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.

Census day is the last day to drop or add each term without financial or grade implications.

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. Census day is the last day to drop or add a course each term and is noted on the academic calendar.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, Quarter, 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 quarter time is a student enrolled in 5 credits.  A half-time student is enrolled in 3-4 credits. A student enrolled in less than three credits per term is less than half time.

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.

Instructional Methods

Doane University offers courses in several different instructional methods to serve the non-traditional learner.  Online courses are defined as a course where 75% or more of the instruction is done using technology; in an eight week term, six or more weeks are outside of a classroom.  Hybrid or blended courses are courses where 50-74% of the course is instructed using technology; in an eight week term the course meets 3 to 4 times in a classroom.  Ground courses are in a classroom for all eight class meetings in the term.

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.

Credit Hours

Doane University follows the federal guideline defining a credit hour as one hour (50 minutes) of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks (one semester), or the equivalent amount of work over a different time period (e.g., an 8-week term). This definition applies to courses regardless of delivery format, and thus includes in-person, online, and hybrid courses (combination of in-person and online).  It also applies to internship, laboratory, performance, practicum, research, student teaching, and studio courses, among other contexts.  

To ensure that courses and activities satisfy the time commitment (or equivalent) defined above, and pursue the learning outcomes described for each course/activity, proposed curriculum changes are reviewed by the Academic Affairs Committee (which is comprised of appropriate representatives from across the university).  If approved by the committee, the changes are then forwarded to the full faculty for its approval or disapproval.  Approved changes are then included in the university course catalog the following academic year.

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 method outlined in the course syllabus and in other written course policies, the student may initiate the grade appeal process below.  This process cannot be employed to appeal based on the instructor’s personal judgement of the quality of the student’s work.  Students who believe that their grade was miscalculated due to a mathematical error should consult the Grade Change Policy instead. 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 academic file in the Registrar’s Office.

1. Contact the faculty member to discuss your grade as soon as possible after grades are released.   If this discussion does not resolve your grade concern, indicate you plan to initiate a formal grade appeal.
2. Complete the Grade Appeal form available online or at the Registrar’s Office.   Contact the Dean of the College of Professional Studies to request a meeting between the student, the faculty member to discuss your grade. This meeting can be a mediation led by the Dean with both the student and faculty member present, or the Dean can meet individually with the student and faculty member.  Prior to this meeting, the student and faculty member will submit a written statement to the Dean regarding their position on the basis for the grade appeal.  The student’s written statement should outline how they believe the grade calculation was inconsistent with the instructor’s stated course policies.  The Dean will write a summary of the meeting with their decision and share it with the student, faculty member, and Registrar.
3. If the meeting with the Dean and faculty member doesn’t resolve the grade concern, the student will notify the Registrar within 3 week days after the dean meeting. The Registrar will notify the Academic Affairs committee which will appoint a subcommittee consisting of three faculty members. The subcommittee may seek an additional written statement from the student and instructor, and may call a meeting with the student and instructor. If a meeting is called, the student may have an advocate at the meeting. The committee will make a final decision of the grade appeal within 2 weeks of being notified by the Registrar.

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.

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.

Grades Upon Withdrawal from a Course

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

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

Medical/Compassionate Withdrawal from Doane

A medical withdrawal is granted in rare instances where a student is faced with a serious and unexpected condition that completely precludes him/her from being able to function as a student and in which the regular university withdrawal process is not appropriate. A compassionate withdrawal may be granted when a student is faced with extenuating personal circumstances.

Extenuating circumstances include an accident, illness, injury or incident that could not have been influenced, predicted, planned for or prevented by the student or the institution; death or serious illness of an immediate family member.

Not considered extenuating circumstances, include:

• Medical condition or chronic illness known to the student at the time of enrollment (unless unforeseen symptoms or relapse occurs; this will be determined on a case by case basis).
• Initially enrolling in a course while knowingly employed full-time, or attempting to work one or more part-time jobs. This includes changes in work schedules that conflict with class schedules.
• Changing of major or transferring to another institution.
• Inability (for any reason) to pay your tuition bill, or delays in financial aid notification.  

To request a medical/compassionate withdrawal complete the Late Drop/Withdraw Request Form, which is available on the Doane website or through your advisor.  The form must be completed in full and must be accompanied by both a personal written statement and the supporting documentation.  The committee meets every Wednesday. 

Military Transfer/Activation Policy

In the event a student is called to active, state, or federal military duty during the term in which he or she is currently enrolled at Doane, the following options are available to the student:

• Request complete withdrawal from courses in which enrolled. Tuition and fees will be refunded accordingly based on the time in class and the VA Educational Entitlement program (chapter) being used by the student.
• Remain enrolled in courses in order to complete coursework off campus by the end of the term. Students must discuss with and receive approval from all instructors to ensure this is possible.
• Remain enrolled in courses and work with faculty to be assigned Incomplete grades that will be completed within one year from the end of the term. At least 75% of coursework must be completed in order to be eligible for an Incomplete grade. Students must discuss with and receive approval from all instructors for this option.

The student should provide a copy of her or his activation orders or letter from the commander outlining the required military duty to the Registrar’s Office.

Students who withdraw from Doane University to serve in any branch of the United States Armed Forces will be readmitted, under the same standing as when they withdrew from Doane.

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.

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.

Address and Name changes

Each Doane student is responsible for notifying the University of any address or name change.  Address changes are to be made promptly to kepe University records current and to insure that University mailings reach their intended recipient.  Students who have been enrolled within the last year need to submit documentation for a name change.  Documentation can be a social security card, divorce decree, mariage license, or court order.  A student may change their name or address on the Doane website.