The policies listed here affect all undergraduate students. Some degree programs have special policies which are specified within individual program descriptions. Refer to the “Registration ” section of the catalog for general registration policies which affect both undergraduate and graduate students.
Classification of Undergraduate Students
- Freshmen - students who have earned 0 through 23.99 credit hours
- Sophomores - students who have earned 24 through 54.99 credit hours
- Juniors - students who have earned 55 through 89.99 credit hours
- Seniors - students who have earned a minimum of 90 credit hours
- Non-degree - students who have not declared themselves candidates for a degree at Xavier
- Visiting (transient) - students from another college or university taking courses as a non-degree student at Xavier for transfer back to their home institution
- Auditors - students taking courses but not for college credit
Enrollment Status of Undergraduate Students
- Full-time: summer, fall or spring
- Any student attempting 12 or more semester credit hours (enrollment in selected programs/courses have semesters designated full-time regardless of hours attempted)
- Part-time: summer, fall or spring
- Any student attempting up to 11.99 semester credit hours
- Three Quarters time: 9 - 11.99 semester credit hours
- Half-time is 6 - 8.99
- Less than Half time: 5.99 and below
Undergraduate Grading System
|A = Exceptional
||F = Failure
||VF = Failure to officially withdraw
||W = Official withdrawal
|B = Good
||I = Incomplete, changed when grade is assigned.(see Incomplete Work)
||AU = Audit - no credit or grade earned (see Auditing Courses)
||S = Passing/Satisfactory, credit earned
|C = Satisfactory
||U = Not passing/Unsatisfactory, no credit earned
||NC = No credit earned, non-graded course
||NR = No grade reported
|D = Minimum passing
No grade change can be made later than the 15th calendar day after the beginning of the next academic semester (fall or spring) except in the case of a resolved Grade Grievance. “S/U” grades are given in certain pass/fail courses, in place of letter grades. The grade of “S” does not equate with letter grades and is transferable to other universities only upon their approval.
The quality point is the unit used to measure student achievement in a course. The number of quality points received for any course is equal to the number of points attached to the grade received, multiplied by the number of credit hours for the course. Quality points are calculated as follows:
|A = 4.00 quality points per credit hour
||C- = 1.67 quality points per credit hour
|A- = 3.67 quality points per credit hour
||D+ = 1.33 quality points per credit hour
|B+ = 3.33 quality points per credit hour
||D = 1.00 quality point per credit hour
|B = 3.00 quality points per credit hour
||F = 0.00 quality points per credit hour
|B- = 2.67 quality points per credit hour
||VF = 0.00 quality points per credit hour
|C+ = 2.33 quality points per credit hour
||I = 0.00 quality points per credit hour
|C = 2.00 quality points per credit hour
||U = 0.00 quality points per credit hour
Courses are numbered in the following way:
100 to 199 - undergraduate lower division courses
200 to 499 - undergraduate upper division courses
500 and above - graduate level courses; open only to graduate students
Credit Hours, Semester
A semester credit hour is equivalent to fifteen class hours per term. A weekly two- or threehour period of laboratory work is considered equivalent to one credit hour. The credit hours for work in internships, practicums and student teaching vary.
The number of credit hours which each course carries is provided in the course description section of this catalog. The courses are listed in numerical order within the various departments.
Excess Credit Hour Courseload
The following maximum course loads may only be exceeded with permission from the student’s dean, even if the additional hours are to be taken for audit. Excess hours carry additional fees, unless departmental policy requires the excess.
1. Fall or spring - 18 hours
2. Summer - 7 hours each session, not to exceed 14 hours for the entire summer.
When selecting courses, students must adhere to required prerequisites and special course restrictions established by the colleges and academic departments. Prerequisites must be passed with the minimum acceptable grade before subsequent courses may be taken.
Repetition of Courses (Repeat Policy)
A course previously taken for credit may be repeated up to two additional times, including any withdrawals. The credit hours of the repeated course are counted only once. While all grades are entered on the student’s official academic record, and appears on a student’s transcript only the most recent grade counts in the student’s grade point average, even if it is the lowest. Academic bankruptcy does not eliminate the term’s courses from counting as repeated courses.
Some courses may not be repeated:
- MATH 105 , MATH 120 , and MATH 150 may not be repeated after successful completion of a more advanced math course.
- An elementary or intermediate foreign language course may not be repeated after successful completion of a more advanced course in the same language.
Courses completed in a student’s undergraduate program or in another graduate program cannot be repeated for graduate credit. Courses applied to another degree, either at Xavier or another institution, may not be applied to any master’s degree at Xavier.
Anyone wishing to audit a course may do so. An audited course does not carry credit or earn quality points or fulfill a requirement. The credit hours of an audited course do not count towards the student’s enrollment status for financial aid purposes. Regular tuition rates apply. If audit requirements are not met a “W” grade may be assigned.
In any term, undergraduate students who complete at least six credit hours for grades that earn quality points (A, A-, B+, B, B-, C+, C, C-, D+, D, F, VF, I, U) with a grade point average of at least 3.500 are placed on the Dean’s List for that term.
Course assignments are due at the time specified by the instructor. Extension of time beyond the termination of the course is rarely granted and only for a serious reason. If an extension of time is granted, the grade of “I” (Undergraduate Incomplete) will be assigned and calculated as an “F” in the grade point average. Unless the work is completed and submitted by the fifteenth calendar day of the academic semester following the course (Fall incompetes = 15 calendar days into Spring semester; Spring and Summer incompletes = 15 calendar days into Fall semester), the student will fail the course and the “I” will be permanently changed to an “F” . Exceptions to this policy must be approved in writing by the appropriate dean prior to that date. The faculty member initiates the grade change process once the student has made up the incomplete work. Deadlines for short-term courses may vary; please refer to program handbook or director.
A student missing the final examination of a course receives an “F” or “VF” unless prior approval has been obtained from the dean, in which case the grade of “I” will be given. The same completion deadline applies as explained in the paragraph above. The final examination schedule is published in each semester’s Schedule of Classes bulletin.
If the student is deferred for graduation due to a grade of “I” (Incomplete), he or she may be eligible for the original date of graduation. Work must be completed, graded and recorded within thirty calendar days of that term’s graduation date.
Undergraduate Enrollment in Graduate Courses
A currently enrolled Xavier University undergraduate student may begin graduate course work as a non-degree graduate student if the student is within 12 hours of completing the undergraduate degree. The student must be in good academic standing and must obtain written approval from the appropriate dean and program director. The student must complete the nondegree graduate application for admission and return it to the Graduate Services Office or the MBA Office with the written permission attached.
All graduate courses taken will be for graduate credit only; the credit hours completed for graduate credit may not count towards the student’s undergraduate degree. No more than 6 credit hours taken as a non-degree graduate student may apply toward a graduate degree. Some courses are not available to non-degree graduate students. Psychology graduate courses are not available.
NOTE: Students enrolled in the “Accounting 150 Credit Hour Program” or dual Bachelor/Master degree programs approved by the university should consult their department for exceptions to these policies.
NOTE: Students in the Masters of Occupational Therapy program may take eleven graduate hours after they have completed 114 undergraduate hours.
In order to earn credit in any course for which he/she is registered, the student is required to attend classroom and laboratory exercises regularly and promptly. Unexcused absence from a previously announced test may incur the penalty of a failure in that particular test. Regular attendance and missed class and test procedures are determined by the individual faculty members. Students should consult the class syllabi for current policy regarding attendance, grading, procedures, etc., by individual faculty members.
Courses at Other Institutions
Courses not available at Xavier may be taken through the Greater Cincinnati Consortium of Colleges and Universities. For courses taken through the consortium, both the credit and the grade earned are recorded on the student’s Xavier record and the quality points are computed into the student’s Xavier grade point average. For a list of the consortium schools, see www.gcccu.org. The student must be at least half-time and must bring written approval for consortium enrollment from the dean of his/her college to the Office of the Registrar. Contact the Office of the Registrar for more information. Consortium courses may not be taken in the last 30 hours at Xavier unless approved by a college dean.
Students desiring to take courses at an accredited non-consortium university must receive prior approval from their dean. Normally no more than 15 hours may be taken at another institution and applied toward a degree after a student has matriculated at Xavier. The student usually must present a catalog with a description of the desired course. Courses from these institutions are treated as transfer credit. Credit is granted provided a grade of “C” or better was earned. The grade is not placed on the student’s Xavier record, nor is it computed into the student’s Xavier grade point average.
General electives are fulfilled by courses of the student’s choice as long as appropriate prerequisites are completed. Students may not apply more than 12 hours of any business area or 30 hours of total business courses toward electives.
Changing, Adding, or Dropping a Major or Minor
A student wishing to change, add, or drop a major or minor must see the appropriate Dean. A student wishing to change majors from one undergraduate college (Arts & Sciences, Business, and Professional Sciences) must go the office of the Dean of the new program so that they may begin the major/minor change process. A student wishing to change majors within the same college must see the Dean of their current college so that they may being the change process.
Degree Residency Requirement
At least one-half of the course requirements of the major or minor and the last 30 semester hours must be completed at Xavier University for all undergraduate degrees. At least 60 semester hours toward a bachelor’s degree must be earned in accredited four-year institutions.
Application for Degree and Graduation
Students initiate the process of graduation by completing a Graduation Application. The online graduation application is available through the Office of the Registrar website. It is recommended that the student meet with the academic advisor or program director before registering for the final term of work to ensure that all degree requirements will have been met by the end of that term. Utilize the Degree Works evaluation report available online to assist you with your graduation check out.
The student must submit a Graduation Application to the Office of the Registrar before the deadline published in the Academic Calendar . The graduation fee will be added to the student’s Bursar account, and an additional fee will be incurred for applications received after the deadline. The graduation fee is a onetime, non-refundable charge, per each degree awarded. If the requirements for the degree are not completed at the time specified on the application, the student must submit a new Graduation Application by the application deadline in the next term in which he/she will complete the degree requirements. Although the student is not charged an additional graduation application fee when re-applying, the late fee will be assessed for applications received after the deadline.
Degrees are granted three times each year: in August for those completing programs during the summer, in December for those completing programs in the fall semester, and in May for those completing programs during the spring semester. Commencement exercises are held each May for graduates from the entire previous academic year.
Students whose degree requirements are completed, graded, and recorded within thirty calendar days of that term’s graduation date may receive a diploma dated for that term. Students must have satisfied all financial obligations to the University before the diploma or academic transcript can be released.
Honors are awarded on the basis of outstanding achievement only at the undergraduate level. For a bachelor’s degree, a student who has earned a quality point average of 3.900 to 4.000 in Xavier course work will be graduated summa cum laude; one who has earned 3.750 to 3.899, magna cum laude; one who has earned 3.500 to 3.749, cum laude. For an associate’s degree, a student who has earned a quality point average of 3.900 to 4.000 in Xavier course work will be graduated “with highest honor;” one who has earned 3.750 to 3.899 “with high honor;” one who has earned 3.500 to 3.749, “with honor.” These honors are inscribed on the student’s diploma and recorded on the student’s permanent academic record.
Transfer students with appropriate grade point averages are eligible for honors at graduation if they have completed at least 60 quality hours at Xavier University for a bachelor’s degree or at least 30 quality hours at Xavier University for an associate’s degree.
Honor cords may be worn by any student who graduates or participates in the May Commencement ceremony, if those honors were earned by the day of the ceremony.
Actions regarding academic warning, probation, academic suspension, and academic dismissal will be noted on the student’s permanent academic record.
A student in “good standing” is defined as a student who has earned a cumulative grade point average of 2.000 or better (a “C” average or better).
Any freshman in a baccalaureate program whose cumulative average is 1.750 to 1.999 receives an academic warning. A warning may be issued for one semester only and may not follow a term on probation.
Any student in an associate’s degree program whose cumulative average falls below 2.000 is placed on academic probation.
A freshman in a baccalaureate program whose cumulative average falls below 1.750 is placed on academic probation.
Any upperclassman in a baccalaureate program whose cumulative average falls below 2.000 is placed on academic probation.
Academic probation can be imposed by a dean at the end of any term. While on probation a student may be restricted to a reduced course load, and/or receive other stipulations intended to improve the student’s academic success. Academic probation is removed when the student’s cumulative average rises to 2.000 or above.
Students on academic probation who fail to restore their cumulative grade point average to 2.000 within two semesters will be suspended. In addition, Freshmen and probationary students who receive more than one failing grade within a single term will be suspended. Suspension will be enforced unless in the judgment of the dean there are extenuating circumstances. One fall or spring term must elapse before a suspended student may reapply.
A student who has been readmitted after a period of suspension and who fails to meet the terms of the readmission as stipulated by the appropriate college dean will be dismissed from Xavier and is not eligible to return.
An undergraduate student who previously attended Xavier and has not been registered for one year is required to complete a Reactivation Form before registering. The form is available on the Office of the Registrar website. Applicants who wish to receive credit for coursework taken at another university during their absence from Xavier must submit an official transcript to the Office of Credential Evaluation. See the section on “Transfer Credit Policies” for limitations on the acceptance of coursework. Students are reactivated under the current catalog year, unless an exception is made by the dean.
For Students Previously Suspended
Students suspended from Xavier or from other institutions for poor academic performance will not be eligible for reactivation before the lapse of at least one fall or spring semester. In all cases, reactivation and the conditions for such will be determined by the dean of the appropriate college which issued the suspension. All prior financial obligations must be settled with the Office of the Bursar prior to reactivation, and the student must be in good standing with the Division of Student Life and Leadership.
In written work for class assignments, the University requires a high quality of writing. Instruction is available, through course work and through the James E. Glenn Writing Center, to help students attain this high level of quality. Faculty members may refuse to accept an assignment that does not meet acceptable standards.
Eligibility for Participation in Varsity Athletics
In order to be eligible for participation in varsity athletics, a student must meet the following eligibility requirements:
- Student-athletes in their first semester of eligibility, admitted on the standards specified by the University, are eligible for the entire year, provided they earn a minimum cumulative 1.75 grade point average after the first semester of eligibility.
- Students with sophomore standing or higher must have a 2.0 or greater at the beginning of the academic year to be eligible for the fall semester.
- Students who begin the fall semester below the eligibility standards will be eligible for the spring semester if they earn a cumulative 2.0 or greater after the fall semester.
- Students who meet the eligibility standards in the fall will be eligible for the spring semester if they meet NCAA midyear eligibility requirements.
- Additional eligibility requirements are governed by the Student Athlete Handbook,
Academic bankruptcy allows an undergraduate to continue work toward a college degree without being severely burdened by a term with a high proportion of low or failing grades. Academic bankruptcy means that all credits and all grades for a given term are excluded from the computation of a student’s grade point average, and the hours earned during the term will not be counted toward graduation. The courses and grades earned will remain on the student’s permanent academic record, along with a notation of the Academic Bankruptcy. For this policy, the entire summer is considered one term.
A student may apply to the college dean for academic bankruptcy after the completion of a subsequent term of satisfactory performance. Satisfactory performance is defined as a grade point average of 2.000 in a term at Xavier that includes at least 6 credits of graded courses and no course withdrawals. The granting of academic bankruptcy may occur only once in a student’s academic career at Xavier University and is irrevocable. Actions regarding course repetition, warning, probation, suspension, dismissal, and reactivation are not modified by this policy.
The pursuit of truth demands high standards of personal honesty. Academic and professional life requires a trust based upon integrity of the written and spoken word. Accordingly, violations of certain standards of ethical behavior will not be tolerated at Xavier University. These include theft, cheating, plagiarism, unauthorized assistance in assignments and tests, unauthorized copying of computer software, the falsification of results and material submitted in reports or admission and registration documents, and the falsification of any academic record including letters of recommendation.
All work submitted for academic evaluation must be the student’s own. Certainly, the activities of other scholars will influence all students. However, the direct and unattributed use of another’s efforts is prohibited as is the use of any work untruthfully submitted as one’s own.
Penalties for violations of this policy may include one or more of the following: a zero for that assignment or test, an “F” in the course, and expulsion from the University. The dean of the college in which the student is enrolled is to be informed in writing of all such incidents, though the teacher has full authority to assign the grade for the assignment, test, or course. If disputes of interpretation arise, the student, faculty member, and chair should attempt to resolve the difficulty. If this is unsatisfactory, the dean will rule in the matter. As a final appeal, the academic vice president will call a committee of tenured faculty for the purpose of making a final determination.
Grade Grievance Procedure
This policy applies to both graduate and undergraduate students.
Students may appeal final grades if they believe that the grade was awarded unfairly. The student is responsible for the burden of proof, and must be able to provide some evidence of the lack of fair treatment in order to file a formal grievance. The following procedure must be followed when filing such an appeal.
The instructor is obligated to participate in the grade grievance process. If the instructor does not participate, the chair and/or dean will proceed without the instructor.
- The student shall indicate in writing to the chair of the appropriate academic department that he/she is appealing the grade. This notification must be submitted in person or postmarked by February 1 for fall grades, June 15 for spring grades, and September 1 for summer grades.
- The student shall meet with the instructor to try to resolve the grade dispute before February 15 for fall grades and before September 15 for spring and summer grades.
- If a resolution is not reached and the student still believes that the grievance has merit, the student shall submit a request in writing to the department chair for a meeting with the chair and the instructor. This request should indicate when the meeting with the instructor was held and its outcome; explain exactly how the instructor’s action was unfair; and be received by the department chair by March 1 for fall grades and October 1 for spring and summer grades. The student then meets with the department chair and instructor to try to resolve the dispute at this level.
- If a resolution is not reached and the student wishes to pursue the grievance, he/she shall submit the statement from step #3, along with all evidence and documentation which supports the allegation, to the dean of the appropriate college. This should be done within five working days after meeting with the department chair and the instructor.
- The dean shall convene a committee, composed of him/herself, three faculty members and two students, to conduct a hearing on the grievance. Two of the faculty members shall be from within the college and one from outside the college in which the instructor is located, and all shall be appointed by the dean. The two students shall have the same status as the grieving student (either graduate or undergraduate). If undergraduate, they shall come from a pool of 4-6 students appointed by the president of student government. One student shall be from within the college in which the grieving student is enrolled, and one shall be from outside the college. The dean shall choose the two students from the pool. If graduate, the dean shall meet with the appropriate graduate student organizations from the colleges to select the two students to sit on this committee.
The committee shall hold a hearing chaired by the dean. The instructor and the student shall be present and each shall be allowed an advisor (from within the University community) and shall be permitted to present witnesses. The committee, advisors, instructor and student shall all have the right to question the witnesses. The committee shall deliberate in closed session, and must present its decision in writing to the student and the instructor within five working days after the decision is reached. If the committee’s decision is that the grade given was inappropriate, the academic vice president shall authorize the registrar in writing to change the grade.
- The decision of the committee is final unless new evidence or new witnesses not previously considered or heard at the hearing become available. The student must submit this new evidence to the academic vice president within ten working days following the receipt of the committee’s decision and must indicate precisely how this evidence or testimony relates directly to the alleged unfair awarding of the disputed grade.
- The decision of the academic vice president is final. There is no further appeal.
Xavier University expects the conduct of its students on and off campus to be in accordance with the standards of society. All students are expected to abide by the rules of conduct specified in the Code of Student Conduct as well as the Residence Life Handbook and the Standards for Off-Campus Living. A student violating any University regulation will be subject to disciplinary action. In minor cases, the appropriate staff member (usually from the Office of Residence Life or Student Services) will take action after consultation with the student.
Serious cases of misconduct will be presented before the associate vice president for student development/dean of students or the University Disciplinary Board. The associate vice president for student development/dean of students or the Board, after hearing a case in accordance with established procedures, will determine the penalty, if any. The associate vice president for student development/dean of students and/or the Board have the power to suspend or expel any student found to be in serious violation of any University regulation. Academic credits for courses in which the student is currently enrolled may be lost by a student who is dismissed or expelled from the University before the end of the semester. Refer to the discipline hearing procedures section of this catalog for more specific information.
Disciplinary records are confidential and are maintained by the Office of the Vice President for Student Development for a period of three to five years. The University may choose to notify parents of disciplinary action taken against a student.
Academically related discipline problems will be addressed through the appropriate department chair, dean and academic vice president.
Xavier University reserves the right to dismiss a student if, in the judgment of University officials, such action would be in the physical, mental, emotional or moral best interests of the student or is considered necessary for the welfare of the University. A student also may be required to withdraw for reasons of poor scholarship, failure to remove academic probation, or misconduct.
Comprehensive examination requirements vary according to each program and are found in the program descriptions in this catalog. A student who fails the comprehensive examination may appeal to the program director to repeat the examination during a subsequent term (only one examination attempt is permitted during the summer). A second failure will result in dismissal from the program.
Xavier University Institutional Review Board (IRB)
Xavier has established an Institutional Review Board (IRB) for the protection of human subjects participating in research conducted by or on students, faculty or staff of the University. This includes research performed at Xavier under contractual arrangements with outside research organizations. In these cases, such contracts are subject to review and the research protocol portion of the contract is subject to Xavier IRB review.
The Xavier IRB is guided by the ethical principles set forth by the National Commission for the Protection of Human Subjects of Biomedical and Behavioral Research in Ethical Principles and Guidelines for the Protection of Human Subjects of Research: The Belmont Report.
In addition, the IRB attempts to insure compliance with the requirements set forth in Title 45, Part 46 of the Code of Federal Regulations.
Xavier University Professional Review Board (PRB)
A number of programs offered by the University qualify graduates to stand for certificates to practice professions involving vulnerable individuals (children, the ill, the mentally or physically challenged). Besides having academic knowledge and skills, they must also have the capacity to serve and help their future clients through intimate human contact.
When a student is found by their program or department to lack interpersonal skills necessary for activity as a professional, this Review Board, made up of certified, practicing professionals, serves as the student’s appeal source. Instructors may also appeal to the Board if they are dissatisfied with their department’s or program’s lack of concern about an individual student’s behavior.
It is the responsibility of the student to become informed about all regulations and procedures required by the program and by the University. In no case will a regulation be waived or an exception granted because a student pleads ignorance of the regulation or asserts that information was not given by an advisor or other authority. The advisor should be consulted concerning requirements, deficiencies, the planning of a program, and special regulations.
Study Abroad Credit: Any student who is interested in registering for study abroad must complete the Study Abroad Approval prior to their study abroad experience. Upon completion of the course(s), the student must have an official transcript of the credits sent directly from the institution to Xavier University. The credit received is dependent on the type of study abroad the student completes.
- Xavier Study Abroad/Faculty Led Program: The student receives the letter grade for the course and the grade is computed into the student’s Xavier grade point average.
- Xavier Affiliated Study Abroad, Fredin Scholarship, Direct Exchange, Non-Xavier Affiliated: The student receives transfer credit for courses in which a grade of C or better (or its equivalent) is earned. The transfer credit, but not the grade, is recorded on the student’s transcript and the grades are not computed in the student’s Xavier grade point average.
Reservation of Rights
Xavier reserves the right to modify its graduation and other requirements as deemed necessary from time to time. The University will attempt to comply with the requirements published in the catalog for the year a student initially registers, provided the student continues in attendance without interruption of more than a year. Students who interrupt their attendance by more than a year and who later return must meet curricular requirements as determined by their dean.