CREDITS, GRADES AND QUALITY POINTS

A student's academic progress is measured quantitatively in terms of semester hours and qualitatively in terms of quality points.

A semester hour is the unit for computing the amount of work required for graduation. This is equivalent to one hour of lecture per week for one semester. Two to three hours of laboratory work are equivalent to one hour of lecture.

Quality points are computed according to the grade the student receives. The scale of grades and points is as follows:

Quality Points

Grade per Semester Hour

• A (Excellent) 4
• B (Good) 3
• C (Average) 2
• D (Passing) 1
• F (Failure) 0
• FE (Failure because of excessive absence*) 0
• W$ (Failure) 0

*Absence is considered excessive when the number of absences exceeds twice the number of times the class meets per week. The total number of absences includes days missed because of late registration or late enrollment in the course. This policy applies in all 1000 level courses and all developmental courses.

A temporary grade of "I" (incomplete), unless changed before the end of the sixth week of the semester following the one in which it was incurred, becomes "F". Unless a prior waiver is granted, a student who receives an "I" at the end of the spring semester should complete the work before the end of the first summer school session.

Xavier classes begin on the first day of the semester. If a student must change courses or sections of courses at the beginning of the semester, he/she: 1) is counted as absent until the professor is given documentation of completed registration and enrollment, and 2) is responsible for securing the syllabus and for becoming aware of the content covered in the missed classes. Absences experienced due to late registration into a course are included in determining the FE grade.

A student's cumulative average is computed by dividing the total number of quality points earned by the total number of semester hours graded. Only courses taken at Xavier University or through the Dillard/Loyola/Tulane/Xavier partnership are used in computing the average.

A cumulative average of 2.0, computed as defined above, is required for good academic standing and for the granting of a degree. Students academically dismissed are not in good academic standing. Usually only the highest grade in courses offered for the degree will be considered. Ordinarily, a student will not be permitted to repeat a course more than once.

For all other purposes (e.g., in determining eligibility for holding office or graduating with honors), a student's average is computed by dividing the total points earned by the total semester hours graded on the college level at Xavier, exclusive of authorized withdrawals.

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TRANSFER OF CREDITS

Current students (including those in exchange programs and those who have attended the spring semester and then wish to attend summer school at another institution) must follow the procedures below in order to transfer credits from another institution. Credit will be given for courses taken by these students at another institution only when a student has obtained written approval prior to taking the course and when the earned grade is “C” or better (2.00/4.00).

Students must have a 2.0 average and sophomore standing before permission will be granted to enroll in another institution for transfer credit. Students with junior or senior standing are limited in the type of courses taken at a junior or community college. They may take only freshman-level or sophomore-level courses. A student may not transfer more than 9 semester hours during any one academic year, that is, during a fall, spring, and summer.

A transfer student must have earned at least 29 hours of credit at Xavier before permission will be granted to take courses elsewhere.

Students are responsible for assuring that an official transcript of any credits earned elsewhere is sent to the Registrar at Xavier. Such transcripts must be received during the semester following that in which the credits were earned.

1. Approval for transfer of credits to Xavier from some other educational institution must be received prior to the student's enrollment at that institution. Otherwise, the credits will not be accepted at Xavier.
2. Approval is required for specific courses. Hence the student must bring to his/her advisor and the chairperson of his/her department, as well as the chairperson of the department of the discipline, suitable documentation – a college catalog giving a description of the course(s) and college schedule showing that the course(s) will be taught during the summer or semester that the student is attending the other institution. If a student enrolls in courses other than those specifically approved, the credits will not be accepted at Xavier.
3. When approval is granted, credit is transferred from another accredited educational institution to Xavier upon receipt of an official transcript from the other institution indicating a grade of "C" or above (2.00/4.00). Students are encouraged to engage in work at industrial and business institutions as part of their overall education. However, they should realize that, apart from credit received through Xavier's Cooperative Education Program and departmental internships, such work does not result in academic credit.
4. Academic credit for work experience is granted only through approved internships and the Cooperative Education Program. Approval for these types of experiences is to be obtained prior to the experience.

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GRADE REPORTS

Grades are reported to students twice each semester. The mid-semester grade is based either on a mid-semester examination or a previous test or tests, at the discretion of the instructor. This grade is for the information of the student and his/her advisor. The student obtains this grade report online using his/her secure access. At the end of the semester, an official grade report is sent to the student's Xavier email address.

CLASSIFICATION OF STUDENTS

Undergraduate students determine their academic progress according to their completion of specific entrance requirements and prescribed courses. To facilitate this determination, students are grouped according to the number of hours earned toward their degree.

• Freshman
• Sophomore 29
• Junior 62
• Senior 95

NOTE: The 29 hours required for sophomore status must include 6 hours of English composition or ENGL 1023H with a grade of “C” or better. In addition, the student must have passed all required developmental courses before being classified as a sophomore.

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ACADEMIC ADVISING

Xavier requires every student to have an academic advisor, a faculty member from his or her major department assigned by the department chairperson. Deciding majors are advised through Academic Support Programs; pre-pharmacy majors are advised by the Chemistry Pre-pharmacy advisors. The academic advisor aids the student in planning his or her schedule. In addition, the signature of the advisor is required to drop a course after the drop/add period indicated on the Academic Calendar. However, proper course selections are ultimately the responsibility of the student.

INTERDEPARTMENTAL TRANSFER

The student who wishes to transfer from one major department to another must observe the following procedures:

• The student is to report to the registrar's office to obtain a request for change of major form.
• The student consults the chairperson of the prospective department to ascertain whether the chairperson is in favor of the change.
• The student then proceeds to the current departmental chairperson for counseling and written approval of the change.
• If approval is obtained in step 3, he/she reports to the chairperson of the prospective department to obtain written approval.
• The completed form is returned to the registrar’s office.
• The student must follow the academic program and requirements of the department that are in effect at the time of transfer.

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ACADEMIC PROBATION AND DISMISSAL

Any student whose semester or cumulative grade point average is below 2.0 is liable for academic dismissal. If a student’s academic status has changed, he/she will receive written notification. It is the student’s responsibility, however, to verify his/her academic standing using Banner Web before returning for the next term.

A student who has been academically dismissed is deregistered from all coursework and forfeits any reserved dormitory accommodations, if applicable.

An academically dismissed student has the right to a written appeal of this decision. This appeal must be received in the Office of the Registrar no later than six weeks after the date on the dismissal letter. The University Academic Standing Committee, chaired by the Vice President for Academic Affairs, will review the appeal and render a decision.

If a student is placed on STRICT PROBATION, he or she is limited to 12 semester hours; the limit is 15 hours for PROBATION. Students on strict or regular probation must achieve a 2.0 average for the coursework taken during the probationary semester, maintain contact with a counselor in Xavier's Counseling Center and their academic advisor, and document participation in academic support programs. If these conditions are not met, the student is liable for dismissal.

In order to be removed from strict or regular probation, a student must achieve a grade point average of 2.0 in 12 or more semester hours and have a cumulative grade point average of at least 2.0.

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Satisfactory Academic Progress Policy for Financial Aid Eligibility

Federal regulations require all students receiving Federal Title IV financial aid funds to maintain standards of satisfactory academic progress in the pursuit of their degree. Satisfactory Academic Progress (SAP) is defined as a set of standards of academic success, which includes qualitative (g.p.a.) andquantitative (number of hours completed) measures that a student must maintain to retain eligibility for federal financial aid. The maximum time frame for completing an undergraduate degree cannot exceed 150% of the published length of the student’s program of study measured in credit hours attempted (128 hours X 1.5 = 192 hours, or higher for programs in excess of 128). SAP is monitored annually — at the conclusion of the spring semester for the preceding summer/fall/spring academic year.

First-year students who fail to meet SAP standards will be placed on financial-aid probation and continue to receive financial aid for two semesters. During the probationary year (the second year in college) the student must pass 24 hours of coursework and earn a semester g.p.a. of 2.0. Probationary students may also attend summer school to meet satisfactory progress requirements. Students who fail to meet the above standards will have their financial aid eligibility suspended.

NOTE: Federal regulations require that remedial courses be taken in the first two years of matriculation.

Guidelines

Fulltime (12+ hours per semester) students will be allowed six academic years in which to complete a degree. Part-time students will be considered on a pro rata basis equivalent to requirements of full-time students. The number of hours in which a student is enrolled on the first day following the end of the add/drop period will be the official number of hours used to determine full-time or part-time status. Full-time students who drop below 12 semester hours following this date will still be considered full-time students for financial aid eligibility. Satisfactory Academic Progress for financial aid eligibility requires that the student’s ratio of completed (earned) semester credit hours versus the student’s enrolled (attempted) semester credit hours at end of drop/add period adhere to the following guidelines:

Attempted Hours Hours Passed

• 0 – 25 credit hours 50% of attempted hours
• 26 – 50 credit hours 50% of attempted hours
• 51 – 75 credit hours 55% of attempted hours
• 76 – 100 credit hours 60% of attempted hours
• 101 – 125 credit hours 65% of attempted hours
• 125 and above credit hours 70% of attempted hours

Students are expected to achieve a 2.0 or better cumulative GPA and to complete 50% of the enrolled semester credit hours at the end of the first two years of matriculation. Hours attempted and hours completed in summer school will be included in calculation of eligibility.

Students who fail to make satisfactory progress at the end of the first four semesters will be ineligible for federal financial aid until the deficiency is corrected.

Pharmacy students in P1 and P2 years follow the above guidelines for undergraduate students. P3 & P4 Pharmacy students are considered graduate students and must complete 75% of courses attempted and maintain a 2.0 g.p.a.

Transfer students will be evaluated on the enrolled attempted hours, enrollment status and cumulative grade point average at Xavier plus the transfer hours, which will be added to the attempted and completed hours.

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Appeals Process

Students whose financial aid eligibility has been suspended due to failure to meet the above criteria may appeal their ineligibility if there are mitigating circumstances. Mitigating circumstances are defined as a change in grades or major, serious illness or injury, death of a family member or similar traumatic event. The appeal must be filed in writing within six weeks of notification of ineligibility. Students who appeal must use the Satisfactory Academic Progress (SAP) Appeal Form found on the Financial Aid website. All appeals must include supporting documentation (grade or major change form/s, doctor’s statement, death certificate, etc.) and an academic plan to regain eligibility. The appeal may not be based on the student’s need for the funds nor the lack of knowledge that eligibility for financial aid was in jeopardy. The Financial Aid Appeal Committee will review the appeal within two weeks of the deadline for filing all appeals provided all necessary documentation has been submitted; the students will be notified of the committee’s decision by mail. The Committee will not review Appeal Forms that are incomplete and/or lacking the required verification.The completed SAP Appeal Form should be sent to: Director, Academic Support Programs; Xavier University of Louisiana; 1 Drexel Drive; New Orleans, LA 70125.

If the appeal is denied, the student may continue at his/her expense in order to regain his/her eligibility. Students will automatically be reinstated once they have completed an academic year with Satisfactory Academic Progress.

For additional information, students should refer to the web or the Financial Aid Publication on Satisfactory Academic Progress.

READMISSION

A student who desires readmission to the University after an interruption of his/her attendance for any reason must request from the Registrar and complete a readmission application at least one month prior to the beginning of the session he/she plans to enter. The petition is presented to the College Academic Standing Committee for a decision. As part of the readmission procedure, a student who was not in good academic standing (cumulative G.P.A. below 2.0) when he or she left Xavier must arrange for an appointment with the Counseling Center. Students re-admitted after academic dismissal are placed on strict probation. If a student is denied readmission by the College Academic Standing Committee, the student has a right to a written appeal of the decision. This appeal must be received in the Office of the Registrar no later than six weeks after the date of the denial letter. The University Academic Standing Committee, chaired by the Vice President for Academic Affairs, will review the appeal and render a decision.

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REINSTATEMENT OF STUDENTS WITH W$ GRADES

At the close of each semester, students who have all W$ grades will have their records processed for inactivity just as any other withdrawal from the University, including CANCELLATION OF EARLY REGISTRATION AND ROOM RESERVATION.

Once a student has cleared his/her fiscal obligations, he/she will receive a form allowing him/her to request reinstatement. This must be completed and returned to the Office of the Registrar two weeks prior to the spring semester if the W$ grades were in the fall semester and the student wishes to return the following spring. Otherwise, this form must be returned two months prior to any semester for which readmission is sought.

The first time a student receives all W$ grades and requests reinstatement, readmission will be automatically granted. Any subsequent times, readmission will be contingent upon a favorable review of the student's record by the Academic Standing Committee.

ABSENCE

Class attendance is regarded as an obligation as well as a privilege and all students are expected to attend regularly and punctually all classes in which they are enrolled. Students absent for any reason whatsoever are expected to do the full work of the course, and they are responsible to the instructor for work missed through late registration, illness, or any other cause. It is the responsibility of the student to make arrangements with the instructor in instances where there has been a legitimate and extraordinary reason for the absence which can be documented.

Instructors are expected to keep accurate records of attendance. When a student misses five (5) consecutive classes, it must be reported by the instructor to the Office of the Registrar. Students absent from class for five consecutive days or more due to illness, family tragedy, etc., are to notify the dean of the college and submit appropriate documentation. All absences in a course are counted until the course has been officially dropped. A student who is excessively absent may be dropped from the University upon the recommendation of the college dean. If a student stops attending classes, the amount of financial aid awarded must be recalculated based on the last date of attendance.

Attendance at assemblies and departmental meetings is expected and is an important part of Xavier's educational program.

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FINAL EXAMINATIONS

Final examinations are given according to a schedule published at the beginning of each semester. Students and instructors are expected to follow this schedule. Final examinations must be given within the hours set aside in the examination schedule.

Misreading or lack of knowledge of the schedule is not sufficient reason for a student's being absent from, or late for, a final examination. Students are advised to consult the examination schedule before making travel or other arrangements.

A student may be excused for missing a final examination only by his or her college dean and only in the case of an extreme circumstance. Students who must be absent from a final examination must present in writing an explanation and documentation, to his/her college dean, before, or at most 24 hours after, the examination. A student whose absence from a final examination is excused by his or her dean will receive the grade of "I" in the course and will be given a make-up examination; a student whose absence from a final examination is not excused may receive an "F" in the course.

W$ POLICY

Students who have not satisfied their financial obligations to the University are prohibited from taking final examinations. Students who receive fiscal clearance after the date/time of his/her final examination(s) will NOT be given a make-up examination. In this case, the W$ grade remains as a permanent part of the students’ record. Students will, however, be allowed to take any remaining scheduled examinations once they receive fiscal clearance and will receive letter grades in the course(s).

WITHDRAWAL FROM COURSES

Withdrawal from any course must be acknowledged in writing by the student's advisor and the instructor of the course being dropped. (A fee is charged for each change except during regular registration periods. For details of the withdrawal procedure, students should consult the Office of the Registrar.)

If the student withdraws before the official withdrawal deadline in the University Calendar, the grade assigned will be "W". After this date no withdrawal from a course (other than withdrawal from the University) can be made except in extreme circumstances, and then only with the written approval of the student's college dean.

No student will be allowed to withdraw from a developmental course without withdrawing from the University. An exception may be made to this policy only in the most extreme circumstances and then only with the written approval of the Dean of the College of Arts and Sciences.

A student who withdraws unofficially at any time is assigned a grade of "F".

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WITHDRAWAL FROM THE UNIVERSITY

To withdraw officially from the University during the course of a term, a student must:

1. Obtain a withdrawal form from the Office of the Registrar.
2. Obtain signatures of designated officials on the withdrawal form. (This
   form will be signed only after the student has cleared all obligations to
   the University.)
3. Return the completed form to the Office of the Registrar no later than one week after the student has stopped attending class .

Withdrawal is not complete or official until all signatures have been obtained and the form is returned to the Office of the Registrar. The student’s withdrawal date is the date the student officially notifies the Registrar’s Office of the withdrawal. The last day to officially withdraw from Xavier is usually one week prior to the first day of final examinations for that semester.

The student who withdraws without permission will incur a failure in all courses for which he/she is registered and no refund of any kind can be claimed. In the case of serious illness the student or his parents should request official withdrawal through the college dean's office. The dean will then contact the Office of the Registrar for processing of the withdrawal form.

REQUEST FOR TRANSCRIPTS

Transcripts of a student's academic record will be issued upon written application to the Registrar and payment of the fee at least one week in advance of the date the record is needed, provided that all financial obligations to the University, including Federal Loan repayments, are cleared. No transcripts will be issued during the period of registration or the period of final examinations.

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AUDITING

A student wishing to audit a course must obtain permission from his or her advisor. Students are required to pay the same tuition for auditing a course as those who register for credit. A student who audits a course is not obliged to turn in assignments nor take examinations.

A student may not change his status from audit to credit, nor from credit to audit, without the written permission of his or her advisor. Such approval will not be granted after the third class day of the academic term.

COURSE CREDIT RESTRICTIONS

Ordinarily, students are not permitted to enroll for more than 18 semester hours (including courses taken at another institution) of course work per semester. Exceptions are made rarely and within the following guidelines: Departmental chairpersons may allow Junior or Senior students to take up to 21 semester hours for specific reasons which are documented in writing in the student's departmental file. In order to receive approval, the student must have a minimum GPA of 3.0. Any exceptions to the preceding require the approval of the dean of the college. Students are required to pay additional tuition for each hour of overload (see Tuition, Fees and Expenses).

Students whose hours are restricted may not exceed the stated limit without permission of the college dean. Failure to comply with this regulation may result in the forfeiture of all excessive semester hours. A student on any type of probation whose schedule exceeds the number of hours to which he/she has been restricted must withdraw from the excessive hours or his/her schedule will be changed by the Office of the Registrar. The student will receive no credit for the hours he/she registered for in excess of the number permitted.

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CATALOG RESTRICTIONS

Students generally follow the academic program current at the time of their admission into the University and may not follow those of earlier catalogs. Exceptions may apply where requirements are imposed by state agencies (e.g., in education) or professional/certification organizations.

A student who changes his or her major department must follow the academic program in effect at the time of this change. Students who withdraw from the University and who do not return within four semesters must follow the academic program current at the time of their re-entry.

COMPLETION OF DEGREE/GRADUATION POLICIES

A student must complete all requirements before being awarded a degree. This includes passing the senior comprehensive examination, or achieving a designated score on an identified national examination for those departments that allow such tests to be used as a substitute for the senior comprehensive. Scores for national exams must be received prior to the last class day of the semester in which the student graduates. Students are encouraged to take these tests in the semester prior to graduation to allow sufficient time for the Registrar to receive their scores.

For students who finish at times other than the spring commencement:

• Completion at Xavier : The student will receive his or her diploma approximately two months after the end of the session in which the requirements are completed. The graduation/diploma date will be the date this session ends.
• Completion elsewhere : The student who finishes his or her requirements elsewhere must obtain official, written permission to do so. The graduation/diploma date will be the date in which Xavier's corresponding session ends. The student will receive his or her diploma approximately two months after the Registrar at Xavier has received an official transcript of the credits earned. This transcript must be received by Xavier during the semester following the session in which the credits are earned. If the transcript is not received during this semester, the graduation/diploma date will be the semester in which the transcript is received.

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COMMENCEMENT CEREMONY POLICIES

In order to participate in the spring commencement, a student must be enrolled in ALL remaining required courses by the last day of drop/add during that semester. A student who does not successfully complete only ONE required course during that last semester and has also passed his/her senior comprehensives will be allowed to participate in commencement exercises. Withdrawal from any required courses will prevent the student from participating in the commencement exercises.

REQUIREMENTS FOR THE SECOND BACHELORS DEGREE

A student who has earned a bachelor's degree at Xavier may apply for a second bachelor's degree only if the second degree is different from the first. All requirements of the second degree program which were not covered in the first program must be fulfilled. The combined programs must include at least 158 semester hours of credit.

ENROLLMENT IN GRADUATE COURSES PRIOR TO GRADUATION

Undergraduate senior students in their last year of study may be permitted to take a maximum of six credit hours of introductory-level graduate courses. Permission is contingent upon the student’s having a minimum GPA of 3.0 and approval of the Dean of the College of Arts and Sciences, the instructor of the graduate course, and the Dean of the Graduate School. The student will receive graduate credit upon successful completion of the course(s). This course work may be applied to a graduate degree program only AFTER the student has completed ALL the admission requirements and received formal acceptance to the Graduate School. Under no circumstances will a graduate course be applied to both undergraduate and graduate credit.

Undergraduates who wish to apply to the Graduate School to take a graduate course must (1) complete the application form, (2) have an official transcript of their undergraduate credits sent directly to the Graduate School, and (3) have a letter of good standing from their academic advisor, as well as a specific recommendation as to which course(s) the student may take.

More information about graduate programs can be obtained from the Graduate School.

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LIBRARY

As the center of intellectual life on campus, the Xavier University Library provides appropriate media for research and instruction, as well as the promotion of knowledge and cultural development of students and faculty.

Xavier University Library houses over 200,000 volume units and subscribes to nearly 1900 print periodicals and newspapers. Designated as a Federal Documents Depository in 1991, the Library is home to a growing list of federal publications on a variety of subjects. More than 721,000 microforms provide access to a wide range of periodical backfiles. A reader with a dedicated computer allows the user to digitize microfilm images, download them, and email the images.

The Library’s collections are all searchable on XACweb (the online Xavier Automated Catalog). The Library is continually adding access to new electronic databases and indexes and full text publications. Resources such as the Springer e-books collection and NetLibrary provide access to nearly 30, 000 e-books. Lexis/Nexis, ProQuest Direct, American Chemical Society, ACS Web Editions and ACS Legacy Archives, Past Masters, ATLA Religion Database and Mergent Online are but a few of the many electronic services that the Library offers. All electronic resources may be accessed from public terminals on all four floors of the building. Access to our library of full-text articles in major publications in the sciences and humanities are also available to the University’s faculty, staff and students off campus via the library’s web page.

Access Services offers the full range of Reference Desk services throughout the day and evening. “Ask a Reference Librarian,” our electronic reference service, allows members of the Xavier University community to ask questions of Xavier’s reference librarians, without having to visit the university library. Instructional sessions in effective library usage and research strategies are conducted by librarians and are available to classes by appointment. Through the Interlibrary Loan (ILL) Department, library patrons can borrow books and get photocopies of journal articles held by other libraries.

The Archives and Special Collections Division holds a large collection of rare books, manuscripts, photographs, and ephemera related to African American history and culture, the history of Louisiana and the Gulf-Caribbean region, U.S. Roman Catholicism, and the creative writing of the modern Deep South. Photo and photocopies are available for a modest fee.

Instructional Media Services (IMS) features instructional materials in a variety of formats. Classical and jazz recordings are available on LP, audiotape, and compact disc. IMS also holds a growing library of films by Africans and African Americans, films whose settings are in New Orleans and Louisiana, and filmed adaptations of classic literature. The most modern listening and viewing equipment is available in specially-designed classrooms, as well as individual study carrels.

A special library devoted to the study of pharmacy and other health sciences is located on the fourth floor, and is open throughout the day and evening. It includes a growing collection of books and electronic access to OVID and IDIS. This special library is also home to the Lowery-Levi Medical History Collection, which includes rotating displays of antique medical instruments, early pharmaceuticals, and early medical books and pamphlets.

The Library is open late five nights a week, with hours for most access services; reference, circulation, pharmacy reference, and microforms are available on weekends when school is in session. Special hours are observed during holidays and during the summer months. The gallery area in the front of the Library is the frequent host to art exhibits by students and local artists.

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