Academic Procedures and Policy

Admission of International Students

Doane University is authorized under federal law to accept non-immigrant alien students.

International Students - F1

Doane University is authorized under federal law to accept non-immigrant alien students.

In addition to the general requirements for admission, international students must

1. demonstrate English language proficiency,
2. provide official transcripts required for program admission which have been evaluated and translated by a NACES approved member organization unless earned in the United States,
3. submit official proof of financial responsibility, and
4. submit Passport Information.

Other information for International Students–

• The graduate and adult campuses are not full service; there is no dormitory, cafeteria, library, and very limited student services.
• Students must arrange their own accommodations, meals, transportation, and activities.
• Government regulations require F-1 students to enroll for one full academic year before taking a term off for vacation.
• Government regulations require F-1 students to enroll in at least 3 semester credits per term or 6 credits per semester. (CPS/COB/SIL programs = 5 terms per year, COE programs = 3 semesters per year) 
• Government regulations limit the number of online classes F-1 students may take.

Veterans

Doane submits enrollment verification twice each term, once before and once after census day, to the Veterans’ administration. After this submission, benefits can be received. Any change in enrollment (dropping or adding hours) must be reported to the VA. It is the student’s responsibility to notify their Doane School Certifying Official of any change in enrollment.

Full-Time Student

Full-time students in the College of Business, College of Professional Studies, or the School of Integrative Learning graduate programs are defined as those enrolled for at least three credit hours during a term of instruction. Students in the College of Education graduate programs are considered full-time if they are enrolled for at least six credit hours during a term of instruction.

Counseling students may enroll for one or two credit hours of internship per term and be considered enrolled full-time. Management students may enroll for one or two credit hours of Developing Leader Coaches or Research coursework and be considered enrolled full-time.

Numbering System for Graduate Courses

All courses for each of the master’s degree programs are offered at the 600 and 700-level. Courses at the 800 and 900-level are post-masters courses.  Some special courses for continuing education are offered periodically for students who have completed a baccalaureate degree. These students may not be seeking a graduate degree, but need advanced work. Courses numbered at the 500-level cannot be used to meet the requirements of an advanced degree.

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.

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; in a sixteen-week semester, twelve or more weeks are outside the 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; in a sixteen-week semester, the course meets 8-12 times in a classroom.  Ground courses are in a classroom for all eight weeks of a term and sixteen weeks of a semester.

Prior Learning Assessment

Students join Doane University with a vast array of work experience and training, and Doane recognizes that not all learning has resulted from traditional classroom attendance. Our process for Prior Learning Assessment (PLA) provides students with the opportunity to earn credit for learning outside the confines of a traditional classroom. 

Assessment of prior learning can be obtained through several methods. In all cases, the appropriate Program Representative (Program Director, Department Chair, or Dean) is responsible for determining whether or not credit can be earned. All credit for prior learning must have approval of the Program Representative in which the course resides. Prior learning assessment cannot be applied toward seminar, capstone, and/or independent study courses. Students may not earn credit by examination at the graduate level.

If credit is awarded for prior learning, it will be reflected on a student’s transcript as Portfolio Credit.  These credits do not count toward Doane residency requirements and are not included in the calculation of a student’s GPA. Doane does not guarantee that other institutions will accept portfolio credits as transfer credit.

Professional Certification: A student may hold certifications from a professional organization that reflects a level of competence and cognitive ability. A student with a certification potentially relevant to their area of study may request a review of the certification by the appropriate Program Representative to determine if the certification can be awarded credit for relevant program requirements.  Professional certifications currently approved as valid for credit in specific programs (provided all other requirements are met) are listed below.

Degree Program: Master of Business Administration or Master of Arts in Management

Approved professional certification:

• Certified Lifestyle Medicine Executive (CLME)
• Emerging Leaders Certificate through Nelnet
• DDI Valmont
• Project Management Professional (PMP) through Project Management Institute
• SHRM-CP or SHRM-SCP Certification through Society for Human Resource Management (SHRM)
• SPHR, SPHRi, or GPHR Certification through HR Certification Institute (HRCI)
• Steps to Supervisory Success Certificate through Nelnet

Approved Pathways: A student can complete select professional development programs that have been reviewed, course mapped, and approved by the respective Program Representative, Dean, and VPAA as to meet specific program learning outcomes and requirements.  Programs with approved professional development pathways include

Degree Program: Master of Business Administration or Master of Arts in Management

Approved pathways:

• AdelaideX Big Data Analytics
• DoaneX Healthcare Administration
• MITx Data Economics and Development Policy
• MITx Supply Chain Management
• MITx Statistics and Data Science

College credit for certifications and approve pathways can be awarded as block credit (i.e., in one lump sum total) or as equivalent Doane courses after completion of Doane required courses. There is no cost assessed to students for credit awarded through these validation methods. 

Grading

Letter grades are used to evaluate a student’s performance in coursework. These letter grades become part of the student’s permanent record. The grade of “A” is used to indicate superior performance, the grade of “B” is used to indicate adequate performance, and grades of “C,” “D,” and “F” are used to indicate performance that is below the minimal expectations for graduate students. A course in which the grade earned is below a “B-” cannot be used to fulfill any graduate degree requirement.

Audits

Graduate students may audit an available course, but they must receive permission from the Dean of their program to do so. Students do not receive any graduate credit for the audited course, and the grade assigned is an “AU.” Any course audited by a graduate student may not be changed to a credit course. The cost to audit a course is one half of the regular tuition charge per credit hour. Additional fees may be assessed, depending on the course.

Grade Point System

Cumulative grade point averages are computed by dividing the total grade points earned by the total number of GPA credits. Grades of Withdraw (W), Pass (P), Audit (AU), Incomplete (I), and In Progress (IP) are not included in this calculation.

The university calculates grade point averages by assigning grade points to the respective grades as follows

Grade Reports

Students’ grades in all courses are filed with the Registrar. At the end of each term, final grades are reported to students on the Doane website via WebAdvisor and are recorded on the transcript.

Grade Changes

After grades are submitted to the Registrar’s Office, students are not allowed to submit any extra work or to ask for a reexamination in order to raise a grade.

A grade which has been reported by the instructor to the Registrar and recorded cannot be changed except in the case of an error in the grade. In the case of a successful student appeal under the established grade appeals policies (see program handbooks for details), a grade is changed by the Registrar upon notification by the Vice President for Academic Affairs.

Graduates Grades

Final grades for graduates are processed before commencement. Once processed, these grades are considered correct and complete and therefore, can’t be changed.

Incompletes

An Incomplete (I) may be given if a student is not able to complete the work 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. 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.

Students in the College of Professional Studies graduate programs need to obtain a form from the Registrar’s Office that will allow the teacher and the student to detail the coursework required to remove the incomplete.

In Progress

The grade of “IP” (In Progress) is used when a graduate course has requirements extending beyond the normal ending date of the term in which the student is enrolled. This “IP” grade must be replaced with an appropriate letter grade assigned by the instructor.

Repeated Courses

The following guidelines apply if the student receives a grade below a “B-” in a graduate course:

1. The course must be repeated in order to receive credit toward the degree.
2. A student is allowed to repeat the course only once.
3. The original grade is used in computing the graduate cumulative grade point average until the course is repeated and a grade is given.
4. After the course is repeated, only the second grade is used in computing the student’s graduate cumulative grade point average.
5. All courses taken and grades earned are permanently recorded on the student’s transcript. 

Withdrawals

The grade of “W” (Withdrawal) indicates that a student was doing passing work and was permitted to withdraw from a course. Students desiring to withdraw from classes must complete the proper withdrawal form from the Office of Graduate Studies. Failure to follow this procedure results in a grade of “F” instead of a “W.” In no case is withdrawal possible after the last class meeting.

Students in the College of Professional Studies graduage programs must initiate a withdrawal by week four.

For Graduate Education courses, the last day to drop or withdraw from a course is the earliest date of either the last day the course is scheduled to meet or October 31 for fall semester courses and March 31 for spring semester courses. For summer courses that are offered on an intense week-long format, no drops or withdrawals are allowed after the course begins. The last date to drop/withdraw from summer online courses is June 15. After these dates have passed a grade of “F” instead of a “W” will be awarded.

Graduate students are expected to complete courses for which they have registered, unless unusual circumstances require withdrawal. Mere cessation of class attendance does not constitute withdrawal, either academically or with respect to tuition charges.

A student may be administratively withdrawn from any program by the Dean if it is determined that the student 1) poses a significant danger or threat of physical harm to the person or property of others; 2) interferes with the rights of other members of the Doane University community; or 3) is unable to meet the institutional requirements for continued enrollment. Except in emergency situations or in the case of financial noncompliance, a student shall, upon request, be accorded a hearing by the appropriate committee prior to a final decision concerning his/her continued enrollment at Doane University.

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 and the death or serious illness of an immediate family member.

The following are not considered extenuating circumstances:

• 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. 

Crisis Withdrawal from Doane 

A crisis withdrawal is granted in rare instances where a student or immediate family member is faced with a serious and unexpected condition precludes him/her from being able to function as a student and in which the regular university withdrawal process is not appropriate.  A crisis withdrawal may be granted because of force majeure causes beyond Doane’s reasonable control and occurring without its fault or negligence including, but not limited to, acts of god, fire, war, governmental action, terrorism, epidemic, pandemic, weather, national emergencies, or other threats to the safety of students or staff.  A crisis withdrawal applies to all courses taken during a term unless specific explanation is provided that describes how the crisis reason for the withdrawal affected only specific course(s).

The following are not considered crisis circumstances:

• Crisis condition 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).
• Work schedules that conflict with class schedules (not including loss of employment).
• Changing of major or transferring to another institution.
• Change to alternate means of instruction, including, but not limited to, distance or remote learning.
• Inability (for any reason) to pay your tuition bill or delays in financial aid notification.  

To request a crisis withdrawal:

• Crete campus students - contact the Assistant Dean of Academic Affairs
• Lincoln, Omaha, and Online students - contact your academic advisor and complete the Late Drop/Withdraw Request Form.  The form must be completed in full and must be accompanied by both a personal written statement and the supporting documentation. 

After a review of all of the documentation, the LDWR committee will make a decision on the withdrawal in the current semester. Crisis withdrawals will only be granted in a current semester and will not be approved retroactively. The committee will notify the student via email. Courses that are withdrawn will be noted as W on the student’s transcript; courses that are dropped will not appear on the transcript.

NOTE: There may be financial implications in getting a crisis withdrawal.  Please contact Student Accounts, and/or Financial Aid Office before initiating your withdrawal paperwork.

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.

Grade Appeal Policy

A common academic issue sought by a student is the appeal of a course grade. A faculty member determines the character of a course which includes content, instructional practices, and assessment procedures. Instructors have the right to assign a course grade based on any method that is professionally acceptable, shared with all students, and applied equally. Each student has the right to a course grade based upon an unbiased evaluation of his/her performance and the specified grading procedure. A student has the right to ask for clarification of the basis for his/her grade.

Valid reasons for initiating the grade appeal process include, but are not limited to

• a failure to follow published course, program, or University policies,
• a lack of consistency within the student’s course section, or
• a grade awarded that was motivated by ill will.

Students who believe that their grade was miscalculated due to a mathematical error should contact the instructor within ten (10) days of the grade posting.  

The following are NOT valid reasons for initiating the grade appeal process: (i) a disagreement with the application of course policies and/or grading standards, (ii) the requirements or examination standards of an academic program, (iii) concerns over professionally acceptable teaching approaches, (iv) differing personalities, and (v) differences in classroom policies or grading schemes in different courses or between different sections of the same course.  

The grade appeal process must be initiated no later than ten (10) days from the posting of the final course grade.  A student is encouraged to talk with their advisor to offer an assessment of the concern and to clarify the steps of the grievance process.

Appeal Steps

STEP 1:  A student is encouraged to pursue a good-faith attempt at informally resolving his or her concern about the course grade. The student will communicate with the involved faculty member to seek a resolution. If needed, the student can contact the Office of Academic Affairs (Crete-campus) or the Campus director (Lincoln and Omaha campus locations) for assistance in contacting a faculty member. A student may be requested to put their appeal in writing. Within five (5) working days from the time the student raises the concern, the involved faculty member will evaluate the concern, render a decision, and notify the student. As part of his/her evaluation, the faculty member may schedule a follow-up conversation with the student and may consult University faculty, staff, or administrators for clarification and/or guidance. If the involved faculty member does not act on or resolve the concern to the reasonable satisfaction of the student, the student can initiate STEP 2 of the appeal process.  

STEP 2:  Within five (5) working days of the student being notified by the involved faculty member of his/her decision, the student writes an appeal letter specifying the following:

• the course number and section,
• the term/year in which the course was taught,
• the name of instructor for the course,
• a statement of facts as the student perceives them, citing specific instances where, in the student’s opinion, policies and procedures were violated or were unfairly applied,
• a summary of the outcome from STEP 1,
• the remedy sought by the student,
• a copy of the course syllabus, and
• the best method to communicate with the student (phone, e-mail, etc.).

The student submits their appeal letter to the Registrar’s Office. The Registrar will provide the appeal to the supervisor of the faculty member for the course. Within ten (10) working days from receipt of the letter, the supervisor will evaluate the concern, render a decision, and notify the student. As part of his/her evaluation, the supervisor may schedule a conversation with the student and may consult University faculty, staff, or administrators for clarification and/or guidance. If the supervisor does not act on or resolve the concern to the reasonable satisfaction of the student, within ten (10) days of being notified of the decision, the student can initiate STEP 3 of the appeal process.  

STEP 3:  The student can appeal to the appropriate Dean. The Registrar’s Office can offer clarification on the appropriate Dean for the course. If the Dean was the supervisor in STEP 2, the student can initiate STEP 4. Within ten (10) working days of receipt of the letter, the Dean will evaluate the concern, render a decision, and notify the student. As part of his/her evaluation, the Dean may schedule a conversation with the student and may consult University faculty, staff, or administrators for clarification and/or guidance. If the Academic Dean does not act on or resolve the concern to reasonable satisfaction of the student, within ten (10) days of being notified of the decision, the student can initiate STEP 4 of the appeal process.  

STEP 4:  The student can submit a written appeal to the Office of Academic Affairs. In an appeal, the student provides their prior appeal letter and addresses one or both of the following issues for appeal:

• new evidence that was not reviewed in prior steps and/or
• any evidence that the review process was improper or unfair.

An appeal letter that does not clearly identify one or both of the issues listed above shall be dismissed without further consideration. The Provost will make an initial assessment of a valid appeal after reviewing the incident file provided by the Registrar’s Office and, if necessary, by communicating with relevant parties such as staff or administrators. For a valid appeal request, the Office of Academic Affairs will convene an Appeal Committee consisting of

• Provost (or designee), will serve as Chair,
• Associate Vice President of Academic Affairs-Online Operations (if the course is an online course),
• Dean (or administrative designee) for each of the colleges,
• Registrar, and
• two full-time faculty members appointed by the Faculty Council who teach outside of the department of the student, have had minimal academic interaction with the student, and who have been at the Doane University at least one year.

The Registrar and the Dean from STEP 3 can participate in the discussions but will be a non-voting members in determining a course of action. As part of the evaluation, the committee may schedule a conversation with the student and may consult other University faculty, staff, or administrators for guidance and/or clarification. A majority decision by the Appeal Committee is final and ends the appeal process for a grade appeal. The majority decision of the Appeal Committee will be shared with the Registrar’s Office, who will communicate it to the student.

Academic Standing

It is expected that students in graduate programs will do a higher quality of work than those in the undergraduate programs. A graduate student is in good academic standing if he/she maintains a graduate cumulative grade point average of 3.00 or higher. Only grades earned that are B- grade or higher satisfy degree requirements. Refer to individual programs for additional expectations and practices.

Academic Probation

A degree-seeking graduate student is placed on academic probation if at any time

• the graduate cumulative grade point average falls below 3.00 or
• the graduate student receives a second course grade below a “B-“.

The student is notified in writing of his/her academic status and of any specific conditions for retention. Individual programs may have different expectations and practices.

Academic Suspension

A graduate student may be suspended from Doane University for any of the following reasons:

1. receipt of a third course grade below a “B-“,
2. failure to return to good academic standing after the specified probationary period,
3. failure to meet requirements set forth in the letter of probation, and/or
4. breach of academic integrity.

In all cases, the student is notified of the suspension in writing. For the right of appeal, consult the individual program for additional information.

Students suspended from Doane University may not enroll for one full academic year. Students wishing to return will need to reapply and demonstrate a renewed commitment to their education. This one-year period begins at the end of the last session of enrollment prior to suspension.

Time Limitations

A student is expected to complete the degree within seven years of beginning graduate study at Doane University, unless noted otherwise. Credits taken in the program which were completed more than seven years prior to graduation are reviewed by the dean or assistant dean. The criteria for accepting or rejecting these credits as a part of the student’s program are always based on the relevance of the material at the time of review. If the course is not accepted because the course material is no longer relevant, the student must then retake the appropriate graduate course(s) as part of the program of study, or in the case of elective courses, select additional electives.

Graduation

Application for Degree

Each candidate for a master’s degree must signify his/her intention to complete the requirements by a particular graduation date, by submitting a graduation application online in WebAdvisor. This information is used to check completion of requirements and to print the diploma.

Commencement

Commencement is held twice a year in December and May on the Crete campus.

Students are invited to participate in one ceremony. Students that complete in August, October, or December are invited to the December ceremony. Students that complete in March or May are invited to the May ceremony.

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 I Term in December, at the end Spring term in May, and on August 15.

The diploma will not be issued until any outstanding financial obligations to the university are satisfied.

Services

Library Facilities

Following matriculation, each student is permitted free usage of the library at the main campus of Doane University in Crete and has access to the Internet, through the computer laboratory, for assistance in literature searches.

Transcripts

The Registrar’s Office issues official transcripts of a student’s academic record only after the student has granted permission and paid a fee per transcript. Transcripts are not issued for students who have financial obligations to the university. Students who request transcripts should include their student ID number, program of enrollment, and signature with the written request. Generally, the transcripts will be issued within three days, except during periods at the beginning or following the end of a term, when at least one week is needed for issuance.

Copies are not made of transcripts or records on file from other institutions. Any additional copies of those documents must by requested by the student directly from the original issuing institution.

When students graduate or discontinue attendance at Doane University, subsequent credits from other colleges do not become a part of their Doane University transcript.

NOTE: Grades are not posted to the transcript until the entire term is complete.

Doane University partners with National Student Clearinghouse (NSC) for degree verification, enrollment verification, and electronic transcripts. Doane University submits enrollment information to NSC three times a term. In turn, NSC reports secure electronic data with participating guaranty agencies, lenders and servicers for loan deferment.  NSC also submits enrollment information to the National Student Loan Data System (NSLDS), the national database of information about loans and grants awarded to students under Title IV. 

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 keep 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.