ENCHIRIDION HANDBOOK

Enchiridion Online Version > 2004-2005 >
Part V: Academic Policies and Procedures

It is the responsibility of the student to know, and to comply, with the academic regulations of the University and their respective colleges. University Academic policies can be found in the Villanova University Catalog, Undergraduate Studies that is located at http://catalog.villanova.edu/

The Registrar’s Office (Tolentine Hall 202, 610-519-4030) is responsible for registration processes, course and student records, transcripts, enrollment reports, and similar documents. Any changes in your personal data such as permanent or local address, phone numbers, etc., should be reported to this office.

A. Academic Progress
The record of any student who’s cumulative or semester quality-point average falls below 2.00 will be reviewed by the Academic Standing Committee for appropriate action. Students in science whose technical course quality-point average falls below 2.00 will also come before the committee (technical courses include all science, mathematics and engineering courses). Typically, the student will either be placed on academic probation or be dismissed.

A student on academic probation will normally be allowed only one semester to achieve the required quality-point average. While on academic probation, a student’s course load may be limited to four courses plus any associated laboratories. A student on academic probation may not participate in any extra-curricular activities.

The Academic Standing Committee may place on academic probation a student who is not making significant progress towards a degree due to excessive course drops or withdrawals even if the quality-point average is above 2.00

B. Academic Records
The Family Educational Rights and Privacy Act of 1974 (FERPA), also known as the Buckley Amendment, prohibits access to student records by any third party without written authorization from the student. The University Policy is located at: http://catalog.villanova.edu/policies/index.html  or at http://www.registrar.villanova.edu/docs/student_confid.html

From time to time, parents call the Dean’s Office inquiring about a grade report or the academic progress of their son or daughter. While an academic advisor can engage in general conversation about a student’s progress, no specific grades or other information can be provided by the advisor without the student’s permission or proof of the dependent status of the student as required by FERPA.

Since determining dependent status of each individual student is a difficult undertaking, the University provides a consent form which, when completed, permits parental access. The form, if completed, will be included in the student’s academic folder in the Dean’s Office, and the information will also appear on BANNER on the form “SPACMNT”. If a consent form is not signed, parents will not be allowed access to the student’s academic record unless the parent can show that the student is a dependent of the parent for tax purposes or the student gives written permission for the disclosure.

Students are under no obligation to sign a consent form. If a form is completed, a student may revoke the consent in writing at any time. Upon revocation, the parent would again be required to establish the student’s dependent status or obtain the student’s permission in order to have access to academic records.

C. Attendance Policies
A first-year student will receive a grade of Y (failure) whenever the number of unexcused absences in a course exceeds twice the number of weekly class meetings for the course. Class and laboratory attendance for first year students is thus compulsory, with the following exceptions: approved placement activities, approved athletic participation, field trips, serious illness certified by a doctor’s letter which includes a description of the illness and specific diagnosis with the date of onset and prognosis and ability to return to class, or death in the immediate family certified by documentation naming the deceased and the date of death. Regular class attendance is expected. All professors will inform you at the beginning of the semester of their attendance policy. It is always a courtesy to inform your professors about any absence. If an emergency arises and it is necessary to leave campus your Dean’s Office can assist you by providing official notices to your professors. An absence card, available from the Dean, must be completed and presented to the Dean’s office no later than 4:30 p.m. on the day the student returns to classes. Excused absences allow the student to make up tests. Absence from class does not release the student from work assigned.

Students beyond the first year are subject to the attendance policy set forth in the syllabus of each individual course in which they are enrolled. The Dean’s Office will not issue excused absences forms to upper class students.

D. Auditing a Course
No academic credit is earned for auditing a course. However, the audited courses are noted on the student’s official record. Students are not permitted to audit a required course; or to officially register for a course after it has been audited. Students who wish to audit a course must indicate their intention of doing so by completing the proper form in the Registrar’s Office, Tolentine Hall Room 202, before the end of the drop/add period (the first week of class).

E. Class Status
Officially, class status is determined by the number of credits earned as follows:
Freshman 0-23 credits
Sophomore 24-57 credits
Junior 58- 87 credits
Senior 88+ credits

F. Class Rank
A student’s rank in class is determined by the cumulative quality-point average, which is computed at the end of the summer following a student’s junior year. Only credits earned through Villanova University or in formally approved inter-institutional programs will be considered in determining the cumulative quality-point average. Credits and grades earned in the summer at other colleges are not counted in the quality point average.

G. Closed Sections
Students will not be permitted to enroll in closed sections! Exceptions to this rule will be made only by the chairperson of the academic department offering the course. If other sections or other courses are available to satisfy the degree requirements, the exception will not be granted. Student employment conflict is not a legitimate reason for admittance to a closed section.

H. Course Pre-registration
Each semester the Registrar’s Office offers an opportunity to register for courses for the following semester on line using the student’s Novasis account. Pre-registration for courses requires a pin number obtained from the student’s faculty advisor following an advisement meeting.

There is no guarantee that a student will have available to them a particular professor or a course section offered at a particular time. To ensure appropriate degree progress students are encouraged to register for courses and sections within a reasonable amount of time from the pre-registration date and time assigned to them by the Registrar’s Office.

I. Dropping/Adding courses (course adjustment)
During the first week of each semester students are given the option of dropping or adding courses by using the pin number and going online through Novasis; or by completion of a paper form available in the Dean’s Office. The form must be signed by the student’s academic advisor. After this period students may withdraw from courses but may not add a course. See Withdrawal From A Course.

J. Final Examinations
Final exams are scheduled in every course and must be taken at times published by the Registrar in the Master Schedule available at the time of pre registration. If a student has two or more exams at the same time; or three in one day the student must see the instructor for a time change to be made according to the following priorities:

1) group departmental examinations take precedence,
2) major or required courses should take precedence over electives,
3) regular courses should take precedence over repeat courses.

Absence from a semester examination, except for a conflict resolved in advance, requires written permission from the instructor. Unexcused absence from a final exam is sufficient grounds for failure in the course. Students must contact the professor within 48 hours of a missed exam.

K. Grade Reports
Grade reports are computed at the middle and end of each semester. These reports are available to you on line through your Novasis account. Mid-term grades are not a part of your permanent record. Students are directed to http://catalog.villanova.edu/  for a complete description of the University Grading System.

L. Incomplete Grades
All grades are permanent, except N and NG which are temporary grades used to indicate that a student’s work in a course has not been completed. An N or NG grade must be removed and a grade substituted according to the following schedule:

For the Fall Semester: Students must submit all work to the instructor by the last Friday in January; grade changes must be submitted to the Registrar’s Office by the second Friday in February.
For the Spring Semester: Students must submit all work to the instructor by the last Friday in June; grade changes must be submitted to the Registrar’s Office by the second Friday in July.

Students should check the academic calendar for actual dates. NOTE: if a change is not reported, the N or NG automatically becomes an NF.
Without the approval of the department chairperson, and the Office of the Dean, no grade higher than C may replace the N.

A student may also receive an N for missing a final examination if the student reports a serious medical reason (or other reason certified by the Dean as acceptable) within 48 hours of the time of the examination. Otherwise an F grade must be reported. The student may report the reason for absence to the instructor, the department chair, or the Dean. University policy is located at http://catalog.villanova.edu/policies/index.html

M. Overloads and Underloads
Students who wish to take overload (greater than 5 courses excluding labs during the fall and spring semesters, and greater than 12 credit hours during the summer) must request permission by completing the Overload Request Form available in the Office of the Dean. In order to be granted permission to overload, a student must have a cumulative average of at least 3.5, (3.0 for summer) or have achieved senior status and be in need of a course to fulfill graduation requirements. Students who are enrolled in an extra course without the proper permission will be dropped from that course at the discretion of the Dean.

Students who wish to take less than 4 courses a semester as an underload must also seek approval from their academic advisor and from the Dean.

N. Repeat Freshman Year
The Academic Standing Committee may allow a freshman student to declare academic bankruptcy and repeat the year with a new start on the cumulative average (though a record of the year’s work will remain on the transcript.)

O. Satisfactory/Unsatisfactory Option
Sophomores, juniors, and seniors may take one elective course a semester on a satisfactory/unsatisfactory basis. The "S" grade is the equivalent of a grade "C" or better. The satisfactory/unsatisfactory grade will be shown on the transcript but will not be reflected in the quality-point average. Failures in the satisfactory/unsatisfactory option need not be repeated.

The satisfactory/unsatisfactory option may not be used for courses that fulfill core, major, or minor requirements but individual departments may offer the major seminar on a satisfactory/unsatisfactory basis. A student must declare election of the satisfactory/unsatisfactory option by the end of the drop/add period in the Office of the Registrar. Only one course a semester may be taken S/U.

P. Transcripts
If you need a copy of your transcript, you must apply in person or in writing to the Registrar. Phone calls or third party requests will not be honored.

You may fax your request to: 610-519-4033.
In your request you must include:
- Your Name
- Your dates of attendance at Villanova
- Your Social Security Number
- Your degrees (if any)
- The address to which you would like the transcript sent
Currently there is no charge for transcripts. Please allow two weeks for delivery of your transcript.

Q. Withdrawal From a Course
Students are allowed to withdraw from a course, without academic penalty, until a date published each year by the Registrar, that is usually two days after the close of pre registration for the forthcoming semester, and receive the grade of “WX”. The grade of WX does not affect a student’s grade point average but does appear on the transcript.
After this period, students may request an authorized withdrawal from any course, up to the commencement of final examinations, by providing to the Dean a written statement of justifiable cause for withdrawal as well as the written recommendation of the instructor and the student’s chairperson. Withdrawal from the course will be contingent upon the Dean’s approval. Justifiable cause is a reason such as illness, which is extrinsic to the nature or difficulty of a course, and which would prevent a student from completing the substantial requirements of the course. The proper form for this procedure may be obtained in the Dean’s office, Saint Augustine Center, Room 105.

Students who do not have a justifiable cause to withdraw from a course without academic penalty, may still withdraw from the course and receive a grade of “W”. The grade of “W” is equivalent of an “F” grade and is included in computing the student’s quality point average.

R. Withdrawal from the University
A student seeking an official withdrawal from the University must submit the request in writing to the Dean. The Dean may authorize refunds for tuition according to a schedule of 80%, 60%, 40%, and 20% over a four week period of last class attendance. Students who have officially withdrawn and who subsequently wish to return must submit the request in writing to the Deans in order to be considered for readmittance.

Matriculated students who fail to register for or attend classes in any given semester will be considered to have unofficially withdrawn from the College. To be considered for readmission the student must submit the request in writing to the Dean.

S. Probation, Academic Standing and Dismissal from the College
The College Academic Standing Committees meet at the end of each regular semester to review the academic records of any student in the College who is on academic probation or experiencing academic difficulties. The Committees recommend corrective actions to the Dean that range from Letters of Concern to Probation to a Dismissal from the College. While on academic probation, a student’s course load may be limited to four courses plus any associated laboratories, and the student on academic probation may not participate in any extra-curricular activities.

There is no requirement that a student must receive a Letter of Concern or Probation prior to being dismissed. Each student deserving corrective action will receive a letter from the Dean’s Office stating the action taken.
The Academic Standing Committee may dismiss a student who is not making sufficient progress towards a degree due to excessive course drops or withdrawals even if the quality-point average is above 2.00
A Dismissal from the College may be appealed in writing. University policy does not permit students who have been dismissed by the University to attend summer sessions.

Matriculated students who fail to register for or attend classes in any given semester will be considered to have unofficially withdrawn from the College. To be considered for readmission the student must submit the request in writing to the Dean.

T. Leave of Absence
Students who desire to take an authorized leave of absence from the College must submit such a request in writing to the Dean. The request should indicate the reason for the leave and the anticipated length. Students on leave are not allowed to transfer credit from other institutions for course work taken while on leave except by written permission from the Office of the Dean.

U. Suspension
Students placed on suspension are not allowed to transfer credit from other institutions for course work taken while on suspension.

V. Credit by Examination
To encourage independent study and recognize personal knowledge and mastery of a subject matter, Villanova University provides qualified matriculated students with the opportunity to “test out” of certain courses. The student who successfully passes such an examination satisfies the requirements of and earns the credit for the respective course.
For more information, contact:
Mr. Mario D’Ignazio, Assistant Dean,
Office of the Dean
105 St. Augustine Center
Phone: 610-519-4600.

W. Graduate-Level Courses
A fourth-year student with a minimum cumulative grade point average of 3.0 may enroll in a graduate course with the written approval of:
1) his/her academic advisor,
2) the chairperson of the department offering the course, and
3) the Dean

before submitting the request to the Dean of the Graduate School. Courses numbered 7000-7999 are graduate courses ordinarily available to qualified undergraduates for undergraduate credit.

X. Internship Credit
The College of Liberal Arts and Sciences provides its students with the opportunity to earn course credit in departmentally related and academically creditable internships. Internships for academic credit must be directly related to a student's major, minor, or concentration.
 Internships are not restricted to the Delaware Valley, and might take place in Washington, DC, as well as other parts of the country. Qualified juniors and seniors with a 3.0 QPA are eligible to participate in the program. Internships last for the semester and can be either full time or part time. They are also available during the summer sessions.
Internship credit for International Programs (study abroad) is significantly restricted.

Internship Program details are available from:
Dr. John O’Leary, the Internship Director
St. Augustine Center, Room 451
(610/519 4661).

Y. On Line and Distance Learning Courses
The availability of DL courses for current Arts and Science undergraduate students is limited to sophomores, juniors and seniors with a GPA of 3.0 and above.

The College will accept up to a maximum of four courses, commonly referred to as distance learning or online courses, taken at Villanova or at another accredited college or university towards a degree program within the college. The College reserves the right to test the student in order to assess the outcome of that course. The prior approval form to allow students to take DL courses is available in the Dean’s Office, 105 St. Augustine.

Z. Summer School At Villanova
In order to accommodate students wishing to accelerate or enrich their studies, Villanova offers three summer sessions. Courses taken in Villanova Summer School are treated the same as those taken during the regular year. Prior to enrollment in Villanova Summer School, students in the College of Liberal Arts and Sciences must secure a pin number from their advisor. A student may take at most 12 credits in the summer. Requests for summer courses in excess of 12 credits during the summer will be considered an overload and subject to the Overload Policy

AA. Summer School At Other Institutions
Students in the College of Liberal Arts and Sciences may be permitted to take summer school courses at institutions other than Villanova University. A student may take at most 12 credits in the summer. Requests for summer courses in excess of 12 credits during the summer will be considered an overload and subject to the Overload Policy
In all cases permission to enroll in such courses must be obtained from the student's adviser and from the Dean's Office before enrolling in the course(s). Transfer credit will not be accepted without having been approved before the student registers the class. If the summer courses are to be taken abroad permission is also required by International Studies Office.

Students seeking prior approval must complete the form, Request To Enroll in Summer Courses At Another Institution, available in the Dean’s office and attach a copy of the course description(s) usually available on the institution’s web site. The form and descriptions must be submitted to the Dean’s office for approval no later than May 15th.

Courses will generally be approved if they are taken at accredited four year colleges or universities and if they are equivalent to course offerings at Villanova. Upon completion of the course it is the student's responsibility to see that an official, sealed transcript is sent to the College of Liberal Arts and Sciences at Villanova.

Transfer credit will be awarded on the Villanova transcript only for pre approved courses in which a student earns a grade of "C" or better. The actual grade received at the other institution does not transfer and is not calculated into the student's cumulative grade point average.

BB. Study Abroad
In order to qualify for study abroad, a student must have a 2.75 or better GPA, good health, and receive the prior approval. Transfer students to Villanova are required to have completed three semesters on campus before leaving for overseas studies. The Prior Approval Form, available in the International Studies Office, requires the approval of the various department chairs for courses in their subject area that the student whishes to take abroad and transfer, of the appropriate Foreign Language Coordinators for foreign language courses, of the departmental chairperson of the student’s major, of the Director of International Studies, and the Office of the Dean.

No student will receive study abroad transfer credit for any course that has not received prior approval. Students on Leave of Absence, Suspension or Unofficial Withdrawal will not receive study abroad transfer credit.

Courses taken abroad ( except for Villanova courses) are considered transfer credit and require a “C” grade or better in order for the credits to transfer. The actual grades received at the other institution are not calculated into the student’s cumulative grade point average. Students wishing further information should contact the Director of International Studies in Middleton Hall, Second Floor (610-519-6412).

CC. Transfer Credit
A student who has taken college courses at another institution prior to attending Villanova, must present the necessary course descriptions and other documentation as needed to the Dean’s Office before or during their first semester at Villanova. Courses will be given consideration for transfer credit only upon receipt of a seal-bearing, official transcript sent by mail directly to the Office of the Dean , and, upon request, an official course description (e.g., from a course catalog). If such courses are not presented for evaluation during the first year, no future possibility for evaluation or credit will exist. Transfer credit will be awarded only for approved courses in which a student earns a grade of “C” or better. The actual grade received at the other institution (earned either before attending Villanova or earned during a summer) is not calculated into the student’s cumulative grade point average.

DD. Transferring into A&S from Other Villanova Colleges
Students seeking to transfer from the Colleges of Engineering, Nursing and Commerce and Finance into the College of Liberal Arts and Sciences must do so in writing by completing the form, Application to Enter the College Of Liberal Arts and Sciences, available in the Office of the Dean, 105 St. Augustine Center. Distance Learning and Fast Forward courses may not always transfer and will be reviewed on a case by case basis.
Students seeking to transfer from the Part Time Studies Division must do so in writing by completing the form Application to Enter the College of Liberal Arts and Sciences from the Part Time Studies Division available in the Office of the Dean. Students seeking to transfer into the College from the Part Time Studies Division will have to be accepted into a major in order to transfer. Only a maximum of four Distance Learning courses and a maximum of four Fast Forward courses may be applied to a student’s degree.

Internal transfer students may not register for business, engineering or nursing courses while enrolled in the College of Liberal Arts and Sciences without permission from the Dean’s Office. The only exception is courses taken toward the Business Minor once the student has been accepted into that program.

Arts and Sciences grades for courses that have been taken while enrolled in another college at the university and which have been deleted from the computation of the student’s GPA while in that college will be reinstated upon transfer to the College of Liberal Arts and Sciences. The Arts and Sciences grades and credits earned will be computed in the student’s Liberal Arts and Sciences GPA and will be used to determine the student’s academic standing in the College.

Once a student has successfully completed two consecutive semesters in the College of Liberal Arts and Sciences and has attained a GPA greater than or equal to 2.50 in each semester, grades for courses that do not ordinarily apply to the student’s new Arts and Sciences curriculum may be excluded from the calculation of the student’s GPA. This exclusion is not automatic. Students must petition the Dean’s Office for the exclusion.

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