Undergraduate Academic Policies and Regulations

General Policies

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.

Reservation of Rights

Xavier reserves the right to promulgate and modify its rules and regulations, policies, and procedures and to make changes of any nature in its program; calendar; admissions policies, procedures, and standards; degree and graduation requirements; fees; written materials, including, but not limited to, this Catalog; and academic schedule whenever necessary or desirable, including, without limitation, changes in course content and class schedule, the cancellation of scheduled classes and other academic activities, and the substitution of alternatives for scheduled classes and other academic activities.

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. In any such case, the University will give whatever notice it determines is reasonably practical.

Students who interrupt their attendance by more than a year and who later return must meet curricular requirements as determined by their dean.

Delivery of Services

Xavier University assumes no liability for the delay or failure in providing educational or other services, programs, or facilities due to causes beyond its reasonable control. Causes include, without limitation, power failure, fire, strikes by University employees or others, damage by natural elements, and acts of public authorities. The University will, however, exert reasonable efforts, when it judges them to be appropriate, to provide comparable services, facilities, or performance; but its inability or failure to do so shall not subject the University to liability.

In the event that Xavier determines it must suspend or alter its operations in whole or in part due to epidemic, pandemic, other public health emergency, extreme weather, natural disaster, acts or threatened acts of terrorism or war, or any single act or combination of events beyond the University’s control, Xavier may suspend, reduce, terminate and/or modify its operations in whole or in part, which may or may not include offering online or other alternative learning options, in its discretion. In any such event, Xavier University is under no obligation to refund or credit any portion of tuition, fees, or other charges paid or owed, but it may do so in its discretion.  

Xavier provides rigorous academic and professional programs integrated with co-curricular engagement.  Even so, the quality and rate of progress of an individual’s academic career and professional advancement upon completion of a degree or program are largely dependent on his or her own abilities, commitment, and effort. In many professions and occupations, there are also requirements imposed by federal and state statutes and regulatory agencies for certification or entry into a particular field. These requirements may change while a student is enrolled in a program and may vary from state to state or country to country. Although the university stands ready to help its students find out about requirements and changes in them, it is the student’s responsibility to initiate the inquiry.

Student Responsibility

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.

Academic Grievances

Consistent with its mission, Xavier welcomes opinions and feedback about our policies, programs, and services in order to ensure that student rights are protected and, when necessary, to make changes that more effectively contribute to student success.  The University is accountable to its students, its other constituents, and its institutional accrediting body to provide a mechanism to ensure that students have access to appropriate procedures for registering complaints when they feel that their rights have been violated. 

Complaints can be made by a student or group of students alleging improper, unfair, or arbitrary treatment.  A complaint may address issues of institutional or program quality such as Xavier’s compliance with the standards of the Higher Learning Commission of the North Central Association of Colleges and Schools or other pertinent accrediting bodies. 

Exclusions to this policy include complaints regarding grade grievances, academic honesty, non-academic misconduct, sexual violence, harassment, and discrimination, which have separate, specific policies and procedures. 

Concerns or complaints about academic procedures or personnel should be filed with the appropriate unit: College of Arts and Sciences, College of Nursing, College of Professional Sciences, or the Williams College of Business.  A student with a complaint that a policy or procedure has been incorrectly or unfairly applied, or a complaint against a faculty member or academic staff member’s behavior, has recourse through this process.

Students should address the complaint by first discussing the matter with the staff or faculty personnel with whom the issue originated. If students are uncomfortable talking directly with the person about whom they have a complaint, they may contact the supervisor or department chair directly.

If the issue is not resolved at the staff or faculty level, the next step would be discussion about the allegation with the supervisor or the department chair.  Ideally, the student should document in writing the incident that has occurred. If possible, the student should include dates, locations, context, and as much detail as possible.  In addition, the student should identify the resolution they are seeking and explain in writing why they feel that the issue was not resolved directly with the staff or faculty personnel.

If the issue is not resolved at the supervisor/chair level, students should then contact the respective dean’s office where the dean or their designee will investigate the issue or allegation, and render a judgment.  

Class Attendance

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.

Writing Standards

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.

Academic Integrity

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 cheating, plagiarism, falsification of records for academic gain, collusion, copyright infringement, or abuse of physical or intellectual property or use of generative artificial intelligence (GAI).

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, but are not limited to, one or more of the following: a written warning, academic integrity training, a zero or an “F” for that assignment or test, an “F” in the course, university probation, suspension, or expulsion from the University. This violation is to be submitted to the dean of the college of the student’s major(s), via the Academic Integrity reporting system, though the instructor has full authority to assign the grade for the assignment, test, or course; the dean has full authority to assign university-level penalties. If disputes of interpretation arise the student, faculty member, and appropriate chair/program director/school director should attempt to resolve the difficulty. If this is unsatisfactory, the dean will rule in the matter. As a final appeal, the Provost or their designee(s) will make a final determination.

Disciplinary Action

Xavier University expects the behavior of its students on and off campus to be in accordance with the rules of conduct specified in the Code of Student Conduct and the Student Handbook. A student violating any University policy will be subject to disciplinary action, facilitated by the Office of Residence Life or Dean of Students Office).Serious cases of misconduct may result in a student’s sanctions that include suspension or expulsion. Academic credits for courses in which the student is currently enrolled may be lost by a student who is suspended or expelled from the University before the end of the semester. Refer to the Student Handbook (www.xavier.edu/handbook) for specific information regarding the student conduct process and procedures.

Disciplinary records are confidential and are maintained by the Dean of Students Office for a period of seven years, unless the student has been suspended or expelled from Xavier, in which case student conduct records may be kept indefinitely. The University may choose to notify parents of disciplinary action taken against a student in accordance with the permissible disclosures as outlined in the Student Handbook.

Academically related discipline problems will be addressed through the appropriate department chair, dean, and Provost.

Xavier University reserves the right to dismiss a student for academic misconduct if, in the judgment of University officials, such action is necessary to preserve and support the general welfare and academic experience of one or more students and/or the Xavier community. A student also may be required to withdraw for reasons of poor scholarship, failure to remove academic probation, or misconduct.

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.

Enrollment

Classification of Undergraduate Students

1. Freshmen - students who have earned 0 through 23.99 credit hours
2. Sophomores - students who have earned 24 through 54.99 credit hours
3. Juniors - students who have earned 55 through 89.99 credit hours
4. Seniors - students who have earned a minimum of 90 credit hours
5. Non-degree - students who have not declared themselves candidates for a degree at Xavier
6. Visiting (transient) - students from another college or university taking courses as a non-degree student at Xavier for transfer back to their home institution
7. Auditors - students taking courses but not for college credit

Enrollment Status of Undergraduate Students

• Full-time Status: 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 Statuses: 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

Course Numbering

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

Prerequisites and Course Restrictions 

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.

Credit Hours, Semester

At Xavier University, the number of credit hours awarded depends on the course workload and overall contact with the subject matter, including the amount of direct instruction and the amount of student study/preparation time.  A semester course typically requires two units of student study/preparation time for every one unit of direct instruction.  Credit hour minimums are the same for both the undergraduate and graduate level.  Actual hours of course work may exceed these minimums to ensure students meet course student learning outcomes. 

A direct instruction hour consists of 50 minutes of formalized faculty-directed instruction presented to students, either in a synchronous or asynchronous format.

A study or preparation hour consists of 50 minutes of independent work, outside-of-class study, or preparation coursework that the typical student is expected to complete. Examples include, but are not limited to, reading assignments, working out problems, preparing for exams, completing online and face-to-face group work, writing papers, and working on a project. 

A semester credit hour is the amount of credit awarded for successful completion of a total of 2250 minutes of course work comprised of faculty-directed instruction and independent student work.  For example, one semester credit hour of traditional face-to-face lecture courses represents 750 minutes of direct instruction supplemented by a minimum of 1500 minutes of student independent study or preparation. An equivalent amount of time and work is required for shorter semesters or course duration.

The ratio of direct instruction to independent student work may differ by modality of instruction, but all courses require a minimum of 2,250 total minutes of student work per credit hour (e.g., 750 minutes of direct instruction plus 1,500 minutes of study/preparation time).  A three credit-hour course requires a minimum of 6,750 minutes of interaction with the subject matter, including both direct instruction and independent student work. 

Xavier University includes a week of final exams as part of the required minutes for full-term courses.  A laboratory course that meets for two or three class hours weekly over the course of a full term is considered equivalent to one credit hour.  Fully online courses include the same credit hour minimums as face-to-face courses. The credit hours for work in internships, practica, and student teaching vary.  Class and study time may exceed these minimums to ensure students meet course student-learning outcomes. 

The standard 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 sections for the various academic departments. 

Faculty are responsible for ensuring that overall credit-hour minimums are met for each of the courses they teach, including the make-up of any unanticipated class cancellations that occur due to weather or other extenuating circumstances. Faculty may use alternative activities or assignments to make up missed class time.  It is general practice for faculty to notify their chairs when a class session is cancelled. 

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.

Auditing Courses

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.

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.

Course 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:

Undergraduate

• 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.

Graduate

• 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.

Pass/Fail Grade Option

The purpose of this policy is to encourage students to pursue coursework of interest outside of their areas of study. Students must petition or apply for consideration for a Pass/Fail grade from the department chair and consult their academic advisor to determine eligibility to ensure that the Pass/Fail option is appropriate. Licensure or advancement in a program or transfer of course credit to other universities may be affected by a Pass/Fail grade. There may also be implications for a student’s academic standing eligibility in athletics, financial aid qualifications, or eligibility for the Dean’s list. Students planning on entering graduate or professional school (e.g., Medical School, Law School) at any time after graduation should be aware that required or pre-requisite courses listed as Pass/Fail very often are not accepted. The policy has certain restrictions, listed below, that will protect students from any negative ramifications of choosing the Pass/Fail (P/F) option.

Purpose of Pass/Fail grade option

The purpose of this policy is to encourage students to pursue coursework of interest outside of their areas of study. Policies may vary by college, school or program.

Stipulations and rules of Pass/Fail option

• In order to elect the Pass/Fail option, the student must fill out the Pass/Fail form available from the Office of the Registrar online and attain the signatures of the instructor, advisor and dean of their college/school.
• Students may select the Pass/Fail option only during the add/drop period for the given course. A return to regular grading is also restricted to this timeframe. These deadlines include half-semester classes, intersession, and summer classes.
• An undergraduate student may take a maximum of 9 hours of Pass/Fail coursework during the student’s undergraduate career. 
• No more than 6 hours of Pass/Fail coursework can be taken in a single semester.
• This option is available to students in good academic standing, sophomore status or higher.  
• Only electives can be taken as Pass/Fail option. Courses cannot be used to fulfill a major, minor, Core requirement, or corequisites. Additionally, study abroad programs are excluded from the Pass/Fail option.
• Students may petition to have the Pass/Fail course satisfy a requirement in the event they change their major to that new area, on a case-by-case basis, but their petition can be denied.
• Each academic department will determine if a given course can be taken as Pass/Fail based on degree requirements, program restrictions, etc.
• Pass/Fail grades will appear as P(pass), or F(fail) on students’ official academic transcripts. 
  • Pass (P): a permanent grade/credit indicating equivalent work of D or better and will count as earned hours toward graduation. A grade of P is not computed as part of a student’s semester or cumulative GPA. 
  • Fail (F): no credit, a permanent grade indicating equivalent work of less than a D in the course. Students who earn a grade lower than a D will receive that grade, and it will be included in the computation of overall GPA. 
  • Pass/Fail grades may not be converted to any other grade (except W (withdrawal)).

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.

Grading and Academic Standing

Undergraduate Grading System

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 completed Incomplete grade or 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.

Quality Points

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:

Incomplete Work

Grades of “IP” (In Progress) indicate that the student is continuing a long-term project related to the course, and should only be used when such continuation is the expectation of the program (eg for long-term research or other dissertation-related work). The grade “IP” does not count toward the GPA. The faculty member or department head initiates the grade change process once the work is completed.

Grade of “I” (Incomplete) may be granted only rarely and only for serious reasons. Course assignments are due at the time specified by the instructor. If an extension is granted beyond the termination of the course, the grade of “I” will be assigned.  The grade “I” does not count toward the GPA. Unless the work is completed and submitted by the last day of the subsequent semester (Fall incomplete = last day of Spring Semester; Spring incomplete = last day of final Summer Semester; Summer incomplete = last day of 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 the last day of the subsequent semester. 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.

If a student ceases to attend class or misses the final exam the instructor should assign a grade of ‘F’ or ‘VF’. 

If the student is deferred for graduation due to a grade of  ‘IP’ or ‘I’, 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.

Dean’s List

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.

Academic Standing

Actions regarding academic warning, probation, academic suspension, and academic dismissal will be noted on the student’s permanent academic record.

Good Standing

• 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).

Academic Warning

• 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.

Academic 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.

Academic Suspension

• 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.

Academic Dismissal

• 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.

Academic Bankruptcy

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.

Academic Reactivation

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 the Registrar. See the section on “Transfer Credit” 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 Placed on Academic Suspension

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 Affairs.

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.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. The decision of the academic vice president is final. There is no further appeal.

Graduation

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.

Graduation Honors

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.

Comprehensive Examinations

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.

General Electives

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.

External Courses

Courses at Other Institutions

Consortium Courses

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 https://www.gccollegiateconnection.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.

Non-Consortium Courses

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.

Study Abroad Credits

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.

Transfer Credit Policies

Any student who has successfully completed college-level course work at another institution of higher education must arrange to have an official transcript sent directly from the each college/university attended to Xavier’s Office of Admission.

Credit will be accepted for all college-level academic courses (except co-op and life experience) in which a grade of “C” or better has been earned at institutions of higher education that are accredited by one of the accrediting associations listed below:

• Accrediting Commission for Community and Junior Colleges (ACCJC) Western Association of Schools and Colleges
• Higher Learning Commission (HLC)
• Middle States Commission on Higher Education (MSCHE)
• New England Commission of Higher Education (NECHE)
• Northwest Commission on Colleges and Universities (NWCCU)
• Southern Association of Colleges and Schools Commission on Colleges (SACSCOC)
• WASC Senior College and University Commission (WSCUC)

​Xavier’s undergraduate colleges will accept course work successfully completed within the last ten years; credit over ten years old will not be accepted if the course in question belongs to the student’s major, minor, or, in the case of business students, pertains to the “business core.” Credits over ten years old which pertain to the undergraduate core curriculum or are general electives will usually be accepted.

The transfer credit, but not the grade, is recorded on the student’s transcript. The grades are not computed in the student’s Xavier grade-point average.

Application of Credit to Xavier Degrees (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.

Earning Credit for Military or Other Professional Training

Students who have completed training courses through the armed forces or other professional training programs may be eligible to receive college credit for courses completed.  The Guide to the Evaluation of Educational Experience in the Armed Services, published by the American Council on Education, is used to determine what credit might be granted for military training.  For courses completed through business and professional organizations, the National Guide to Educational Credit for Training Programs, published by the American Council on Education, is used to determine what credit can be granted.  To request credit for military or other professional training, students must submit transcripts or certificates of completion to the Office of Admission.

Earning Credit through Advanced Placement (AP) Examinations

Students who have successfully completed Advanced Placement courses and have taken the appropriate AP examinations may apply for college credit for this work. Xavier grants credit in a number of disciplines depending on the student’s score on the appropriate AP examination. Ordinarily, a score of “4” or better in an Advanced Placement (AP) examination will earn the student an advanced placement with credit in that discipline. To see how AP exams equate to Xavier credit, see https://www.xavier.edu/undergraduate-admission/ap-ib-and-clep-credit/index . Students must arrange to have official test scores sent to Xavier’s Office of Admission. Xavier’s school code is 1965.

Earning Credit through the College Level Examination Program (CLEP)

Xavier University participates on a limited basis in the College Level Examination Program (CLEP) of The College Board. Students should contact the Office of Admission. To see how CLEP exams equate to Xavier credit, please see https://www.xavier.edu/undergraduate-admission/ap-ib-and-clep-credit/index. 

Earning Credit through the International Baccalaureate (IB) Program

Students who have successfully completed International Baccalaureate (IB) courses and have taken the appropriate Higher Level examinations may apply for college credit for this work. Xavier grants credit in a number of disciplines on an individual basis for the grades of 5, 6 and 7 earned in the IB higher level examinations. Additional information is available on the web at https://www.xavier.edu/undergraduate-admission/ap-ib-and-clep-credit/index. Students must arrange to have official test scores sent to Xavier University. Xavier’s school code is 1965.