Traditional Undergraduate - Academic Regulations and Policies

Suspected Honor Code Violation Report Form

• Oglethorpe University Honor Code

Academic Advising for Traditional Undergraduate Students
Each student consults with a member of the faculty in preparing course schedules, discussing completion of degree requirements and post-graduation plans, and inquiring about any other academic matter. The student's advisor in the first year is the instructor of the Fresh Focus section, which the student has selected prior to initial enrollment. The faculty advisor is each student's primary point of contact with the University.

To change advisors a student must complete the following procedural steps:

1. Ask the proposed "new" faculty advisor for permission to be added to the faculty member's advisee list.
2. Ask the current advisor to send the student file to the faculty member who has agreed to be the student's new advisor.
3. Ascertain that the new advisor has received the file and has sent an Advisor Change notice to the Registrar's Office.

This is the only method for changing academic advisors.

When the student decides or changes a major field, he or she should change advisors, if necessary, to a faculty member who has teaching responsibilities in that major field.

Preregistration and Registration
Schedule planning and course selection for all students is done in consultation with each student's academic advisor. New students select courses with their faculty advisor during summer orientation or the official registration period that precedes the first day of classes of each semester. Returning students should make appointments to consult with their academic advisors for course selection during preregistration week - in November for the following spring semester and in April for the following summer sessions and fall semester.

Full-time students wishing to participate in the Atlanta Regional Consortium for Higher Education (ARCHE) Cross Registration program (see Cross Registration below) also should select courses during the preregistration weeks.

Cross Registration
Oglethorpe University is a member of the Atlanta Regional Consortium for Higher Education (ARCHE), a consortium of the 19 institutions of higher education in the greater Atlanta area. Through the Consortium, full-time Oglethorpe students may enroll on a space available basis in courses at any other member institution. The student need not be admitted to the other institution and completes all procedures, including payment of tuition, at Oglethorpe. Because of institutional deadlines, students should complete forms for cross registration during Oglethorpe's designated preregistration week.

Courses taken at Consortium institutions on a cross-registration basis count as Oglethorpe courses for residence requirements. While grades earned through Consortium courses are not tabulated in grade-point averages, courses with grades of "C" or higher count toward graduation requirements.

Interested students should consult the Registrar for program details.

Drop and Add
Students who find it necessary to change their schedule by dropping or adding courses must do so by completing a Drop/Add form from the Registrar's Office. This form must be returned to the Registrar's Office during the Drop/Add period as printed in the semester class schedule.

Withdrawal from a Course
From the conclusion of the Drop/Add period through mid-semester or the middle of a summer session, changes in schedule constitute a withdrawal. The academic advisor, the instructor, and the Office of Financial Aid must approve withdrawals on the appropriate form from the Registrar's Office.

Students withdrawing from a course may do so through the 9th week, or two weeks after the published mid-semester date with a "W." For two weeks between the 9th and 11th weeks, the grade "W" or "WF" may be give at the discretion of the instructor. Students withdrawing after the Friday that falls on the 11th week will receive a grade of "WF." Only in the case of medical emergency or hardship may students appeal a grade of "WF": a physician's letter should be submitted to the Provost and Senior Vice President.

Students should note that any change of academic schedule is not official until it is filed in the Registrar's Office. The date the change is received in the Registrar's Office will be the official date for the change.

If a student misses six consecutive class days in any course, the instructor will notify the Registrar's Office and it will be assumed that the student has unofficially withdrawn from the course. This does not eliminate the student's responsibility stated above concerning official procedure for withdrawal.

Please see Institutional Refund Policy in the Tuition and Fees section.

Withdrawal from the University
Students who must withdraw from the University during a semester are required to complete the appropriate withdrawal form, which is available in the Registrar's Office. The Office of Financial Aid must also sign approval. The date the completed withdrawal form is submitted to the Registrar will be the official date for withdrawal.

In the case of an emergency departure from the campus for which withdrawal forms have not been executed, the Registrar's Office may verify that the student has left campus as a result of an emergency and notify instructors.

For absences of a year or more, see Re-admission in the Admission section.

Class Attendance
Regular attendance at class sessions, laboratories, examinations, and official University convocations is an obligation which all students are expected to fulfill.

Faculty members set attendance policies in their course syllabi.

Grading
Faculty members submit mid-semester reports to the Registrar's Office indicating Satisfactory or Unsatisfactory ("S" or "U"). These mid-semester reports are not part of the student's permanent record.

Faculty members submit letter grades at the end of each semester. These grades become part of the student's official record. Once entered, a grade may not be changed except by means of an officially executed Change of Grade form.

A student's cumulative grade-point average (GPA) is calculated by dividing the number of semester hours of work the student has attempted at Oglethorpe into the total number of quality points earned.

The letter grades used at Oglethorpe are defined as follows:

Notes: 

Only work completed at Oglethorpe is reflected in the Oglethorpe grade-point average.

Good Academic Standing, Probation, and Academic Dismissal
To be in good academic standing students must achieve the cumulative grade-point averages specified below in relation to the number of semester hours they have completed.
 

Students who fail to achieve good standing are placed on probation.

Students who do not achieve good standing for two consecutive semesters (poor performance in summer sessions excluded) are subject to dismissal from the University for academic reasons. However, successful completion of summer classes taken at Oglethorpe may be used to achieve good academic standing.

New students, freshmen, or transfer students who fail all courses during their first semester at Oglethorpe are subject to dismissal, unless the student received a "W" in all courses or had to withdraw from all courses for medical reasons.

Students who have been dismissed for academic reasons may be readmitted after an absence of one spring or fall semester upon petition to the Provost. Students readmitted by petition must achieve good standing by the end of their second semester as readmitted students or be subject to permanent dismissal. (See also Re-activation Policy below.)

Re-activation Policy
Students in good academic standing who leave the University and return after a year's absence or more should notify the Admission Office of intent to re-enroll. Students who apply for re-activation or re-admission whether in good academic standing or not, are governed by the current graduation requirements. Any exceptions are granted at the discretion of the Provost and Senior Vice President.

Repetition of Courses
Courses may be repeated only if an unsatisfactory grade ("D," "F," "FA," or "WF") was received in the course. When a course is repeated, both grades are calculated into the student's grade-point average, but no additional semester hours of credit are earned.

Course Substitutions
Requests for course substitutions for students with documented disabilities are handled on a case-by-case basis. The Learning Resources Director or the Human Resources Director will present the student's request to the Academic Program Committee. The petition should state the specific accommodation requested and a rationale. The petition must be presented to the Committee no later than the last regular meeting of the semester prior to when the course would be taken. See Learning Resources Center in the Educational Enrichment section.

Satisfactory/Unsatisfactory Option
After 32 semester hours are earned at Oglethorpe a student in good academic standing may register to take two courses (in addition to internships and Science Seminar) on a Satisfactory/Unsatisfactory basis. These courses cannot be taken in the same semester and cannot be used to satisfy proficiency requirements, core requirements, or the student's major or minor. The student must register for the Satisfactory/Unsatisfactory designation by the end of the Drop/Add period after which the Satisfactory/Unsatisfactory designation cannot be changed. Satisfactory is defined as a "C-" or better.

Final Examinations
Final examinations, up to four hours in length, generally are given in courses at the end of each semester or session. The Final Examination Schedule is made up in the Registrar's Office and is printed in each semester's Schedule of Classes. (Final examinations in the summer are held on the last day of each session.) Final examinations must be given at the assigned date and time.

No final examinations may be administered during the last scheduled class meeting of the semester or during the reading period prior to the first day of scheduled final examinations. If special arrangements are needed for individual students, faculty members must inform their Division Chair. (Regular course tests may not be given on the last day of classes or be scheduled on the reading day.)

No student help is to be used for typing or grading examinations.

Grade Appeal Policy
If a student believes that a course grade has been assigned in a capricious or prejudicial manner, he or she may appeal the grade through the following steps.

1. The student submits a written appeal to the instructor clearly stating the reasons for believing that the grade was assigned in a capricious or prejudicial manner.
2. The instructor changes the grade or replies in writing, explaining why the extant grade is appropriate.
3. If the student is not satisfied with the explanation, he or she may submit the written appeal and response to the appropriate Division Chair, who asks two faculty members with suitable experience in appropriate disciplines to serve with the Division Chair as a ruling committee. If the instructor is a Division Chair, the senior faculty member in the Division will serve in place of the Chair. The ruling committee receives all written materials relevant to the case and may request additional information. If the ruling committee rules in favor of the instructor, written notification is given both to the instructor and to the student and there is no further appeal. If the committee rules in favor of the student, the Chair advises the instructor to reconsider the grade. If the instructor refuses to change the grade, the ruling committee may submit a written recommendation for a grade change to the Provost and Senior Vice President, whose final decision will be based on a review of the materials that have been submitted and the process that has been followed.

The entire process must be initiated within 30 days of the first day of classes in the semester immediately following the assignment of the grade and must be completed by the end of that semester.

Auditing Courses
Regularly admitted Oglethorpe students may register for courses on an "audit" basis. A student who audits a course may attend it for enrichment but is not required to take course examinations or complete other course requirements. In order to audit a course, an admitted student must request an Audit form from the Registrar's Office and submit it to the instructor of the course he or she intends to audit. If the class is not closed, the instructor may accept the student as an audit by returning the signed form to the Registrar's Office. The grade awarded for a class taken on an audit basis is "AU," and no credits or quality points are earned.

Students may register to take courses on an audit basis only during the Drop/Add period as printed in the semester Schedule of Classes. The fees for auditing courses are published by the Business Office.

Dean's List
Students who earn a semester grade-point average of 3.5 or higher carrying 12 semester hours or more during the fall or spring semester, or during the summer sessions, are placed on the Dean's Academic Honors List.

Graduation Requirements for Traditional Undergraduate Students
(NOTE: Evening students, Graduate students, or Undergraduate students who began a program of study on a bulletin prior to the 2008-2010 Bulletin should consult the appropriate bulletin for graduation requirements or contact the Registrar's Office.)

To earn a baccalaureate degree from the University under the current 2008-2010 Bulletin, traditional undergraduate students must meet the following graduation requirements:

1. Completion of a minimum of 128 semester hours and a cumulative grade-point average of 2.0 or higher on Oglethorpe course work. No more than 4 semester hours earned in Seminar for Student Tutors or Team Teaching for Critical Thinking, or 2 semester hours earned in Success Development Seminar, or 2 independent studies are permitted to count toward the 128-semester hour requirement. (Students who entered prior to fall 1998 must have completed a minimum of 120 semester hours.)
2. A minimum of 64 semester hours must be completed at Oglethorpe to earn an Oglethorpe degree, with 52 of the last 64 hours earned in residence. Courses taken at Atlanta Regional Consortium for Higher Education institutions on a cross-registration basis (with prior approval of the faculty advisor) and courses in an approved study abroad program (with prior approval of the Director of Study Abroad) also count as Oglethorpe courses for the purpose of meeting this residency requirement.
3. Satisfaction of core requirements and major field or dual degree requirements (see appropriate disciplinary headings for descriptions). Completion at Oglethorpe of at least half the semester hours for each major.
4. Submission of an application for graduation to the Registrar's Office by mid-October prior to completion of degree requirements the following December, May, or August.
5. Satisfaction of all financial and other obligations to the University and payment of a degree completion fee.
6. Participation in assessments of competencies gained and curricular effectiveness by completing standardized or other tests and surveys.
7. Formal faculty and Board of Trustees approval for graduation.

Graduation Exercises
Graduation exercises are held once a year at the close of the spring semester in May. Diplomas are awarded at the close of the spring semester during commencement and at the close of the summer and fall semesters. Students must have completed all graduation requirements in order to participate in graduation exercises. An exception will be allowed for a student who has completed all graduation requirements except for a maximum of two courses totaling no more than 12 semester hours. Students completing requirements at the end of summer or fall are encouraged to participate in the following spring graduation exercises.

Degrees with Latin Academic Honors
Undergraduate degrees with Latin academic honors are awarded as follows: cum laude for a cumulative grade-point average of 3.5 or higher; magna cum laude for 3.7 or higher; and summa cum laude for 3.9 or higher. To be eligible for Latin academic honors, students entering fall 1998 or thereafter must have completed 68 or more semester hours in residence at Oglethorpe. Students entering prior to fall 1998 must have completed 65 semester hours in residence at Oglethorpe to be considered for Latin academic honors.

Transfer work is not included in the determination for Latin academic honors.

Degrees with Honors Thesis
Please see the Honors Program in the Educational Enrichment section.

Double Major Policy
A student may earn a double major subject to the following conditions:

1. The student must meet all requirements of both majors.
2. The student may count no more than three of the courses taken to meet the major requirements of one of the fields toward meeting the major requirements of the other field.
3. The transcript will list both majors. In case both majors result in the same degree, that degree will be awarded.
4. In case the two majors result in different degrees, the student will receive only one degree, that being the student's choice of the two degree designations.

Earning a Second Add-On Major
Students who have been awarded an Oglethorpe baccalaureate degree may return to earn a second major within that degree at the University. Upon completion of the requirements, the second major will be entered on the student's record and transcript. No diploma will be awarded when the second major is within the degree already awarded. The requirements are:

1. Completion of an additional 32 semester hours of which a minimum of 16 must be completed at Oglethorpe.
2. Maintenance of a 2.0 or higher cumulative grade-point average.
3. Completion of a major other than the major(s) completed at the time the first degree was awarded, subject to the first two conditions listed above under the Double Major Policy.

Earning a Second Baccalaureate Degree
Students who have completed a baccalaureate degree may be awarded a second and different baccalaureate degree. Upon completion of the requirements, the student's record and transcript will reflect the conferring of a second degree and a diploma will be awarded.

For students who earned their first baccalaureate degree at Oglethorpe, the same requirements listed above under Earning a Second Add-On Major apply.

For students who have earned their first baccalaureate degree at another institution, this degree is treated as transfer credit. Up to a maximum of 80 semester hours may be accepted at Oglethorpe. The requirements for the second degree are:

1. Satisfaction of Oglethorpe core requirements.
2. Completion of a minimum of 48 semester hours at Oglethorpe.
3. Maintenance of a 2.0 or higher cumulative grade-point average.
4. Completion of a major other than the major(s) completed at the time the first degree was awarded.

All transfer policies stated in the section of this Bulletin entitled Transfer Students and Transfer Policies apply.

Student Classification
For administrative and other official and extra-official purposes, undergraduate students are classified according to the number of semester hours successfully completed. Classification is as follows: 0 to 32 hours - freshman; 33 to 64 hours - sophomore; 65 to 96 hours - junior; 97 hours and above - senior.

Normal Academic Load
Two semesters - fall and spring - constitute the regular academic year, and two sessions are offered in the summer.

While courses of one to five semester hours credit are offered each semester, a full-time academic program at Oglethorpe consists of no less than three regular 4-semester hour courses each semester or a minimum of 12 semester hours. Generally four courses are taken, giving the student a total of 16-18 semester hours, with a maximum of 18 hours allowed as part of the regular full-time program. This includes any cross-registered courses.

Students may take up to four academic courses and one additional 1-hour course as part of a regular load without special permission, even if the total hours exceed 18. An academic course is defined for these purposes as a 4-hour course, a 5-hour laboratory science, or a 4-hour science lecture with accompanying 1-hour laboratory.

A student whose academic load exceeds 18 hours as a result of taking five academic courses, an internship, or multiple additional 1-hour courses must obtain overload permission. Such overloads are allowed for students with 1) junior standing and 2) a minimum grade-point average of 3.5, unless the overload is due to internship hours, otherwise a 3.0 grade-point average. A request form may be obtained from the Registrar's Office and requires signed approval by the student's advisor and the Provost and Senior Vice President.

During the summer a student will be permitted to take no more than eight hours in any 5-week session (nine hours if one of the courses is a 5-hour laboratory science course). Thus, a student will be limited to a maximum of two 4-hour courses, plus one hour of Applied Instruction in Music, in a 5-week session or to a load of one 4-hour course and one 5-hour combination of course and accompanying laboratory. Or, to a maximum of one 4-hour course in a 5-week session while simultaneously enrolled in a maximum of two 3-hour courses in an 8-week session. The student should be cautioned that these maximum limits represent course loads that are approximately 50 percent greater than the ceiling of 18 hours during the regular academic year. Successful completion of such a load will require a correspondingly greater effort on the part of the student.

Course Level
In the Programs of Study section of this Bulletin, disciplines and majors are listed alphabetically. Respective courses under each are designated by a prefix that identifies the discipline and a three-digit number. The first digit indicates the level of the course: 1 = freshman level, 2 = sophomore level, 3 = junior level, and 4 = senior level. (A 5 or 6 typically denotes a graduate-level course.) Higher-level courses in a discipline are typically designed to build upon the content of lower-level courses in that discipline and other specified prerequisite courses.

The number of hours refers to the semester hours of college credit per semester, which are earned by the successful completion of the course.

Access to Student Records
To comply with the Family Educational Rights and Privacy Act (FERPA) of 1974, commonly called the Buckley Amendment, Oglethorpe University informs students of their rights under this act in the student handbook, The O Book. Three basic rights are covered by this act: 1) The student's right to have access to personal records, 2) the right of a hearing to challenge the content of a record, and 3) the right to withhold or give consent for the release of identifying directory data. Additional information may be obtained from The O Book and from the Registrar.

Oglethorpe Honor Code
Persons who come to Oglethorpe University for work and study join a community that is committed to high standards of academic honesty. The Honor Code contains the responsibilities we accept by becoming members of the community.

The students and faculty of Oglethorpe University expect each other to be truthful in the academic endeavor they share. Faculty assume students complete work honestly and act toward them in ways consistent with that assumption.

Oglethorpe welcomes all who accept our principles of honest behavior. We believe that this Code will enrich our years at the University and allow us to begin practicing the honorable, self-governed lives expected of society's leaders.

Students pledge that they have completed assignments honestly by attaching the following statement to each test, paper, overnight work, in-class essay, or other work designated by the professor:

I pledge that I have neither given nor received any unauthorized aid on this assignment.
Signed _____________________________

It will be the responsibility of the student to provide these pledges by either attaching them on a separate sheet or typing them as part of the assignment. The instructor also should remind the class to sign the pledge. The pledge serves as an affirmation of the student's and the instructor's belief in the principles of the Honor Code. Assigned work should not be considered complete without the pledge.

Since it is assumed that students act according to their pledge, faculty abstain from any practices whose purpose is to ascertain that students have been dishonest unless there is a compelling reason to believe that cheating has taken place. Instructors should invite their own students to discuss with them actions or policies that appear to be at variance with the assumption of honesty.

All credit courses offered by the University are covered by the Honor Code, and all cases of suspected academic dishonesty will be handled in accordance with its provisions. It is the responsibility of faculty members to make clear how the Code applies to specific courses and to follow its procedures. Alternative ways of dealing with cases are not to be used. The Judicial Review Board is the final arbiter in all disputes concerning the Honor Code. For a complete text of the Honor Code, please see The O Book, the student handbook.