Academic Policies and Procedures

Enrollment Procedures

Schedule of Terms

Terms vary slightly each year. Most courses are offered in an eight-week intensive format. During the eight-week term, students attend one class session per week for each course in which they are enrolled. Both morning and evening classes are offered.

Registration

The schedule of classes is released at least five weeks prior to the beginning of the next term. Registration will begin at least two weeks before the term starts, and continue until the first week of class is complete. Students are encouraged to meet with their academic adviser once the schedule is released in order to know what classes they need before registration begins.

Registration is done by the student on-line through WebAdvisor. Once a student has met with their adviser, they can register for classes, view their course schedule, and agree to pay their tuition and fees.

Cross Enrollment

In rare instances, a student is permitted to cross-enroll between the College of Professional Studies and the College of Arts and Sciences. Permission is required from the Vice President for Academic Affairs and the College of Professional Studies Dean. A cross-enrolled student must pay all costs, including tuition, associated with enrollment at other than his/her main campus.

Transfer Policy Between the College of Professional Studies and the College of Arts and Sciences

A student who attends the College of Professional Studies or the College of Arts and Sciences may be admitted to the other program after an absence from the University of two full academic years. A student who wishes to attend the other program after a shorter period of time must have the written permission of the Vice President for Academic Affairs. The student must meet the criteria for admission and must be formally admitted by the other program. The student must also be in good standing with the Business Office.

Repeating a Course

Courses in which a grade of F, D-, D, or D+ has been received may be repeated, and generally such courses may be repeated only once.

The cumulative grade point average and the grade point average in the major are computed using only the credits and grade earned in the repeated course. Course credits can be counted only once toward the required hours for graduation.

A student may enroll at another college in a course that is a repeat of a course taken at Doane in which the grade earned was below a C-. The course must be taken for a grade and the grade earned must be at least a C-. The grade in the successfully repeated course is recorded on the Doane transcript as a “P” (Pass). The cumulative grade point average is then computed without the original grade in the calculation.

Pass/Fail Option

A student who has accumulated at least 60 semester credits on the Doane College transcript may choose to enroll in one course per term using the Pass/Fail Option. This option allows an instructor to assign either a “P” (Pass) or “F” (Fail) grade in the course, instead of a letter grade. The following stipulations apply:

1. Only one course per term may be taken on a pass/fail basis. (This does not include courses normally graded on a pass/fail basis.)
2. A student must not enroll in an internship for four credits or more in the same term he/she has declared a Pass/Fail Option course.
3. A maximum of two Doane Core Connection courses may by taken using the Pass/Fail Option. A student who transfers in two or more courses for the Doane Core Connections is not eligible to use the Pass/Fail Option for any additional Doane Core Connection courses.
4. A Pass/Fail Option course may be taken in, but not counted toward, the student’s major. Exception: a Doane Core Connection course which is taken using the Pass/Fail Option may count toward the major if the course was taken before the major was declared.
5. The grade of “P” (pass) will have no effect on the student’s cumulative grade point average. (In order to receive a grade of “P” (pass), a student must earn a grade of “C-” or above in the course.)
6. The grade of “F” (fail) will be figured in the student’s cumulative grade point average.

Full, Part, and Half-time Status

A full-time student in the College of Professional Studies is a student in six credits or more per term. A part-time student is enrolled in 4-5 credits. A half-time student is enrolled in three credits or less per term.

Double Majors and Emphases

A student who chooses to complete more than one major or emphasis may fulfill the requirements by using common courses, unless otherwise specified.

Class Attendance

A student is expected to regularly attend all classes for which he/she is registered. Absence from class jeopardizes a student’s understanding of the course and may result in a reduction of grade. The extent of such reduction is to be determined by the individual instructor. Each student is responsible for all work missed, regardless of the reason for the absence. There is no such thing as an automatic excuse from any segment of academic endeavor, nor is there an automatic extension of due date for assigned work. If possible, a student is expected to contact instructors before an absence occurs to receive the next assignment or make-up assignment.

New Coursework at Other Institutions

A student may take courses at other institutions while enrolled at Doane University. However, if the student wishes to transfer the courses to Doane, the courses must be approved in advance by the College of Professional Studies Dean. The courses are to be taken for a grade (not pass/fail), and a grade of “C-” or better has to be earned to be considered for transfer. A student planning to earn credit by correspondence must have the course approved in advance by the College of Professional Studies Dean.

Supplemental Course Offerings

In addition to regular catalog courses offered in a particular term, the following options are also available:

Selected Topics courses (271, 371, 471) offer students an opportunity to investigate topics not covered in any other course and provide a procedure for faculty to pilot new courses. A selected topics course is not offered as an independent study but as a supplement to regular catalog courses and is listed on the schedule of classes. Selected topics courses may be offered for 1-3 credits. Generally, a maximum of six credits of selected topics courses may be counted in the student’s major. Selected topics are repeatable for credit, provided the topic is different. Once a particular selected topics course has been offered during two consecutive years, it must be approved by the faculty as a regular catalog course before it can be offered again.

Directed Studies (290, 390, 490) offer an opportunity for supervised, independent study of a particular topic based on the interest of the student and the availability and approval of the faculty. Directed Studies may be offered for 1-3 credits. Directed Studies are repeatable for credit, provided the topic is different.

Grades and Credits

Grading System

Letter grades are used to evaluate a student’s performance in class work. These letter grades become part of the student’s permanent record. The grade of A is reserved for superior performance in all course requirements. The grade of B is awarded for work of high quality.The grade of C recognizes satisfactory achievement in meeting course expectations. The grade of D designates unsatisfactory performance in meeting course requirements. The grade of F represents failure to meet course requirements. Other grades include I - Incomplete; P - Passed; AU - Audit; IP - In Progress (Passing); W - Withdraw.

An Incomplete (I) may be given if a student is not able to complete the work required for a course by the last day of the course due to sickness or other extenuating circumstance that the student has discussed with the instructor. When awarding an incomplete, the instructor will assign an expiration date no later than the last day of the next term. If the expiration date passes without a grade change from the instructor, the incomplete grade will automatically convert to an “F”. This is a final grade and will not be changed, per the grade change policy.

In order to receive an incomplete (I), a student must have completed at least 75% of the coursework required for the course. If a student wishes to receive an incomplete for a course, the student will obtain a form from the registrar that will allow the teacher and the student to detail the coursework required to remove the incomplete. The student must complete the form, obtain the signature of the instructor on the form, and return the form to the registrar’s office.

For courses such as practicums, senior seminars, or internships, intended to last longer than a single term, instructors will submit a grade of “In Progress” (IP) at the end of the first term.

The “P” grade is used for courses offered only on a Pass/Fail basis, courses completed using the Pass/Fail Option, credit for courses transferred from other colleges, and credit earned through portfolio evaluation or the Credit by Examination process.

The “In Progress” (IP) grade is used only in courses that extend beyond the normal ending date of a term and indicates that the student is currently passing the course. This grade must be replaced with an appropriate letter grade assigned by the instructor.

Grade point averages are computed by dividing the total grade points earned by the number of GPA credits. AU, I, W, P and IP grades are not included in the calculation.

Grade Point System

Grade points are assigned to the respective grades as follows:

Class Standing

Students are classified according to the number of credits they have earned. Student must successfully complete the minimum credits detailed:

Sophomore - 30 credits
Junior - 60 credits
Senior - 90 credits.

Grade Reports

A student’s grade in each course is filed with the Registrar and is recorded on the transcript. At the end of each term, the final grades are issued to students over the web via WebAdvisor.

Grade Appeal Policy

If a student thinks an instructor has graded him or her in a way that is inconsistent with the grading policy outlined in the course syllabus, the student may initiate the grade appeal process below. (Students who think their grade was calculated in error should consult the Grade Change Policy.) If at any stage of the process the appeal is withdrawn or resolved, the process stops. The Grade Appeal Request form and a written statement of the resolution will be kept in the student’s record.

Steps:

1. Within 10 days of the grade’s release, the student will contact the instructor to discuss the student’s concern.
2. To continue with the appeal, the student will contact the Dean no later than 10 days following the discussion with the instructor to set up a meeting with the student and instructor to discuss the student’s concern. (If the Dean is the instructor, the Dean will designate another division faculty member to act as Dean in this matter.)
3. If the student wishes to appeal the Dean’s decision, the student will file a Grade Appeal Request form with the Registrar’s Office within 3 days, and schedule a meeting with the Vice President of Academic Affairs within 7 days. The Vice President of Academic Affairs will review the process. If the process has been followed as stipulated in this policy, the Dean’s decision will be final.

Grade Changes

After the final grade reports are released at the end of a term, the student has up to 10 days to report an error or omission. After 10 days have elapsed, the grade report will be considered correct and complete.

Audit

A student wishing to attend classes regularly without the responsibility of completing assignments and without receiving credit may do so with the approval of the College of Professional Studies Dean and the instructor. One half the regular tuition rate is charged for an audited course. This needs to be indicated at registration. A grade of AU will appear on the transcript.

Grades Upon Withdrawal from a Course

If a student withdraws from a course prior to census day (second Monday of the term), the course will not appear on the student’s transcript. If the student withdraws after census day and prior to the fourth class meeting, the transcript will indicate “W” (withdrawal) for that course. If the student withdraws after the fourth class meeting, the transcript will indicate “F” (failed) for that course.

Under very special circumstances, the policy for awarding W or F may be waived. If a student’s work schedule is changed or if the student, or a member of the student’s immediate family, develops a serious illness which makes class attendance impossible the student may request an exception with the Late Drop/Withdraw Committee.  A request form is available on the Doane website or through an advisor.  The committee meets every Wednesday.  The request form should include a letter from a work supervisor to verify the schedule change or a letter from a doctor verifying the illness.

Students are subject to administrative withdrawal from the university if they miss all courses for two consecutive academic weeks without an officially valid excuse.

Senior Grades

Final grades for seniors who are completing graduation requirements in December or May are processed before Commencement. Once processed, these grades are considered correct and complete.

Academic Forgiveness

The Academic Forgiveness Policy is designed for the student who experienced poor, often disastrous, academic results while previously attending Doane University and who can now demonstrate they are prepared to be academically successful in their college experience. A person is eligible to apply for academic forgiveness when at least five (5) years have elapsed since the concluding date of the candidate’s last term of enrollment at Doane University and the start date in the College of Professional Studies.

1. Re-enter Doane University and successfully complete 12 credits with a minimum cumulative GPA of 2.5.
2. Have an academic major declared.
3. Work in conjunction with your Academic Advisor to notify the Registrar’s Office in writing of desire to pursue Academic Forgiveness.

Academic Forgiveness is applied to one semester (College of Arts and Sciences) or two terms (College of Professional Studies) of Doane courses. No letter grades will be removed from the academic record. The period accepted for academic forgiveness will bear the notation “Academic Forgiveness Granted.” These courses will then no longer be considered in the grade point average computation. Any academic probations, suspension or dismissals from forgiven term will not be forgiven. Any course for which academic forgiveness is given cannot be used to fulfill graduation requirements. A student who has been granted academic forgiveness must earn a minimum of 30 credit hours from the point of readmission to be eligible to graduate. Academic forgiveness maybe granted only one time and is not revocable. Academic forgiveness only pertains to the student’s academic record and does not apply to other areas such as financial aid.

Academic Probation and Suspension

A student not maintaining a minimum grade point average based on credits attempted is subject to academic probation or suspension at the end of any term according to the following formula. (Transfer credits are included in the number of credits attempted.) 

The Vice President for Academic Affairs may place a student on academic probation or suspend a student who is not making satisfactory progress and is in danger of failing to meet any all-college requirement, including the grade point average in the major. Specific conditions of probation or suspension are communicated in writing to students by the Vice President for Academic Affairs.

A student placed on academic probation has twelve credits to improve their GPA and return to good standing.  After the 12 credit if the students GPA is still below the required minimum academic average for the credits they have attempted, they will be reviewed for suspension.  Any student who is suspended will not be readmitted to Doane University for at least two regular terms and must undertake an activity that illustrates a renewed commitment to learning before applying to the Vice President for Academic Affairs for readmission.

Students may also be suspended or expelled based on the policies outlined in the Student Handbook which includes the Student Conduct Code .

Graduation

Graduation Application

All Doane University students are required to complete and submit an Application for Graduation available on WebAdvisor. The process occurs once a student is nearing his/her final course work. Applications must be submitted by the deadlines listed below to the Associate Registrar.

Honors at Graduation

Degrees with honors are conferred upon those students who graduate with a 3.94 GPA or higher and have completed at least 48 graded credits at Doane University. The College of Professional Studies and the College of Arts and Sciences are considered separately for determination of degrees with honors.

Summa Cum Laude 4.00
Magna Cum Laude 3.98 - 3.99
Cum Laude 3.94 - 3.97

Award of Degree/Issuance of Diplomas

Degrees at Doane University are awarded and diplomas are issued three times a year-at the end of the winter one in Decemeber, spring term in May, and on August 15. Graduation ceremonies takes place in December and May.

Students who complete graduation requirements at the completion of the Autumn (October) or Winter Two (March) term will have a comment stating that requirements for the degree have been met and that the degree will be awarded at the next ceremony.  Students who complete graduation requirements after May Commencement but no later than August 15 of the same year, are awarded their degree as of August 15. (All final grades and any official transcripts from other schools must be received by the Registrar by August 15.) Diplomas will be mailed to each August graduate.

Diploma’s only list the degree awarded (Bachelor of Arts or Bachelor of Science) not the majors earned. Students who double major do not receive two diplomas. Student who return to Doane to complete an additional major do not receive a second diploma.

Participation in Commencement

Commencement is held twice a year at the end of the Winter I and Spring term. A student who has not completed degree requirements by the end of the Winter I or Spring term may participate in the ceremony if he/she is lacking one requirement and receives permission from the College of Professional Studies Dean to participate.

Second Degree Policy

It is possible for a student to satisfy the requirements for more than one major program; the University will not grant two degrees for programs taken concurrently. The student must declare which degree will be posted on the transcript and diploma. A graduate who returns and completes a minimum of 30 credits beyond whatever number was accumulated for the first baccalaureate may qualify for a different Doane degree. (One cannot earn two B.A. degrees, for example.)

Transcripts

The Registrar’s Office releases official Doane transcripts of a student’s academic record only after the student has granted permission in writing. Transcripts are not issued to students who have financial obligations to the university. Students who request transcripts should allow three days for them to be prepared and issued. A fee is assessed for each transcript.

During periods at the beginning or following the end of a term, at least one week should be allowed for issuance. Official transcripts from other institutions which may be part of a Doane student’s file cannot be copied and issued to the student. To obtain copies, the student must contact the original issuing institution directly.

Once a student graduates or discontinues attendance at Doane University, subsequent college credits from other schools do not become a part of the student’s Doane University transcript.