ACADEMIC POLICIES AND
PROCEDURES
REGISTRATION
Registration follows procedures published by the Registrar. Pre-registration
for the following semester is available to currently enrolled students. Students
who pre-register must submit the appropriate tuition and fees by the published
deadlines to secure their enrollments. Students must register or pre-register
at the times designated. Students plan their class schedules in consultation
with their academic advisers prior to registration or pre-registration.
Clearances by the assigned academic adviser and the Business Office are
required. Classes must then be secured via the approved registration process. If
a student fails to submit payments by the deadline, the student’s
pre-registration may be canceled and the student must re-register. Faculty
members have the privilege of limiting late enrollments in their classes. Late
registration is possible in emergency situations through the first week of
classes, but is not recommended. Any absences incurred due to late registration
(or late add) may be counted against the student’s attendance record for
the course, and any work missed must be made up to the satisfaction of the
faculty member involved. Further, the student is required to pay a fee for late
registration.
CHANGE OF CLASS SCHEDULE
Academic adviser approval is required for the initial registration or
pre-registration. Once registered or pre-registered, students may modify their
schedules with the appropriate approvals – signatures or other means as
specified by the Registrar. Addition of courses is subject to approval by the
instructor or academic department offering the course. Students may drop a class
through the 10th class day without any approvals. After the 10th class day,
approvals from the instructor and academic adviser are required. Change of
Registration (drop/add) cards are available in the Registrar’s Office.
Online adds and drops are also available within certain windows of time.
Students who stop attending a course without following the procedures outlined
above receive a grade of F for the course. Students may add courses through
the second week of classes. Students may drop courses without record entry (or
change graded courses to or from Pass/D/F or audit) through the end of the fifth
week of classes. From the beginning of the sixth week through the end of the
10th week of classes, students may drop courses
with a record entry of “W.” The “W” will appear on the
student’s transcript but will not be counted as part of his or her
academic grade point average. After the last day of the 10th week of classes,
students may not drop courses. All deadlines are at 5 p.m. on the designated
days. NOTE: Courses may be less than a semester in duration. Drop dates for
those courses are proportionate to the length of the course in relation to a
regular 15-week semester.
ACADEMIC ADVISING
Advising at Southwestern University not only involves choosing a course of
study and selecting appropriate courses each semester to complete each
student’s degree plan in a timely manner, but also provides students an
opportunity to discuss and review their academic and life plans with an
interested and experienced member of the campus community. The University
affirms the importance of the adviser-advisee relationship by requiring at least
one meeting each student and adviser each semester. The Director of Academic
Success and Advising assigns an academic adviser to each new student who enters
the University. After the first semester, a student may request a change in
adviser by completing the “Change of Academic Adviser” form
available in the Registrar’s Office or on the Registrar’s web
page.
DECLARING A MAJOR
Entering students at a liberal arts and sciences university such as
Southwestern are urged to explore the options offered before making an official
declaration of a major. However, some degree programs, such as art, music,
languages or the natural sciences, require that students enter a sequence of
courses in their first semester in order to complete the program in four years.
The Director of Academic Success and Advising will assign entering students who
indicate interest in such programs to academic advisers who will guide students
accordingly. During the sophomore year, no later than the spring advising
period for pre-registration for the junior year, students must declare a major
from the list of majors in the catalog by submitting a completed “Request
for Degree Plan” to the Registrar’s Office. Students who experience
difficulty in choosing a major are encouraged to contact the Center for Academic
Success. The Office of Career Services offers several interest and personality
inventories to assist students in identifying how their interests and abilities
may relate to a particular major. Students who are still undecided should make a
tentative selection of a major and construct a course of study under a tentative
degree plan.
DEGREE PLANS
Each student’s progress toward graduation is recorded on a degree plan
specifying the courses, grades, semester hours and other requirements for the
particular degree and major that the student has chosen to pursue. Each student
is responsible for meeting all catalog requirements for a particular degree and
major. The degree plan assists the student, the student’s academic adviser
and the Registrar’s Office in tracking these requirements. To guide
students in planning their courses of study, many of the courses listed in this
catalog indicate the semester in which the course is normally offered. However,
the University does not guarantee that a course will be offered in a particular
semester, as changing circumstances may dictate an alteration in the usual
pattern of course offerings. When a student declares a degree program
contained in a catalog, the requirements for the program, if changed in a later
catalog, will expire four and one-half years from the date of the catalog.
MULTIPLE MAJORS AND PAIRED MAJORS
A candidate may receive more than one major by completing all of the
requirements in each of the majors (not in the same subject area). Subjects
normally offered for upper-level electives may be included in the second major
and meet the overall requirement for 60 semester hours above the introductory
level. No course may satisfy the semester hour requirements in more than one
major or a major and a minor or more than one minor. The exception is paired
majors, established by two departments or programs with the approval of the
Academic Affairs Council, in which as many as eight hours of specified courses
may count in both majors. Students considering more than one major should be
aware that certain combinations of majors cannot be completed in four years.
This can affect the student’s total cost of schooling and financial
aid.
SECOND BACCALAUREATE DEGREE
To become eligible for a second baccalaureate degree, students must complete
the 121 semester hours required of the first degree plus a minimum of 30
additional semester hours in residence, 60 percent of which must be above the
introductory level. Additional courses necessary to meet the specific
requirements of the second degree must also be offered. Each degree must be
different and have its own distinctive major. Two bachelor’s degrees can
be awarded simultaneously to the same person. If the student pursues the second
degree after receiving the first degree, the additional thirty hours must be
completed after the awarding of the first degree.
THE ORGANIZATION OF COURSES
Credit for courses in the curriculum of the University is expressed in terms
of semester hours. Normally, one semester hour represents one hour per week of
lecture or a three-hour laboratory period (except as otherwise noted). Most
courses are scheduled to meet three hours each week and are designated as
three-semester-hour courses. Students should expect to spend a minimum of two
hours studying outside of class for every hour of class meeting.
Course Numbers
Most courses are designated by five digits. The first two digits denote the
department in which the course is offered; third and fourth digits are the
department’s numbers for the course; the fifth indicates the number of
credit hours granted for the course. In the department’s numbers, courses
from 0 to 19 are used for introductory courses, and from 20 to 89 are regular
advanced offerings beyond the introductory level. Courses numbered 90 and above
are special offerings for advanced students. Example: In the course number ENG
10-713-01, the following information is conveyed: ENG 10 indicates the
department (English Department) 71 is the department’s number for the
course (since it is above 19, it is an above introductory level course) 3
indicates that the course grants three semester hours 01 indicates that the
course is section number one of multiple sections. Courses with laboratory
requirements show in their catalog descriptions the number of clock hours per
week devoted to lecture and laboratory, respectively. For example, (3-3)
following PHY 53-104 indicates that there are three lecture hours and three lab
hours per week associated with this course. The numbering system in Applied
Music is as follows: the first position is always “8”; the second
position is a letter indicating the instrument being studied; the third position
is a zero or a two, indicating lower or upper level, respectively; the fourth
position is a zero; the fifth position is the number of credit hours being
granted. Also, a two-digit suffix may be used to indicate multiple sections. For
example, the course number APM 8A-001-01 indicates that the course is section
one of an introductory level one-hour applied music piano course.
SPECIAL COURSE OPTIONS
Southwestern offers a number of special course options.
Independent Study
Independent study is offered to students after they have a sufficient command
of the techniques needed to work independently. Independent Study projects are
planned by the student and carefully examined by the supervising professor to
assure that satisfactory scholarship is involved and that the program is suited
to the student’s educational needs. Independent studies may not duplicate
courses appearing in the catalog. A minimum of four contacts between teacher and
student are required for any independent study project. A student may not take
an independent study as the first course in a subject area. See course offerings
for independent study numbers. An Independent Project Description Form must be
completed by the student and supervising faculty member giving the 1) Title, 2)
Statement of Purpose, 3) Methods and 4) Content. This form serves to describe
the content of course. Completion of this form does not register a student for
this course. Registration must be through the standard registration process or
an add card. The completed form is due in the Registrar’s Office by the
last day to add courses.
Research Courses
Research courses, available in certain departments, require special
permission of the instructor and are available only to those students who have
displayed exceptional competence and maturity in their field of endeavor. The
research course is generally designed to provide guidance in the methodology of
research in a discipline for one who plans to pursue the particular discipline
in graduate school. Registration is made and credit given in the semester in
which the research course is completed.
Tutorial Courses
On rare occasions, a student may petition to take a regularly offered course
on an individual basis. The petition to take a course individually must be
submitted to a faculty member responsible for teaching the course on a regular
basis, with a copy to the chair of the department. If the petition is approved
by the faculty member and the department chair, it should be forwarded to the
Registrar’s Office for final approval no later than the end of the
pre-registration period in the semester prior to taking the course. In the
petition, a student must provide a rationale for why the course cannot be taken
in the semester in which it is regularly offered and outline a plan for the
completion of the course based on the existing syllabus. At a minimum, weekly
meetings with the faculty member are required. Students will register for
Tutorial courses under the Tutorial course number in the appropriate
department.
Seminars
Seminars are provided by some departments for small groups of students to
participate more directly than in regular classes by involving them in the
preparation and presentation of reports and papers. Classes remain under the
general direction of a faculty member. Seminars meet regularly, but less
frequently than regular courses.
Selected Topics
Selected topics are offered by some departments. These special courses are in
addition to the department’s regular course offerings and may be repeated
for credit with changed content. Typically, the course number would be 303
(upper level) or 003 (lower level).
Honors Courses
Certain departments offer the opportunity to participate in the
University’s Departmental Honors Program to highly qualified and able
junior or senior students. This program is described in the Special Academic
Programs section of the catalog.
Academic Internships
Academic internships are offered by a number of departments and programs.
These programs allow students to acquire field or on-the-job experience and are
structured so that the students are encouraged to relate their classroom
activities to their field experience. Internships for credit require significant
academic work beyond on-site activities, such as keeping a journal, writing,
research, classroom meetings and presentations. A 2.5 cumulative grade point
average at the time of application and/or acceptance is required. Unless
otherwise specified, all internships are graded on a Pass/D/F basis. Students
should consult the catalog for specific departmental or programmatic
requirements regarding academic internships. General policies and procedures can
be found in the Faculty Handbook and the Student Guide to Academic Internships.
Students interested in academic internships must contact the Internship
Coordinator in the Office of Career Services as early in the planning process as
possible. Registration must be through the standard registration process or an
add card. In addition, a completed internship form is due in the
Registrar’s Office by the last day to add courses.
CLASS ATTENDANCE/ABSENCE
As stated in the Student Handbook, class attendance is required at
Southwestern University. Students are expected to attend all regularly scheduled
classes, laboratories, studios, rehearsals, etc., for which credit is granted.
The instructor in each course will state an attendance policy in the course
syllabus. Students are responsible for being familiar with the attendance policy
for each course in which they are enrolled. Authorization to make up work or
examinations missed because of absence is granted only as outlined in the
instructor’s syllabus or as described under “Class Attendance and
Absence Policies” in the Student Handbook.
INVOLUNTARY WITHDRAWAL PROCESS
When, prior to the end of the ninth week of class, excessive absences for any
reason jeopardize a student’s work in any course, the instructor may
inform the Director of Academic Success and Advising. Notice will be sent to the
student as a warning that further absence may lead to failure or withdrawal from
the course. If continued absence makes the student unable to complete a course
satisfactorily, the instructor makes a written recommendation to the Director of
Academic Success and Advising that the student be dropped from the course with a
grade of “F.” A student may appeal an involuntary withdrawal from a
course by submitting a letter of appeal to the Director of Academic Success and
Advising within five calendar days of the notification of withdrawal. The
Director will forward all relevant documentation to the Provost, who will decide
the merits of the appeal and inform the student and the instructor of the result
of the appeal. The Provost’s decision is final. Involuntary withdrawals
must be finalized by the end of the 10th week of class.
OFFICIAL TRANSCRIPTS
Transcripts of their permanent record are issued to students and former
students of Southwestern or may be sent directly to other institutions upon
written request. All requests for transcripts must be in writing to the
Registrar’s Office and signed by the student or former student. Telephone
requests are not accepted, but signed fax requests will be honored. There is
generally no charge for transcripts. No transcript of credits, statement of
standing, diploma, or application for a teacher’s certificate will be
granted to individuals who are financially in arrears with the University.
GRADING SYSTEM
Grades indicate quality of work done by students as follows:
- Scholarship
of excellent quality;
- Above
standard mastery of the subject matter in a
course;
- Standard
mastery of the subject matter in a course. All required work is expected to be
completed for this
grade;
- Below
standard, but of sufficient quality and quantity to receive credit;
- Failure.
The
following grades do not affect students’ grade point averages:
- Pass
in a Pass/D/F course; denotes C- or better;
- Satisfactory
performance in an audit or noncredit course;
- Unsatisfactory
performance in an audit or noncredit course;
- Audit;
- Credit
by examination or in a credit/no credit course; denotes C- or better;
- No
credit in a credit/no credit
course.
- An
Incomplete grade. The grade of Incomplete shall be given only in the case of
medical emergency or some other emergency situation beyond the student’s
control. The grade of Incomplete may not be given for the sole reason of
permitting additional time to complete assigned course work. If the Incomplete
has not been replaced by 5 p.m. on the last day to add courses of the next
regular semester, the grade becomes an F. Upon petition in writing by the
student and approval by the faculty member, extension of the deadline may be
granted by the
Registrar.
- Honorable
withdrawal from a course (without evaluation) after the end of the first
one-third of the semester (the end of the fifth week for a regular semester
course). Withdrawal privileges terminate at the end of the 10th week of a
regular semester.
The grades of A, B, C and D may be awarded with a
plus or minus. In determining grade point averages, letter grades are given the
following grade point values: A+, 4.00; A, 4.00; A-, 3.67; B+, 3.33; B, 3.00;
B-, 2.67; C+, 2.33; C, 2.00; C-, 1.67; D+, 1.33; D, 1.00; D-, 0.67; F,
0.00. Grades are available to students online at the end of each semester.
Repeated Courses
Courses may be repeated, but credit hours are counted only once unless
otherwise specified, and the most recent satisfactory completion of the course
is the one that grants hours on the student’s degree plan or transcript.
In computing students’ cumulative grade point averages, the grades for
repeated courses in which no hours were earned are included in the average. In
counting grade points for any one semester, students who have a grade of at
least C- in a course completed prior to that semester may not again present
grade points in that course to meet minimum requirements for continuance in the
University. The courses used for the major, minor or area of concentration
must have at least a C (2.00) average and no grade below C-.
Pass/D/F Courses
All non-graded courses, whether student-elected or required by the catalog,
whether introductory level or above introductory level, are evaluated Pass, D or
F. Pass indicates a level of C- or better and is not included in the
student’s grade point average, but a D or F is included in the
student’s grade point average. Students may take up to 12 total semester
hours of elective credit in their junior and senior years at Southwestern on a
“Pass/D/F” basis; however, these courses cannot replace regularly
required courses of the major, minor, or the General Education or University
Requirements for the degree. Certain other courses have been designated
“Pass/D/F only.” These designated courses are treated the same as
graded courses for major, minor and degree requirements and do not count as part
of the 12 semester hours of Pass/D/F courses students may elect to take.
Students may not change graded registration of an elective course to Pass/D/F
registration or Pass/D/F registration to a graded elective course after the last
date for dropping a course without record (the end of the fifth week of
classes).
Final Evaluations
Final evaluations are required in all courses at the close of each semester.
Students who find it necessary to take a final examination out of schedule may
do so only with the consent of the instructor and of the Registrar and after
payment of a special rescheduling fee to the Business Office. Petitions for the
approval of a final examination out of schedule are available in the
Registrar’s Office. Re-examination or special projects to raise grades are
prohibited for students who have failed the course or the final examination
except in extraordinary cases as approved by the Provost. The published Final
Examination Schedule may not be altered. Students who have three final
examinations in one day may reschedule only the middle examination. (Take-home
finals do not count in determining whether a student has three finals in one
day.) There is no fee for rescheduling the exam, and the student and the faculty
member may work out the time for the rescheduled exam without administrative
intervention or approval. (Students may take three examinations in one day if
they so choose.) Students with two finals in one day may not reschedule.
Students must request that a final exam be rescheduled at least one week before
final examinations begin, otherwise they must follow their examination schedule
as it stands. Students who wish to reschedule final examinations for personal
reasons must file a Petition for Final Examination Out of Schedule form and pay
the specified fee for each exam rescheduled. Petition forms are available in the
Registrar’s Office.
PERMANENT RECORD
A permanent record of each student’s course credits, grades, degree
plans and academic status is kept in the Registrar’s Office. Access to
this record is governed by the Family Educational Rights and Privacy Act (FERPA)
of 1974, as amended. A discussion of FERPA may be found in the Southwestern
University Student Handbook. Other relevant references are “Knowing the
Rules” in the Southwestern University Faculty Advising Handbook and
“Student Rights and Privacy” in the Southwestern University Faculty
Handbook. FERPA generally requires the student’s permission to release
anything other than “directory information” about the student to any
person outside the University. At Southwestern University, directory information
includes: student’s name
local and home residence
addresses
mailing address
voicemail
e-mail addresses
local
and home phone numbers
date and place of birth
major field of
study
participation in officially recognized activities and
sports
weights and heights of members of athletic teams
dates of
attendance
degrees and awards received
the most recent previous
educational agency or institution attended by the student
photographs or
other personal “imagery”
listings of candidates for
degrees
full-time/part-time status
other similar information FERPA
does allow the student to specify that even directory information which applies
to him or her not be released. This is done by signing a form available in the
Registrar’s Office. Southwestern University policy generally prohibits
the release of lists of students and their directory information outside the
Southwestern community. It also generally prohibits release of address
information for a specific student outside the Southwestern community.
OFFICIAL COMMUNICATION
During the academic year, official University correspondence and notices may
be sent via telephone, electronic mail or letter. This assortment is necessary
to allow quick, efficient and effective communication. The University provides
every student with Internet access, a voicemail account, an e-mail account and a
postal box at the University Post Office. To allow the University to contact
students as needed, each student must maintain records of valid address
information, including emergency contacts, telephone, e-mail, SU box, local
address (if living off campus) and permanent address. The latter two may not be
the SU Box Number. The Registrar’s Office keeps information regarding each
of these addresses as part of the directory information on the Student Record,
and students must maintain accurate data there. Furthermore, students are
responsible for claiming their accounts, ensuring that their mailboxes do not
become too full, and regularly checking e-mail, voicemail and their SU Box for
important University communications.
STUDENT STATUS
Normal Student Load
Students normally carry a load of 15 semester hours of academic work each
semester. A regular full-time student is defined as one carrying at least 12 and
not more than 18 semester hours of credit. Students completing an average of 15
semester hours of work each semester for four years plus two hours of FRA
courses will complete the minimum 121 hours of credit required for all
degrees.
Overloads
When students have proven their ability to do above-average work, they may
carry more than a normal load. Nineteen semester hours of work may be taken if
an average grade of B (3.0) or better is achieved on a minimum of 15 semester
hours of academic work taken the preceding semester. Students may not
pre-register for an overload. Students of exceptional ability may be given
permission to take up to 21 semester hours of work. Students wishing to add a
larger than normal academic load must receive adviser and Registrar approval in
advance. There is an additional charge per hour for all hours above 18.
Part-time Status
Most students are expected to enroll as full-time students with at least 12
semester hours. A part-time student is defined as one taking a course load of 11
semester hours or fewer. Students may not enroll as part-time or change
enrollment to part-time status without completing the Permission to Drop to
Part-Time Status Form, available in the Center for Academic Success. Students
who wish to drop from full-time to part-time status must meet with a member of
the Center for Academic Success staff to determine what consequences, if any,
could result from such an action. Such consequences could include academic
probation or dismissal, financial aid penalties, or forfeiting of athletic
eligibility. A part-time student may be a degree-seeking student.
Student Leave of Absence
Southwestern University students in good academic standing may apply for a
student leave of absence by completing the Request for Student Leave of Absence
form available in the Center for Academic Success no later than one week prior
to the beginning of the semester for which the leave is to begin. After review,
in consultation with the appropriate academic advisers and approval by the
Director of Academic Success and Advising, a student leave of absence may be
granted for not more than one academic year. An application for readmission will
not be required of students on approved leave of absence. Students who are
granted a leave of absence may obtain pre-registration materials and student
housing requests (if applicable) for the semester in which they plan to return
to campus. Enrollment and housing deposits (if applicable) must be made in order
to pre-register.
Auditing
Persons desiring to audit a course must receive the permission of both the
professor and the Registrar. The auditor who is not enrolled as a regular
student at the University is admitted as an audit-only student. Auditors pay a
per semester hour fee for the privilege of auditing a course. There is no charge
for regular students unless their total load (including audited courses) exceeds
18 semester hours. In this case, they will pay a fee per hour above 18.
Permission from the Registrar is required if a student’s total load
exceeds 18 semester hours. Courses designed to develop skills and that are
“hands-on” in nature such as applied music, ensembles, studio art,
or Fitness and Recreational Activity may not be taken as audit. Registration to
audit a course is on a space available basis after “regular”
registration.
Classification of Students
Students who have fewer than 30 semester hours of credit are classified as
first-year students; those who have at least 30 semester hours of credit and
fewer than 60 are classified as sophomores; those with at least 60 semester
hours, and fewer than 90, as juniors; and those with at least 90 semester hours,
as seniors. Students who have already earned degrees and are taking additional
undergraduate work are classified as post-graduates.
ACADEMIC HONORS
The University seeks to recognize student academic achievement through a
Dean’s List each semester and by Academic Honors at the time of
graduation.
Dean’s List
Students are placed on the Dean’s List for a given semester if they
attain a grade point average for that semester of at least 3.60 on 12 academic
hours of graded course work, and if they are in good standing with the
University.
Latin Praise Honors
Each year, academic honors (Latin Praise) are awarded upon graduation to
students who have demonstrated high academic achievement, measured by their
cumulative grade point averages. The faculty, upon recommendation of the
Academic Affairs Council, sets the cumulative grade point average requirements
for graduation cum laude, magna cum laude and summa cum laude. The faculty seeks
to recognize outstanding students of the graduating class with academic honors.
Any change in the grade point averages required for graduation with honors will
be made at least two years before it takes effect. The most recently approved
cumulative grade point averages, in effect since the May 1983 graduation, are at
least 3.65 for cum laude, at least 3.80 for magna cum laude and at least 3.95
for summa cum laude. Students must have a minimum of 60 hours of academic
credit at Southwestern to be eligible to be graduated with academic honors.
Grades transferred from another institution are not included in cumulative grade
point averages. The foregoing is separate from the University Departmental
Honors Program explained elsewhere in this catalog.
PROBATIONARY STATUS AND ELIGIBILITY
Academic Probation
Students remain in good standing academically as long as they are making
satisfactory progress toward graduation. Academic standing is based only on
coursework attempted at Southwestern. Academic probation status is noted on
students’ transcripts. Full-time students will be placed on academic
probation if their cumulative grade point average at the end of a regular
semester falls below 2.0 or if they pass fewer than nine semester hours in any
regular semester. To remove academic probation, students must: 1) receive
academic counseling as outlined by the Center for Academic Success; 2) pass at
least 12 graded semester hours in the next regular semester at Southwestern with
a semester grade point average of at least 2.20; and 3) raise their cumulative
grade point average to at least 2.0. Students on academic probation are expected
to demonstrate reasonable progress in removing academic probation. Failure to
meet these conditions may result in dismissal. “Reasonable progress in
removing academic probation” is determined at the end of each regular
semester by a committee composed of the Registrar, the Provost (or a designate),
the Director of Academic Success and Advising (or a designate), the Vice
President for Enrollment Services (or a designate) and the Vice President for
Student Life (or a designate). This determination, and the notification of
students affected, is made as soon as is practicable after semester grades are
posted in the Registrar’s Office. Students continued on academic probation
must remove the conditions of the continued probation at the end of that
semester to be eligible to return to the University the following regular
semester.
Academic Warning
Full-time students not on academic probation, whose semester grade point
average falls below 2.0, but whose cumulative grade point average is at least
2.0, will be placed on academic warning by the Registrar. Students receive a
letter notifying them of academic warning, but no entry is made on the
students’ transcripts.
Dismissal and Eligibility for Continuance
Students in their first regular semester who do not pass a minimum of six
semester hours of course work are ineligible to return for the following
semester. Students continued on academic probation must meet conditions of the
continued probation at the end of that semester to be eligible to return to the
University the following regular semester. Students declared ineligible to
return the first time must wait one regular semester to be considered for
readmission to the University. Dismissal based on spring semester performance
is effective beginning with the following second summer session. Dismissal
status is not affected by any summer courses which may be completed. Students
declared ineligible to return a second time must wait one year to be considered
for readmission. Students declared ineligible to return a third time are
permanently suspended from the University. Ineligible-to-return status and its
duration are noted on students’ transcripts. Students declared
ineligible to return to the University may appeal that decision as outlined in
the following section. Students who sit out the period of ineligibility must
apply for and be granted readmission in order to re-enroll at Southwestern.
Students who are granted readmission to the University after being declared
ineligible are readmitted on academic probation, but the ineligible-to-return
status remains on the students’ records and is considered in determining
any subsequent terms of dismissal or readmission. Southwestern University
reserves the right to dismiss or deny readmission to students who are not making
satisfactory progress toward graduation. Such a dismissal decision may be in
lieu of academic probation.
Appeal of Academic Ineligibility Decisions
The procedure for a student who appeals an academic ineligibility decision is
as follows: The student submits an appeal, in writing, to the Associate Vice
President for Academic Administration no later than the deadline specified in
the Registrar’s letter of dismissal. If applicable, the letter should be
accompanied by appropriate supporting documentation. The student also may submit
other written materials with the written letter, including letters from faculty
members supporting the appeal. The Associate Vice President for Academic
Administration convenes a meeting of the Academic Standards Committee which
studies the appeal letter, any supporting materials, and the student’s
records with input from the Vice President for Enrollment Services (or
designate) and the Vice President for Student Life (or designate). A
recommendation is made to the Provost whether or not to reinstate the
student’s eligibility. The Associate Vice President for Academic
Administration takes the recommendation of the Academic Standards Committee to
the Provost who makes a decision regarding the student’s status based on
all available information. The decision by the Provost is final and is conveyed
to the student by letter. In cases where an appeal is granted, the student
remains on academic probation, and the original dismissal status is used in
determining the length of any subsequent ineligibilities.
Withdrawal from the University
A student in good standing may withdraw from the University during a semester
by completing a request for withdrawal with the Director of Academic Success and
Advising. Except under unusual circumstances, students may not withdraw from the
University after the last day for dropping courses. Forms for withdrawal may be
obtained by making an appointment with a Center for Academic Success staff
member. Students who withdraw from the University and wish to re-enroll for a
later semester will usually be required to apply for readmission.
CREDIT BY TRANSFER
Southwestern University generally accepts credit from other regionally
accredited institutions, including credit completed through approved dual credit
programs. This credit is normally accepted at face value upon
Southwestern’s receipt of an official college transcript. However,
Southwestern University evaluates all transfer work for its applicability to
Southwestern programs of study. Transfer students’ transcripts are
evaluated on an individual basis to determine which courses will be counted
toward Southwestern’s Area One and Area Two requirements. Although final
responsibility for assessing transcripts and transfer credit rests with the
Registrar, questions regarding course equivalency may be referred to a
Southwestern faculty member who may interview the student to determine content
mastery. Additionally, if there is doubt concerning the level of competence a
transfer student has in mathematics or college writing, the University may
require a test to determine whether the student has achieved the necessary level
of skill. Southwestern maintains some course, level, and grade restrictions
for transfer. Although there is no limitation on the number of years for which
courses are accepted, the older the courses are, the less likely they are to be
currently applicable. Generally, applicable courses are accepted if they have
grades of C- or better. Grades of D or F are not accepted. Transfer hours are
not calculated in the student’s overall grade point average. Up to three
hours of graded Fitness and Recreation Activity (FRA) credit are accepted.
Excess FRA hours are not accepted. Some military training, ROTC, etc. may be
accepted for FRA credit (P or CR) if the credit appears on a transcript from a
regionally accredited institution. Credit by examination hours awarded by
another institution will transfer only if they meet the minimum standards
required by Southwestern at the time the transferring student enters
Southwestern. Current Southwestern University students may, upon approval,
transfer courses from regionally accredited institutions or previously approved
foreign institutions. The Registrar’s Office maintains a list of
pre-approved transfer courses from Texas universities and colleges on the
Registrar’s webpage. If a course not found in this list is to substitute
for a course in the general education requirements common to all degrees or for
a course fulfilling a requirement specific to a degree plan or major, it
requires approval by the Registrar (in consultation with the appropriate
department chair). Approval is based on content equivalency as documented by the
course description in the catalog of the institution in which the course is
taken and/or the course syllabus, unless the course is on the published list of
courses and equivalencies. Prior approval should be secured on a form provided
by the Registrar’s Office for courses taken at any regionally accredited
institution to ensure that all requirements outlined in the Degree Requirements
section of the Catalog are met. For all foreign coursework taken, prior approval
should be secured by both the Registrar and the Director of Intercultural
Learning. If prior approval is not obtained for domestic or foreign coursework,
Southwestern cannot guarantee that credits earned will fulfill degree
requirements. See the Special Academic Programs section for additional
requirements and regulations regarding Study Abroad transfer work. Failure to
report courses taken at another institution on an official transcript, either
prior to admission or at any time prior to graduation at Southwestern, is
considered to be a falsification of records and could result in severe
disciplinary action. Credit earned through extension and correspondence is
treated like other transfer credit for establishing scholastic status,
eligibility for graduation and honors.
CREDIT BY EXAMINATION—PLACEMENT
If an entering first-year student has earned no previous college credit in
the area being tested either at Southwestern or elsewhere, he or she may receive
college-level credits or exemptions prior to enrollment through the College
Board Advanced Placement examination. Upon entering Southwestern, students may
be granted exemptions through Southwestern University’s foreign language
placement examination, if results warrant such exemption. Upon declaring a major
or minor in a language, students may earn up to six credit hours by examination.
Such language credits are not posted to a student’s permanent record until
all requirements for the major or minor are fulfilled. (See also the Modern
Languages and Literatures sections of the catalog.)
College Board Advanced Placement Examinations
College Board Advanced Placement examination credit scores of 4 or 5 are
awarded credit. The Registrar, in consultation with the appropriate department
chair, decides whether to award credit for a specific Southwestern course or
elective hours. AP credits may count for courses in Areas One and Two. No credit
is given for scores on College Board Aptitude or Achievement Tests or ACT
examinations. However, students who do well on these tests are encouraged to
take the appropriate College Board Advanced Placement examinations through their
high school to be awarded credit as stated above.
International Baccalaureate Program
Southwestern University recognizes the International Baccalaureate Program
and awards college credit upon receipt of a score of at least 5 on the
higher-level exam. Decisions to award credit for a specific Southwestern course
or elective hours are made by the Registrar in consultation with the appropriate
department chair.
CREDIT BY EXAMINATION—ADVANCED STANDING
Students who are currently enrolled may earn credit by taking advanced
standing examinations in most subject areas, except that native speakers who
have been exempted from the foreign language requirement may not take an exam in
their native languages. These examinations may be administered, after proper
approval, in two ways: by CLEP subject examination or by a departmentally
prepared examination. Petition forms for these examinations are available from
the Testing and Certification Coordinator and in the Registrar’s Office.
An advanced standing examination in a subject must be taken prior to enrollment
in a subsequent continuous course in the same subject. An advanced standing
examination may not be taken in the same subject more than once a semester and
not at all in the same semester in which the student is enrolled in the
corresponding course. Further, an advanced standing examination may not be taken
to repeat a course which a student has unsuccessfully attempted previously. All
advanced standing examinations must be completed and scores reported before the
final week of classes to be included on the student’s permanent record for
that semester. Advanced standing examination credits are treated like regular
courses for degree plans, repeated courses, etc., except that only grades of A,
B, C or CR are recorded. A level of C- or better is required to earn a grade of
CR. A student may choose between the letter grade or CR after the exam is
scored. Letter grades affect the student’s grade point average, but CR
does not. Once the choice of letter grade or CR has been recorded, it cannot be
changed. Students are advised that certain professional certifications, medical
schools, graduate programs, etc. will not accept a grade designation of CR for
meeting certification or admission requirements.
CLEP Subject Examinations
In general, students should not take CLEP subject examinations prior to
entering Southwestern. Credits received for CLEP subject examinations while
students are enrolled at other universities are usually treated like other
transfer credits if they appear on official transcripts along with credits for
regular course work. The only exception to the rule of not taking CLEP subject
examinations before entering Southwestern are for the CLEP subject examinations
in foreign language. Credit for appropriate scores on these examinations can be
awarded without prior arrangement with Southwestern, but credit is not posted to
the student’s permanent record until Southwestern academic credit has been
earned. Students currently enrolled may take CLEP subject examinations after
prior approval. If the CLEP subject examination in a particular subject area is
available, it must be taken before a departmental examination is requested. In
the case of chemistry, an American Chemical Society standardized examination is
used in lieu of the CLEP subject examination. For these examinations, letter
grades or CR are awarded based on the score level that the department concerned
determines is appropriate. This level is indicated on the petition form before
the examination is approved. CLEP subject examinations for advanced standing
credit are arranged for through the Office of Testing. CLEP subject examinations
may not be repeated within a six month period. The testing service monitors this
and will disallow repeated exams within the prohibited time period. NOTE:
Southwestern University does not grant credit for CLEP general examinations.
Departmental Advanced Standing Examinations
If the appropriate CLEP subject examination is not available in the subject
area in which a student seeks advanced standing, students may arrange to take a
departmentally prepared advanced standing examination. Students usually arrange
this type of examination with a professor who signs the petition form and
administers the examination after the student has received all approvals and
paid the appropriate advanced standing examination fee.
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