Academic Information

Outlined below are general policies and guidelines followed by Xavier University of Louisiana. Graduate students in the College of Arts and Sciences are encouraged to refer to the Graduate Programs  section of this catalog for additional information and requirements specific to their program. Students in the College of Pharmacy are encouraged to refer to the College of Pharmacy  section of this catalog for additional information and requirements specific to their program.

Catalog Restrictions

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

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

Grading Standards

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

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

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

AU - Audit

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

A student may not change his status from audit to credit, or from credit to audit, without the written permission of his or her advisor. Such approval will not be granted after the third class day of the academic term.

FE - Failure due to Excessive Absences

In all 1000-level courses and all developmental courses, absence is considered excessive when a student misses more than:

• twice the number of times the class meets per week (Fall or Spring semester).
• four absences in Summer Session I or II (3- or 4-hour credit-hour courses).
• six absences in Summer Session III developmental courses.

The total number of absences includes days missed because of late registration or late enrollment in the course.

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

I - Incomplete

In order to grant an “I” grade, the instructor must have written approval from the college dean. The instructor prepares a written agreement (with a timeline for completion) regarding the expectations of the student. A temporary grade of “I” (incomplete), unless changed before the end of the sixth week of the semester following the one in which it was incurred, becomes an “F”. Unless a prior waiver is granted, a student who receives an “I” at the end of the spring semester should complete the work before the end of the first summer school session.

W - Withdrawal

See the “Withdrawal (or Drop) from Courses” and “Withdrawal from the University” sections of this catalog.

W$ Policy

Note: The W$ policy is currently under review for potential revision. If revised, the corrected policy will be published on the Xavier website and in the catalog addendum.

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

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

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

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

Change of Grade

If a student believes that his/her grade is in error, he/she should contact the professor to discuss the concern. If the professor determines the grade is in error, the professor fills out a change of grade form, procures the signature of the dean and brings the form to the Registrar’s Office.

Ordinarily grade changes are completed within the first four weeks of the following semester. No grade will be changed after the last day of class in the fall or spring semester following the one in which the grade was given. If the instructor-of-record does not change the grade, the student can bring the concern to the department head, then to the division chair, and then to the Dean’s Office for further review. The final decision rests with the Dean’s Office.

GPA - Grade Point Average

At the end of each semester a semester GPA is calculated by dividing the total number of quality points earned in that semester by the total number of semester hours taken for credit.

The student’s cumulative average is computed by dividing the total number of quality points earned by the total number of semester hours graded. Only courses taken at Xavier University or through the Dillard/Loyola/Notre Dame Seminary/Tulane/Xavier partnership are used in computing the average. A grade of “C minus” from a partnership school is recorded as a “D” at Xavier; a “D minus” is recorded as an “F”.

A cumulative average of 2.0, computed as defined above, is required for good academic standing and for the granting of a degree. Usually only the highest grade in repeated courses will be considered. In the College of Arts and Sciences, in order for a student to repeat a course more than once, there must be written permission of the student’s departmental advisor or chair and the chair of the department in which the course is offered.

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

Grade Reports

Grades are reported to students twice each semester. The student obtains mid-semester and final grade reports online using his/her secure access. At the end of the semester, an official grade report is sent to the student’s Xavier email address.

Classification of Students

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

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

Transfer of Credits for Current Students

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

Students must have a 2.0 average, have completed all required developmental courses as well as 6 hours of English composition or ENGL 1023H  with a grade of “C” or better and attain sophomore standing before permission will be granted to enroll in another institution for transfer credit. Students may take only freshman-level or sophomore-level courses at a junior or community college. A student may not transfer more than 9 semester hours during any one academic year, that is, during a fall, spring, and summer.

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

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

Approval for transfer of credits to Xavier from some other educational institution must be received prior to the student’s enrollment at that institution. Otherwise, the credits will not be accepted at Xavier.

Students must complete a Request to Pursue Courses at Another Institution Form which can be obtained from the Registrar’s Office. Approval is required for specific courses. The student must have the form signed by his/her advisor and the head of the department of the major in which he/she is enrolled, as well as the head of the department of the discipline that he/she will be studying, The form must be accompanied by suitable documentation - a college catalog or printout from a website giving a description of the course(s) and college schedule showing that the course(s) will be taught during the summer or semester that the student is attending the other institution. Upon completion, the form must be returned to the Registrar’s Office. If a student enrolls in courses other than those specifically approved, the credits will not be accepted at Xavier.

If for some reason the course for which the student obtained permission is cancelled, the student is required to contact his/her advisor or chair to obtain permission for a change. The approved change must be documented by copies of email.

When approval is granted, credit is transferred from another accredited educational institution to Xavier upon receipt of an official transcript from the other institution indicating a grade of “C” or above (2.00/4.00). A grade of “C minus” does not transfer.

Academic Advising

Proper course selections and conformity to catalog requirements are ultimately the responsibility of the student. Xavier requires every student to have an academic advisor, a faculty member from his/her major department assigned by the department head. The student is responsible for consulting the advisor prior to each registration.

Registration

Times for pre-registration and registration are listed on the University’s Academic Calendar. Registration is not complete until a student is fiscally cleared and the fees for the semester have been settled to the satisfaction of the Office of Fiscal Services. Until such settlement has been made, the student is not entitled to attendance in any class or to any individual instruction.

Students are responsible for the selection of their courses in meeting degree and certification requirements. Although there are many opportunities to obtain guidance from academic advisors and from department heads, students must assume the final and complete responsibility for the selection of courses and for proper registration.

After a student has registered, he/she is expected to attend all classes in accordance with the program recorded on the official registration form. Once the drop/add period has passed, changes in schedule must be approved by the student’s department head or advisor. Once approval is received, courses must be dropped on or before the last day to withdraw from a course as indicated on the academic calendar. No change in class section or course is valid or official unless it is recorded with the Registrar. A fee will be charged for this service.

Courses dropped without following the above procedure will be assigned a grade of F or FE.

In order to register later than the last date assigned for registration on the University calendar, a student must receive permission from the appropriate Dean and pay the late registration fee.

The University expects that answers to all questions on the registration records be accurate and truthful. Any failure in this regard will be addressed and appropriate action taken.

Summer School

Admission to summer sessions is governed by the same general requirements as for admission during the regular academic year. Transfer students who will be attending Xavier for the first time during a summer session should apply for admission by May 1. These students will be classified as transient students and must present a letter of good standing from the dean or other appropriate official of the institution where they are pursuing a degree. Freshmen students accepted for the fall semester may also attend the summer session.

The following academic policies are in effect during the summer session:

1. The University reserves the right to cancel any summer course for which there are fewer than ten students registered.
2. Undergraduate students are classified as full-time students in a summer session if they enroll for six semester hours.
3. Xavier students must follow the course credit restrictions elaborated in the following section.
4. Students who register after the registration period will be required to pay a late registration fee of $100. Students will not be allowed to register after the second day of classes.
5. Students who wish to drop a course must complete an official add/drop form which can be found at the Registrar’s Office. Approval for dropping a course must be obtained in writing from the student’s advisor or chairperson, as well as the instructor of the class. This completed form must be turned in to the Registrar’s Office, prior to the posted deadline.
6. The grade of I (Incomplete) is usually not given in any undergraduate course offered during the summer session.

Overloads and Load Restrictions

Ordinarily, students are not permitted to enroll in more than 18 semester hours (including courses taken at another institution) of course work per semester. Exceptions are made rarely and within the following guidelines: Department heads may allow Junior or Senior students to take up to 21 semester hours for specific reasons which are documented in writing in the student’s departmental file. In order to receive approval, the student must have a minimum GPA of 3.0. If a student has a GPA of at least 2.5 and approval of the department head, an appeal may be made to the dean. In all cases, 21 semester hours (including hours taken online or at another institution) is the maximum for each semester. Students are required to pay additional tuition for each hour of overload (see Tuition, Fees and Expenses).

Ordinarily, students are restricted to 7 hours in each summer session. A chair may approve up to 9 hours for a summer session if a student has a GPA of 3.0 or higher. A student may not earn a total of more than 18 hours in the summer including courses taken at another institution. The maximum number of hours that may be transferred to Xavier University over the course of an academic year is 9 hours.

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

The University will confer a degree only after the applicant has fulfilled the requirement of at least 25% of course credit in residence. Eighteen hours of the 25% must be in the major with a grade of “C” or better in each course and nine hours must be in the minor. At most 50% of transfer credit can be fulfilled from community college credits.

Attendance

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

When a student misses five (5) consecutive classes, it must be reported by the instructor to Student Academic Support Office in the College of Arts and Sciences or the Student Affairs Office in the College of Pharmacy. Students absent from class for five consecutive days or more due to illness, family tragedy, etc., are to notify the dean of the college and submit appropriate documentation. The dean will send notification to professors. All absences in a course are counted until the course has been officially dropped. A student who is excessively absent may be withdrawn from the University upon the recommendation of the college dean. If a student stops attending classes, the amount of financial aid awarded must be recalculated based on the last date of attendance.

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

Academic Integrity and Academic Misconduct Policy

The integrity of academic work is a concern of all universities and Xavier University of Louisiana strives for a culture of integrity and respect. Ethical conduct violations or academic dishonesty can take a number of forms and are grouped herein under the general heading of Academic Misconduct. The Academic Integrity Policy of the College of Arts and Sciences provides a multi-level course of action by which academic misconduct is reported, recorded, and appropriately assessed in a fair and equitable manner. Pharmacy students should refer to College of Pharmacy Academic and Ethical Handbook.

Sanctions for academic misconduct include academic censure, academic suspension, and permanent separation (expulsion) from the University.

The full text of the College of Arts and Sciences’ Academic Integrity Policy includes examples of academic misconduct, procedural elements for reporting and subsequent actions for addressing academic misconduct, and the roles and responsibilities of the student, instructor, and the College of Arts and Sciences Academic Misconduct Hearing Committee. The full text of this policy can be found at http://www.xula.edu/casindex/html.

Academic Grievance Procedures

Students with concerns or grievances are encouraged to settle their concerns first with the instructor, then the department head, division chairperson, and only then with the college dean. Ordinarily, the Dean’s Office expects a written summary of the concern and the actions taken to resolve the concern. The Dean’s Office will then facilitate further discussions.

Withdrawal (or Drop) from Courses

Students are encouraged to make decisions about withdrawal from courses after they review their mid-semester grades. A date on which withdrawals are no longer permitted is found on the University Academic Calendar. In order to withdraw from a class, the student must obtain a withdrawal form from their department head or the Registrar’s Office and speak with their advisor and the instructor of the course. The student is required to complete their withdrawal form and obtain the signature of the course instructor and their advisor. A withdrawal fee must be paid to the cashier and then the form and the proof of payment are submitted to the Registrar’s Office. Failure to follow this procedure will result in an F or an FE for the course.

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

Withdrawal from the University

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

1. Obtain a withdrawal form from the Office of the Registrar.
2. Obtain signatures of designated officials on the withdrawal form.
3. Return the completed form to the Office of the Registrar no later than one week after the student has stopped attending class.

Withdrawal is not complete or official until all signatures have been obtained and the form is returned to the Office of the Registrar. The student’s withdrawal date is the date the student officially turns in the form with signatures to the Registrar. The last day to officially withdraw from Xavier is posted on the Academic Calendar.

The student who withdraws without submitting the appropriate paperwork will incur a failure in all courses for which he/she is registered, and no refund of any kind can be claimed.

In the case of serious illness, the student or his or her parent(s), guardian or legal representative should request official withdrawal in writing through the college Dean’s Office with appropriate documentation and a Family Educational Rights and Privacy (FERPA) form on file in the Registrar’s Office. The dean will then contact the Office of the Registrar for processing of the withdrawal form. In this case, the student’s withdrawal date is the date the student or an approved representative officially notifies the Dean’s Office of the withdrawal. A student that withdraws will be required to fill out a readmission application using the procedures found at: http://www.xula.edu/admissions/applicationinfo.php.

Administrative Withdrawal

In rare circumstances, students may be administratively withdrawn from the University upon the recommendation of the Provost and Senior Vice President for Academic Affairs of the University.

In all cases of Withdrawal from the University, students are responsible for the remaining tuition and fee balance. Please check with a Student Accounts’ Representative in the Office of Fiscal Services for more information.

Final Examinations

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

Grades for graduating seniors are due prior to the period assigned for final exams on the Academic Calendar. The intent is that the graduating seniors be given an early final. However, professors have other options: they may decide that graduating seniors (and graduating seniors only) receive their current grade in lieu of a final exam; or they may decide that Seniors can have the option of taking a final or retaining their current grade; they may also decide to substitute an additional assignment or test in lieu of a final for the graduating seniors. In all cases, the decision of the professor may not be appealed. Students who are not graduating are expected to take the final at the time scheduled.

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

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

Academic Standing for Undergraduate Students

Students who have both a 2.0 cumulative and semester grade point average are designated in good academic standing. Students who do not meet these criteria are reviewed by the College Academic Standing Committee and will be either placed on probation or dismissed from the University.

The College of Arts and Sciences’ Academic Standing Committee meets at the end of each semester to review student progress. The Dean of the College of Arts and Sciences chairs the Committee. Decisions made by the committee include dismissal, strict probation, and probation. In addition to these basic decisions, they may also include specific requirements for individual students. Compliance with those requirements will impact subsequent decisions.

Academic Probation for Undergraduate Students

Students who are not in good academic standing are placed on academic probation. A student is notified of academic probation by email and this status is also reflected on Banner Web.

Strict Probation

A student whose cumulative average is below 2.0 is placed on strict probation. Notification of this status is sent by email and is reflected in the student’s Banner transcript. The student is limited to enrolling in 13 semester hours while on strict probation. Students on strict probation must achieve a 2.0 grade point average for the coursework taken during the probationary semester, must maintain contact with a counselor in Xavier’s Counseling and Wellness Center, and must maintain contact with their academic advisor. The student must also document participation in academic support programs through the Student Academic Success Office. If these conditions are not met, the student is liable for dismissal.

Probation

A student whose cumulative grade point average is 2.0 or greater but who has less than a 2.0 for the previous semester is placed on probation. Notification of this status is sent by email and is reflected on Banner Web. The student is limited to enrolling in 15 semester hours and is required to maintain contact with a counselor in Xavier’s Counseling and Wellness Center, their academic advisor, and is required to participate in academic support programs through the Student Academic Success Office.

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

Academic Dismissal for Undergraduate Students

Students whose academic performance is unsatisfactory are thoroughly reviewed by the Academic Standing Committee. The review includes the student’s admissions data, complete transcript, involvement in student support services through the Student Academic Success Office and/or Counseling Services, disciplinary infractions, and compliance with previous recommendations and requirements of the Committee.

If a decision is made for dismissal, an email notice is sent immediately followed by a letter mailed to the student’s permanent address. It is the student’s responsibility to verify their academic standing by checking Xavier email and using Banner Web before returning for the next term.

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

Appealing a Dismissal Decision

Students who have been academically dismissed have the right to appeal this decision to the University Academic Standing Committee. This Committee only meets in July so a student who is academically dismissed after the fall semester is unable to file an appeal for readmission for the spring semester that immediately follows.

Students dismissed in either the fall or spring semesters must file a written appeal for readmission for the following fall semester (see the University website for the Appeal Form). This appeal must be received in the Office of the Registrar by July 1. The University Academic Standing Committee, chaired by the Provost and Senior Vice President for Academic Affairs, will review the appeal and render a decision which will be communicated to the student in mid-July both by email and a letter mailed to the address indicated on the student’s appeal form.

Readmission for Undergraduate Students

A student who desires readmission to the University after an interruption of attendance for any reason must apply for readmission following the procedure outlined at http://www.xula.edu/admissions/readmission.php.

If the student applying for readmission was academically dismissed or had a cumulative or semester grade point average of less than 2.0, their application will be reviewed by the College of Arts and Sciences’ Academic Standing Committee for a decision. As part of the readmission procedure, a student who was not in good academic standing when leaving the University must arrange for an appointment with Xavier’s Counseling and Wellness Center.

Appealing a Readmission Decision

If a student is denied readmission by the College of Arts and Sciences’ Academic Standing Committee, the student has a right to a written appeal of the decision to the University Academic Standing Committee. That committee meets only once a year during the month of July. The appeal must be received in the Registrar’s Office no later than July 1.

Note: Graduate students should refer to the Graduate Programs  section of this catalog for Academic Standing policies. Pharmacy students should refer to the College of Pharmacy Academic and Ethical Handbook.

Graduation

1. Completion Of Degree/Graduation Policies
   A student must complete all requirements before being awarded a degree. This includes a minimum 2.0 GPA and passing the senior comprehensive examination, or achieving a designated score on an identified national examination for those departments that allow such tests to be used as a substitute for the senior comprehensive. Scores for national exams must be received prior to the last class day of the semester in which the student graduates. Students are encouraged to take these tests in the semester prior to graduation to allow sufficient time for the Registrar to receive their scores.
   
   For students who finish at times other than the spring commencement:
   • Completion at Xavier: The student will receive his or her diploma approximately two months after the end of the session in which the requirements are completed. The graduation/diploma date will be the date this session ends.
   • Completion elsewhere: The student who finishes his or her requirements elsewhere must obtain official, written permission to do so. The graduation/diploma date will be the date in which Xavier’s corresponding session ends. The student will receive his or her diploma approximately two months after the Registrar at Xavier has received an official transcript of the credits earned. This transcript must be received by Xavier during the semester following the session in which the credits are earned. If the transcript is not received during this semester, the graduation/diploma date will be the semester in which the transcript is received.
2. REQUIREMENTS FOR A DOUBLE MAJOR
   A Xavier student may earn a B.A. or B.S. degree with a double major by successfully completing all requirements of the two department/division programs.
    
3. REQUIREMENTS FOR TWO DEGREES
   A Xavier student may earn two degrees by successfully completing all requirements of two department/division programs that result in two different degrees, i.e. a B.A. and a B.S. A student has five years to complete the second degree and all requirements must follow the same catalog. At most, one second degree may be earned. The second degree must include at least 30 hours of credit more than the single degree (typically 158 hours).
    
4. ENROLLMENT IN GRADUATE COURSES PRIOR TO GRADUATION
   Undergraduate senior students in their last year of study may be permitted to take a maximum of six credit hours of introductory-level graduate courses. Permission is contingent upon the student’s having a minimum GPA of 3.0 and approval of the Dean of the College of Arts and Sciences, the instructor of the graduate course, and the Director of the appropriate graduate program. The student will receive graduate credit upon successful completion of the course(s). This course work may be applied to a graduate degree program only AFTER the student has completed ALL the admission requirements and received formal acceptance to the graduate program. Under no circumstances will a graduate course be applied to both undergraduate and graduate credit.
   
   Undergraduates who wish to apply to a graduate program to take a graduate course must (1) complete the application form, (2) have an official transcript of their undergraduate credits sent directly to the Director of the appropriate graduate program, and (3) have a letter of good standing from their academic advisor, as well as a specific recommendation as to which course(s) the student may take.
   
   More information about graduate programs can be obtained from the Director of the appropriate graduate program.
    
5. COMMENCEMENT CEREMONY POLICIES
   In order to participate in the spring commencement, a student must be enrolled in ALL remaining required courses by the last day of add/drop during that semester, have successfully completed all required courses, have at least a 2.0 overall GPA, and have passed the senior comprehensive. In addition, a student who is enrolled in all remaining required classes in the spring commencement semester, has a 2.0 overall GPA, has passed the senior comprehensive, but fails only ONE required course during that last semester will be allowed to participate in commencement exercises. Withdrawal from any required courses will prevent the student from participating in the commencement exercises.  Also, students must satisfy all financial obligations to the University in order to participate in the Commencement Ceremony.  These obligations include student accounts, library fines, and parking tickets, etc.

Request for Transcripts

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

Graduate Academic Information

General Policies

1. Acceptance as a graduate student is not a guarantee that a graduate degree will be awarded.

2. Students pursuing graduate degrees ordinarily must complete all requirements within seven years from the first registration date.

3. All graduate students, both full-time and part-time, will be assigned an advisor upon selection of a degree program. The advisor will assist the student in planning his/her program of study. Students are required to have the approval of the advisor for each course(s) selected each semester. The coordinator of each of the graduate programs is also available to discuss a student’s program and concerns.

4. Upon successful completion of a minimum of 12 credit hours, the student must seek his/her advisor’s approval to apply for degree candidacy. Candidacy status is awarded by the Graduate Programs Council.

5. Graduate students enrolled for a minimum of six credit hours per semester or three credit hours during the summer are considered full-time.

Xavier University ID

Every student should obtain an identification card upon completion of his/her registration. For information about Xavier Identification Cards, please see the general Student Life  section of this Catalog.

Admission to Candidacy

A graduate student does not become an actual candidate for a graduate degree until granted formal admission to candidacy. To be admitted to candidacy, the student must have completed at least 12 semester hours of graduate credit at Xavier University, removed all deficiencies, obtained the written approval of his/her advisor, signed the Application for Candidacy form, and received approval from the Graduate Programs Council. Theology students must also pass a qualifying exam. At the time of filing, the candidate must meet the requirements of the University regarding academic scholarship as outlined in each degree program.

Transfer Credit

A maximum of nine semester hours of credit may be considered for transfer from another accredited institution of higher education toward a graduate degree at Xavier University. Each request for a transfer of credits will be considered on an individual basis. It is the responsibility of the student to have an official transcript from the institution where the graduate credits were taken mailed directly to the Director of the appropriate graduate program. The student must request and have sent directly to the appropriate Director a course description, in English, for each course under consideration. Under no circumstances will consideration be given unless the above documents are on file. The grade earned, the time elapsed since the credit was earned, and the value of the course content to the candidate’s particular program will be considered when determining transfer credit. Consideration will be given only for those courses for which a grade of “A” or “B” was assigned. Normally, credits older than six years are not acceptable for transfer. Requests for transfer credit will not be given consideration until the student has received candidacy status.

Students currently enrolled in a Xavier degree program may not take courses at other institutions without the prior written permission of their advisor and the Director of the appropriate graduate program. This request must be accompanied by the course description from a college publication. Upon completion of the course work, an official transcript for each course to be transferred must be submitted to the Director of the appropriate graduate program. Additional information, such as course syllabi and assignments, may also be required.

Requirement for the Second Master’s Degree

A student who has earned a master’s degree at Xavier may apply for a second master’s degree only if the second degree is in a different program/specialty from the first. Individuals pursuing a second master’s degree at Xavier may petition for acceptance of up to nine credit hours from the first master’s degree towards the second master’s degree. The acceptance of hours from the first master’s degree toward the requirements for the second master’s degree must be recommended by the program Director for the second degree.

Registration

Only those students duly admitted to a Graduate program may register for graduate courses. Before each term’s registration, the student must consult with his or her assigned advisor and obtain approval for the courses for that term.

Students who are studying full-time during the regular semester are limited to nine credit hours. Permission to register for additional credits in any term must be approved by the Director of the appropriate graduate program.

Graduate Courses for Undergraduates

Undergraduate senior students in their last year of study may be permitted to take a maximum of six credit hours of introductory-level graduate courses. The request must be initiated by the student and his/her departmental head. Permission is contingent upon the student’s having a minimum cumulative GPA of 3.0 and approval of the Chair/Director of the appropriate graduate program and the instructor of the graduate course. The student will receive graduate credit upon successful completion of the course(s). This course work may be applied to a graduate degree program only AFTER the student has completed ALL the admission requirements and received formal acceptance to a Graduate program. Under no circumstances will a graduate course be applied to both undergraduate and graduate credit.

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

Audit Policy

A graduate student who wishes to audit a course must obtain permission from his/her advisor, the instructor of the course and the Chair/Director of the appropriate graduate program prior to course registration. A student wishing to audit must have met all Xavier University Graduate Programs admission requirements and received formal acceptance. Regular attendance is required for a grade of AU.

Auditors are subject to the same fee structure as credit students and regular class attendance is required. Once enrolled as an auditor, a student may not change to credit status unless such a change is requested prior to the last day to add classes as indicated in the official calendar for that particular semester.

Residence Requirements

The term “residence” refers to the need to take courses in any given program under the auspices of the Xavier University Graduate Program. At least 27 of the credit hours to be applied toward the Master’s degree in Education or Counseling and 31 of the credit hours for the Graduate Degree in Theology must be taken in residence.

Withdrawal Process

A student must meet with his/her advisor before withdrawing from any course or his/her graduate program. The student who withdraws from his/her graduate program must complete the University’s Withdrawal Form and meet university withdrawal requirements. Students who do not complete the required documentation for withdrawal will receive a grade of “F” for the course(s). When a student withdraws from a course(s) and the withdrawal does not bring that student to zero hours, the Add-Drop form must be completed.

Xavier University reserves the right to request the withdrawal from Graduate Programs of any student who is unable to meet the established standards of scholarship.

Academic Probation and Dismissal

Academic Probation

A student whose grade-point average in any semester or whose cumulative grade point average falls below 3.0 will be placed on Academic Probation. Students on Academic Probation must meet with their advisor regarding their status and future enrollment. Students who are permitted to continue in their program of study may be limited to one course and no more than six semester hours in the following semester.

Students on Academic Probation will be given one semester to earn a minimum grade-point average of 3.0 in all courses pursued during that semester, and not more than two semesters to raise the cumulative grade point average to 3.0.

Academic Dismissal

Students on Academic Probation who do not attain the required 3.0 average after two semesters will be academically dismissed. Conditions for continuation in the graduate programs must be recommended by the Advisor and the Chair/Director of the appropriate graduate program.

A student who accumulates two grades of “C” or below will be academically dismissed. A grade of “C” in a major course usually will necessitate retaking the course.

Appeal

Students have the right to appeal their dismissal from a graduate program to the Graduate Programs Council. This appeal for review requires a letter written by the student to the Graduate Programs Council in care of the Chair of the Division of Education and Counseling or the Director of the Institute for Black Catholic Studies, as appropriate. The letter should explain extenuating circumstances that resulted in poor academic performance.

Readmission Following Dismissal

Students who desire readmission to the university following academic dismissal must make an appointment with their advisor and discuss the reasons for petitioning for readmission. Following that meeting, the student must complete a readmission form and submit it to the Chair of the Division of Education and Counseling or the Director of the Institute for Black Catholic Studies, as appropriate. Readmission must be approved by the Graduate Programs Council.

Readmitted students must make an appointment with their advisor for permission to register for a graduate course(s). Students readmitted after academic dismissal are placed on academic probation and will be dismissed if they do not earn a cumulative average of 3.0 in all courses pursued during the first semester following readmission.

If a student is not readmitted, that student may appeal the decision in writing to the Graduate Programs Council within two weeks of receiving notification.

Student Discipline

For information about Student Discipline, please see the general Student Life  - Student Discipline section of this Catalog.

Academic Standards

To be awarded a master’s degree, a student must have achieved a cumulative grade point average of not less than 3.0, with no more than one “C” in any required coursework. The student’s academic progress is measured quantitatively in terms of credit hours and qualitatively in terms of quality points. The following scale is the standard:

In order to grant an “I” grade, the instructor must have written approval from the college dean. The instructor prepares a written agreement (with a timeline for completion) regarding the expectations of the student. A temporary grade of “I” (incomplete), unless changed before the end of the sixth week of the semester following the one in which it was incurred, becomes an “F”. Unless a prior waiver is granted, a student who receives an “I” at the end of the spring semester should complete the work before the end of the first summer school session.

Graduation

Xavier University recognizes three completion dates: Fall, Spring, and Summer. For Education and Counseling students, the university conducts one commencement exercise, which is held following the completion of the Spring Semester each year. For Theology students, the university conducts one commencement exercise which is held at the completion of the summer session.