence of at least three calendar years. 
  • Have taken all entry placement tests in English, reading and mathematics. 
  • Have successfully completed nine semester hours of credit with a grade of “C” or better since re-enrollment. 
  • Request in writing to the dean of assessment & academic quality that the Academic Forgiveness Policy be applied to adjust the cumulative grade point average prior to re-entry.

The policy can be applied only once during a student’s enrollment and only for courses taken prior to re-enrollment. Once the policy has been applied, the application to the student’s record is irrevocable. 

Once the policy is applied, a notation will be placed on the student’s official academic transcript stating that all Urbana credit earned prior to re-entry will be calculated as follows: 

  • All grades of “D” or “F” are eliminated from the calculation of the cumulative GPA. 
  • Credit earned in courses with a final grade of “C” or better or “P” is maintained as part of the cumulative GPA. 
  • Credit earned at Urbana with a grade of “D” is forfeited. 
  • Original grade entries will remain on the official Urbana University academic record.
Academic Misconduct

It is contrary to the purpose of every course at Urbana University for any student to represent another’s work as his or her own. This is known as plagiarism. Academic misconduct includes using disallowed materials in quizzes, tests, or exams; letting someone else write his or her papers, homework exercises, or other work; copying another’s test during a testing period; or failing to acknowledge the source of one’s ideas or wording in papers. A student cannot submit a duplicate paper for two or more different classes unless a professor has given permission. Students who engage in any form of academic misconduct may not withdraw from the course. All cases of misconduct are to be reported in writing to the College Dean and Office of Academic Affairs. In the event a faculty member believes that a student has engaged in cheating, the faculty member will submit a report of the misconduct and the evidence to his/her College Dean. Upon investigation, if the faculty member and the College Dean agree that there is substantive evidence that cheating has occurred, they will assign a penalty. The penalty for academic cheating will range from an F for the assignment to suspension from the University, depending upon the magnitude of the offense and whether the student has previously been found to have violated the Academic Misconduct Policy. On the third offense of academic misconduct, at any time during a student’s enrollment at Urbana University, the penalty may be no less than suspension from the University.

A student may appeal the decision of the Dean in writing to the Dean of Assessment & Academic Quality. If an appeal is filed, the Dean of Assessment & Academic Quality may appoint a committee of three faculty members, one of whom must be from the college in which the alleged infraction has occurred (other than the Chair/Dean), to hear the case, should the Dean of Assessment & Academic Quality feel an appeals committee is warranted. The committee shall interview the involved student and faculty member and any other individuals they believe are necessary. The committee will render a decision of guilty or not guilty, and will forward to the Dean of Assessment & Academic Quality a recommended penalty in the event that the student is found to be guilty. The student shall be informed in writing by the Dean of Assessment & Academic Quality of the decisions of the committee. If the infraction is unsubstantiated, the Dean of Assessment & Academic Quality will negotiate a resolution of the matter with the involved faculty, Chair, and Dean. The review by the above committee constitutes the final process in the appeal procedure. It is expected that the foregoing policy and procedure will be followed in all cases involving academic dishonesty.

Assessment Residence Requirement

Associate Degree

A candidate for an associate degree is required to earn a minimum of 30 semester hours of credit from Urbana University. Credits earned through the Credit for Life Experience option and other stated options may not be counted toward partial fulfillment of this residence requirement. 

 

Bachelor’s Degree 

A candidate for a bachelor’s degree is required to earn a minimum of 30 semester hours of credit through Urbana University. Credits earned through the Credit for Life Experience option and other stated options may not be counted toward partial fulfillment of this residence requirement.

Catalog Selection Policy

A student must plan course work according to the catalog in effect when entering the University, even though requirements may be changed. A student has the option of accepting changes in requirements put into effect while still a student and pursuing work under the new catalog. A choice must be made and only one catalog may be selected. When a degree is conferred (A.A., B.A. or B.S.) and a student enrolls to complete a second undergraduate degree or certificate program, any subsequent academic work at the University will be subject to the policies of the current catalog in effect.

Class Attendance

Urbana University is committed to the value of regular class attendance and all instructors are accordingly held responsible for maintaining an accurate record. Faculty will contact any student not attending the first week of a course and will report any student who is not expecting to attend or not responding in writing to the Counselor/Student Development Specialist and the Office of the Registrar for confirmation of enrollment. Students are expected to report and explain any absence(s) to their instructor(s). Explanations must be substantiated (physician's note, job supervisor's letter, etc.). Students expecting to be absent should notify and be excused by their instructor(s) in advance whenever possible. If a student has three consecutive unexcused absences (two consecutive absences for those courses meeting once a week) or erratic attendance, the instructor will notify in writing the Counselor/Student Development Specialist. That office will determine and report the reason(s) for immediate transmittal to the instructor concerned. The student may be removed from class(es) by the administration for continued non-attendance.

Classification of Students
Freshman 0-29 hours
Sophomore 30-59 hours
Junior 60-89 hours 
Senior 90 (and above) hours
Competency Standards

Competency in basic skills at Urbana University shall be determined by passing English 106, Mathematics 105 or higher, and Speech 201, each with a grade of “C” or better; or by placing out of the above courses by showing equivalent skills on the placement tests or speech examination.

Dean’s List

Any student taking 12 or more credit hours for a semester and who attains a Grade Point Average (GPA) of 3.60 or higher, with no grade lower than a “C”, is placed on the Dean’s List for that semester, providing there are no incomplete grades.

Evaluation of Instruction

Students will be given opportunity to evaluate courses on forms distributed through each college office. The forms are to be distributed in class and class time used for students to complete them. They are then to be returned, by a student, to the appropriate college dean. They will be tabulated by that office and a report will be given to each instructor with an evaluation summary for each course. No reports will be distributed to faculty until grades are processed. Faculty will not receive original forms completed by students.

Field Experience

Field experience is required in many academic programs. Consult your advisor for specific field experience requirements for degree programs. The student must pay regular tuition and may pay an additional field experience fee.

Military Training Evaluation

Military training will be evaluated according to the American Council on Education recommendations. 

Evaluation of all military credit will be made by the Office of the Registrar according to the following policies: 

  • A student must have applied for admission, been accepted, and paid the appropriate fees before the initial evaluation of official documents is completed. 
  • The official evaluation of credit will be completed once the student has registered for courses and met all financial obligations to the University. Only original documents or notarized, certified true copies of documents will be accepted for evaluation. The DD214 form is required to complete the evaluation. 
  • Credit will be awarded only for those learning experiences that are liberal arts in nature, including basic training. 
  • Credit awarded will be treated as transfer credit, and the official evaluation will be sent to the academic advisor who will determine how the credit will be applied to the program of study. 
  • Credit will not be awarded if the student has received or transferred credit for a comparable course. 
  • No more than 30 semester hours of credit may be awarded for all military experiences. 
  • Credits earned through military experiences may not be applied toward the Urbana University residency requirement.
Second Degree

A second bachelor’s degree may be granted to an Urbana University graduate or a graduate of another accredited institution who successfully completes a minimum of one year’s additional work (at least 30 semester hours) and meets the major, core competency and residency requirements of Urbana University. A second bachelor’s degree must be awarded in a different major.

Related Pages

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Associate Degrees