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Undergraduate Catalog 2001-2003

Academic Policies

Section VIII: Registration/Advisement Regulations and Procedures

  1. Registration Policy
  2. Billing/Registration Policy
  3. Change of Course Petition
  4. Miscellaneous Petitions
  5. Transcripts: Regulations Governing Issuance
  6. Course Code System
  7. Student Classification and Definition
  8. Council of West Suburban Colleges Cross-Registration Program
  9. Academic Advisement and Registration
  10. Accelerated Load (Overload)
  11. Prior Approval of Correspondence and Transfer Courses
  12. Waiting List
  13. Auditor Status
  14. Visitors
  15. Family Educational Rights and Privacy Act of 1974 As Amended


A. Registration Policy

  1. Students may register for and be admitted to classes in any term only during the first 10 percent of the term and in no case after a class has met for more than 10 percent of its published contact time.
  2. The Registrar will calculate the late registration deadline for each regular term and publish this information in the University Term Bulletin.
  3. For classes scheduled outside of regular terms, the Registrar will calculate late registration deadlines and include this information with registration materials for such classes.
  4. Registration procedures and deadlines for learning experiences cosponsored with other educational institutions or organizations are governed by the contractual agreements for cosponsorship when duly approved by Aurora University.
  5. Only those students who appear on the class list provided by the Registrar or who present a late registration admission slip provided by the Registrar may be admitted to class by faculty. Faculty who knowingly admit unregistered students to class are subject to disciplinary action by the University.
  6. Students are responsible for making up or completing all class work and assignments missed due to late registration for a class and late registering students enter any class with the understanding that missed work may affect their grades in the class. Faculty members are expected to make reasonable accommodation for students entering class after the first session (e.g., making available to the student copies of syllabi or other written materials previously provided to other students), but are under no obligation to provide late-registering students with access to learning experiences included in the missed classes that cannot reasonably and conveniently be repeated (e.g., group exercises, in-class quizzes or writing exercises).


B. Billing/Registration Policy

  1. Students who have unpaid balances from prior terms that are not covered by duly approved and current installment payment plans with the University, by duly approved and current deferred payment plans, or by duly approved corporate billing agreements, or who have failed to meet any other statutory or University requirement for registration will be designated as being on hold status.
  2. No student on hold status will be registered by the Registrar for any class until the hold status is removed by the appropriate University authority.
  3. Students who have resolved their hold status will be registered and admitted to classes only during the time period permitted under the University regulations concerning LATE REGISTRATION.
  4. No grades will be recorded for students who are not duly registered.
  5. In the event that a student duly registered for a class is subsequently placed on hold status, no grade(s) will be recorded and no credit for the class(es) will be transcripted until the student's hold status is removed by the appropriate University authority.


C. Change of Course Petition

  1. Any student who has officially registered, and who wishes to change some part of his/her registration must file a change of course petition with the registrar. This includes dropping and adding courses, changing grading systems from letter grade to Credit/No Credit or vice-versa, or changing sections of a course. The change of course petitions are available from the Academic Advisement Office and Registrar's Office.
  2. Change of course petitions for changes requested by the student must be initiated by the student and require the signature of an academic advisor. Changes initiated by the University are handled administratively by the jurisdictional dean or the Registrar as appropriate.
  3. Students withdrawing from courses within the first two calendar weeks of the term will not have those courses recorded on their transcript. Thereafter, and through the next to the last week of the term (tenth week of an eleven week term and ninth week of a ten week term and prorated for summer terms) a grade of W is posted. After this date no withdrawal will be allowed. No drop petitions will be accepted during the final calendar week of the term. Drop petitions must be filed in the Registrar's Office by the conclusion of the tenth calendar week in an eleven-week term or ninth calendar week in a ten-week term or its equivalent for shorter sessions.


D. Miscellaneous Petitions

  1. Prior Approval Petition: When a student wishes to register for college work at another institution, or to take a correspondence course or a CLEP examination, he/she must file a Petition for Prior Approval seeking approval from the Registrar to make sure that the work he/she plans to do will be transferable and applicable toward his/her degree.
  2. General Petition: When a student wishes to request an exemption from any part of the General Degree requirements he/she must fill out a General Petition stating his/her request and file it with the Registrar. The Registrar approves general petitions in accordance with guidelines issued by the General Education Committee and in consultation with the program chair and jurisdictional dean.
  3. Graduation Petitions:
    1. Application for Graduation Status (See Section IX)
    2. Summer Graduation Petition (See Section IX)
  4. Petition for Acceptance of a "D" on a Major: Students who wish to have a "D" applied to their major must complete this petition and file it in the Registrar's Office. The Registrar will seek a recommendation and supporting statement from the jurisdictional dean or designate of the program in which the student is declared as a major, and supporting information from the unit in which the course was offered (if different from the major program). This information will be forwarded with the petition to the Academic Standards and Conduct Committee which shall rule on the petition.
  5. Cross-Registration Petition:
    Students wishing to cross-register within the consortium (Benedictine University, North Central College) need to pick up a cross-registration petition in the Registrar's Office prior to attempting to register at one of these other institutions.
    1. Cross-registration does not operate during the summer although students are welcome to register at other institutions as a student-at-large.
    2. Instructions for completion and filing are printed on each form. It is the student's responsibility to complete and file each petition in accordance with the guidelines given. All petitions are available in the Registrar's Office.
    3. Cross-registration petitions must be filed by the end of the first week of classes at the home institution.
  6. Petitions for Directed Study, Independent Study, Honors Reading, Honors Research and Courses by Special Arrangement:
    1. Directed Study and Independent Study Petition
    2. Course by Special Arrangement Petition
  7. Petition for Career Field Experiences: Students wishing to register for internships (CIFE or CAFE) must complete and file an Internship Contract and Registration Authorization prior to their registration for the experience. Forms are available from the Advisement Office or the Registrar's Office.


E. Transcripts: Regulations Governing Issuance

  1. Official transcripts bearing the signature of the Registrar and seal of the university for purposes of transfer of credit, certification or employment reference are issued only by direct mail to educational institutions, certification agents and employers. Students may supply application forms or other supportive documents to be enclosed with official transcripts.
  2. All official transcripts which are placed into a student's hands, are stamped "Issued to Student."
  3. A student's academic record is considered confidential. Therefore, transcripts will be issued only at the written and signed request of an individual student, or appropriate institutions or officials.
  4. Each transcript is issued as a complete and accurate copy of the student's academic record as of the date of issue. It contains a record of all work attempted at Aurora University, together with a notation as to final grades earned, or drop status achieved, in each course. It shows total number of credits accepted in transfer from other colleges or universities. High school credits and test scores are not transmitted. Grade point averages are computed and reported with appropriate explanation as to the means of calculation.
  5. Aurora University has no authority to copy or release transcripts furnished to it from other institutions for admission or evaluation of credit. Transcripts from other institutions or testing agencies must always be obtained from the issuing institution or agency.
  6. Transcripts will be withheld until the student's financial record with the university is clear. Until such time as this occurs, transcripts will only be issued to potential employers.
  7. Academic dismissal is reported on all transcripts.
  8. Disciplinary dismissal is documented in the Registrar's Office for five years, but is NOT reported on transcripts.


F. Course Code System

  1. Department/program is to be represented by three letters (e.g, ENG = English, SOC = Sociology). Letter codes are assigned by the Registrar in consultation with the appropriate jurisdictional dean.
  2. Course number is to be composed of three digits, with course number ranges to indicate level:

    Numerical suffixes are used for section numbers.

    EXAMPLES:

  3. 100 and 200 level courses are considered lower-division; 300 and 400-level courses are considered upper-division.


G. Student Classification and Definition
Each student who registers for a course at Aurora University will be classified. Classification will be made at the time of entry to the university and reclassification will be made each successive fall term only, or if a student shifts from a non-degree classification to a degree or certificate classification.


H. Council of West Suburban Colleges Cross-Registration Program
The following exchange program is in effect among Aurora University, North Central College and Benedictine University. A cross-registered course taken at any of the three institutions will be treated as a course taken at the student's home institution. The grade will be calculated into the grade point average and course credit will be applicable toward the home institution's residency requirement. The following guidelines are in effect:

  1. Eligibility: Fall/Winter/Spring Terms
    1. Eligibility to cross-register in a CWSC institution is extended only to students who are matriculants for a bachelor's degree and are registered concurrently for at least one course at the home institution. Exceptions to the condition of concurrent registration may be granted by the Registrar at the home institution.
    2. Students shall take no more than two courses at the host institution in any given term.
    3. Each student who wishes to cross-register shall complete the Exchange Course Authorization form which requires the signatures of the advisor and Registrar of the home institution as well as the Registrar of the host institution. In addition to this form, students are normally expected to complete the regular registration procedures at both the home and the host institution.
    4. Cross registration is restricted to course offerings which are not available at the home institution. An exception to this condition may be granted by the Registrar at the home institution in consultation with the registrar of the host institution.
    5. Enrollment at the host institution is subject to available seats in a given course. Home students are given first priority.
  2. Fees
    1. Tuition for courses is paid at the home institution at the home institution's rates.
    2. Lab fees or other extraordinary fees-in-course will be assessed at registration. Billing and payment will be handled by the business officers involved.
    3. Cross-registered students are not required to pay general fees, such as activity fees, at the host institution.
  3. Grades/Transcripts
    No permanent record for cross-registered students is maintained at the host institution. Grades are transmitted from the host institution to the home institution in writing at the completion of the term of attendance at the host institution.
  4. Eligibility: Summer/Interim Sessions
    The cross-registration program is not operative during the summer or interim terms. However, credit completed at a consortium institution during these terms will be counted toward the residency requirement at the home institution. A student must secure permission from the home Registrar prior to enrollment at another consortium school. The student will register for summer/interim courses directly at the host institution, pay the tuition rate which the host institution charges, and request an official transcript of credit earned to be sent to the home institution. The host institution will maintain a permanent record of summer study.
  5. Academic Policies
    Academic policies at the host institution are in effect and will be enforced at the host institution. A student should be aware of the differences between consortium institutions: academic calendars, add/drop procedures, course withdrawal procedures, incomplete grades, and grade appeals.
  6. Transfer/Credit Articulation
    When a student transfers to a school within the consortium, credits are evaluated at the "new" home institution in compliance with its regular transfer policies.


I. Academic Advisement and Registration

  1. General program advising with a faculty member or professional advisor is available by appointment to all students through the Academic Advisement Office or departmental program office.
  2. Academic advising with an assigned advisor must be arranged each term by all students before they may register for classes. (This does not constitute registration. It only indicates the outcome of the advisement session.)
  3. All registration forms must bear the signature of an academic advisor to indicate that the student's proposed registration has been reviewed. Forms must also bear the signature of the student to indicate that the student accepts responsibility for the programmatic consequences of the registration and agrees to be bound by all relevant University regulations.


J. Accelerated Load (Overload)
Students desiring to register for an accelerated load of more than 11 semester hours in any term must have the approval of the Academic Advisement Director or Registrar. General criteria to be applied are a cumulative GPA at Aurora University (Type 2: See Section VI- B) of 3.00 for returning and transfer students, and an SAT composite of 1100 or ACT composite of 26 for entering freshmen. Faculty advisors may approve an accelerated load of more than 11 semester hours in any term if the student has a cumulative GPA at Aurora University of at least 3.40. Each case will be considered individually against the general guidelines, taking into account other factors such as recent performance patterns.


K. Prior Approval of Correspondence and Transfer Courses

  1. After completing a previously-approved course for transfer, the student must have an official transcript sent to the Registrar of Aurora University. The transcript must arrive within 30 days of the completion of the course.
  2. Transfer of courses on the major: It is generally expected that, once enrolled at Aurora University, a student will complete all coursework at AU, particularly in the case of the work for the students' major. All Petitions for Prior Approval concerning major courses are reviewed in light of the policies of the department(s) involved.


L. Waiting List
Once a course has been closed, a student is encouraged to select and register for an alternative course. If a student wishes to be placed on the Waiting List for the original course, he/she should ask for a Waiting List Add/Drop Petition when registering. Students are admitted from the Waiting List on the basis of need as determined by the Registrar in consultation with program chairs and other academic officials when appropriate. The Waiting List does not operate on a first-come, first- served basis, nor do instructors have influence on the decision. The Registrar makes determinations prior to the start of the term. Students authorized to add the class are contacted by telephone to confirm that they still wish to enter the class. If so, the previously-completed petition will be filed by the Registrar's Office and the change(s) will be made in the student's schedule. If a student wishes to make a statement to the Registrar in support of his/her need to take the course at this time, these arguments should be outlined on the Waiting List Petition. Students are also welcome to discuss the matter in person.


M. Auditor Status

  1. Aurora University has an Auditor (AU) status for those individuals who do not wish to earn college credit for either an undergraduate or graduate course.
  2. Auditing privileges may include full participation in class sessions, with the exception that instructors are not required to evaluate and grade an Auditor's performance in a course. Instructors may determine the character of participation and requirements of auditors.
  3. The tuition fee for auditing has been established at 25% of the regular tuition rate. Any additional class fees will be at the expense of the auditor.
  4. Auditors must register for classes on a standby basis, with the understanding that students registering for credit have priority in the class. A decision as to whether Auditors may enter classes will be made prior to the beginning of the first class session.
  5. Audited courses will be posted on a student's permanent academic record as an audit (AU). No academic credit will be granted for audited classes now or in the future.
  6. Auditors may not participate in clinical experiences, field placements and practica coursess.


N. Visitors

  1. An individual who wishes to visit only a single class session need not register or pay the stated fee, but must secure the prior approval of the instructor for each session visited.


O. Family Educational Rights and Privacy Act of 1974 As Amended
A federal statute, The Family Educational Rights and Privacy Act of 1974 took effect on November 19, 1974. Specifically, this statute governs (1) student access to records maintained by educational institutions, and (2) release of such records.

  1. Under the first heading, student access to records, the law requires all educational institutions to allow attending students and former students access to their personal records.
    1. At Aurora University the records of attending students include the general file in the Academic Advisement Office or graduate program office, the permanent academic record in the Registrar's Office, financial records in the Student Accounts Office, the financial aid files in the Financial Aid Office, and where appropriate, the files in the Education Department Office, and Career Resource Center.
    2. The files of former students are found in the Alumni Office, Registrar's Office, and, where appropriate, in the Education Program Office, and Career Resource Center.
    3. Specifically exempted from viewing by the student are the financial records of students' parents and the confidential recommendations and statements written for and placed in the file prior to January 1, 1975. A student may or may not sign a waiver of his/her right to access to recommendations and statements written for and about him/her after January 1, 1975.
    4. Copies of student records will be furnished upon written request of the student. Official transcripts of a student's college academic record are available. Student credentials maintained by the Education Program Placement Service are also available. The first set of five credentials is free of charge; all subsequent sets of five are issued at a rate of $2.00. Other student records for which copies are requested will be issued at a charge of $.25 per page with a minimum charge of $2.00.
  2. The law requires educational institutions to provide hearings for students to challenge any record that they consider inaccurate or misleading. Aurora University, in complying with this law, has established the following procedures for implementing it.
    1. A student must present a written request to see the contents of his/her files to the appropriate office. An appointment will then be made for him/her to read his/her file in the presence of a member of the University staff. Identification will be required at the time of the appointment. A student may read the contents of these files, but may not remove or destroy any of the contents.
    2. An University Judicial Board hearing may be requested by a student for the purpose of challenging any record he/she considers inaccurate or misleading, under the terms of General Campus Regulation Number 16. The decision of University Judicial Board will be appropriately implemented in all such cases. If the decision is not to amend the record, the student will be allowed to place a written comment or explanation in his/her file. If the contested portion of the file is disclosed to anybody, the student's statement will also be disclosed.
  3. Under the second heading, the release of student records, the law requires prior written consent of the student before releasing personally identifiable data about him/her from the records to other than a specified list of exceptions that includes school officials, officials of other schools in which a student seeks to enroll, parents of "income tax dependent" students, appropriate government officials, accrediting organizations, in response to a legal subpoena and to certain others if the knowledge of such information is necessary to protect the health or safety of the student or other persons.
    1. Excepted from this requirement is "directory information," including the student's name, address, telephone number, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, current registration, degrees, honors, and awards received, and the most recent previous educational institution attended by the student.
    2. Such information may be made public once the institution gives notice of the categories of information that it has designated as such "directory information" and allows a reasonable period of time after such notice has been given for a student to inform the institution that some or all of the information designated should not be released without his/her prior written consent. This announcement constitutes such public notice.
    3. A chart showing which school personnel have access to various records may be found and inspected in any office containing student records.


Posted: 11 March 2002