Student Self Service
Student Services within the Self Service channel of the Xavier Student Hub (www.xavier.edu/students) is a secure website that is available to all students to access their registration information. During designated times students may register for classes and make class schedule changes on-line. Other on-line services include viewing and printing class schedules, grades, and academic history.
Schedule of Classes
The Schedule of Classes is prepared by the Office of the Registrar and lists course offerings, assigned dates, times, and instructors. It is available on-line through either the Xavier Student Hub or at www.xavier.edu/registrar. The on-line version is updated in real time and provides the most current Schedule of Classes information.
Selection of Courses and Course Loads
The choice of courses and the total number of credit hours in a student’s program of studies each term are subject to restrictions deemed necessary by the college dean or academic advisor. When selecting courses, students must adhere to required prerequisites and special course restrictions established by the colleges and academic departments. The following are the maximum full-time course loads for undergraduate and graduate students. Permission to exceed these maximums, even if the additional hours are to be taken for audit, must be obtained from the college dean.
Undergraduate Student Maximum
Fall or spring - 18 hours
Summer - 7 hours each session, not to exceed 14 hours for the entire summer.
Graduate Student Maximum
Fall, Spring, or Summer - 15 hours
Undergraduate academic advising assists students in their pursuit of educational plans and programs which will aid them in fulfilling their major or degree requirements and/or prepare them for a career. Academic advising is available for students in all three colleges: College of Arts and Sciences, College of Professional Sciences, and the Williams College of Business. Undeclared students, Natural Sciences and Biology freshmen in the College of Arts and Sciences are advised by academic advisors in the Academic Advising Center located on the fifth floor of Conaton Learning Commons, 515 A-E. Undeclared students in the Williams College of Business are advised by designated academic advisors in that college. Students with declared majors in all colleges are advised by department chairs or designated faculty advisors in the departments of the college. Adult students are advised through the APEX office or through their academic department.
Degree Evaluation Report
A Degree Evaluation report using the software called “Degree Works” shows a student’s completed coursework and current registration matched with degree requirements of his/her declared major; it also identifies deficiencies and lists courses to satisfy requirements.
Students may access an evaluation report via Self Service of the Xavier Student Hub. The report also assists students’ advisors and the University in determining progress toward completion of program requirements and as a graduation check.
Priority registration for a semester occurs midway through the previous semester and gives currently enrolled students the opportunity to enroll early in desired classes. In order to participate in priority registration, undergraduate students must first meet with their advisor. No payment for tuition and fees is required during priority registration. Billing statements are mailed to students after priority registration ends. Payment due must be submitted approximately four weeks before the beginning of the next semester.
Open registration occurs after priority registration, and is open to any student.
Formal registration occurs within the week preceding the beginning of a semester for students who did not participate in priority registration or open registration, or who did not complete payment obligations. Dates for formal registration can be found in the University calendar in this catalog or at www.xavier.edu/registrar.
Late registration begins the first calendar day of the semester and ends on the seventh calendar day of the semester for full-term classes. Registration is not permitted after the seventh calendar day of the semester. See www.xavier.edu/registrar for late registration dates for other sessions.
- Registration materials may be obtained in-person at the Office of the Registrar, can be mailed to the student upon request or can be obtained on-line at www.xavier.edu/registrar.
- In-person - Students present completed registration forms to the Office of the Registrar. In fall and spring, advisor signatures are required on undergraduate registration forms.
- Mail-in/Fax - see above.
- On-line - Students may register on-line via the Xavier Student Hub www.xavier.edu/students
Schedule Adjustment (Class Adds-Drops, all students, Fall and Spring Term; for Summer, consult the Summer Session Bulletin)
Once a student has registered for a term, to add or drop classes he/she must process a drop/add request using a method described above as follows:
Full Term Classes:
Adding a Class
Classes can be added through the first seven calendar days of the term.
Dropping a Class
Classes can be dropped through the first seven calendar days of the term without a grade appearing on the student’s academic record. Undergraduate students receive a grade of “W” for classes dropped from the eighth calendar day of the term through approximately 80% of the term. For graduate students, a “W” occurs if a class is dropped from the eighth calendar day of the term through the last day of classes. See the Academic Calendar or www.xavier.edu/registrar for specific dates and policies.
Short Term Classes:
Adding a Class
Classes can be added through the first three days of the term.
Dropping a Class
Classes can be dropped through the first seven calendar days of the term without a grade appearing on the student’s academic record. Students will receive a grade of “W” for classes dropped from the seventh calendar day through approximately 80% of the short term. See the Academic Calendar or www.xavier.edu/registrar for specific dates.
The Office of the Bursar adjusts the student’s financial account based on the add-drop activity. Advisor’s signatures are not required to change sections through the schedule adjustment period.
Special Registration Conditions
Students taking courses as audit or as repeated courses are responsible for obtaining and completing the proper forms to identify such courses at the time of registration, during schedule adjustment, or during late registration.
Anyone wishing to audit a course may do so. An audited course does not carry credit or earn a grade. No one may change from credit status to audit status or from audit status to credit status after the seventh calendar day of the term. Regular tuition rates apply. A grade of “W” may be awarded by the instructor if the student does not fulfill class obligations, or stops attending.
Repetition of Courses (Repeat Policy)
Students need to initiate this process. 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.
Satisfactory/Unsatisfactory (S/U) grading is only available in certain courses. Letter grades cannot be given in these courses. The semester hours in courses taken on a S/U basis will count toward the University’s minimum semester hour requirement of 120 for graduation if they are passed successfully. Neither the course hours nor any quality points are computed into the student’s grade point average if the grade is “Satisfactory.” However, if the grade is “Unsatisfactory,” both the credit hours and the earned quality points are computed into the student’s cumulative grade point average.
Withdrawal from the University during an Academic Term
A student who wishes to withdraw from all classes during a term (even if only registered for one course) must do the following:
- Notify the appropriate college dean in person or in writing;
- Obtain authorization from the dean by completing a withdrawal form;
- Submit the form to the Office of the Registrar;
- If a campus resident, notify the Office of Residence Life.
A student is considered to be enrolled until officially withdrawn. Failure to withdraw officially from the University will result in grades of “VF” for all courses. Once a semester begins, withdrawal from the University is recorded as an “Official Withdrawal” on the student’s academic record.
A student who wishes to withdraw from the University between semesters is not required to withdraw formally but is encouraged to contact his/her academic advisor or dean about the decision.
The transcript is the official academic record for all Xavier University students. Official copies must be obtained from the Office of the Registrar.
Transcript orders must be made in writing (in person or mail-in) or online through the National Student Clearinghouse and signed by the student. The request should include the student’s current name, phone number, all previous names, ID number or Social Security Number, dates of attendance, major or concentration and any degrees received. The request should also include the student’s current address, the number of copies needed and the complete address(es) to which the transcripts should be sent. The proper fee must be included with the request, and all obligations to the University must be met before transcripts may be issued.
Transcript information is available through the Xavier University transcript information telephone line, 513 745-2007, or on-line at www.xavier.edu/registrar.
National Student Clearinghouse (NSC)
Xavier University is in partnership with the National Student Clearinghouse (NSC). NSC is responsible for processing student loan deferment forms for the following programs: Subsidized Stafford Loan, Unsubsidized Stafford Loan and Parent Loan for Undergraduate Students (PLUS). More information on NSC can be found at www.studentclearinghouse.org. Since NSC is Xavier University’s legally designated agent, primary responsibility for loan deferment processing is with NSC. Please contact the Office of the Registrar for additional assistance or information.
Student Identification Card (ALL CARD)
The student identification card, ALL CARD, is required for all full-time and part-time students. ALL CARDs are provided through the ALL Card Center, room 270 Gallagher Student Center. The card is the official University identification and must be in your possession while on campus. The ID services include access for the library, recreational sports center, athletic and special event ticketing and login access to the Xavier Student Hub.
In addition to serving as your identification card for easy access to campus facilities and programs, the ALL CARD is used as a prepaid cash card to pay for on-campus services such as: bookstore, food services, copying, library fees, and vending.
The ALL CARD technology even includes the student’s ability to integrate U.S. Bank’s complete banking as well as Internet banking services with Xavier’s financial services system.
The system eliminates issues related to multiple cards for campus access and funds management. Convenience, simplicity and security… one card does it all! Questions regarding ALL CARD services and available to students should be referred to the ALL Card Center at 513 745-3374 or on-line at www.xavier.edu/allcard.