Academic Policies & Procedures

Academic Policies and Procedures

Unless otherwise noted, the policies and procedures articulated in this section apply to students enrolled in all The University of Olivet academic programs both at the undergraduate and graduate level of study.

Academic Advising

Advising for residential undergraduate programs at The University of Olivet is coordinated and takes place within departmental seminars. Each student is assigned a faculty advisor and joins a group of students with a common area of study. Through the seminar, the student engages in and benefits from peer advising and develops relationships with professional mentors.

Adult professional, online undergraduate students and graduate students are advised academically by their respective program director or departmental academic advisor.

Advising Disclaimer: Every effort is made to provide students with the most accurate and up-to-date information for advising purposes on the my.uolivet.edu website. The University of Olivet reserves the right to change rules and regulations with regards to modifications of courses or programs of study, policies for academic program requirements or other academic policies without notification. It is the student’s responsibility to meet regularly with their academic advisor and to obtain information pertaining to degree requirements from the Academic Catalog that was in place at the time of first enrollment. Alternately a student may elect to follow degree requirements listed in a subsequent academic catalog. However, all requirements must be derived from one catalog. The requirements listed in the Academic Catalog take priority over any information that may be distributed by specific programs or departments at the university.

Academic Class Rank

An undergraduate student’s academic class rank is determined as follows:

Academic Honors

Undergraduate students who are meritorious are recognized by The University of Olivet in many ways including:

• Alumni Council Award - Given to the returning student who exemplifies the model student and potential alumni in scholarship, leadership and service to The University of Olivet and the community, and who participates in social and co-curricular activities.
• Dean’s List - After the end of each semester, a Dean’s List is published of full-time students with a minimum of 10 semester hours of graded coursework who achieved a minimum 3.5 GPA during that semester. The Dean’s List is publicized on campus, students appearing on the list are congratulated by the university, and news releases are sent to hometown newspapers for students on the list.
• Graduation Honors - Students finishing all degree requirements by the May Commencement date will be eligible for honors recognition at the Commencement ceremony. Students who have completed 60 or more semester hours at The University of Olivet are eligible for graduation honors based upon their grade point average in coursework completed at The University of Olivet. Students who have completed less than 60 semester hours at The University of Olivet are also eligible for graduation honors; in these instances, the final grade point averages from all transfer institutions will be combined with The University of Olivet grade point average in a weighted average to determine honors eligibility. The computed grade point average must be 3.50 or higher in all cases to qualify for graduation honors. Students must earn a minimum grade point average of 3.90 or higher to graduate Summa Cum Laude, 3.75-3.89 to graduate Magna Cum Laude, and 3.50-3.74 to graduate Cum Laude.
• Honors Convocation - Each spring, an Honors Convocation is held to recognize superior achievement by individuals in all fields. For information regarding departmental honors available for students, please contact the Office of Academic Affairs.
• Presidential Distinguished Scholars - Honors those students who graduate with a cumulative 4.0 grade point average and who have maintained a 4.0 grade point average each semester in which they were enrolled at the university.
• President’s Leadership Institute Fellow - The President’s Leadership Institute is an advanced leadership development program that identifies, promotes, and develops leadership in top The University of Olivet students. Students who successfully complete the year-long PLI program are inducted as Fellows of the President’s Leadership Institute.
• President’s List - After the end of each semester, a President’s List is published of full-time students with a minimum of 10 semester hours of graded coursework who achieved a 4.0 GPA during that semester. The President’s List is publicized on campus, students appearing on the list are congratulated by the university, and news releases are sent to hometown newspapers for students on the list.
• Presidential Medal - Honors the top five graduating seniors based on cumulative grade point average (GPA) earned in all baccalaureate university courses completed at The University of Olivet, as well as the professors chosen by the five students as the most influential in their academic achievement. GPA ties are broken using a standardized schema based on quality points earned in upper-division (300 and 400 level) and honors courses.

Academic Integrity Policy

Students come to college to learn from knowledge acquired across time and from all who participate in academic study. They come to further develop their ability to think critically and to develop their own understanding of what they have learned-skills they will be able to use and knowledge they can share in their lives after college. These abilities will differ from student to student, and each student will bring their own perspective to the process. In the end, students take with them the sum of their experience and each student will add to the reservoir of knowledge that is a part of academia. It is important that this experience be their own. Students are scholars, and scholars learn. Learning is not presenting others’ work as one’s own; learning takes that knowledge and builds on it, adds to it, makes it “more.” The International Center for Academic Integrity (ICAI) identifies six values as fundamental to academic integrity: honesty, trust, fairness, respect, responsibility, and courage. (ICAI, 2021) Scholars must commit to these values so those who follow them can be assured that the knowledge they have imparted is reliable. These values are a part of our shared values at The University of Olivet.

Based on The University of Olivet Compact, every student commits to participate “within a community built on trust, participation and a sense of pride” and each student must commit to “behaving and communicating with honesty and integrity.” The University of Olivet’s Academic Integrity Policy encompasses these as well as the following Compact commitments: to be “responsible for my own learning and personal development,” “responsible for contributing to the learning of others,” and “responsible for treating all people with respect.” Olivet believes academic dishonesty violates these commitments and in so doing causes serious harm to the campus community and to scholarship as a whole. A student who holds themselves to high standards of honesty, even in the face of negative consequences, exhibits the courage that is part of integrity. Faculty hold themselves and the institution accountable for maintaining integrity and expect that students would do no less. (ICAI, 2021).

In order to encourage responsibility, honesty, fairness, respect, trust, and courage, The University of Olivet recognizes seven distinct types of academic dishonesty: cheating, plagiarism, fabrication, failure to contribute to a collaborative project yet taking credit for that work, sabotage, misrepresentation, and facilitating dishonesty. Each of these types of academic dishonesty is described below.

Cheating is utilizing the knowledge and skill of others as one’s own. Examples of cheating include, but are not limited to:

• Copying on exams;
• Unauthorized collaboration on an assignment then submitting individual copies of the assignment as your own individual work;
• Using unauthorized notes, books, technological resources, conversions, study aides or information on an assignment or exam;
• Allowing another to complete work and then submitting that work under your own name, including work in an online course;
• Soliciting or submitting another’s work as your own; or,
• Unauthorized alteration of graded work and resubmitting it for a higher grade.

Plagiarism is the presentation of someone else’s words, ideas or data as your own work; self-plagiarism is reusing or resubmitting work that you have already used or submitted for another class without permission to do so. When you submit work for credit that includes the words, ideas or data of others, the source of that information must be acknowledged through complete, accurate and specific references, and if verbatim statements are included, through quotation marks as well. By placing your name on work submitted for credit, you certify the originality of all work not otherwise identified by appropriate documentation and citations. Plagiarism covers print and non-print sources and unpublished as well as published sources. Examples of plagiarism include, but are not limited to:

• Direct, word-for-word replication of source material without attribution and/or quotation marks;
• Borrowing words, ideas or data from a source or set of sources and blending this original material with your own without acknowledging the source(s);
• Paraphrasing another’s argument and/or thinking without attribution;
• Borrowing facts, statistics, or other illustrative materials that are not common knowledge without acknowledgment of the source(s); or,
• Unauthorized submission of a duplicate assignment for credit between two or more classes (“self-plagiarism”).

Fabrication is “the intentional and unauthorized falsification or invention of any information or citation.” Examples of fabrication include, but are not limited to:

• Citing a source that was not consulted;
• Invention or falsification of sources;
• Dry-labbing (invention of data); or,
• Invention, falsification or alteration of official records.

Failure to contribute to a collaborative project yet taking credit for that work includes, but is not limited to:

• Not doing your fair share; or,
• Failure to provide promised materials or support.

Sabotage is characterized by actions that could result in harm to another’s grade, academic standing or professional standing or reputation, or actions that lead to a disruption of the classroom learning environment impeding the learning of others. Examples of sabotage include, but are not limited to:

• Disruption of the classroom learning environment;
• Tampering with another’s experiment or project;
• Altering computer files, discs, notes, note cards; or,
• Damaging or hiding resources, such as books, periodicals or computer files, programs or systems.

Misrepresentation is lying about any of the above or other academic matters. Examples of misrepresentation include, but are not limited to:

• Unauthorized submission of a duplicate assignment for credit between two or more classes (“self-plagiarism”);
• Providing misleading or false reasons for failure to complete course work;
• Having another student pose as you in an online course discussion or online synchronous classroom; or,
• Falsely claiming to have submitted work.

Facilitating dishonesty is knowingly making possible academic dishonesty by one or more other individuals. Examples of facilitating dishonesty include, but are not limited to:

• Allowing another to copy your work and submit it, in part or in its entirety, as his/her own;
• Sharing information electronically, including but not limited to text, email, voicemail, social media, websites or other means, that knowingly allows others to cheat or perform other forms of academic dishonesty, including but not limited to the uploading of papers, notes, or examinations to websites such as CourseHero or other document-sharing services;
• Receiving information electronically, including but not limited to text, email, voicemail, social media, websites or other means, that knowingly allows others to cheat or perform another form of academic dishonesty and not reporting the receipt of this information to the instructor and/or the Office of Academic Affairs; or
• Knowing of an act or acts of academic dishonesty and not reporting this act or acts to the appropriate instructor(s) and/or the Office of Academic Affairs.

Sanctions and Procedures
The University of Olivet faculty, adjunct instructors, and staff are responsible for reporting to the Academic Performance Committee all acts of academic dishonesty of which they become aware. Students are strongly encouraged to report to the Office of Academic Affairs any acts of academic dishonesty of which they become aware.

What happens when someone violates the tenets of academic integrity?

The University of Olivet instructors are responsible for assessing sanctions for acts of academic dishonesty that occur in courses they are teaching, and for notifying the Academic Performance Committee of those acts and the sanction levied. Possible sanctions could include assigning a failing grade on a particular assignment to assigning a failing grade for the entire course, depending upon the severity of the infraction. Instructors are welcome to discuss possible sanctions with their department chair or the Office of Academic Affairs. The instructor will directly notify the student or students about the academic dishonesty that was discovered prior to submitting the formal report of the academic integrity violation to the Academic Performance Committee. Instructors are encouraged to discuss the violation and its ramifications with the student.

The report and supporting materials should be submitted to the assistant dean for academic records for forwarding to the Academic Performance Committee. Notice of violations should be submitted within one week of their discovery and no later than the final grade deadline for a semester or term. The standard form for instructors to use to report incidents of academic dishonesty is available on my.uolivet.edu.

The Academic Performance Committee of the faculty is charged with “rul[ing] on student status, special requests, and individual academic problems.” Based upon the committee’s review of the reported academic integrity violation in light of any previous violations reported for the individual student, it will impose the following sanction(s), either singly or in combination:

1. an official written statement to the student expressing disapproval of the act(s) committed;
2. required attendance by the student in an academic integrity workshop;
3. one semester disciplinary probation, including withdrawal from athletics, ISC organizations and student leadership positions;
4. one year disciplinary probation, including withdrawal from athletics, ISC organizations and student leadership positions;
5. one year suspension from the university; or,
6. expulsion from the university.

Neither the Academic Performance Committee nor the Office of Academic Affairs is authorized to enact any change in the letter grade assigned by the instructor under the terms of this policy. Students who wish to appeal the final grade they received in a particular course due to a sanction levied for an academic integrity violation should follow the grade appeal procedures found in the Academic Catalog.

The Academic Performance Committee will keep records of all violations of the Academic Integrity Policy, of its subsequent inquiries, and of any sanctions that may result. The committee will inform the student directly of their findings and of any sanctions that might be levied. The committee will also inform the instructor or complainant of the findings of the committee and will inform the student’s academic advisor of any findings made and sanctions against the student. Depending on the severity of the sanctions issued it is possible for other instructors affiliated with the student through course enrollment to be notified. The Academic Performance Committee may levy sanctions more severe than those imposed for a single act of dishonesty in an individual course as a result of serial or severe instances of academic dishonesty.

Acadeum Course Registration

The University of Olivet partners with other colleges and universities in the Council of Independent Colleges (CIC) Online Course Sharing Consortium to offer pre-approved online courses through a platform known as Acadeum. These course offerings are in addition to regularly scheduled courses at The University of Olivet. Students may benefit from these courses for a variety of reasons including, but not limited to schedule availability, athletic eligibility determination, repeating a course for an improved grade, or supplementing their academic program. Eligible students must be currently admitted, degree-seeking enrolled students with good academic standing at The University of Olivet.

Course Registration - Students should consult with their academic advisor prior to submitting a registration request for a course via Acadeum. Any courses intending to substitute for an equivalent course at The University of Olivet or intending to fulfill a degree program or graduation requirement at the university must be pre-approved by the student’s academic advisor and the dean of faculty.

As standard practice, Acadeum course registrations will not be approved by the university for courses scheduled during a term in which The University of Olivet is offering the same or equivalent course.

Registration requests submitted by the student must be approved by The University of Olivet, the respective teaching institution, and the advisor of record at The University of Olivet. Once all approvals are satisfied, the student is registered through both institutions. The student is responsible for adhering to course participation and policies of the teaching institution, which includes accessing the course by the course start date, submitting assignments by specified deadlines, securing textbooks and learning materials, and following through on all required actions as stated on the syllabus published by the teaching institution.

Students are limited to six semester hours of Acadeum course registrations during the fall semester and six semester hours of Acadeum course registrations during the spring semester. During the summer students may register for up to six semester hours in any one registration period as defined by the teaching institution. Exceptions to these limits must receive prior approval by the associate provost and academic dean. Students intending to enroll in Acadeum courses resulting in a course load of more than 20 credits in any one semester must receive prior approval to do so from their academic advisor.

Tuition and Fees - Acadeum courses will be included in determination of full-time status. The University of Olivet students will be charged the then current University tuition rate per semester hour for Acadeum courses. If eligible, financial aid may be applied to cover Acadeum registrations. The University of Olivet charges a non-refundable per-course administration fee for registering for a course through Acadeum. This fee may be waived in certain limited circumstances. The following information pertains to Acadeum course fees.

1. An Acadeum administration fee will be charged to enroll in an Acadeum course completed during the Fall or Spring semesters (including ILT) with the following exceptions:
   1. Students in part-time status (fewer than 12 credit hours) for whom adding an Acadeum course keeps the student at less than 12 hours will be charged the then current The University of Olivet rate for each additional credit hour. There will be no additional Acadeum administration fee in this situation.
   2. Students for whom enrolling in an Acadeum course pushes their course load above 17 credit hours will be charged The University of Olivet then current rate for each credit hour above 17 hours. There is no additional Acadeum administration fee in this situation.
2. No Acadeum administration fee will be charged for enrollment in Acadeum courses during the summer session.
3. If a student drops or withdraws from a course in the current Fall or Spring semester such that their course load is now less than 12 credit hours, they may add an Acadeum course within the current semester to boost them back to the full-time course load of 12+ hours. In these circumstances, they will be charged the Acadeum administration fee to add the Acadeum course.

Courses completed between the fall and spring semesters will be considered as part of the fall semester for billing, transcripting, and GPA determination purposes.

Students must adhere to course registration dates and deadlines for Acadeum courses, including adding, dropping and withdrawing scheduled and defined by the respective teaching institution. The University of Olivet will not intervene in disputes regarding course drops, withdrawals, or refunds in cases where the student did not correspond in time with the teaching institution’s deadlines.

Should a student be dropped or withdrawn from an Acadeum course due to non-participation or violation of the policies of the teaching institution prior to The University of Olivet being charged for the course, no tuition will be charged to the student for the course and a grade of “NC” will be entered for the course on the student’s official transcript. Should this action occur after The University of Olivet has been charged for the course, the student is responsible for payment of tuition for the course, no refund of tuition will be made, and a grade of “WF” will be entered for the course on the student’s official transcript.

Textbooks and Course Learning Materials - Students are responsible for acquiring textbooks and learning materials for Acadeum courses - they are not included with tuition and fees.

Grades - Upon completion of each Acadeum course, The University of Olivet will be notified of the student’s final grade by the teaching institution. Course grades for courses completed through the Acadeum platform will be counted in the grade point average calculation at The University of Olivet and the semester hours will count in both the attempted and earned semester hour categories for the standards set forth by the Satisfactory Academic Progress Policy. The University of Olivet will not become involved in grade disputes in cases where a student is dissatisfied with the final grade issued by the teaching institution.

For More Information - Pre-approved courses can be reviewed and requested through the Acadeum platform link available through the course registration page on my.uolivet.edu. A full roster of Acadeum courses can be reviewed at https://acadeum.com/courses. Further questions about Acadeum course registrations may be directed to the assistant dean for academic records.

Accommodations

See University Resources and Services  for more information.

Athletic Eligibility

All students enrolled in residential undergraduate programs who are student-athletes are required to meet the following three requirements in order to participate in intercollegiate athletics.

1. Full-time Enrollment - All student-athletes must be enrolled full-time (a minimum of 12 semester hours) for practice and competition.
2. Good Academic Standing/Satisfactory Academic Progress - All student-athletes must maintain good academic standing by continuing to show satisfactory academic progress throughout their career. Academic progress for all students will be reviewed after both the fall and spring semesters and also after the summer term is complete. Evaluations will be performed immediately following the end of each period and will be based on the student’s academic transcript at the time of evaluation. This will allow a student the possibility of reinstatement of eligibility over summer months. The review will be completed by the Academic Performance Committee, a standing committee of The University of Olivet faculty members. Acceptable academic progress toward one’s degree completion is measured by the following: minimum cumulative grade point average, academic pace, and maximum time frame. Please refer to the Satisfactory Academic Progress section for more information on these standards.
   
   Students who have received a Satisfactory Academic Progress (SAP) Warning or who are on SAP Probation are not eligible to practice or compete in athletics during the semester(s) that they have received a warning and/or are on probation. Athletic eligibility will resume when satisfactory academic progress has been restored.
    
3. Semester Hour Requirements by Residence Year - In addition to the requirements to maintain good academic standing stated above, student-athletes must also meet the following semester hour requirements:

Transfer work earned prior to full-time enrollment at The University of Olivet cannot be used to meet these requirements. However, students may use transfer credit earned subsequent to full-time enrollment at The University of Olivet to meet the requirements of both athletic eligibility and academic pace if they have been given prior approval by the appropriate The university officials (i.e., the registrar, the student’s academic advisor, and the appropriate department chair) in accordance with NCAA Bylaw 14.4.1.3.

Years of residence for students who are mid-year entrants run from January to January, with eligibility checked each January at the beginning of the second semester.

If the student-athlete does not meet the requirements at the beginning of his or her year in residence, he or she may meet the requirements in subsequent semesters.

Example: A student-athlete in basketball is required to have 24 semester hours in their second year of residence, but has only earned 23; this student is not eligible to participate during the fall semester. However, if the student enrolls in and passes 13 hours during the fall semester, the student is eligible the second semester because he/she has earned a total of 36 semester hours and is only required to have 24, assuming they meet the GPA requirement.

Additional Information Regarding Athletic Eligibility

• A full-time load requirement of 12 semester hours or more may be waived for seniors who are in their final semester of attendance and need less than a full-time load to graduate with a degree. Approval for this waiver must be granted in writing from the Office of Academic Affairs.
• A student has the opportunity to complete all of their eligibility during any 10 full-time semesters (enrollment for a minimum of 12 hours) of attendance. However, under no circumstances is a student eligible for more than four years of competition in any sport at the collegiate level.
• If a student drops out during the academic year for legitimate reasons (e.g., medical withdrawal) they will have the opportunity to appeal the standard athletic eligibility requirements if they have continued to maintain good academic standing (credits may be prorated). Students must make this appeal to the Faculty Athletic Representatives/Eligibility Certification Officers of the university.
• In order to become immediately eligible to compete at Olivet, a transfer student who has participated (practiced and/or competed) at another institution must have been both academically and athletically eligible under the previous institution’s guidelines and meet all applicable MIAA and NCAA rules and regulations.
• A transfer student who has NOT participated in intercollegiate athletics at his or her previous institution(s) will, in most cases, be immediately eligible at The University of Olivet provided he or she meets the other requirements stated above.

Attendance Verification

The University of Olivet is committed to ensuring the accurate disbursement of Title IV, Higher Education Act (HEA) program funds. The registrar processes attendance verification for each term or semester of enrollment for all students. This process helps confirm each student is eligible for the type and amount of Title IV funds awarded at the time of financial aid disbursement.

Auditing Courses

Auditing a course requires the consent of the instructor. Courses initially designated with an audit status may not be changed to credit courses after the normal registration period. On the other hand, students may change from credit status to audit prior to mid-term. Courses taken for audit by full-time students are considered as part of the 12-17 semester hours required for full-time enrollment. A fee of $120 per semester hour is charged for audit courses taken as a part-time student or as an overload. Audit semester hours are not evaluated in the SAP Policy.

Awarding of Academic Credit

The University of Olivet, like most institutions of higher education in the United States, uses a variant of the traditional “Carnegie Unit” as a measure of academic credit. This unit is referred to in the Academic Catalog as the “credit hour” or “semester hour.” It serves as the primary measure by which progress toward an academic degree at The University of Olivet is gauged, with the successful completion of 120 semester hours of academic work required for the awarding of an undergraduate degree by the university. It is assumed that such a unit measures a significant part of the full student learning experience at the university, based upon formally structured and informal interactions among faculty and students and time directed towards study and course preparation outside of the classroom for a particular course. The University of Olivet also adheres to Federal guidelines enacted in 2011 which require that for each credit hour awarded, “there is an amount of student work … that reasonably approximates not less than one hour of class and two hours of out-of-class student work per week over a semester.”¹

¹ U.S. Department of Education, Program Integrity Questions and Answers - Credit Hour (Last Modified 3/29/2013). http://www.ed.gov/policy/landing.jhtml?src=ln. Institutions are free to set higher standards and require more time for each credit hour awarded than is minimally required.

Educational experiences at The University of Olivet take a variety of forms, including courses delivered in a standard classroom, courses delivered online, laboratory courses, and internship or practicum experiences. Credit hours are awarded for these experiences based upon the amount of supervised instructional time and related academically-engaged time involved. In general, one semester credit hour is normally granted for satisfactory completion of 750 minutes of classroom instruction per semester, with the expectation of two hours of outside study or course preparation weekly for each credit hour awarded. Therefore, a three semester hour course, delivered in the standard course format, would have the expectation of 2,250 minutes of direct faculty instruction over the semester, with the expectation of six hours of outside study or course preparation on the part of students each week.

In the interest of accurate academic measurement and cross-institution comparability, the following definitions and practices apply in controlling the relationship between instructional contact and credit hours at The University of Olivet. These definitions constitute a formalization of current and historic policy in order to ensure consistency throughout the university. Courses may be composed of any combination of elements described, such as a lecture course which also has required laboratory periods or a lecture course having an additional requirement for supervised independent study or tutorial activity.

Semester credit hours are granted for various types of instruction as follows:

Standard Lecture or Discussion Courses - A semester credit hour is an academic unit earned for 750 minutes of direct faculty instruction. Typically, a three-semester credit hour course meets for two 80-minute sessions per week, along with a two-hour final assessment. An expectation of approximately six hours of outside study and preparation each week for each course on the part of students is assumed.

Courses Delivered in an Online or Hybrid Format - Courses delivered in an online or hybrid format at the university adhere to the standards above regarding instructional time and student work involved. Federal standards regarding “regular and substantive” interactions for both faculty and students are ensured. In lieu of classroom instructional hours, an equivalent amount of direct faculty instruction occurs in courses delivered in online or hybrid formats. This instruction can include learning tasks including directed writing, journaling, discussion boards, live chatrooms and forums, instructional games, and interactive tutorials. An equivalent amount of time devoted to out-of-class study and course preparation on the part of students to that of students enrolled in courses offered in the traditional classroom format is assumed.

Courses Delivered in Compressed Sessions (ILT and Summer Session) - Credit hours may be earned in sessions delivered in compressed format proportionately to those earned for the same activity during a regular semester of the university. Generally, the expectation of 750 minutes of classroom instruction per credit hour awarded applies to courses offered in compressed formats, as does the expectation of approximately 30 hours of out-of-class study and course preparation on the part of students for each credit awarded. In some cases, due to the nature of the courses offered in a compressed term, e.g., courses involving travel or having an applied or experiential component, there can be much more direct instruction and student-instructor engagement than in standard courses. Alternatively, therefore, a credit hour in these instances can be defined as the academic unit earned through completion of at least 42.5 hours of learning activities over the course of the term, a measure that conforms to course-related learning expectations established by the standard Carnegie unit. Due to the compressed nature of these terms, restrictions apply to the types of courses that may be offered during these terms and to the number of credits that may be earned. Courses offered during the ILT and Summer session are reviewed and approved by the Office of Academic Affairs to ensure that expectations regarding instructional time and student out-of-class study and course preparation are met.

IDS 499 Seminar Courses - Undergraduate students at The University of Olivet in residential degree programs are required to enroll in the course IDS 499 - Seminar  associated with their major each semester that they are a full-time student at the university. This one-credit course meets for 90 minutes weekly over the semester. During this time, faculty-led instruction and activities occur that are directly related to the discipline.

Educational Activity Supervised as a Group (laboratory, studio, or activity courses) - A semester credit hour is awarded for the equivalent of thirteen periods of 90 minutes of guided in-class activity.

Supervised Individual Educational Activity (independent study, individual studio work) - One credit for independent study (defined as study given initial guidance, criticism, review and final evaluation of student performance by a faculty member) will be awarded for the equivalent of 750 minutes of student academic activity.

Experiential Learning Experiences (practicum, internship, cooperative educational experience) - Practicums, internships, and cooperative educational experiences are academic programs offered to students that integrate classroom theory with supervised applied learning in a workplace setting. Academic credit is awarded based upon the amount of supervised academic activity that the student is expected to complete as part of the experience. This time includes a combination of: (1) supervised time by approved experts outside the university at an internship site or sites; (2) student assignments; and (3) time supervised by a faculty member in the department in which the credit is to be awarded. The following table summarizes the general expectations for the amount of “academically engaged time” required of all internships:

If a student’s academic activity is essentially full-time, one semester credit hour may be awarded for each week of work.

Advanced Placement Credit - The University of Olivet grants advanced placement and semester hours on the basis of performance on the Advanced Placement (AP) tests of the College Entrance Examination Board (CEEB) for courses which normally would be introductory for first-year undergraduate students at the university. If students score the required listed below, they will be granted competency; this means they do not have to take the course(s). If a student obtains competency in a course, he or she may NOT receive credit for the course if he or she chooses to enroll. Credit will be granted if students score a four or five, with the credit determination made by the Office of Academic Affairs. An official transcript from the CEEB must be received before credit for the tests can be awarded. Please note that each academic department retains the prerogative to determine in which course(s) the competency or credit should be assigned. In conjunction with the Office of Academic Affairs, departments regularly review their competency and credit standards to ensure that the course(s) for which competency or credit is assigned reflect as accurately as possible the content of the AP test. Up to eight semester hours may be awarded for a single AP test. No student may accrue more than 30 semester hours through AP tests towards fulfillment of their graduation requirements at The University of Olivet.

*Credit for corresponding laboratory course(s) awarded based on review of laboratory notebook.

Prior Learning Assessment - At its discretion, the university may award credit hours for learning acquired outside the institution which is an integral part of a program of study. Students who can document college-level knowledge gained through special training, paid employment, or volunteer experience prior to enrolling at The University of Olivet may apply for Prior Learning Assessment. A maximum of 15 semester hours of credit may be awarded. See Prior Learning Assessment for more information.

International Baccalaureate (IB) Diploma and Test Credit - Students who have earned an International Baccalaureate (IB) diploma will be awarded 30 semester hours of The University of Olivet credit at the undergraduate level, effectively making them sophomores upon their matriculation to Olivet. In addition, students who take IB examinations will have the possibility of earning The University of Olivet credit based on their scores on the IB exams, similar to the credit acceptance policy with Advanced Placement exams. It is up to each department, in consultation with the Office of Academic Affairs, to determine what scores on IB exams students will need to earn to receive credit at The University of Olivet.

Acceptance of Credit Earned at Other Institutions - Credits may be transferred from another two- or four-year institution. Olivet is a signatory of the Michigan Transfer Agreement (MTA) and participates with the Michigan Association of Collegiate Registrars and Admissions Officers (MACRAO) Articulation Agreement and the MACRAO Universal Transfer Agreement. Olivet will accept up to 90 semester hours in transfer credit from other institutions toward graduation. There is no minimum number of completed credits required to transfer.

Informal review of transfer credits is available through a transfer student recruitment specialist before admission. However, final and official evaluation of transfer courses and granting of transfer credits can take place only after the student has been admitted and official transcripts have been received. Course evaluations are conducted by the assistant dean for academic records and, if appropriate, the academic departments. To be accepted, courses must be 100 level classes or higher and completed with a grade of 2.0 or higher.

Students who have earned a degree of a liberal arts nature from a community college (associate degree in arts or arts and sciences) or who have satisfied the MACRAO/MTA Agreement but have not earned a degree will be considered as having completed the equivalent of similar requirements within Olivet’s Liberal Arts Core Curriculum.

Technical, vocational or remedial (developmental) courses are not accepted as transfer credit other than as noted within various online adult professional programs. No more than seven semester hours of physical education activity credit will be accepted toward graduation from Olivet.

All students must complete the last 30 semester hours toward their undergraduate degree at The University of Olivet. Students who wish to complete their coursework at another institution must apply as a guest student (see Guest Student Registration  for more information) through Student Services. Progress toward a particular major or minor will be determined on an individual basis by the department or departments involved.

Alternative Credit Evaluated by the American Council on Education (ACE) - Students who have completed formal courses and/or examinations outside of traditional degree programs may be awarded academic credit at The University of Olivet based on credit recommendations offered by the American Council on Education (ACE). For credit acceptance consideration, The University of Olivet must receive a transcript from ACE with suggested course equivalency recommendations. Students will be awarded general elective credit for recommendations of courses that are comparable to those taught at The University of Olivet. Students can seek further approval, at the departmental level, for consideration of specific course substitutions toward degree requirements at The University of Olivet.

Alternative Credit Evaluated by the National College Credit Recommendation Service (NCCRS) - Students who have completed formal courses and/or examinations outside of traditional degree programs may be awarded academic credit at The University of Olivet based on credit recommendations offered by the National College Credit Recommendation Service (NCCRS). For credit acceptance consideration, The University of Olivet must receive a transcript from NCCRS with suggested course equivalency recommendations. Students will be awarded general elective credit for recommendations of courses that are comparable to those taught at The University of Olivet. Students can seek further approval, at the departmental level, for consideration of specific course substitutions toward degree requirements at The University of Olivet.

Credit for Completion of a Law Enforcement Academy - Students who have earned at least 105 semester hours at The University of Olivet and who are in good standing are eligible to apply for an approved law enforcement academy at any educational institution approved by the Michigan Commission on Law Enforcement Standards (MCOLES). MCOLES academies are a minimum of 16 weeks in length with a total of 715 contact hours. Students must register as a guest student at The University of Olivet when attending a law enforcement academy. Upon completion of the academy, the student will be required to send a final transcript to The University of Olivet documenting the successful completion of the MCOLES academy. A total of 15 semester hours will be recorded onto the student’s university transcript toward degree completion.

Students attending the Mid-Michigan Police Academy through Lansing Community College are required to provide a Certificate of Completion along with a student record of courses completed for the academy. This documentation will be placed in the student’s academic file. A total of 15 semester hours will be recorded onto the student’s university transcript toward degree completion.

Students who complete Law Enforcement Academy courses within an associate’s degree program can receive credit for these courses through one of the two means above; however, the courses cannot be double counted.

Credit for Completion of a Corrections Academy - Students who are in good standing are eligible to apply for a corrections academy approved by the Michigan Sheriff’s Coordinating and Training Council (MSCTC). MSCTC academies are four weeks in length with a total of 160 contact hours. Upon successful completion of the approved corrections academy, four semester hours of credit will be awarded to the student. A training record documenting hours completed will be included in the student’s academic file.

Students who complete Correction Academy courses within an associate’s degree program can receive credit for these courses through one of the two means above; however, the courses cannot be double counted.

Credit for courses administered by the Insurance Institute of America (IIA), American Institute for Chartered Property and Casualty Underwriters (CPCU), and courses administered by the American College - Credits may be transferred from the Insurance Institute of America (IIA), American Institute for Chartered Property and Casualty Underwriters (CPCU), or the American College for formal courses and/or examinations completed that are equivalent to required courses for undergraduate and graduate programs. For credit acceptance consideration, The University of Olivet must receive a transcript from the respective institution. Students will be awarded credit for courses comparable to those taught at The University of Olivet. Course equivalencies are available through the Insurance and Risk Management Program and credit awarded is based upon the determination of the American Council on Education (ACE) in its evaluation of these courses.

Other Alternate Awarding of Academic Credit - Department chairs must formally present in writing educational justification for departures from these policy provisions to the Office of Academic Affairs, which will be responsible for their interpretation and approval. Credit hours to be earned in approved overseas academic programs will be considered on an individual basis following established procedures of review. Other special arrangements will be considered on an individual basis.

Certificate Programs

Certificate programs allow enrolled University students and non-enrolled participants to obtain a certificate within a specific discipline. Certificate programs provide students an opportunity to obtain knowledge within a discipline without requiring a full minor declaration. Additionally, certificate programs provide opportunities for non-traditional students to gain knowledge to extend their prospects to enter a new industry, advance their current career path, or develop their personal interests. Currently enrolled students will participate in these programs on a credit-bearing status; non-students will participate on a non-credit-bearing status unless structured differently in a particular program.

Class Attendance

Students are expected to be regular and punctual in their attendance of classes, laboratories and conferences. The university excuses absences from class only when caused by illness or injury, family emergency (which may include young, dependent children), unsafe driving conditions or participation in a university-sponsored activity. Makeup of work missed, even for excused absences, is the student’s own responsibility. Students must attend class to be eligible for financial aid.

Commencement Eligibility

Commencement ceremonies are held annually in May for both undergraduate and graduate students. All students who plan to participate in these ceremonies must be in good academic standing and must not have a past due balance with the university.

Undergraduate Students in Residential Programs - Undergraduates from the previous December, from May, and prospective graduates for the forthcoming August (with at least 112 semester hours completed by May) are eligible to participate in Commencement exercises.

Undergraduate students completing internship or practicum experiences by the forthcoming December who have completed all other graduation requirements by May can also participate in the May ceremony prior to earning his or her degree.

Undergraduate Students in Adult Professional Online Programs - Adult professional online undergraduates from the previous December, from May, and prospective graduates for the forthcoming August (with at least 112 semester hours completed by May) are eligible to participate in Commencement exercises.

Graduate Students - Graduate students from the previous December, from May, and prospective graduates for the forthcoming August (with a maximum of three semester hours left to complete by May) are eligible to participate in Commencement exercises.

Double Counting Courses Between Degree Programs

If a student chooses to declare a double major where some course requirements are identical at least 21 semester hours of course requirements must remain unique for each major. Declarations must be submitted by the end of the sophomore year.

If a student chooses to declare a double major and minor or double minor where some course requirements are identical at least 12 semester hours of course requirements must remain unique for each area of study. Declarations must be submitted by the end of the sophomore year.

Drop and Add Period

The drop and add period for undergraduate students begins two business days prior to the start of classes each semester and closes one week after the first day of classes. Students may drop or add a course during this time for fall or spring semesters, including ILT courses, without penalty. Dropped courses will not appear on a student’s transcript.

Graduate students are eligible to register for courses for the full academic year on myOlivet beginning on August 1 of each year. Students may add courses up to approximately one week prior to term begin dates. A graduate student wishing to drop a course must notify the Registrar in writing. Students may drop a course in a graduate program without financial penalty if the course is dropped within the first 48 hours of the course start date. Courses dropped in this time period will not appear on a student’s transcript.

Four Year Degree Guarantee

The University of Olivet guarantees that first time, full-time undergraduate students will graduate in four years or the tuition for any additional coursework needed to complete the bachelor’s degree will be paid by the university. This guarantee is conditional based upon the following:

A student must:

• Submit an approved academic plan by the end of the last day of his or her first semester of the first year of study.
• Enroll in and earn the credits in each of his or her courses as per the approved academic plan.
• Meet with his or her official academic advisor at least once per semester.

The academic plan must include:

• All required courses in the major and in the Liberal Arts Core Curriculum, listed by semester offered as per the academic catalog.
• At least 120 credit hours of coursework.
• At least 30 total credits each academic year for eight consecutive semesters.

The academic plan must be approved by the academic advisor, the chair of the major department and the assistant dean for academic records, as indicated by their signatures on the academic plan form.

Obligations and Limitations of the Guarantee. The Four Year Degree Guarantee applies only to the completion of requirements for undergraduate students to graduate from The University of Olivet, including the courses required in the Liberal Arts Core Curriculum and for one major, up to a total of 120 semester hours. Second majors and minors are optional components of an academic program; therefore, academic plans that include more than one major or a minor that raises the total combined credits above 120 will be approved only if the degree can be completed in four years. The guarantee will cease to apply to students who:

• Do not follow their approved academic plan, including but not limited to failing courses or not meeting academic requirements to continue in course sequences.
• Fail to make Satisfactory Academic Progress each semester, as defined in this academic catalog.

Students who deviate from an approved academic plan are still likely to be able to graduate within four years; however, the Guarantee will no longer apply.

The University of Olivet reserves the right to substitute equivalent courses or require tutorial courses and may modify approved academic plans with advance notification to the student to keep him or her on track for graduation, such as in the case of a change in when a course is offered. Changes in the approved academic plan that are initiated by The University of Olivet will not affect the Guarantee. A student may petition to change his or her major and maintain the guarantee if the change still allows the student to complete the bachelor’s degree within the four-year time frame as evidenced by a revised approved academic plan. Plans revised due to major changes are due no later than the fifth consecutive semester as a student. The Four-Year Degree Guarantee covers tuition for The University of Olivet courses that must be taken beyond the eighth consecutive semester of enrollment. The Four-Year Degree Guarantee does not cover overload credits (those in excess of 17 semester hours per semester) during the traditional academic program of the student unless explicitly communicated in writing by the university to the student on a case-by-case basis.

Full-Time Status

A residential undergraduate student or adult professional online undergraduate student taking 12 or more semester hours of courses is considered full-time. A student taking 9 to 11 semester hours is considered to be enrolled at a three quarter-time status. A student taking 6 to 8 semester hours is enrolled on a half-time basis, and a student taking five semester hours or less is designated as having “special” status.

A graduate student taking six or more semester hours of courses is considered full-time. A graduate student taking three semester hours is considered to be enrolled half-time.

Grades

Each semester hour earned at Olivet is assigned a grade, which in turn has an equivalent number of honor points used to calculate a student’s grade point average (GPA). Grades, associated honor points awarded, and special designations are listed below:

Description of Special Designations:

AU (Audit) - may be elected by a student and will appear on the student’s permanent record with a grade of “AU.” No semester hours or honor points are awarded. An audit has no effect on the student’s GPA.

CR (Credit) - the grade of “CR” is recorded for all acceptable courses for which students transfer credit from another institution to Olivet and/or for credit earned by examination. No honor points will be assigned, and these grades will not be included in the calculation of the Olivet GPA. Grades for courses taken at other institutions under Guest Student Registration and through the CIC Consortium using the Acadeum registration platform will be included in the calculation of the Olivet GPA.

I (Incomplete) - an incomplete grade is temporarily calculated as an unsuccessful completion of a course until the final grade is submitted. This could jeopardize a student’s ability to meet SAP standards. Final grades for incompletes must be filed by instructors by the deadline designated by The University of Olivet academic calendar.

P (Pass) - may be awarded as a matter of course for some classes or may be elected by a student with prior approval of the Academic Performance Committee. Requests should be submitted in writing to the assistant dean for academic records by the end of the drop and add period. Semester hours with a grade of “P” count toward graduation but are not included in the calculation of the grade point average.

R (Repeat) - students may retake a course to improve the original grade earned for the course. All courses attempted and grades received are recorded as part of a student’s permanent record and will appear on his or her official transcript. Only the highest grade earned for the course however, will be calculated in a student’s overall grade point average. NOTE: The semester hours for repeated courses only count once toward a degree.

W (Withdrew/Withdrew Passing) - students can withdraw from any courses, if they are passing, up to the last day of the semester. A grade of “W” will be recorded on the student’s transcript. Withdrawal course requests must be filed in Student Services by the last day of classes. Withdrawn courses will count toward the number of semester hours attempted for a student. This will impact the academic pace ratio which may create difficulties in meeting the semester hour requirements of the SAP Policy (see Satisfactory Academic Progress).

WF (Withdrew Failing) - students who choose to withdraw after the academic withdrawal deadline (noted on the undergraduate or graduate academic calendar) and are not passing the course at the time of withdrawal will be assigned a final grade of “WF,” which is equivalent to a failing grade affecting the student’s GPA. Withdrawal requests must be filed in Student Services by the last day of classes.

Grade Changes

Students should verify any questionable grades with their professors as soon as possible after grades are issued. Grade changes are permitted only in cases where a faculty member discovers that an error has been made in calculating or reporting a grade. Such a request may only be initiated by the faculty member who submitted the grade originally. Should the professor responsible for a grade be absent from the university and unavailable to discuss a grade change request, the student should contact the department chairperson.

Undergraduate Students - Grade changes for undergraduate students must be submitted to the Office of Academic Affairs no later than September 30 for spring and summer grades and January 31 for fall grades.

Graduate Students - Grade changes for graduate students must be submitted to the Office of Academic Affairs no later than two weeks after final grades are posted for each term.

Any extension of the deadlines above must be approved in writing by the Academic Performance Committee. The Office of Academic Affairs will notify the faculty member and the student in writing when a grade change has occurred.

Grade Appeals

Course grade appeals are overseen by the Office of Academic Affairs. Undergraduate students may submit a written grade appeal to the Office of Academic Affairs to contest a final grade no later than the first month into the following semester (September 30 for spring and summer grades; January 31 for fall grades), according to the following process. Graduate students may submit a written grade appeal to the Office of Academic Affairs to contest a final grade no later than 30 calendar days into the following academic term. In the event the grade appeal process cannot be undertaken within 30 calendar days of the first day of the subsequent semester or term, the Academic Performance Committee must approve an extension of the deadline.

1. The student must consult with the faculty member within 30 calendar days of the first day of the subsequent semester or term to discuss possible remedies. If no remedy can be agreed to, the student then may appeal to the department chair.
2. The appeal to the chair must occur within the same 30 calendar days. If no mutually agreeable remedy is determined, the student may appeal to the chief academic officer or his/her appointee. The appeal to the chief academic officer shall be made in writing within the same 30 calendar days and must include supporting documentation.
3. The chief academic officer reviews the written appeal.
   1. If the chief academic officer determines that there are sufficient grounds for an appeal, he or she will appoint a review committee as described below.
   2. If the chief academic officer determines that there are not sufficient grounds for an appeal, the student will be notified. The instructor and department chair will be copied on this notification. There are no further levels of appeal.
4. The chief academic officer or his/her appointee has the option to appoint an ad hoc faculty advisory committee to review the matter. The committee shall consist of one faculty member appointed by the student, one faculty member appointed by the instructor, and one faculty member appointed by the chief academic officer. The faculty member appointed by the chief academic officer shall serve as committee chair. The appointment of the committee should occur within ten working days of receiving the written appeal.
5. Within ten working days of being appointed, the advisory committee shall (a) meet to review the material provided; (b) arrange to hear from the student, the instructor, and others it may wish to consult; and (c) issue a written recommendation to the chief academic officer. The committee may make one of the following two recommendations: (a) to let the grade stand; or (b) to change the grade. The latter recommendation must be accompanied by a recommended grade.
6. If the recommendation is to let the existing grade stand, no further action shall be taken and the student, instructor, and department chair will be notified.
7. If the recommendation is to change the grade, within five working days of receiving the recommendation from the advisory committee, the chief academic officer or his/her appointee shall present the recommendation to the Academic Performance Committee for action.
8. The Academic Performance Committee may take one of two actions: (a) to approve the recommendation of the advisory committee; or (b) to reject the recommendation of the advisory committee.
9. If the Academic Performance Committee approves the recommendation to change the grade, the chief academic officer shall instruct the assistant dean for academic records to effect the change as well as notify the student, the instructor, and the department chair.
10. If the Academic Performance Committee rejects the recommendation of the advisory committee, the chief academic officer shall review the case with the chair of the advisory committee and the Academic Performance Committee and make a final recommendation and notify the student, the instructor, and the department chair. The outcome of this decision shall be communicated to the assistant dean for academic records for appropriate action.

Honors Opportunities

Global Citizen Honors Program - The Global Citizen Honors Program provides its members with opportunities to investigate global, interdisciplinary issues by inquiring into the theories and philosophical underpinnings of complex social issues; it asks its members to be involved with the problems they are investigating, with each other, and with the world around them; and it expects members to draw their own map of where they want their education to go.

Program members engage in academic and creative inquiry. They seek to broaden their learning, not narrow it, learning from disciplines across the liberal arts and not limiting themselves only to their majors. They explore more and different ways of learning. They exercise agency in their education and do not feel it should be given or delivered to them; they seek out new opportunities and experiences. They see that although they are successful, there is still much more they can learn and contribute. They see others as their partners in their learning and their success, not their competition. They are more than just a line on a resume.

Program Outcomes
Successful members of the Global Citizen Honors Program:

1. Pursue and generate opportunities to enrich their own and others’ growth and learning.
2. Measure individual growth and learning through regular, honest reflection.
3. Foster collaborative relationships through service and leadership.
4. Craft incisive, provocative messages in a variety of modes through the deliberate use of rhetorical tools.
5. Evaluate the interconnected historical and contemporary underpinnings of social, economic, and political problems.
6. Synthesize interdisciplinary skills and knowledge to create innovative and ethical solutions for those problems.

The honors program welcomes applications from currently enrolled students along with students who are new to the university, who are dual-enrolled, who are pursuing combined bachelor’s and master’s degrees, and who are transferring from another institution.

All applicants must have a 3.5 overall grade point average. Incoming students will be asked to write an application essay, submit an informational video, and provide references for their academic work. These materials are in addition to what they are required to submit when applying to the university. Students who are already enrolled at the university will be asked to provide a writing sample and a reference from at least one Olivet professor. Applications are available by contacting the program office or the program director.

Students may join the program as Scholars or as Associates. Scholars intend to graduate from the honors program, which requires student involvement for a minimum of three semesters, satisfactory completion of 24 semester hours of honors coursework including an honors thesis, maintenance of a 3.5 grade point average, and upholding The University of Olivet Compact. Associate members complete honors coursework as they are able and may write an honors thesis, but they have made the decision not to complete the full 24 semester hours of honors coursework required to graduate from the program.

Honors Options - Honors Options are available in any regularly-offered course at the undergraduate level. For an Honors Option, the student completes the standard curriculum for the course, and under the supervision of the instructor completes an additional advanced project relating to the course content. Honors Options are available for all students, not solely members of the Global Citizen Honors Program.

Honors Thesis - The honors thesis offers Olivet’s best undergraduate students a chance to engage in serious, sustained effort for 3-6 semester hours under the guidance of one or more faculty mentors. Honors theses can be critical, creative, experimental, or analytic. Regardless of its content, an honors thesis should demonstrate higher order skills and thinking, including an awareness of current and previous developments in the field. Students should expect to spend 45-50 clock hours per credit on their thesis (e.g., a three-credit thesis would require the student to spend 135-150 hours on the work, 250 hours of expected work would require registering for 5 credits, and so on).

Students are expected to present their theses to the campus community upon completion. This may take the form of a formal public presentation, a public performance, or submitting an electronic copy of the student’s written work to be published online. If a student intends to present or perform their work, this should be made clear in the thesis proposal. No matter what form it takes, the finished thesis should reflect a high degree of professionalism and academic integrity, reflecting positively on the student, the student’s major(s), the GCHP, and The University of Olivet.

A typical honors thesis is developed in five stages. The first stage should begin late in the sophomore year. This is when the student begins weighing possible thesis topics and identifying potential faculty mentors for their project. Potential mentors should have teaching, research and/or professional experience in the discipline(s) that the thesis topics under consideration focus on.

The second stage takes places in the fall of the junior year. It involves narrowing down the list of possible mentors, talking with individuals on the short list, securing a project mentor’s involvement, and defining the thesis topic. Once a faculty member consents to serve as project mentor, students should confirm this agreement with the mentor in writing. Theses that involve working with live subjects must be reviewed and approved by the Institutional Review Board, which includes training in ethical research practices: if this training is not included in the student’s curriculum, individuals who are considering working with live subjects should begin to prepare for their training during this stage of the project’s development.

The third stage involves working with the project mentor to establish the basic structure of the project, writing the thesis proposal and application, and securing approval from the GCHP. Thesis proposals are due by March 1 in the second semester of the junior year.

In the fourth stage, during the senior year, the student completes the project. This stage often involves background reading and research over the summer between the junior and senior years; students whose projects involve live subjects will also complete their IRB review in this stage.

The fifth and final stage involves review and approval of the completed project, then presenting the thesis to the campus. Contact the director of the Global Citizen Honors Program for further information regarding the process for developing, completing, and submitting an honors thesis.

Independent Study

An independent study is a course jointly designed by a student of junior or senior standing and professor consisting of reading or research activity to be conducted by the student. Application forms for independent study are available from Student Services or my.uolivet.edu. Approval is granted by the Office of Academic Affairs if the student has earned a minimum GPA of 3.0 with no history of academic probation or by special petition to the Academic Performance Committee. Students may take one independent study (1-3 semester hours) per semester. Completed independent study requests must be submitted to the assistant dean for academic records for approval no later than the deadline to add a course.

Integrative Studies

The integrative studies major is designed by the student in consultation with his or her advisor. Integrative Studies majors should be designed and approved by the end of the semester immediately following the sophomore year or during a junior or senior transfer student’s first semester. This individualized major plan includes a statement of purpose, learning objectives, and a proposed curriculum designed to ensure completion of both the university-wide and individualized educational outcomes. The proposed curriculum must include at least 36 semester hours of coursework in the individualized major, of which 18 semester hours will be upper division work. Upon approval by the advisor and department chair, the plan is forwarded to the Academic Performance Committee for review and final approval.

Intensive Learning Term (ILT)

The Intensive Learning Term (ILT) is a three-week term immediately following the end of final examinations for the spring semester. ILT courses are available to residential undergraduate students who are strongly encouraged to enroll in courses during this term. Given the intensive nature of study during this time, students are eligible to enroll for only one course during this period.

The registration cost of ILT is included in spring semester fees. The semester hours for ILT courses are included in both the spring semester computation of fees and the determination of full-time academic status. All students enrolled for at least 12 semester hours including the ILT course have full-time status for the spring semester. Registration for ILT is held during registration for the spring semester; there is no separate registration for ILT. After the end of the spring semester drop and add period, a student may petition to add an ILT course until the first day of the ILT. Students may switch to a different ILT course as late as the first day of ILT as long as they are already enrolled in another ILT course. Additionally, students may withdraw from an ILT course, without academic penalty, as late as the fifth business day of the ILT.

Students living in residence halls who are enrolled in ILT must vacate their rooms by 7 p.m. on the last day of ILT. Students living in residence halls who withdraw during ILT must vacate their rooms within 48 hours of withdrawing. Students, including graduating seniors, living in the residence halls who are not enrolled in ILT must vacate their rooms by 7 p.m. on the last day of the final exam period for the regular spring semester session.

Internships, Practicums, and Cooperative Education Experiences

Internships, practicums, and cooperative educational experiences are academic programs offered to students that integrate classroom theory with supervised applied learning in a workplace setting. Some majors require at least three semester hours of cooperative education experience to earn a bachelor of arts degree. Participating students are supervised in off-campus settings with companies/organizations related to their career, or in a career-related on-campus job while completing their undergraduate course work. Students may earn 1 to 15 semester hours, dependent upon hours worked, and successful completion of their experience. Academic credit is awarded based upon the amount of supervised academic activity that the student is expected to complete as part of the experience. This time includes a combination of: (1) supervised time by approved experts outside the university at an internship site or sites; (2) student assignments; and (3) time supervised by a faculty member in the department in which the credit is to be awarded. Please see the Awarding of Academic Credit section of this catalog for more information.

Learning Communities

Learning communities are designed to allow on-campus undergraduate program students to explore important themes and issues through interactions with each other across disciplines and with experts from outside the campus. Course-based learning communities consist of cohorts of students who enroll concurrently in two or more different but thematically linked courses. For example, students may enroll in courses in biology, economics and art, all linked thematically to the issue of the natural environment. Work in the two or three courses is supplemented by enrichment activities that extend beyond the boundaries of the classroom into the broader community. Enrichment activities are organized through students’ participation with the team of faculty serving as instructors.

Major Declaration

A major degree program must be formally declared no later than the end of the second semester of the sophomore year. A major may be chosen from either the academic catalog published during the year the student entered The University of Olivet or any year thereafter or an individualized major can be developed (see Integrative Studies Major). Note, however, that the total academic program must be followed from only one academic catalog. Major/Minor Declaration forms are available in Student Services or on my.uolivet.edu. Completed forms should be submitted to Student Services. Major/minor declaration forms are collected from students in residential undergraduate programs only.

Double Counting Courses Between Majors - if a student chooses to declare a double major where some course requirements are identical at least 21 semester hours of course requirements must remain unique for each major. Declarations must be submitted by the end of the sophomore year.

Minor Declaration

Students enrolled in residential undergraduate programs are eligible to declare a minor field of study. Students interested in declaring a minor must formally do so no later than the end of the second semester of the sophomore year. A minor may be chosen from either the academic catalog published during the year the student entered The University of Olivet or any year thereafter. Note, however, that the total academic program must be followed from only one academic catalog. Major/minor declaration forms are available in Student Services or on my.uolivet.edu. Completed forms should be submitted to Student Services. Declaring a minor field of study is totally optional and is not a requirement for graduation.

Double Counting Courses Between Majors and Minors, or Double Minors - if a student chooses to declare a double major and minor or double minor where some course requirements are identical at least 12 semester hours of course requirements must remain unique for each area of study. Declarations must be submitted by the end of the sophomore year.

Participation in Co-Curricular Activities and Satisfactory Academic Progress

Olivet encourages all students enrolled in residential degree programs to participate in a wide variety of co-curricular activities as available to them. In order to prevent such activities from interfering with a student’s progress toward graduation, however, students who do not maintain Satisfactory Academic Progress are ineligible to participate in intercollegiate athletic competition (see Athletic Eligibility). In addition, students who do not maintain Satisfactory Academic Progress may not be eligible to participate in the following activities or organizations: musicals or theatrical performances that are not for credit, student government, Greek organizations, cheerleading squad, university committees, or organizations with extensive off-campus activities. In addition, students who work at the WOCR radio station, Echo newspaper or Garfield Lake Review are not able to participate in these activities without maintaining Satisfactory Academic Progress unless receiving academic or work credit for such participation.

Post-Matriculation Portfolio Completion Policy

An undergraduate student who has met all other requirements for graduation prior to August 2017, but who has not yet completed his or her portfolio as evidenced by a signed Portfolio Certification Form in the student’s academic file, is not allowed to receive a degree nor is allowed to participate in the Commencement ceremony. To assist students who have completed all other requirements for graduation, a post-matriculation portfolio completion procedure is available. For more information regarding this policy, please contact the Office of Academic Affairs.

Modified Graduation Portfolio

The preparation of a graduation portfolio was a requirement for graduation from The University of Olivet through August 2017. Students who began their matriculation at the university at least six years prior to the date of the request and who completed their last class at least two years prior to this time are eligible to complete a modified portfolio. For more information regarding this policy, please contact the Office of Academic Affairs.

Prior Learning Assessment

The University of Olivet may award credits to those students who can document significant college-level knowledge and/or competencies gained through paid employment, special formal training, and/or formal and structured volunteer experience. The maximum hours of credit that may be earned for prior learning experiences are as follows: Undergraduate students may qualify for up to 15 credit hours.

No more than 90 semester hours of credit toward the University of Olivet baccalaureate degree of 120 semester hours or 12 semester hours of credit toward the graduate degree may be accumulated by any combination of transfer credits (i.e., credit from other colleges or universities, Advanced Placement credit, International Baccalaureate credit, prior learning assessment, alternative credit awarded by the American Council on Education, or by the National Collegiate Credit Recommendation Service). Please note that some programs will not accept prior learning credits due to the requirements of their accreditors. Students should contact the Program Director or Department Chair for more information about prior learning before they register for courses.

Students may be required to enroll in the designated IDS 499  course their first semester at The University of Olivet to document prior learning experience. This course assists with the development of the portfolio students submit to have their prior learning evaluated. Credits awarded through the IDS 499  course will be free of charge to the students enrolled. Only the cost of IDS 499  course (1-credit) will be billed to the student at the current credit rate.

Privacy of Information and Student Records

Family Educational Rights and Privacy Act of 1974 (FERPA) - The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, is a federal law which states that a written institutional policy regarding student privacy must be established and a statement of adopted procedures covering the privacy rights of students be made available. The law provides that the institution will maintain the confidentiality of student education records unless the student has explicitly waived these rights in writing with the university. The University of Olivet accords all the rights under the law to students who are declared independent. No one outside the institution shall have access to, nor will the institution disclose any information from, students’ education record without the written consent of students. The only exceptions to this accord are for (1) personnel within the institution, (2) information that is available and is classified as directory information, (3) officials of other institutions in which students seek to enroll, (4) persons or organizations providing students with financial aid, (5) accrediting agencies carrying out their accreditation function, (6) persons in compliance with a judicial order, and (7) persons in an emergency in order to protect the health or safety of students or other persons. All of these exceptions are allowed under FERPA. Within the university, only those faculty and staff who are acting in the students’ educational interests are allowed access to student education records. Information contained in student records kept by The University of Olivet is classified as follows:

Directory Information - this classification includes student name, hometown, major/minor or program of study, dates of attendance, degrees, awards, honors received, participation in official sports or activities, weight and height of athletic team members, current enrollment status, and student course schedules. Directory information may be released without student consent upon request from an inquirer who has established identity and reasonable need for the information. In instances where a student breaks state or federal law, he or she is exempt from the provisions of FERPA.

Request to Prevent Disclosure of Directory Information - A provision of FERPA affords students the right to withhold the disclosure of information designated as “directory information.” A confidential hold may be placed on a student’s records by completing the Request to Prevent Disclosure of Directory Information form in Student Services. The completion of this form will ensure that no information will be released to a third party about a student without his or her written authorization or as required by law.

Restricted Information - this classification includes grades earned, financial arrangements between the student and the university, and academic and disciplinary actions taken. Restricted information may be released to persons outside the university only with the student’s written consent or under legal process. Restricted information may be released to authorized university personnel as needed with the understanding it will be used in an ethical and professional manner.

Privileged Information - this classification includes all information obtained in confidence and having protected status under the law and in common professional practice. It may be released only upon written request of the student and with the written consent of the university office in custody of the information or under legal process.

Registration

All The University of Olivet students register for courses online via my.uolivet.edu.

Residential Undergraduate Students - residential undergraduate students are required to register for courses online during registration each semester for courses in upcoming semester(s) or term(s). Students who fail to register during the specified registration period will be assessed a late registration fee. Undergraduate registration for the following fall, spring and summer begins in late March. Adjustment periods are held separately for each semester and term. Registration for Intensive Learning Term (ILT) courses are included as part of spring semester registration. Registration periods are listed as part of the academic calendar available on my.uolivet.edu.

Adult Professional/Online Undergraduate Students - students enrolled in an online program of study are required to register for courses online during registration each semester for courses in upcoming semester(s) or term(s). Students who fail to register during the specified registration period will be assessed a late registration fee. Undergraduate registration for the following fall, spring and summer begins in late March. Adjustment periods are held separately for each semester and term. Registration periods are listed as part of the academic calendar available on my.uolivet.edu.

Graduate Students - graduate students are required to register for classes online during registration for each term. Students who fail to register during the specified registration period will be assessed a late registration fee. Registration for all terms within an academic year begins August 1 prior to the beginning of the specified academic year. Registration for each academic term closes one week prior to the beginning of the term. A detailed calendar can be found on my.uolivet.edu.

Repeating Courses

No grade may be removed from the student’s permanent record; however, if a student wishes to raise his or her grade in a course, he or she may repeat any course at The University of Olivet. When a course is repeated, both grades will appear on the permanent record, with the higher grade indicated as a “repeat.” To compute the grade point average, the higher grade is selected and the point differential between the old grade and the new grade is added to the cumulative points. The semester hours attempted for the repeat course are not counted a second time.

Per federal regulations, a student can repeat failed courses until they are passed; however, a student will only receive financial aid one additional time for any repeated course if it was previously passed.

IDS 499 - Seminar  may not be repeated in order to improve a grade in the course for a particular semester.

Residence
All undergraduate students must be enrolled and complete the last 30 hours toward their degree in residence at The University of Olivet. “In residence” for traditional undergraduate students is interpreted as academic work completed on campus, in combined course programs, approved internships or through off-campus programs (including guest student registration) pre-approved by the chair of the major department, the student’s advisor, and the Academic Performance Committee.

Satisfactory Academic Progress Policy

The University of Olivet Satisfactory Academic Progress (SAP) Policy consists of standards and requirements concerning academic standing and financial aid eligibility reflecting requirements established by the U.S. Department of Education. Students must demonstrate continual progress toward the completion of their academic degree while receiving Title IV funding for their education. If satisfactory academic progress is not sustained, students will lose their educational funding from the federal government.

NOTE: The University of Olivet Satisfactory Academic Progress Policy applies to all students in all academic programs at the university.

SAP is assessed by cumulative grade point average and by earned credit hours. In order for a student to demonstrate satisfactory academic progress and continue to be eligible to receive federal financial aid, he or she must:

• Maintain a satisfactory minimum cumulative grade point average; and
• Maintain a satisfactory pace in their academic program.

Minimum Grade Point Average

The following chart indicates the minimum grade point average that must be maintained to remain in good academic standing for each year for undergraduate students: Federal regulations require that all federal financial aid recipients earn and continue to maintain a 2.00 cumulative grade point average by the end of their sophomore year (i.e., the completion of 55 semester hours). Graduate students must maintain a minimum 3.0 grade point average to remain in good academic standing.

Academic Pace and Maximum Timeframe

Progress toward degree completion is measured by two components: (1) maximum timeframe and (2) completion percentage. Both are necessary components to ensure that the student is making progress toward degree completion and both standards must be met to be making satisfactory academic progress.

“Academic pace” is the ratio of total number of semester hours earned relative to the total number attempted. In order to maintain federal financial aid eligibility, students are required to show a pace of degree progression ensuring that the student will complete his or her academic program within 150 percent of the published length of the academic program. The “maximum timeframe” includes transfer coursework and course equivalencies granted for Advanced Placement test scores.

Evaluation Periods and Notification

Academic progress for all students is regularly reviewed after each semester, as well as after summer term is complete. Evaluations are performed immediately following the end of each period and are based on the student’s academic transcript at the time of evaluation. Each review is completed by the Academic Performance Committee, a standing committee of the faculty. Students not meeting SAP standards will be notified of her or his academic status by the Office of Academic Affairs both via electronic mail to the student’s university email address and by U.S. Mail to their permanent home address. All such notices will be considered delivered.

SAP Good Standing - A student is considered in good standing for financial aid eligibility if they are meeting SAP standards for GPA, Academic Pace and Maximum Timeframe.

SAP Warning - Students not meeting SAP standards are assigned a SAP Warning status for a probationary semester or term and will be notified by the Office of Academic Affairs regarding this warning status and its implications for receiving further federal financial aid. During the initial SAP warning semester or term, students remain eligible for federal financial aid assistance. If the student still does not meet SAP standards after a semester or term on SAP Warning, they are placed on SAP Probation.

SAP Probation - If a student still does not meet SAP standards after a semester or term on SAP Warning, they are placed on SAP Probation status and notification will be sent by electronic mail to the student’s university email address as well as a letter mailed by U.S. Mail to their permanent home address. A SAP probation hold is placed on the student’s account at this time. The student is not automatically eligible for federal or state financial aid but may request special consideration to regain eligibility by submitting an appeal letter to the Office of Academic Affairs by the specified deadline stated in the initial notification. A committee will review appeal letters and communicate a final SAP Probation status electronically by the last day of the drop and add period.

Students who do not receive a successful appeal will no longer be eligible to receive federal financial aid until the SAP standards are restored by the individual.

Regaining Eligibility - A successful appeal of the SAP Probation status will restore the student’s federal financial aid eligibility. The following two conditions are required to remain on SAP Probation:

1. Students must sign and adhere to a SAP Contract for improving academic performance with the Center for Academic Success. A student who does not sign a contract or who does not meet expectations stated in the contract throughout the semester(s) or term(s) for which he or she is on SAP Probation will run the risk of immediate administrative withdrawal from all courses and loss of subsequent federal financial aid eligibility. Expectations may include repeating courses, academic program changes, use of tutoring and peer assistance services, and regular meetings to monitor academic progress.
2. Students are required to meet the “performance bond” provided to them by the Office of Academic Affairs. This performance bond is a calculation of the grade point average required to be removed from SAP Probation.

As long as a student continues to make academic progress according to the terms of his or her SAP Contract and meets his or her performance bond, he or she will continue to be eligible to enroll for courses and to receive federal financial aid for subsequent semesters or terms at The University of Olivet.

SAP Suspension - If a student fails to file a SAP Appeal and is not meeting SAP standards by the end of this probationary semester or term, he or she will be suspended and will not be eligible for federal financial aid until SAP standards have been restored.

Failure to achieve satisfactory academic progress according to the terms of one’s SAP Contract and performance bond will result in suspension for the subsequent semester or term. Students who have been suspended from The University of Olivet can secure possible reinstatement through filing an appeal or through attending another educational institution to achieve SAP standards.

Semester hours of coursework at other institution(s) can help meet the academic pace requirements of the SAP Policy; however, grades earned for these hours are not calculated into the student’s cumulative GPA at The University of Olivet.

NOTE: Students who are suspended are not eligible for guest student registration.

Students who are reinstated after serving a suspension will not be eligible for federal financial aid until they have met The University of Olivet’s SAP standards.

SAP Dismissal - A second suspension will result in dismissal from the university with no opportunity for re-admittance.

NOTE: Periods when a student attends The University of Olivet, but does not receive federal financial aid will still be counted toward the maximum timeframe for degree completion.

Other Impacts of SAP

Effect on Athletic Eligibility - Athletic eligibility is determined by a variety of factors, discussed in detail within the Academic Catalog. Full-time students must be in good academic standing, meeting both minimum GPA and academic pace requirements, to be eligible for athletic competition at The University of Olivet (see Athletic Eligibility).

Federal Aid Affected by SAP Policy - The SAP Policy affects the following Title IV financial aid programs: Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (SEOG), Federal Direct Subsidized Loan, Federal Direct Unsubsidized Loan, Federal PLUS (parent) Loan, Federal Grad PLUS (parent) Loan, and Federal Work Study.

Incomplete Grades - An incomplete grade is temporarily counted as an unsuccessful completion of a course until the final grade is submitted. A recalculation of the student’s GPA will occur when the final grade is processed. Incomplete grades could jeopardize a student’s ability to meet SAP standards.

Part-time Students - Part-time students are monitored in the same fashion as full-time students. Part-time students need to accrue coursework and semester hours at one-half the rate of a full-time student. Part-time undergraduate students must be enrolled in at least six semester hours during the fall or spring semester to qualify for financial aid. Part-time graduate students must be enrolled in at least three semester hours during a term to qualify for financial aid.

Repeat Coursework - Per federal regulations, a student can receive financial aid to repeat failed courses until they are passed; however, a student can only receive financial aid for a repeated course once if it was previously passed. Only the credit hours for the repeated course, with the highest grade earned, are included in both the attempted and earned hours when evaluating SAP.

Treatment of Remedial Courses, Audit Courses, Transfer Credits, Changes in Grades and Majors - For students who change majors, requirements and grades that do not count toward the new major will not be included in the SAP determination.

Audit semester hours are not evaluated in the SAP Policy.

Transfer credits accepted by The University of Olivet are included as both attempted and earned hours.

The University of Olivet does not offer remedial courses or accept remedial coursework as transfer credit.

Financial aid follows the strict guidelines and calculations of degree progression set forth by academic and SAP policies. Therefore, progression is still monitored regardless of change in major and second degree/major courses. Students who have already earned a bachelor’s degree and are seeking a second bachelor’s degree will be held to the maximum credit requirement for their first bachelor degree; however, only the hours from the first degree that count toward the second degree will be included in the maximum credit requirement for the second degree.

Withdrawals - after the drop and add period, any withdrawn courses will count toward the number of semester hours attempted for a student. This will affect the academic pace ratio which may create difficulties in meeting the semester hour requirements of the SAP Policy.

Student Location Policy

For the purposes of professional licensure disclosure compliance, this institution determines student location and time of enrollment in the following ways:

• “Student location” is defined as the permanent mailing address, or “Home” address, provided to the university by the student and stored in the student’s record. This definition applies to all students.
• “Time of Enrollment” is defined as the point at which students have been admitted to a program or major but have not yet registered for courses in that program or major.

Students’ locations are recorded throughout the recruitment process, most prominently on their application. The university uses this information in order to disclose state-specific professional licensure information:

1. Upon the student’s “time of enrollment” in an educational program, and
2. At the time a formal notification is made by the student of a change in the student’s location

During the matriculation process, a student’s address is recorded in the University’s student information system. Students are able to change or update their location at any time through the institution’s online portal. Student location designations will remain in effect unless or until a student officially notifies the University that their permanent address has changed. Once a student notifies the University, the date of entry will be used as the effective date of a student’s revised location for the purposes of this policy.

Study/Work Abroad

The University of Olivet encourages undergraduate students to pursue study in a foreign country. Foreign scholastic experiences are available through a wide variety of excellent programs abroad. While abroad, the student is able to pursue a course of study tailored to his or her area(s) of interest. Contact Student Services for more information regarding possible financial aid eligibility for study abroad semesters.

Summer Courses

The University of Olivet offers a limited number of undergraduate course offerings during the 8-week summer term which runs from late May to late July. Most of these courses are offered in an asynchronous format. Students in residential undergraduate programs are not required to enroll in summer courses. Adult professional, online undergraduate programs offer regular, required courses during the summer months for cohorts in each program. Graduate programs offer standard summer-term courses as well.

Transcripts

Official transcripts are maintained by the Office of Academic Affairs on all academic work attempted at The University of Olivet. Students may request individual copies of their transcript or request that official copies of their transcript be sent to other parties. Requests must be made through the National Student Clearinghouse at this link, https://www.uolivet.edu/alumni/request-a-transcript/. Transcripts are free for currently enrolled students of the university.

Transfer Credits

Credits may be transferred from another two- or four-year institution. Olivet is a signatory of the Michigan Transfer Agreement (MTA) and participates with the Michigan Association of Collegiate Registrars and Admissions Officers (MACRAO) Articulation Agreement and the MACRAO Universal Transfer Agreement. Olivet will accept up to 90 semester hours from accredited higher education institutions toward graduation. There is no minimum number of completed credits required to transfer.

Informal review of transfer credits is available through a transfer student recruitment specialist before admission. However, final and official evaluation of transfer courses and granting of transfer credits can take place only after the student has been admitted and official transcripts have been received. Course evaluations are conducted by the assistant dean for Academic Records and, if appropriate, the academic departments. To be accepted, courses must be 100 level classes or higher and completed with a grade of 2.0 or higher.

Students who have earned a degree of a liberal arts nature from a community college (associate degree in arts or arts and sciences) or who have satisfied the MACRAO/MTA Agreement but have not earned a degree will be considered as having completed the equivalent of similar requirements within Olivet’s Liberal Arts Core Curriculum:

Technical, vocational or remedial (developmental) courses are not accepted as transfer credit other than as noted within various online adult professional programs. No more than seven semester hours of physical education activity credit will be accepted toward graduation from Olivet.

All courses accepted in transfer are included on The University of Olivet permanent record, along with the number of semester hours accepted. The grades earned in these courses do not appear on the permanent record. The student’s cumulative grade point average is computed only from courses taken at Olivet; however, a student’s eligibility for graduation honors may be computed using courses taken at The University of Olivet as well as all courses from transfer institutions (see Academic Honors for more information).

Tutorials

In limited cases, a course listed and described in The University of Olivet catalog may be taken by an individual student in a semester during which the class is not regularly offered or in cases of schedule conflicts within the semester the course is being offered. Prior approval must be received from the instructor, academic advisor, appropriate department chair, and Office of Academic Affairs in order for a tutorial course to be granted and formally registered. Tutorial application forms are available in Student Services and on my.uolivet.edu. Approval is granted only if the student has earned a minimum grade point average of 2.0 at the time of registration and if there is a valid reason for the student not taking the course at the regularly scheduled time. Tutorial requests must be submitted to the Office of Academic Affairs no later than the deadline to add a course for the specified semester. The authority to approve tutorial requests rests with the Office of Academic Affairs.

Veterans Affairs Benefits Requirements

Students who receive Veterans Affairs benefits and remain below a 2.00 cumulative grade point average for two consecutive semesters will not be certified for further Veterans Affairs benefits. The certifying official will report the student to the Department of Veterans Affairs for unsatisfactory progress. To requalify for Veterans Affairs benefits, such students must achieve a 2.00 cumulative GPA.

Students entitled to educational assistance under chapter 31, Vocational Rehabilitation and Employment, or chapter 33, Post 9/11 GI bill benefits, are covered individually as part of the Veterans Benefits and Transition Act of 2018 under section 3679 of title 38. Covered individuals may attend or participate in a course during the period beginning on the date when the student provides his or her certificate of eligibility to The University of Olivet. Coverage ceases on the earlier of the following dates:

• The date of which payment is made to The University of Olivet by Veterans Affairs (VA).
• 90 days after The University of Olivet certifies tuition and fees following the certificate of eligibility.
• GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill.

The University of Olivet will not administer any penalties, including late fees, denial of course, libraries or other campus facilities, due to the inability to cover costs due to delayed disbursements from the VA for chapter 31 or 33 recipients.

Students should contact the Veterans Affairs Certifying Official for more information.

Withdrawal from Courses

After the drop and add period, a student who has maintained a passing grade in a course can withdraw from any fall or spring course, including an ILT course, up to the last day of classes and receive a grade of “W.” A student who has not maintained a passing grade in a course, however, may withdraw and receive a grade of “W” only through 5:00 pm on the end of the ninth Monday of classes in any non-ILT course and through 5:00 pm on the fifth business day of classes for any ILT course. After this date, students withdrawing from a course who have not maintained a passing grade will receive a course grade of “WF.”

Academic withdrawal and financial withdrawal are distinct and separate procedures, each with its own policy. For more information on either of these procedures contact Student Services.

NOTE: The last day for a student to add an ILT course is the first day of the ILT. An ILT course is considered a spring semester course. Therefore, in order for a student to drop an ILT course, he or she must do so within the first seven days of the spring semester.

After the first day of summer courses, refunds are not granted for students who wish to withdraw.

Graduate students who withdraw from a course within nine calendar days after the course start date will receive a fifty percent tuition refund. Students wishing to withdraw must contact Student Services at 269.749.7645.

Withdrawal from University/Leave of Absence

An undergraduate student leaving campus for the remainder of a semester or at any time before a degree is completed is asked to formally register their withdrawal from The University of Olivet by completing a brief form available in Student Services. The following campus offices will be notified of this withdrawal: Student Services, Chartwells Food Service, Mailroom, and Housing. When a withdrawal is submitted in this formal manner during a semester, grades of “W” are recorded in all courses. A student who has withdrawn voluntarily must apply to the Office of Admissions for readmission.

Medical Withdrawal Policy

The medical withdrawal policy is intended to provide students experiencing a serious medical condition that affects class attendance and/or participation during the semester or full academic year with a way to exit school with a reduced financial burden. If a medical withdrawal is granted, the student will receive a “W” in all course work for that semester.

Students may apply for a medical withdrawal from the first day of the semester through the final day of the regular semester. An approved medical withdrawal will result in a reversal of all tuition and fee charges for the semester through the date of which 60% of the semester has passed. After the 60% date, no tuition or fees will be waived. A prorated room and board fee discount may be credited to the student’s account regardless of the date of medical withdrawal.

The health and wellness of our students is of critical importance. It is essential that the student be cleared for return to study by their health care provider before petitioning for readmission. In general, students will not be approved for more than one medical withdrawal during any four-year period.

The following is required from the student upon request for a medical withdrawal:

1. Completed medical withdrawal form.
2. Documentation from a physician which includes:
   1. The date of onset of the medical condition necessitating the medical withdrawal.
   2. An official medical opinion that details the effect the medical condition has on the student’s ability to perform academically and how (if applicable) it affects the student’s social functioning and ability to function in the campus environment.

Important: Given HIPAA protections it is not necessary to provide details of the student’s medical condition, only the date of onset and medical opinion of effect on functioning as noted above.

Students seeking a medical withdrawal must complete all the following steps:

• Complete an exit interview form with the Registrar.
• Meet with a Financial Aid Officer to discuss the effect of the medical withdrawal on financial aid and student account balances. Medical documentation to support the medical withdrawal will be requested.
• Submit the exit interview form to the office of student development and meet with a staff member to discuss the effects of the medical withdrawal for the student’s on academic program.
• Residential students must have the associate provost for student development sign the exit form; prior to departure, the student must completely check-out with the Hall Director to avoid being fined for improper room check-out.

No student is considered officially withdrawn and approved for medical withdrawal unless all steps above have been completed. Failure to complete any of the specified steps or obtain any necessary signatures on the exit form may result in “WF” grades being assigned on the student’s transcript.

To be eligible for readmission to The University of Olivet, prior to the start of the semester or term the student is required to submit documentation from a doctor or treatment provider stating they are able to return to university. A review of academic records and documentation of readiness to return will take place before a final decision for readmission is made. If approved for readmission, the student is required to reapply for readmission to The University of Olivet.

Procedure for Adjustments to Institutional Charges and Financial Aid
Upon notification from the Registrar that a medical withdrawal has been approved, the following steps will be taken by the financial aid office:

• The federal Return to Title IV (R2T4) calculation will be performed to determine the percentage of aid earned and the amounts to return to federal and state governments.
• Tuition and fees will be reversed at 100% through the 60% date of the semester. After this date, tuition and fees will not be reversed.
• Room and Board charges will be prorated according to the percentage of aid earned from the R2T4 calculation, up to 30 days prior to the last day of classes, at which point no room and board charges are reversible.
• Institutional aid will be reversed at 100% through the 60%-semester-completion date. After that date, institutional aid will not be reversed.
• Donors of any external scholarships will be contacted to determine if the funds should be returned or left on the student’s account.
• Federal and state grants, scholarships and loans will be reduced on the financial aid award package according to the R2T4 calculation.
• Students with a private loan will be given the option to return those funds to the lender or leave the funds in the student’s account.

Communication
Upon completion of the above calculations, the financial aid office will:

• Notify housing, business office and Chartwells via email of the approved medical withdrawal with instructions on how the institutional charges are to be adjusted.
• Notify the loan coordinator of any return of funds that are needed to be made for federal loans.
• Reduce all grants and scholarships on the financial aid award package that need to be returned and run a disbursement to adjust the student’s balance on account.
• Add a note to Communications on the student’s records in financial aid of the approved medical withdrawal and adjustments.
• Print documentation of the withdrawal and refund calculation for auditors.
• Meet with the student as discussed above to discuss the impact on their financial aid and account balance.

Graduate Policies

Unless otherwise noted, the policies and procedures articulated in this section apply to students enrolled in all The University of Olivet academic programs at the graduate level of study.

Academic Advising

Advising for graduate programs at The University of Olivet is coordinated and takes place through their respective program director or departmental academic advisor. Each student is invited to meet with their advisor multiple times throughout the academic year to discuss academic plans, course advising, etc.

Advising Disclaimer: Every effort is made to provide students with the most accurate and up-to-date information for advising purposes on the my.uolivet.edu website. The University of Olivet reserves the right to change rules and regulations with regard to modifications of courses or programs of study, policies for academic program requirements or other academic policies without notification. It is the student’s responsibility to meet regularly with their academic advisor and to obtain information pertaining to degree requirements from the Academic Catalog that was in place at the time of first enrollment. Alternately a student may elect to follow degree requirements listed in a subsequent academic catalog. However, all requirements must be derived from one catalog. The requirements listed in the Academic Catalog take priority over any information that may be distributed by specific programs or departments at the university.

Academic Integrity

The University of Olivet graduate faculty, adjunct instructors, and staff are responsible for reporting to the Graduate and Professional Studies Council all acts of academic dishonesty by graduate students of which they become aware. Students are strongly encouraged to report to the Office of Academic Affairs any acts of academic dishonesty of which they become aware.

The University of Olivet instructors are responsible for assessing sanctions for acts of academic dishonesty that occur in courses they are teaching, and for notifying the Graduate and Professional Studies Council of those acts and the sanction levied. Possible sanctions could include assigning a failing grade on a particular assignment to assigning a failing grade for the entire course, depending upon the severity of the infraction. Instructors are welcome to discuss possible sanctions with their department chair or the Office of Academic Affairs. The instructor will directly notify the student or students about the academic dishonesty that was discovered prior to submitting the formal report of the academic integrity violation to the Graduate and Professional Studies Council. Instructors are encouraged to discuss the violation and its ramifications with the student.

The report and supporting materials should be submitted to the assistant dean for academic records for forwarding to the Graduate and Professional Studies Council. Notice of violations should be submitted within one week of their discovery and no later than the final grade deadline for a semester or term. The standard form for instructors to use to report incidents of academic dishonesty is available on myOlivet.

Based upon the council’s review of the reported academic integrity violation in light of any previous violations reported for the individual student, it will impose the following sanction(s), either singly or in combination:

1. an official written statement to the student expressing disapproval of the act(s) committed;
2. required virtual attendance by the student in an academic integrity workshop;
3. one semester disciplinary probation, including withdrawal from athletics and student leadership positions;
4. one year disciplinary probation, including withdrawal from athletics, and student leadership positions;
5. one year suspension from the university; or,
6. expulsion from the university.

Neither the Graduate and Professional Studies Council nor the Office of Academic Affairs is authorized to enact any change in the letter grade assigned by the instructor under the terms of this policy. Students who wish to appeal the final grade they received in a particular course due to a sanction levied for an academic integrity violation should follow the grade appeal procedures found in the Academic Catalog.

The Graduate and Professional Studies Council will keep records of all violations of the Academic Integrity Policy, of its subsequent inquiries, and of any sanctions that may result. The council will inform the student directly of their findings and of any sanctions that might be levied. The council will also inform the instructor or complainant of the findings of the council and will inform the student’s academic advisor of any findings made and sanctions against the student. Depending on the severity of the sanctions issued it is possible for other instructors affiliated with the student through course enrollment to be notified. The Graduate and Professional Studies Council may levy sanctions more severe than those imposed for a single act of dishonesty in an individual course as a result of serial or severe instances of academic dishonesty.

Accommodations

In compliance with the Rehabilitation Act, the Americans with Disabilities Act, and the ADA Amendments Act, The University of Olivet provides accommodations to students with documented disabilities, disorders, and/or impairments to enable these individuals to work equitably toward academic success. Students eligible to receive accommodations must be registered with the Director of Academic Accommodations and provide documentation of their needs.

Awarding of Academic Credit

The University of Olivet, like most institutions of higher education in the United States, uses a variant of the traditional “Carnegie Unit” as a measure of academic credit. This unit is referred to in the Academic Catalog as the “credit hour” or “semester hour.” It serves as the primary measure by which progress toward an academic degree at The University of Olivet is gauged, with the successful completion of a minimum of 30 semester hours of academic work required for the awarding of a graduate degree by the university. It is assumed that such a unit measures a significant part of the full student learning experience at the university, based upon formally structured and informal interactions among faculty and students and time directed towards study and course preparation outside of the virtual classroom for a particular course. The University of Olivet also adheres to Federal guidelines enacted in 2011 which require that for each credit hour awarded, “there is an amount of student work … that reasonably approximates not less than one hour of class and two hours of out-of-class student work per week over a semester.”¹

Educational experiences for graduate programs at The University of Olivet take a variety of forms, including courses delivered online, laboratory courses, and internship or practicum experiences. Credit hours are awarded for these experiences based upon the amount of instructional time and related academically-engaged time involved. In general, one semester credit hour is normally granted for satisfactory completion of 750 minutes of classroom instruction per course, with the expectation of two hours of outside study or course preparation weekly for each credit hour awarded. Therefore, a three-semester hour course, delivered in the standard 8-week course format, would have the expectation of 5 hours of direct faculty instruction each week and 11 hours of outside study or course preparation on the part of students each week.

In the interest of accurate academic measurement and cross-institution comparability, the following definitions and practices apply in controlling the relationship between direct instruction and credit hours at The University of Olivet. These definitions constitute a formalization of current and historic policy in order to ensure consistency throughout the university. Courses may be composed of any combination of elements described, such as a lecture course having an additional requirement for supervised independent study or tutorial activity.

Credit hours are granted for various types of instruction as follows:

Courses Delivered in an Online or Hybrid Format - Courses delivered in an online or hybrid format at the university adhere to the standards above regarding instructional time and student work involved. Federal standards regarding “regular and substantive” interactions for both faculty and students are ensured. In lieu of classroom instructional hours, an equivalent amount of direct faculty instruction occurs in courses delivered in online or hybrid formats.

Supervised Individual Educational Activity (independent study, individual studio work) - One credit for independent study (defined as study given initial guidance, criticism, review and final evaluation of student performance by a faculty member) will be awarded for the equivalent of 750 minutes of student academic activity.

Experiential Learning Experiences (practicum, internship, cooperative educational experience) - Practicums, internships, and cooperative educational experiences are academic programs offered to students that integrate course theory with supervised applied learning in a workplace setting. Academic credit is awarded based upon the amount of supervised academic activity that the student is expected to complete as part of the experience. This time includes a combination of: (1) supervised time by approved experts outside the university at an internship site or sites; (2) student assignments; and (3) time supervised by a faculty member in the department in which the credit is to be awarded. The following table summarizes the general expectations for the amount of “academically engaged time” required of all internships:

Class Attendance

Students are expected to be regularly engaged with online course content, representing their course attendance. Course policy on how instructors mark attendance is up to each instructor, but to be confirmed as attending a course, students must log in and engage in the online learning platform. Engagement may include completion of assignments, responses in discussion boards, accessing learning materials, attending synchronous sessions, and/or communicating with the instructor or classmates about course concepts.

Commencement Eligibility

Commencement ceremonies are held annually in May for both undergraduate and graduate students. All students who plan to participate in these ceremonies must be in good academic standing and must not have a past due balance with the university.

Graduate students from the previous December, from May, and prospective graduates for the forthcoming August (with a maximum of three semester hours left to complete by May) are eligible to participate in Commencement exercises.

Full-time Status

A graduate student taking six or more semester hours of courses is considered full-time. A graduate student taking three semester hours is considered to be enrolled half-time.

Grades and Grading Scale

Each credit hour earned at Olivet is assigned a grade, which in turn has an equivalent number of honor points used to calculate a student’s grade point average (GPA). Grades and honor points awarded at The University of Olivet are listed in the first set of columns below. Other designations that may be assigned and subsequently appear on a student’s permanent record are listed in the second set of columns and are described below:

NOTE: Any course below a “C” must be retaken. Progress may be permitted when a student earns a grade lower than a C; they may continue and retake the course when it is offered again with approval of the core faculty. Successful completion of pre-requisites will not be waived to allow progress to proceed. Individual programs may have stricter requirements for progression.

Grade Changes

Students should verify any questionable grades with their instructors as soon as possible after grades are issued. Grade changes are permitted only in cases where an instructor discovers that an error was made in calculating or reporting a grade. Such a request can only be initiated by the instructor who submitted the grade originally. Should the instructor responsible for a grade be absent from the university and unavailable to discuss a grade change request, the student should contact the Office of Academic Affairs.

Grade changes for graduate students must be submitted to the Office of Academic Affairs no later than two weeks after final grades are posted. Any extension of the deadline must be approved in writing by the Graduate and Professional Studies Council. The Office of Academic Affairs will notify the instructor and student in writing when a grade change has occurred.

Grade Appeals

Course grades are overseen by the Office of Academic Affairs. Graduate students may submit a written grade appeal to the Office of Academic Affairs to contest a final grade no later than 30 calendar days into the following academic term. In the event a grade appeal process cannot be undertaken within 30 calendar days of the first day of the subsequent term, the Academic Performance Committee must approve an extension of the deadline. The complete details of the grade appeal process are included in the Academic Catalog, which is available on the homepage of MyOlivet.

Learning Communities

Learning communities are designed to allow graduate program students to explore important themes and issues through interactions with each other, faculty, and experts practicing in the field. Course-based learning communities will meet virtually for discussions, workshops, and/or module-based development and skill-building. For example, graduate students and faculty may engage in learning communities to address leadership across disciplines to explore ideas related to social justice, marginalization, transforming organizations and communities, cultural competence, and other topics. Please refer to your program description for detailed information on learning community opportunities and requirements.

Concentration Declaration

Students enrolled in a graduate program with multiple concentrations will need to declare a concentration before the second semester of study. Students must meet with their academic advisor if they wish to change concentrations after declaring.

Prior Learning Assessment

The University of Olivet may award credits to those students who can document significant college-level knowledge and/or competencies gained through paid employment, special formal training, and/or formal and structured volunteer experience. The maximum hours of credit that may be earned for prior learning experiences for graduate students is 12 credits.

No more than 90 semester hours of credit toward the University of Olivet baccalaureate degree of 120 semester hours or 12 semester hours of credit toward the graduate degree may be accumulated by any combination of transfer credits (i.e., credit from other colleges, Advanced Placement credit, International Baccalaureate credit, prior learning assessment, alternative credit awarded by the American Council on Education, or by the National Collegiate Credit Recommendation Service). Please note that some programs will not accept prior learning credits due to the requirements of their accreditors. Students should contact the Program Director for more information about prior learning before they register for courses.

Graduate students may be required to enroll in the designated IDS 699 course their first semester at The University of Olivet to document prior learning experience. Credits awarded for prior learning experience through the IDS 699 course will be billed a one-time evaluation fee of $500. There will be no charge for the IDS 699 course enrollment, and it will not be credit bearing. Prior life experiences or training accumulated while students are enrolled in graduate courses may be submitted for further assessment with approval from the director of the program.

Registration

Graduate students are required to register for classes online during registration for each term. Students who fail to register during the specified registration period will be assessed a late registration fee. Registration for all terms within an academic year begins August 1 prior to the beginning of the specified academic year. Registration for each academic term closes one week prior to the beginning of the term. A detailed calendar can be found on MyOlivet.

Registration in graduate-level courses is restricted to students already accepted into that graduate program and/or concentration. If a student wishes to take a course outside of their program, they will need to meet with their academic advisor to seek special permissions.

A graduate student wishing to drop a course must notify the Registrar in writing. Students may drop a course in a graduate program without financial penalty if the course is dropped within the first 48 hours of the course start date. Courses dropped in this time period will not appear on a student’s transcript.

Repeating Courses

Graduate programs have their own specific academic standards at The University of Olivet. Students will need to reference their program’s handbook to determine eligibility for repeating classes.

No grade may be removed from the student’s permanent record; however, if a student wishes to raise their grade in a course and their program allows it, they may repeat any course at The University of Olivet. When a course is repeated, both grades will appear on the permanent record, with the higher grade indicated as a “repeat.” To compute the grade point average, the higher grade is selected and the point differential between the old grade and the new grade is added to the cumulative points. The semester hours attempted for the repeat course are not counted a second time.

Per federal regulations, a student can repeat failed courses until they are passed; however, a student will only receive financial aid one additional time for any repeated course if it was previously passed.

Satisfactory Academic Progress Policy

The University of Olivet Satisfactory Academic Progress (SAP) Policy consists of standards and requirements concerning academic standing and financial aid eligibility reflecting requirements established by the U.S. Department of Education. Students must demonstrate continual progress toward the completion of their academic degree while receiving Title IV funding for their education. If satisfactory academic progress is not sustained, students will lose their educational funding from the federal government. Please see the Satisfactory Academic Progress Policy in the Academic Catalog for more details.

A graduate student taking six or more semester hours of courses is considered full-time. A graduate student taking three semester hours is considered to be enrolled half-time. A graduate student must maintain a 3.0 or better cumulative grade point average to earn a master’s degree. All requirements for graduation must be completed within seven years of matriculation into the program. Requests for extensions must be approved by the Graduate Council.

Academic Program Progression

Graduate programs have specific requirements for students to maintain good standing, continue as a student in that program, and graduate from that program. Please refer to the Academic Catalog and program handbooks.

Additionally, students will not be allowed to take new classes once it is mathematically impossible for students to achieve a 3.0 by the end of the probation period, though the student may reattempt the courses they received low grades in.

Transcripts

Official transcripts are maintained by the Office of Academic Affairs on all academic work attempted at The University of Olivet. Students may request individual copies of their transcript or request that official copies of their transcript be sent to other parties. Requests must be made through the National Student Clearinghouse available on MyOlivet. Transcripts are free for currently enrolled students of the university and may be obtained through Student Services.

Transfer Credits

The maximum number of transfer credits accepted toward a graduate degree at The University of Olivet is 12. Individual programs may accept fewer credits. Graduate credit may be accepted from other academic institutions where students have earned a 3.0 or higher. Official evaluation of transfer courses and granting of transfer credits can take place only after the student has been admitted and official transcripts have been received. To be accepted, courses must meet graduate program requirements and standards. A request for a course syllabus may be sent to the student to determine transfer eligibility.

All courses accepted in transfer are included on The University of Olivet permanent record, along with the number of semester hours accepted. The grades earned in these courses do not appear on the permanent record. The student’s cumulative grade point average is computed only from courses taken at Olivet.

Transfer Between Residential and Online Programs

The residential undergraduate program has policy, tuition, fees, room, board, and financial aid structured appropriate for student needs and programming expenses. The online and graduate programs have a different set of policies, tuition, fees, and financial aid appropriate for students who are participating in these programs.

Students apply and are admitted to the residential undergraduate program, to an online undergraduate degree completion program, to an online graduate program, or to an online certificate program. The tuition, fees, room/board requirements and other policies applied to a student directly correspond with the program to which they applied and were admitted.

Undergraduate students in Olivet’s residential programs may take online courses, including online undergraduate degree completion courses and online graduate courses that have been opened for undergraduate enrollment (some courses require admission to a specific program prior to enrollment). However, they remain resident undergraduate students with associated tuition, fees, room/board requirements, and financial aid packaging.

A residential undergraduate student may elect to apply for admission to an online undergraduate completion program as a fully online undergraduate student, and if accepted, would be subject to the tuition, fees for the online program but also experience a withdrawal of all scholarships associated with the residential undergraduate program, and would undergo a repackaging of financial aid awards.

Admission to an online undergraduate degree completion program as a fully online student will result in ineligibility to participate in Olivet athletics and other talent / participation programs (e.g., choir, band, Difference Makers) unless there is an athletic or other participation program that is specifically described for online students. A student enrolled in an online graduate program or in an undergraduate degree completion program as a fully online student is not guaranteed student housing but may be granted authorization to live in student housing by the Associate Provost for Student Development or their designee.

A student enrolled in an online graduate or undergraduate degree completion program may not register for on-campus courses without the prior written approval of the Department Chair and the Associate Provost/ Academic Dean.

Veteran’s Affairs Benefits

Students entitled to educational assistance under chapter 31, Vocational Rehabilitation and Employment, or chapter 33, Post 9/11 GI bill benefits, are covered individually as part of the Veterans Benefits and Transition Act of 2018 under section 3679 of title 38. Covered individuals may attend or participate in a course during the period beginning on the date when the student provides his or her certificate of eligibility to The University of Olivet. Coverage ceases on the earlier of the following dates:

• The date of which payment is made to The University of Olivet by Veterans Affairs (VA).
• 90 days after The University of Olivet certifies tuition and fees following the certificate of eligibility.
• GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill.

The University of Olivet will not administer any penalties, including late fees, denial of course, libraries or other campus facilities, due to the inability to cover costs due to delayed disbursements from the VA for chapter 31 or 33 recipients.

Students should contact the Veterans Affairs Certifying Official for more information.

Withdrawal From a Course

After the drop and add period, a student who has maintained a passing grade in a course can withdraw from any course up to the last day of the term and receive a grade of “W.” A student who has not maintained a passing grade in a course, however, may withdraw and receive a grade of “W” only through 5:00 pm on the end of the second Monday of classes in any course. After this date, students withdrawing from a course who have not maintained a passing grade will receive a course grade of “WF.”

Graduate students who withdraw from a course within nine calendar days after the course start date will receive a fifty percent tuition refund. Students wishing to withdraw must contact Student Services at 269.749.7645.

Withdrawal from University/Leave of Absence

A graduate student who wants to withdraw from all their courses before the term is completed is asked to formally register their withdrawal from The University of Olivet by completing a brief form available through Student Services on MyOlivet. Students are encouraged to meet with their academic advisor before completing and submitting the form to Student Services. When a withdrawal is submitted in this formal manner during a term, grades of “W” are recorded in all courses. A student who has withdrawn voluntarily must apply to the Office of Admissions for readmission.

Medical Withdrawal Policy

The medical withdrawal policy is intended to provide students experiencing a serious medical condition that affects class attendance and/or participation during the semester or full academic year with a way to exit school with a reduced financial burden. If a medical withdrawal is granted, the student will receive a “W” in all course work for that semester.

Students may apply for a medical withdrawal from the first day of the term through the final day of the term. An approved medical withdrawal will result in a reversal of all tuition and fee charges for the semester through the date of which 60% of the semester has passed. After the 60% date, no tuition or fees will be waived.

The health and wellness of our students is of critical importance. It is essential that the student be cleared for return to study by their health care provider before petitioning for readmission.

The following is required from the student upon request for a medical withdrawal:

1. Completed medical withdrawal form.
2. Documentation from a physician which includes:
   1. The date of onset of the medical condition necessitating the medical withdrawal.
   2. An official medical opinion that details the effect the medical condition has on the student’s ability to perform academically and how (if applicable) it affects the student’s social functioning and ability to function in the campus environment.

Important: Given HIPAA protections it is not necessary to provide details of the student’s medical condition, only the date of onset and medical opinion of effect on functioning as noted above.