Academic Policies

Registrar

North Hall
Phone: 937-484-1353
Fax: 937-484-1222
Registrar Employees

APPEALS PROCESS 

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, a petition must be submitted and a compelling rationale must be given within two months of receipt of the grade. 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 verbally and attempt a resolution of the problem. 
  2. If still dissatisfied, appeal in writing to the Dean of the academic college where the course resides. 
  3. If still dissatisfied, appeal in writing to the Council of Deans. This body is the final authority for cases involving change of grade. 

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 may present written documentation to provide information relative to the case. 
  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 of the committee may be changed or sustained and the final decision is given in written form to the student and the Vice President for Academic Affairs.

Other Circumstances 

If the student wishes to appeal a decision on an additional academic matter, he/she may appeal in writing to the Dean of the College of the student’s major within two months of the decision. 

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. 

  • 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, has completed the appropriate credit application, and has met all financial obligations to the University. Credit will appear with a notation of “AP” affixed to the evaluation 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 Vice President for Academic Affairs. 
  • 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: 

  • 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 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. A student may not be concurrently enrolled at another institution while attending Urbana University. Credit will not be granted for courses completed in this manner. Graduate credit is not applicable toward an undergraduate degree.

Transfer Policy for Associate of Applied Science Graduates 

Community college graduates who have earned an Associate of Applied Science degree from a regionally accredited college or university may earn 63 semester hours in transfer to Urbana University toward a bachelor’s degree. 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 fifteen 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. 

Evaluation of Prior Learning or Field Experience 

Urbana University grants credit for certain field experience and prior learning. Acceptance and evaluation of such credits will occur only during a term in which the student has an active Urbana registration for at least one course. Check with the College Deans for further information. Adult and Continuing Education students may apply for credit via portfolio. See the section on School of Adult and Continuing Education for more information.

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 9 semester hours of credit with a grade of “C” or better since re-enrollment. 
  • Request in writing to the Vice President for Academic Affairs 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. 

Any student who engages in any of the above forms of academic misconduct may receive a grade of “F” for the specific material or for the course. 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/or the Vice President for Academic Affairs. A student engaging in multiple incidents of plagiarism or other forms of academic misconduct may be expelled from the University. 

ACADEMIC RESIDENCE REQUIREMENT 

Associate’s Degree 

A candidate for an associate’s degree is required to earn a minimum of 30 semester hours of credit from Urbana University. The last 15 semester hours must be earned 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.  Students must be enrolled in at least one course during the term of graduation. 

Bachelor’s Degree 

A candidate for a bachelor’s degree is required to earn a minimum of 60 semester hours of credit at a baccalaureate degree-granting institution. At least 30 semester hours of credit must be earned through Urbana University, and the last 15 semester hours must be earned from Urbana University. Students must be enrolled in at least one course during the term of graduation. 

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., 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 a pertinent record. Each syllabus must contain the attendance policy for the class. 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 or erratic attendance, the instructor must promptly notify the Director of Academic Support Services. 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 

Student evaluation of instruction is coordinated through the Office of Institutional Effectiveness. 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 do 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 which 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.

From Our Alumni

"Every time I write, I think of Dr. George.  He set me free in my love of writing by demanding that students strive for excellence."

-Kit Billings
Class of '91