Academic Regulations and Policies
Academic Calendar Coop Program UWL Registration
Academic Forgiveness Policy Credit/No Credit Courses Repeating Courses
Academic Integrity Dean's List Sex Discrimination, Harassment, Misconduct
Academic Policy Exception Examinations Student Bereavement
Academic Standing Grades Student Records
Alternative Credit Grade Appeal Student Right to Know
Attendance Policy Grade Point Average Technology (Use of)
Audit Independent Study Transcripts
Adult Learning in Trad Sections Internships Transfer Credit Policy
Classification of Students Leave of Absence UG Student Enrollment in GR Courses
Contact Hours Military Deployment Withdrawal
 
Academic Calendar

http://www.viterbo.edu/registrar/academic-calendar
Regardless of delivery methods, the academic year is divided into two semesters, each 15 weeks in length plus a final exam week. The summer session typically runs 14 weeks.

Academic Forgiveness Policy for Reentry Students

Students who reenter Viterbo University after at least two years’ absence and whose cumulative grade point average is below a 2.5 at the time of re-entry may petition for academic forgiveness of previous Viterbo coursework.  This petition will be reviewed by the Academic Standing Committee, and convened by the Director of Student Success, which will decide whether academic forgiveness will be granted.

Academic forgiveness means that:

  • All credits earned in semesters in which academic forgiveness is granted will be treated as earned or not earned, similar to grades of CR/NC, and will not count towards the student’s GPA.  Grades of C or better translate to earned credits, whereas grades of CD or below translate to no credit.  Since all credits below a C are lost when academic forgiveness is granted, students should carefully consider whether it is in their best interests to petition for academic forgiveness.  Once academic forgiveness is granted, the decision is final. On the student’s transcript, all grades earned prior to reentry will remain but be identified by the statement “academic forgiveness policy applied to the above.”
  • A new cumulative GPA will begin from the semester of reentry to Viterbo
  • Students who are granted academic forgiveness are eligible to graduate with academic honors; however, the original grades of the forgiven coursework will be used in the grade point average (GPA) calculation for academic honors.

In order to be granted academic forgiveness a student must:

  • Have been readmitted to Viterbo University and in been continuous attendance since reentry
  • Have completed, since reentry, at least 16 but not more than 45 credits of graded coursework
  • Have an overall GPA of at least 2.0 since reentry
  • Apply to the Director of Student Success for academic forgiveness.  The online form can be found on the Office of the Registrar webpage.

A student will be granted academic forgiveness no more than once.  The criteria for entry into specific programs are independent of this policy.

Academic Integrity

All members of the Viterbo University community are expected to conduct themselves in an ethical manner and adhere to the highest standards of academic integrity. Furthermore, Viterbo University students are expected to adhere to a standard of academic honesty befitting their enrollment in this Catholic Franciscan university. They will not engage in plagiarism, cheating, lying, or stealing, nor will they tolerate those who do so. Fundamental to the principle of independent learning and professional growth is the requirement of honesty and integrity in the conduct of one’s academic life. Academic dishonesty in any form is a serious offense against the academic community. Each academic program will review the standards of academic integrity and have students acknowledge their acceptance of the standards.

Academic Integrity Policy

Viterbo University students, faculty, and administration share the responsibility of maintaining a standard of academic honesty. The faculty must create an atmosphere in which students may display their knowledge. This atmosphere includes sufficient safeguards to control dishonesty including an orderly testing room, restrictions on text messages, etc. Students are responsible for understanding and refraining from academic misconduct.

Academic Misconduct Policy

Academic misconduct is any activity that may compromise the academic integrity of the university, or subvert the educational process. Examples of academic misconduct include, but are not limited to,

  • Violating course rules as contained in the course syllabus or other information provided to the student; violating program regulations as established by departmental committees and made available to students;
  • Knowingly providing or receiving information from others during examinations; or possessing or using unauthorized materials during examinations;
  • Knowingly providing or using assistance in the laboratory, on field work, in scholarship, or on a course assignment when said work was to be completed individually;
  • Submitting plagiarized work for an academic requirement.
    Plagiarism is the representation of another’s work or ideas as one’s own whether intentional or unintentional; it includes the unacknowledged paraphrasing or word-for-word use of another person’s work, and/or the inappropriate unacknowledged use of another person’s ideas. Each student is responsible for understanding plagiarism and the consequences of committing plagiarism. The Viterbo University library offers information about plagiarism and how it can be avoided. Viterbo students are strongly encouraged to complete an online tutorial on avoiding plagiarism, which is available at www.indiana.edu/~istd.
  • Submitting substantially the same work to satisfy requirements for one course or academic requirement that has been submitted to satisfy requirements for another course or academic requirement, without permission of either the instructor of the course for which the work is being submitted or the supervising authority for the academic requirement;
  • Falsifying or fabricating laboratory results, research results, or any other assignments;
  • Serving as, or enlisting the assistance of a substitute for a student in the taking of examinations;
  • Altering grades or marks in an effort to change the earned grade or credit;
  • Altering university forms or records, or using such forms or records without authorization; or
  • Engaging in activities that unfairly place other students at a disadvantage, such as taking, hiding, or altering resource material, or manipulating a grading system.A faculty member who suspects a student of academic misconduct shall follow these steps.
  • Notify the student in writing of the allegation.
  • Contact the program director (graduate program) and /or the department chair or dean of the college (undergraduate program)
  • Contact the vice president for academic affairs to notify that office that the student is involved in an allegation of academic misconduct and to discover if the student has previously violated the academic integrity policy.

Procedures for Unintentional Violations of Academic Misconduct Policy (undergraduate/graduate)

If the student has not previously committed academic misconduct, the faculty member shall determine whether this academic misconduct is intentional or unintentional. Unintentional academic misconduct occurs when a student attempts to acknowledge, quote, and/or cite sources but does so inadequately or incorrectly. In determining if the misconduct is intentional or unintentional, the faculty member may consult with the student and/or program director. Students may have only one report of unintentional academic misconduct; more than one unintentional offense shall be treated as intentional academic misconduct.

If the faculty member determines that the misconduct is unintentional, the faculty member:

  • Must provide a written warning that the continuation or repetition of academic misconduct will be cause for additional disciplinary action; and
  • May award a failing grade on the assignment; or
  • May require the student to resubmit the corrected assignment or complete an alternative assignment. The faculty member shall determine the grade for the resubmitted or alternate assignment.

In determining the appropriate sanction, the faculty member shall consider all pertinent facts, including the nature of the offense, mitigating and aggravating circumstances, and the student’s response to the event. The faculty member shall notify the vice president for academic affairs that the misconduct was determined to be unintentional so that the vice president for academic affair’s office may properly monitor all faculty notifications for patterns of academic misconduct.

Procedures for Intentional Violations of Academic Misconduct Policy (undergraduate/graduate)

Graduate Program Procedures

If the faculty member determines that the misconduct was intentional, he or she shall refer the incident to the director of the relevant graduate program. The director of the program shall collect all pertinent facts, including the nature of the offense, mitigating circumstances, the student’s response to the event, and the failure of the individual to comply with past sanctions. The program director shall make the final determination of whether or not academic misconduct occurred and, if so, whether said misconduct was intentional or unintentional.

If the program director finds that the student has intentionally violated the academic integrity policy, the program director will notify the student in writing and make a recommendation to the academic vice president who shall impose sanction(s). At a minimum, the student shall receive a failing grade in the course. Most cases of intentional academic misconduct at the graduate level will result in either suspension or expulsion from Viterbo University.

Undergraduate Program Procedures

If the faculty member decides that the misconduct was intentional or the student admits the academic misconduct, then one or more or the following sanctions may be imposed by the faculty member:

  • Award a failing grade on the test or paper; or
  • Require the student to take another test or resubmit the paper;
  • Award a failing grade for the class. (This action must have the approval of the dean of the relevant college.)

In the event that the student disputes the allegation of academic misconduct or has previously been found in violation of the academic misconduct policy, the incident will be referred to the dean of the relevant school. Imposing sanctions will be deferred pending the dean’s finding on the allegation. The school dean shall collect all pertinent facts, including the nature of the offense, mitigating circumstances, the student’s response to the event, and the failure of the individual to comply with past sanctions. The school dean shall make the final determination of whether or not academic misconduct occurred and, if so, whether said misconduct was intentional or unintentional.

If the faculty member or college dean meets with a student, the student may have a consultant present. The consultant may provide notes to the student during the meeting, but is not permitted to respond to questions for the student during the meeting. If the student is found to be in violation of the academic misconduct policy, the dean forwards her or his recommendation to the vice president for academic affairs, or designee, who may impose sanction(s) listed in the Code of Student Conduct.

The student will be notified in writing of the findings by the vice president for academic affairs.  A copy of the decision letter will also be sent to the vice president for student development, or designee. This action is required for maintenance of complete disciplinary records.

Procedures for Subsequent Violations of Academic Misconduct Policy (undergraduate/graduate)

If the student’s record shows previous academic misconduct, the matter shall be handled by the vice president for academic affairs, who may impose one or more of the following sanctions:

  • Interim suspension – Suspension from classes, campus facilities, university premises and/or university-sponsored functions, for an interim period pending disciplinary proceedings. A student suspended on an interim basis may discuss with the academic vice president or designee the reliability of the information related to the student’s academic misconduct.
  • University suspension – Separation from the University for a specified period of time. The academic vice president may specify conditions for readmission
  • University expulsion – Permanent separation of the student from the University.

The vice president for academic affairs will communicate the decision in writing to the student. The academic vice president will also send a copy of the letter to the vice president for student development, or designee.

In accordance with procedures set forth in the Viterbo University Student Handbook, students may appeal any decision for breach of academic honesty to the University Board of Review. (See academic appeals below.) In any appeal case the breach of the academic policy itself takes precedence over the sanction given for the violation. 

Procedural Norms for Academic Appeals

In accordance with procedures set forth in the Viterbo University Student Handbook, students may appeal any decision for breach of academic honesty to the University Board of Review. (See academic appeals below.) In any appeal case the breach of the academic policy itself takes precedence over the sanction given for the violation.

Appeals Process for the Academic Integrity Policy

When a student disputes the charge of breaching the academic honesty policy or the sanction given for the violation:

  • The student should address in writing the specific complaint to the individual faculty member and include copies of all communication used in the initial stages of the investigation.
  • If the student disagrees with the faculty member’s decision, the student may continue the written complaint and include copies of all communication used in the stages of the investigation to the program director (graduate) or chairperson of the relevant department (undergraduate).
  • If the student disagrees with the program director or chairperson’s decision, the student may continue the written complaint and include copies of all communication used in the stages of the investigation to the dean of the relevant college.
  • If the student disagrees with the dean’s decision, the student may continue the written complaint and include copies of all communication used in the stages of the investigation to the vice president for academic affairs.

If the informal appeals do not satisfactorily resolve the grade dispute, the student may file a formal, written appeal to the Board of Review.

When called upon, the Board of Review will meet during:

  • Fall in-service week in August (To address all spring and first seven-week summer session appeals.)
  • The last week in November (To address all summer and first eight-week fall session appeals.)
  • The second week in April (To address all fall and first eight-week spring session appeals.)
  • Any other times as necessary

Formal grade appeals to the Board of Review must be filed within the first four weeks of the subsequent semester following the finalization of grades in the Registrar’s office. This written appeal shall include:

  • A request to the chairperson of the Board of Review to meet to hear the appeal.
  • An initial statement of the problem, including both a chronology of events leading up to the informal appeal, and a description of the previous attempts to resolve the dispute with the instructor, chairperson, dean, and Vice President for Academic Affairs.
  • Submission of a name of a member of the Viterbo University faculty, administration, general staff, or student body to serve on the Board of Review on the student's behalf.

The Board of Review will acknowledge the receipt of the appeal within five working days and notify the student of the next Board of Appeals meeting date.

A copy of the written appeal shall be presented to the vice president for academic affairs and the aggrieved faculty member, program and/or department by the Board of Review within five working days. The respondents shall in turn present in writing a response with any necessary documentation to the Board of Review with five working days. The vice president for academic affairs shall name a member of the Viterbo University faculty, administration, general staff, and/or student body to serve on the Board of Review on the respondent's behalf.

All parties affected by the appeal shall have a copy of the student’s written grievance no later than three working days before their meeting with the Board of Review. All parties that the Board requests to participate in the hearing will be notified in writing no later than three working days before a meeting convenes.

Any additional evidence deemed necessary by the Board to consider the appeal adequately shall be solicited in writing no later than three working days before the meeting date. All written statements and documentation shall be made available to both the complainant, the respondent, the vice president for academic affairs, and to the president by the chairperson of the Board of Review no later than one working day in advance of the meeting.

The Board of Review may let stand the decision of the vice president for academic affairs, reverse it, or take another course of action, including but not limited to remanding the issue to any previous party in the appeals process. If after thorough review of a grade dispute, the Board of Review finds a serious injustice in the awarding of the grade, it may recommend a grade change to the president of the university. The grade change can be affected only by the action of the president on the specific recommendation of the Board of Review.

The recommendation(s) of the Board of Review shall be submitted to the president and conveyed in writing within 24 hours of the end of the hearing to the student who filed the appeal, the affected faculty member, the affected department's chairperson, and the vice president for academic affairs.

The decision of the Board of Review may be appealed by either party to the president of the university. The appeal must be written and submitted to the president within two weeks of the recommendation by the Board of Review. After considering the appeal, the president shall render a decision, which is final. The president shall notify both parties of the decision within one week of this appeal.

Other than the deadline for initiating the appeals process, all deadlines stated in the appeals process may, given good cause, be lengthened or shortened by the reviewing entity upon the request of either party or at the reviewing entity’s own discretion.

All records and correspondence in such cases will be kept in the office files of the vice president for academic affairs until graduation.  Students’ academic transcripts shall exclude academic misconduct violations except for cases of expulsion.

Academic Policy Exception

Students seeking an exception to any university academic policy listed in this academic policy section may petition the vice president for academic affairs for an exception. The Academic Policy Exception form is found on the registrar’s office Web page. This form cannot be submitted without the permission of the student’s advisor, department chair and college dean.

Academic Standing

Academic Probation
The purpose of academic probation is to assist students’ academic progress. Students whose scholastic performance is below a cumulative GPA of 2.0 are placed on probation. Students whose semester GPA is below a 2.0 for two consecutive semesters may be placed on academic probation. Students on academic probation may take no more than 14 credits in the semester in which they are on probation, and may be required to complete other terms of probation. Students are removed from probation when the cumulative grade point average reaches 2.0 or above and a semester grade point average above a 2.0 is achieved.

Academic Eligibility for Extra-Curricular or Non-Required Co-curricular Involvement

Students who have been placed on academic probation may be restricted from serving on University committees or participating in extra-curricular activities, non-required co-curricular activities, or intercollegiate athletics.

Suspension
Academic
Students on probation who have failed to obtain a cumulative grade point average of 2.0 at the end of the term in which they were on academic probation may be academically suspended from the university. Additionally, any student who receives less than a 1.00 semester GPA may be suspended due to insufficient academic progress. Academic suspension may have an impact on an international student’s visa status. After a minimum of one full fall or spring semester of non-enrollment a student can petition the vice president of academic affairs to be eligible for reenrollment by completing the Academic Suspension Petition for Reentry form. A suspended student may not enroll for summer courses, nor apply for a leave of absence.

Administrative
Students who are excessively absent from class or have otherwise failed to meet university standards may be administratively suspended from the course and/or university at any time within a given semester. Students will be contacted via their university email account and phone prior to the administrative suspension. An administrative suspension may have an impact on a student’s financial aid and/or visa status (international student) and students must contact the financial aid office, business office and/or global education office to discuss the implications. Students will receive a grade of “SU” on their transcript for courses enrolled in the semester of their administrative suspension. The “SU” grade will calculate in the students’ grade point average as an “F” would (zero grade points.) It also may be replaced, per the repeat policy. After a minimum of one full fall or spring semester of non-enrollment a student can petition the vice president of academic affairs to be eligible for reenrollment by completing the Academic Suspension Petition for Reentry form. A suspended student may not enroll for summer courses, nor apply for a leave of absence.

Appeals Process for Suspension
Students who are suspended from the university may appeal the suspension and ask to return to school immediately rather than remain away from the university for the required one semester. In order to appeal the suspension decision, a student must submit an Academic Suspension Appeal form to the director of student success and retention along with any appropriate documentation to substantiate any extenuating circumstances identified in the appeal. The completed Academic Suspension Appeal form will outline why the student should be allowed to return before the suspension period is completed and why returning would be the best strategy for academic success. Suspension appeals are reviewed by the Academic Standing Committee, and the student may be asked to meet with the committee prior to a decision’s being made about the appeal. The application deadlines for fall, spring and summer readmission are August 15, January 1 and April 15 respectively. The committee will review the appeal and make a decision regarding the student’s readmission within 10 working days. If the appeal is granted, students will be placed on probation and follow the policy set forth for students on academic probation.

Readmission after Suspension
Students who are suspended must sit out for a minimum of one full fall or spring semester (not including summer). Students must apply for readmission by completing the online reentry application and the Academic Suspension Petition for Reentry form to be eligible for reenrollment. The petition must be submitted to the director of student success and retition and should provide evidence of commitment towards academic success. The application deadline for fall readmission is August 1, December 15 for spring semester, and April 15 for summer session. Reenrollment is not guaranteed. In the first regular semester after readmission, reinstated students will be on academic probation. See the Academic Probation section of this catalog for further details. Reinstated students will follow the catalog requirements for the semester of their readmission and may be subjected, by the director of student academic success, to other conditions for their continuance. These may include, but are not limited to:

  • Earning a semester GPA of at least 2.0
  • Registering for no more than 14 credits
  • Attending all classes
  • Repeating any courses in which the student received a failing grade
  • Earning mid-term grades of at least C
  • Attending regular scheduled meetings with the director of  student academic success, academic counselor, or academic advisor
  • Making use of the Academic Resource Center as determined to be necessary
  • Adhering to the Academic Success Contract made with the director of student academic success.

Dismissal
Viterbo University retains the right to dismiss a student from the university for grievous acts of academic misconduct. See the Administrative Withdrawal section of the student handbook for further details. A student dismissed from the institution is ineligible to return to Viterbo University.

Adult Learning Students Enrolling in Traditional Course Sections

Students pursuing an adult learning degree completion bachelor degree program may take a maximum of three courses outside of the courses offered through adult learning. 

Alternative Credit

http://www.viterbo.edu/registrar/transfer-and-alternative-credit

Viterbo University will accept a maximum of 45 credits from American Council on Education (ACE) recommended work, Defense Activity for Non-traditional Education Support (DANTES), College Level Examination Program (CLEP), Advanced Placement Examination, International Baccalaureate, or Credit for Prior Learning towards a bachelor degree. CLEP equivalents are acceptable for students in graduate programs requiring prerequisite coursework. Exam or alternative credit work taken within the last 10 years will be accepted. Individual schools or departments may also require that exam equivalent coursework in the major be current with academic and professional standards.

Advanced Placement

Viterbo University participates in the Advanced Placement (AP) Program whereby high school students may enroll in advanced high school courses, take the AP exam and receive college credit (with the appropriate score). The student must be enrolled as a degree seeking student at Viterbo University to receive credit. The Advanced Placement course equivalency policy is on the registrar’s office’s Web page for further information.

American Council on Education

Viterbo University will grant credit for educational experiences evaluated by the American Council on Education (ACE). Viterbo University will accept a maximum of 45 credits from American Council on Education (ACE) recommended work, DANTES, or College Level Examination Program.

Credit by Examination

The College Level Examination Program (CLEP) is a national program administered through the College Board. Viterbo follows The American Council on Education (ACE) guidelines and recommendations for minimum scores for awarding credit in subject examinations. There is a fee for each examination. Currently enrolled students or incoming students who enroll the subsequent semester may register for exams. Students should visit the Academic Resource Center Web page for information about CLEP test dates. The CLEP course equivalency policy is on the registrar’s office’s Web page for further information.

Credit for Prior Learning

The credit for prior learning (portfolio) program is for students who feel they have significant college-relevant learning from lifetime/work experience applicable toward college credit. The portfolio process must be completed during a student’s first calendar year of enrollment. A limit of six credits may be earned by portfolio by master’s degree students and a maximum of 15 credits may be earned by portfolio by bachelor degree students.

To participate in the credit for prior learning program, a student must:

  • Be currently enrolled.
  • Meet with the program director/coordinator/advisor to get instructions and make a plan for completing the portfolio.
  • Complete Parts A and B of the Application for Credit for Prior Learning, and submit the portfolio review fee of $100 to the Business Office (obtaining their signature in Part C of the Application for Credit for Prior Learning).
  • Construct a portfolio containing lifetime/work learning applicable to the student learning outcomes of a course in the Viterbo University catalog.
  • Submit the portfolio to the program director/coordinator/advisor. The portfolio will be sent to the appropriate faculty reviewer(s) for evaluation.
  • Upon receipt of the Application for Credit for Prior Learning with parts D and E completed by the faculty reviewer(s), and approved by the Vice President for Academic Affairs (VPAA), the program director/coordinator/advisor will notify the student of the decision.
  • Take the Application for Credit for Prior Learning to the Business Office and pay the current portfolio fees for each credit approved by the faculty reviewer. The tuition and fees schedule is located on the Business Office web page.
  • Submit the completed application form, with all required signatures, to the Registrar’s office so the approved credits can be awarded.

Students who would like to know more about credit for prior learning are encouraged to contact their advisor, program director, or program coordinator. Not all programs accept credit for prior learning.

International Baccalaureate Program

The International Baccalaureate Diploma Program is recognized by Viterbo University for purposes of admission and course credit. The university awards credit for higher-level IBP examinations (with the appropriate score) according to the respective academic department. The student must enroll as a degree-seeking student at Viterbo University. The IBP course equivalency policy is on the registrar’s office’s Web page for further information.

National College Credit Recommendation Service

Viterbo University will grant credit for education experiences based on evaluation by the National College Credit Recommendation Service (CCRS), formerly, the National Program on Noncollegiate Sponsored Instruction (PONSI). National CCRS administers a system that evaluates courses and educational programs conducted by non-collegiate organizations nationwide and recommends to colleges and universities that they grant credit when learning experiences are found comparable to college-level instruction. Viterbo University will accept a maximum of 45 credits from American Council on Education (ACE) recommended work, DANTES, or College Level Examination Program.

Retroactive Spanish Credit

http://www.viterbo.edu/spanish/retroactive-credit

Students who enter Viterbo University with advanced preparation in Spanish may receive from three to 12 retroactive credits provided –

  • the student takes a placement exam to determine appropriate class level
  • a grade of C or better is earned in the student’s first university course above the 101 level

Retroactive credits will appear on a student’s transcript after the grading deadline of the term in which the first university course above the 101 level was completed and the minimum grade was achieved. The retroactive credits granted may be used toward fulfilling the B.A. degree requirement as well as toward the Spanish major or minor requirements.

A student who has received college credit for a Spanish course taken while in high school (through Advanced Placement, Youth Options, or other cooperative agreements between secondary and post-secondary schools), or received Viterbo transfer credit for a course taken at another college or university may not take the placement exam or be awarded retroactive language credits.

Attendance Policy
 

Expectations for Students

  • Viterbo University challenges students to be learners who assume responsibility for being a part of a community of scholars. Student presence and participation in the classroom is an important component of this challenge. Furthermore, as part of its mission, Viterbo University offers an education that prepares students for professional employment. Each student is encouraged to develop a professional work ethic that reflects responsibility, initiative, and teamwork. Students who are absent from class miss opportunities to contribute to the learning environment of the classroom and are developing patterns that will not be tolerated in the professional workplace.
  • In light of the above, students are expected to attend all classes and notify instructors beforehand of all foreseen absences.
  • Absence from class may result in the loss of financial aid, including federal financial aid, and may lead to the requirement to repay financial aid funds to Viterbo University.
  • If absence from class is unavoidable due to illness, emergency, jury duty, etc., the student will contact the course instructor or the Director of Student Success.  The instructor may ask for documentation.
  • A student who is not able to attend classes due to military obligations should refer to the Military Deployment policy.
  • Regardless of the reasons for absence, the student is responsible for any coursework missed and for any assignment the course instructor may give to make up for the absence.

Expectations for Faculty and Other Viterbo University Officials

  • Each faculty member will establish a reasonable attendance policy, which will be stated in the course syllabus and shared at the beginning of the course. If the course requires the student to complete any activity, in or out of class time, that can be performed only at the time specified in the syllabus, the instructor will inform the student of this by the end of the second week of the course.
  • Faculty will keep a weekly record of attendance for each student to comply with federal financial aid guidelines.
  • A course instructor may issue a failing grade to a student who has missed more than 15% of the classes for the course, and will notify the student of this decision.  Absences caused by attending required co-curricular or extracurricular activities or officially representing Viterbo University in another capacity will not be counted towards this 15%. The Viterbo University official responsible for the student’s activity during such events will notify other instructors of known required absences at least two weeks prior to the event. The notification will be communicated through the office of the Vice President for Academic Affairs.

Online Attendance

Attendance is expected in all online courses. Student attendance in an online class is defined as active participation in the course as described in the course syllabus

Guidelines for Online Attendance

  • A student who has not logged into their online course during the first three days may be dropped from the course.
  • Instructors in online courses are responsible for providing students with clear instructions of the active participation requirements for the class. Instructors will state on the syllabus the specific expectations for active participation.
  • Completion of assignments is expected on a weekly basis. If a student has not logged into their online class for a period of seven days of longer, they may receive a failing grade or be administratively dropped from the course.
  • Faculty will report students who are not actively participating in their online course through the Starfish Early Alert System.
  • Students not able to participate in classes due to military obligations should refer to the Military Deployment policy.
Audit

Students pursuing a degree at Viterbo University may wish to audit a course for personal or professional knowledge. Students who are auditing are not required to complete assignments or take examinations, but auditors are expected to attend classes. If their attendance is unsatisfactory, auditing students will be administratively withdrawn from the course. Students receive no credit for courses that they audit; a grade of “AU” is entered on their records. Audited courses do not count toward students’ degree requirements. To audit a course, students must complete an audit form obtained from the Office of the Registrar. The completed form includes the instructor’s signature, which signifies consent for the student to audit the course. Students must return the completed form to the registrar’s office no later than Friday of the first week of class. After the first week of classes, students may not change their course status from audit to credit. In exceptional circumstances a student may change the status of the course from credit to audit. In that case, students must file the paperwork no later than the midpoint of the class. Students may also repeat audited courses for credit in subsequent semesters. Students may not repeat courses for which credit was received as audited courses in subsequent semesters. The tuition and fees for audit courses are the same as for credit courses.

Community members (non-degree seeking students) may also audit a course. The same policies and deadlines apply to non-degree auditors. Interested students should submit an online non-degree student application for initial entrance to Viterbo University. Non-degree students should check the current fee schedule, published in the class schedule, for rate.

Classification of Students
  • Freshmen—Students whose academic record contains 30 or fewer credits.
  • Sophomores—Students who have earned between 31 and 60 credits.
  • Juniors—Students who have earned between 61 and 90 credits.
  • Seniors—Students who have earned 91 or more credits.
  • Non-degree—Students who are not actively pursuing a degree at Viterbo University.
  • Graduate—Students pursuing a graduate degree.
Contact Hours

Viterbo defines one credit hour as 750 minutes over 15 weeks. In addition, each credit of a course requires that students spend two hours of work outside of class per week.

Regardless of format, all sections are required to meet the required credit hour standards by any combination of instructional time and outside work. Outside work could include additional outside reading, group work, service projects, field work, clinical rotations, among other learning activities.

Laboratory periods, clinical, internships, and practicums vary in length depending upon the requirements of the course. Normally one credit hour equals no less than 30 actual clock hours.

Minimum class and outside work time are calculated according to the following formula.

[750 + 1800]  X  the number of credits of a course =  the minimum number of minutes of instructional time and outside work required.

For example: a three credit course requires a minimum of 7,650 total minutes.

Cooperative Program with the University of Wisconsin-La Crosse

Undergraduate students at Viterbo University may enroll in selected courses at the University of Wisconsin-La Crosse (UW-L) as a result of an inter-institutional cooperative agreement. Through the program, students of both institutions have access to broader educational opportunities, and resources of the institutions can be utilized more fully. Under this cooperative agreement, a student may take selected courses, on a space available basis only, at UW-L, during the fall or spring semesters. The selected courses must be courses that are never available at Viterbo University, and the student must be a full-time student at Viterbo University (not including co-op credits) during the co-op semester and enrolled in a traditional undergraduate bachelor degree program. (One charged the tuition plateau between 12-18 credits; not a program offered through the adult learning or graduate program.) The approval of the student’s academic advisor is required. Credits earned through this cooperative program are considered to be transfer hours and are not calculated into the student’s grade point average at Viterbo University. Students must complete and return the appropriate form, available from the registrar’s office. The deadline to submit the form is May 1 for fall semester and December 1 for spring semester.

Credit/No Credit Courses

Students may elect to take some courses for credit/no credit.  In such courses, the instructor will submit a letter grade for the student and the registrar will convert that grade as follows: A grade of C or above shall be converted to CR, meaning that the student earned credit towards graduation requirements, and a grade of CD or below shall be converted to NC, meaning that the student earned no credit.  In neither case shall the grade be included when calculating the student’s GPA.  The policy for credit/no credit is as follows:

  • Students must register courses as CR/NC during the first 11 class days of the semester
  • Students must have a cumulative GPA of at least 2.0. (First semester freshmen need the permission of the director of student success)
  • Students may not ordinarily exceed 18 credits of CR/NC courses (including those courses graded only CR/NC) towards degree requirements
  • If a student has reached the maximum of 18 credits, an exception may be made for those courses required by the major and graded only on a CR/NC basis. The exception needs the permission of the vice president for academic affairs
  • Courses counting towards a major or minor, area of concentration or professional education courses may not be taken CR/NC unless so specified by the respective department
  • If a student later wishes to major in a field in which a CR/NC course was already taken, and credit was given, the respective department may choose to accept the credit grade, but the credit grade will not be converted to a letter grade.
  • Departments shall have the option of specifying the CR/NC system of grading for those courses for which they consider such a system more appropriate.
Dean’s List

The Dean’s List honors exemplary academic achievement. The Dean’s List will be compiled and published after all grades for the term are calculated; approximately March 15 for fall semester, July 15 for spring semester, and October 15 for summer session. To merit a place on the Dean’s List, a student must achieve a semester grade point average of 3.50 and complete a minimum of six letter-graded credits. The Dean’s List is published in the hometown newspaper for those students who have supplied that information to the university.

Examinations

Each instructor, in the course syllabus, will inform the class of the methods of evaluation to be used. Examinations are one method of evaluation; however, the instructor may decide upon other means of determining how well the student has met the course objectives. Evaluation of the student’s progress is made in each course at mid-semester. It is the responsibility of the instructor to inform the student of her or his progress. Final examinations are held at the conclusion of the semester and final grades are submitted to the registrar. If the instructor wishes to use some form other than the written examination, the final meeting of the class must be held during the time scheduled for the final examination.

Grades

A student’s scholarship rating in each subject is determined by the results of examinations, the general character of the student’s daily class work, and other methods of assessment of learning. Students view final grades via the online student information system, VitNet. The grading system follows:

A (4.0 grade points*) - Superior work. This indicates not only high achievement, but also unusual degree of inititive
AB (3.5 grade points) - Between A and B
B (3.0 grade points) - Higher achievement than average
BC (2.5 grade points) - Between B and C
C (2.0 grade points) - Average and satisfactory work
CD (1.5 grade points) - Between C and D
D (1.0 grade points) - Work fulfilling minimum requirements
F (0.0 grade points) - Failure in the course

U (0.0 grade points) - Administrative F; awarded to students who do not officially withdraw from the course, but who failed to participate in course activities through the end of the enrollment period. It is used when, in the opinion of the instructor, completed assignments or course activities or both were insufficient to make normal evaluation of academic performance possible. The U will calculate in a student's grade point average as and F would (zero grade points). It also may be replaced, per the repeat policy, as an F would.

SU (0.0 grade points) - Administrative Suspension; awarded to students who do not offiically drop a course, but who are not participating in course activities. The SU will calculate in a student's grade point average as an F would (zero grade points). It also may be replaced, per the repeat policy, as an F would.

CR - Credit Granted (C or better work)
NC - No Credit Granted
AU - Audit (no credit)
I - Incomplete; student has done passing work but must still meet certain requirements before the grade can be determined.

*Grade points are for each credit
 

Incompletes

A grade of incomplete is given infrequently and only under unusual circumstances that are beyond the student’s control such as a serious illness or death in the family or unanticipated complications in an original research project. To be considered for an incomplete, the student must have at least 50% of the course work complete and have a passing grade in the course. Students will find the form to request a grade of incomplete on the registrar’s office Web page. The student must seek the approval of the instructor, department chair, and dean or vice president for academic affairs. The completed form with approving signatures needs to be submitted to the registrar’s office by the last class period (not the final exam day).

The student is responsible for completing the required course work by the agreed upon deadline. The instructor is responsible for submitting a replacement grade to the registrar’s office. If the incomplete grade is not removed and the replacement grade from the instructor is not on file in the registrar’s office by mid-semester of the subsequent semester or summer session, the incomplete grade converts to an F.

Grade Appeal (Academic Review Process)

When grievances arise in regard to a course grade, the student should first discuss the matter with the individual faculty member. If a satisfactory conclusion is not achieved, the matter may be brought, in turn, to the respective department chairperson, college dean, and then to the vice president for academic affairs. Matters still in dispute may finally be taken to the Board of Review. Formal, written grade appeals must be filed within the first four weeks of the subsequent semester (fall, spring, and summer) following the finalization of grades in the Registrar’s Office and in accordance with procedures available in the student handbook.

Grade Point Average

The grade point average of a student’s work is the ratio of the grade points to the number of credits attempted. Courses taken under the credit/no credit option as well as courses completed at another institution are not included in the grade point average.

Independent Study

Independent study is one way Viterbo University students can enjoy individualized learning. Independent study allows students to proceed at their own pace and take more responsibility for their own learning. Since independent study requires initiative and allows for considerable freedom, students should plan the proposed study carefully with help from the directing faculty. The same number of student/faculty contact hours as a regular course must be maintained. The plan must be approved by the academic advisor, department chair, and dean of the discipline of the independent study. Students must complete this form and file it with the Office of the Registrar upon registration, but no later than the end of the first week of classes for the term of the independent study. Students must complete the work of the independent study within the semester they register for the course. Over the course of their Viterbo University career, students may take a maximum of six credits of independent study.

Independent study courses may be of three types:

  1. Directed study, research and/or readings in an area that is not included in the regular course offerings. (The course appears on a student’s transcript with the title Independent Study.)

For undergraduate independent study, the directing faculty member and student will decide if the course should be for lower- or upper-division credit. The student will register for the agreed upon 288 (undergraduate lower division), 488 (undergraduate upper division), or 588/788 (graduate) credit.

  1. Departure from the regular credit value of a course, such as independent work on one portion of an existing course. (The course appears on a student’s transcript with the title Independent Study.)

For undergraduate independent study, the directing faculty member and student will decide if the course should be for lower- or upper-division credit. The student will register for the agreed upon 288 (undergraduate lower division), 488 (undergraduate upper division), or 588/788 (graduate) credit.

  1. The independent study of a course listed in the current university catalog.

Students may ordinarily undertake this third option only under special circumstances. (The course appears on a student’s transcript by its catalog title prefaced with IS.) Students may not take a course as an independent study if it is listed in the current class schedule. The level of the course will determine what level of independent study the student will register for: 288 (undergraduate lower division), 488 (undergraduate upper division).

Internships

A maximum of 12 internship credits is allowed per fall or spring semester; nine internship credits are the maximum allowed for the summer (a total of 15 credits may be applied to graduation requirements).

Internship Incomplete and Add/Drop Policy
Students may add internship credits after the first week of classes at the discretion of the Intern Coordinator and with the approval of the student’s advisor.  Students may begin to accrue hours after credits are registered for and the course has started. Internship hours may not be started prior to the course start date. Students who wish to add internship credits are responsible for checking with the Financial Aid and Business Offices to determine possible financial ramifications. 

Student interns may request a grade of Incomplete if factors beyond their control at the intern site prevent them from completing their hours.  The Intern Coordinator will determine the appropriateness of a grade of Incomplete in cases where hours are unfinished due to other factors. Students are responsible for submitting an Incomplete Grade Request to the Intern Coordinator.  

Student interns who wish to reduce their number of intern credits may do so at the discretion of the Intern Coordinator.  Requests must be made in writing to the Intern Coordinator no later than two weeks prior to the last day of classes. Students who wish to reduce the number of internship credits are responsible for checking with the Financial Aid and Business Offices to determine possible financial ramifications. Student athletes who wish to reduce their number of internship credits should check with the Athletics Department to determine possible eligibility ramifications.

Leave of Absence

Undergraduate students are granted a continuous one-year leave of absence upon withdrawing or not being enrolled for any reason. Students will remain in the same catalog for curriculum requirements, provided they return to Viterbo University according to the guidelines specified below.

  • If the student returns after three full, consecutive semesters, including summer, they will come into the current catalog at the time of re-entry.
  • The student returns to the same program (major) as was declared upon last day of attendance.
  • The student is not considered an officially enrolled student when not registered for any courses. The student also is not designated as being on a leave of absence for any official purposes.
  • To initiate the reentry to Viterbo, the student is responsible for submitting an application (Apply Online link on the Viterbo home page) to indicate the term of return, as well as confirm/update other demographic information.
  • The student is responsible for notifying the registrar’s office of changes in name, address, telephone number, or email address while on leave of absence.
  • Financial payments to Viterbo University will be reimbursed on a prorated basis in accordance with University policy.
  • The student is responsible for completing a Transfer Course Approval form if they decide to complete coursework at another institution during the leave of absence.

Medical Leave of Absence
In the event that a student needs to leave campus for an extended period of medical treatment, either physical or psychological, the Vice President for Student Affairs (VPSA) may grant them a medical leave of absence that lasts for longer than a continuous year in accordance with the following guidelines.

  • If the student returns after three full, consecutive semesters, including summer, they will come into the current catalog at the time of re-entry.
  • The student returns to the same program (major) as was declared upon last day of attendance.
  • The student is not considered an officially enrolled student when not registered for any courses. The student also is not designated as being on a leave of absence for any official purposes.
  • The request for medical leave must be submitted to the VPSA, the Director of Student Success, or the Director of the Academic Resource Center at or prior to the time the student is requesting the medical leave.
  • Only the VPSA may grant medical leave, but they will consider the recommendation of the Director of Health Services, Director of Counseling Services, or other appropriate health care providers.
  • The student is responsible for notifying the registrar’s office of changes in name, address, telephone number, or email address while on leave of absence.
  • Financial payments to Viterbo University will be reimbursed in accordance with University policy.
  • The student is responsible for completing a Transfer Course Approval form if they decide to complete coursework at another institution during the leave of absence.

In order to initiate reentry to Viterbo after medical leave a student must obtain the permission of the VPSA by:

  • Receiving the necessary medical treatment.
  • Providing medical documentation from the appropriate healthcare provider indicating that the student is fit to return to Viterbo.
  • Consulting with the Director of Health Services for physical health conditions, or the Director of Counseling Services for mental health conditions.
  • Submitting a request to return from medical leave of absence in writing to the VPSA, the Director for Student Success or the Director of the Academic Resource Center. 

The VPSA will make the decision whether or not to approve the student to reenter Viterbo in consultation with either the Director of Health Services or the Director of Counseling Services, depending on the reasons for the leave. Viterbo reserves the right to require additional consultations between the student and appropriate health care professionals.  Upon obtaining the approval of the VPSA, a student may formally apply for reentry according to guidelines specified below.

  • To initiate the reentry to Viterbo, the student is responsible for submitting an application (Apply Online link on the Viterbo home page) to indicate the term of return, as well as confirm/update other demographic information.
  • Upon readmission, if the student had been living in a residence hall prior to the leave, they will be granted a space for the following semester provided that on-campus living is not a recommended restriction by the appropriate health care provider.
Military Deployment

Viterbo University has set forth the following policy for students serving in a branch of the armed forces and called to active duty, including state activation of members of the National Guard.  This policy also applies to students who are spouses of activated service members if they have a dependent child.

The director of student success will serve as the main contact for the student. In all cases, the director of student success will work with the student to determine if any online or other course enrollment for subsequent terms is possible while the student is deployed.

  • The student must provide a copy of his/her orders.
  • If the deployment occurs after a semester begins and will be for the duration of the semester or longer, then the following will apply:
  • If the student decides he/she cannot continue his/her studies, he/she may request a full refund of tuition charges and mandatory fees for courses that cannot be completed.  All or a portion of tuition charges and mandatory fees may be waived by the business office. No refund of non-mandatory fees will occur. Any room and board charges will be prorated based on the dates of attendance. Financial aid adjustments will be made in accordance with federal and state financial aid regulations. If a balance remains on a student’s account after all adjustments have been made, the account will be flagged as “no interest” until the student returns or it is determined the student is not continuing studies at Viterbo University.
  • At the discretion of the faculty member, a student may continue a course using communication means available (Moodle, email, etc.). All charges and financial aid pertaining to the courses in which the student continues enrollment will remain.
  • If a student has completed a short term course but is enrolled in other courses that have not been completed, the charges and financial aid related to the completed course will remain and the rest of the charges and financial aid will be adjusted appropriately.
  • A grade of W will be applied to all the courses from which the student decides to withdraw due to the deployment.
  • If the deployment or mandatory training is short term (beginning and ending during the same semester),  every effort will be made, in consultation with the faculty members involved, and deans or department chairs,  to accommodate the short term absence.
  • If the deployment occurs between semesters, it is recommended that the student contact the director of student success to discuss options.
Registration

Registration for subsequent semesters is completed via VitNet, the online student information system. Registration for spring typically occurs in early November and for fall in early April. Students are expected to see their advisor prior to registration to discuss their course selection and obtain their registration time. All coursework must be registered for the term in which the work is done. Students must confirm their enrollment in the business office prior to the beginning of the semester. Students who have pre-registered for classes but decide not to attend Viterbo University must contact the director of student success of the change in plans prior to the beginning of the semester. Students are liable for all charges until this official notification is made. The registration deadline is Aug. 15 for the fall semester, Jan. 1 for the spring semester, and May 1 for the summer session.

Add/Drop

Schedule changes may be made via the VitNet online system any time after a student’s initial registration time, within the following parameters.

A full semester course may be added through the first week of the semester. When students wish to change a section or credit value for a full-semester class, they must drop and then add the class. These changes must also be completed by the end of the first week of the semester. At the request of the advisor, and only with the consent of the instructor, a full semester course may be added after the fifth but before the 10th business day of the semester.

Compressed courses may be added until the first day of the class.

Students may drop full-semester courses during the first eight weeks. See the Important Dates on the registrar’s office Web page for deadlines as they are different for each term. A drop will result in the deletion of the course from the permanent record. Full semester course drops completed after the eighth week through Monday of the 11th week will result in a grade of W. No full-semester drops are allowed after the deadline to receive a grade of W. Drop deadlines for courses other than 15 weeks in length are prorated accordingly. For all courses, the official drop date is the date the drop is completed in VitNet.

Maximum Credit Load

Full-time credit load is a minimum of 12 credits for undergraduate students during a traditional fall or spring semester. A student may enroll in up to 20 credits, in any format, in any semester (fall, spring, or summer).

A traditional or adult learning student may be enrolled in up to eight credits in a compressed format at any given time in any semester.

Repeating Courses

The following policy applies only to courses that are not repeatable for further credit, and does not override the right of any program/department to set policies that restrict the repetition of their courses:

Students may take a course no more than three times.   Each grade is listed on the permanent record. Unless the course is repeatable for credit, only the last grade is used in computing the grade point average. Repeating courses may affect financial aid, academic progress, and athletics eligibility. Grades from courses repeated at other institutions to replace grades earned at Viterbo University will not be used in computing the grade point average. Students must seek approval before taking a course at another institution.

Sex Discrimination, Sexual Harassment, and Sexual Misconduct

http://www.viterbo.edu/sex-discrimination-sexual-harassment-and-sexual-misconduct

Respect of others, responsibility for one's behavior and adherence to standard of conduct are essential to building a safe and healthy university community. Therefore, sexual misconduct will not be tolerated at Viterbo University, as it is a crime and a serious violation of trust, dignity, and rights. Sexual misconduct shows disregard for standards outlined in the Viterbo University Code of Student Conduct, state, and federal law.

At Viterbo University, force, coercion, non-consensual sexual contact, non-consensual sexual intercourse, sexual harassment, stalking, dating violence, domestic violence, and sexual exploitation are considered forms of sexual misconduct.  A definition of each term can be found in the headings on the left side of this webpage. Additionally, consent is essential in the prevention of sexual misconduct and requires speech indicating a freely given agreement to have sexual intercourse or participate in sexual activities. Silence, previous sexual relationships, or current relationships are not an indication of consent. The use of alcohol or drugs may limit the capacity to give consent. (A college study with 119 schools participating nationwide reported alcohol involved in nearly 72 percent of rapes. Harvard School of Public Health, 2004).

A student or employee charged with sexual misconduct may be disciplined under the Viterbo University Code of Student Conduct and/or prosecuted under Wisconsin criminal statutes. Viterbo University may pursue disciplinary action independent of the criminal system which may result in removal from the university. Results of campus disciplinary proceedings involving sex offenses are provided to the person filing the report as well as the accused. The Vice President for Student Development will assist persons who have been assaulted in making necessary changes to academic schedules, housing assignments, etc. Please be aware of the difference between reporting groups and understand that non-confidential resources are required by law to report the act of sexual misconduct so an investigation can take place.

Resources and Supports

Confidential Viterbo Support Resources

LeeAnn Van Vreede, Director of Counseling Services

Student Development Center

608-796-3808, levanvreede@viterbo.edu

Sue Danielson, Director of Health Services

Student Development Center

608-796-3806, scdanielson@viterbo.edu

Fr. Conrad Targonski, Dir. of Campus Ministry and University Chaplin

370 Murphy Center

608-796-3904, catargonski@viterbo.edu

*These employees will report the incident of sexual misconduct, but will omit any identifying information.

Confidential Community Resources

Mayo Franciscan Healthcare Safe Path

608-392-7804

Mayo Franciscan Healthcare SANE Nurses

608-392-9720

Gundersen Sexual Assault Services

608-775-5950

Gundersen Sexual Abuse Counseling and Support Services

608-775-3845

Great Rivers 211 Information and Referral Hotline

Dial 211 or 1-800-362-8255

New Horizons Shelter for Battered Women

608-791-2600

 

Student Bereavement Policy

Viterbo University recognizes that a time of bereavement can be difficult for a student.  Therefore, the university provides a Student Bereavement Policy for students facing the loss of a family member.

In the event that a student experiences a death of an immediate family member or relative as defined below, the student may be excused from class for funeral leave, subsequent bereavement, and/or travel considerations for up to 3 academic days, which need not be consecutive. If additional days of excused absence are needed, the student may submit this request to the Director of Student Success.

Students who opt to use the Bereavement Procedure may be granted up to 3 days of excused absence from class to mourn the loss of immediate family members or relatives. This could include:

  • Spouse or Domestic Partner
  • Parent, step-parent, or parent-in-law
  • Guardian
  • Child, Step-child
  • Brother, step-brother or brother-in-law
  • Sister, step-sister, or sister-in-law
  • Aunt, Uncle
  • Grandparents
  • Grandchildren

In the event that a death occurs to a family member or friend that is not specifically covered by the policy, students can communicate the circumstances to the Director of Student Success to determine on a case by case basis if it is covered by this policy.

Process
To request bereavement leave, a student must notify the Director of Student Success by email, phone or in person and, upon request, provide documentation.  Upon approval, the Director or representative from the Center for Student Success will contact the student’s advisor, and faculty for each of the student’s courses. Additionally, students are encouraged to contact their instructors prior to their absences.

Missed Academic Work
Upon notification of the absence from the Director or representative of the Center for Student Success, each faculty member shall excuse the student from class according to this policy and provide an opportunity to complete missed exams, quizzes, and other required work.  The student is responsible for all material covered in class and must work with each individual professor to complete any required work.

Leave of Absence Bereavement Procedure
At any point during the student’s original bereavement leave, the student may decide to request a leave of absence, withdraw from classes or seek incompletes for courses.  Students are required to work with the Director of Student Success on any of these requests and each request is subject to university policy as defined in the Viterbo University Undergraduate Catalog. 

Student Records

http://www.viterbo.edu/registrar/ferpa

Right to Privacy

Viterbo University annually informs students of the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended.

This act, with which the institution intends to comply fully, was designated to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with The Family Educational Policy Compliance Office concerning alleged failures by the institution to comply with the act.

Local policy explains in detail the procedures to be used by the institution for compliance with the provisions of the act. A copy of the policy may be obtained from the Office of the Registrar. This office also maintains a directory of records which lists all education records maintained on students by this institution.

Viterbo University hereby designates the following student information as public or “directory information.” Such information may be disclosed by the institution for any purpose, at its discretion—name; address (home, local/campus, and email); telephone listings; date of birth/age; major/minor field of study; participation in officially recognized activities and sports; weight and height of athletic team members; dates of attendance; full-time/part-time status; photograph; registration course schedule; class level; academic level; degrees/academic recognitions/awards received; name/address/occupation of parent/guardian/spouse; and educational institutions or agencies attended. Currently enrolled students may withhold disclosure of directory information under the Family Educational Rights and Privacy Act of 1974, as amended. To withhold disclosure, written notification must be received in the Office of the Registrar by the end of the second week of each semester and the first week of summer school. Forms requesting the withholding of “directory information” are available through the Office of the Registrar.

Viterbo University assumes that failure on the part of any student to request specifically the withholding of “directory information” indicates individual approval for disclosure.

As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records — including your Social Security Number, grades, or other private information — may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities ("Federal and State Authorities") may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is "principally engaged in the provision of education," such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Student Right to Know

http://www.viterbo.edu/institutional-research/

In compliance with the Student Right to Know Act, the graduation/completion rates of full-time, degree-seeking, first-time undergraduate students entering Viterbo University with a completion rate of 150 percent of normal time to complete an educational program must be published.

Technology (Use of)

All semester-based students are given a Moodle, email account, and VitNet account. Moodle is Viterbo University’s online course management software for most programs. The assigned email address is used throughout the length of the student’s time at Viterbo University and is the official means of communication to students. Students are responsible for reviewing all information transmitted to their Viterbo account, and are advised to check it daily.

Transcripts

http://www.viterbo.edu/registrar/requesting-transcript

A transcript is a complete and unabridged copy of all academic work attempted at Viterbo University and work accepted in transfer to Viterbo. Course and grade information contained on the transcript are released only upon written consent from the student as required by the federal Family Educational Rights and Privacy Act of 1974. A transcript will not be mailed as a result of a telephone call, email, or Fax request. Records from other schools will not be photocopied or sent elsewhere. No transcript will be issued until all financial accounts have been cleared with the university. There is a per transcript fee.

The Viterbo University transcript does not include any academic standing notations. The transcript will, however, include a notation if the student has been expelled from the institution.

Transfer Credit Policy

Credits for letter graded courses earned at regionally accredited institutions will transfer to Viterbo University. Courses in which a student has earned a grade of C or higher will be considered for transfer. A student will be required to repeat a transferred major or required support course where the grade requirement of the department or accrediting body is higher than a C. Individual schools or departments may also require that coursework in the major be current with academic and professional standards.

Courses of a remedial or pre-college nature will not be accepted for transfer, except when needed to meet other college-level course prerequisites.

Students enrolled at Viterbo University who wish to take a course at another institution, including study abroad, must obtain prior approval to insure the course will transfer to Viterbo University. The form for this approval is available on the registrar office’s Web page.

Students who transfer to Viterbo University with an earned baccalaureate or associates degree from a regionally accredited college or university will have the Foundation requirements of the core curriculum waived (unless required by the students’ major as a program requirement). A student with earned baccalaureate, A. A., or A. S. degree from a regionally accredited college or university will also have the Ways of Thinking requirements of the core curriculum waived, except the theological inquiry, integrating faith and practice, and philosophical and moral inquiry requirements (unless required by the students’ major as a program requirement). The baccalaureate or associates degree must be completed and earned prior to enrollment at Viterbo University. Students who transfer to Viterbo University, into the BSN completion program, with a diploma from a three-year diploma nursing program will have the Foundation requirements of the core curriculum waived (unless required by the students’ major as a program requirement).

The Office of the Registrar will perform a transfer credit audit as part of the annual report to ensure transfer credit policies and guidelines are being met.

Transfer Articulation Agreements

Viterbo University has transfer student articulation agreements with numerous institutions.  A full list is available from the Admission website at http://www.viterbo.edu/registrar/articulation-agreements.
 

Undergraduate Student Enrollment in Graduate Courses

Undergraduate students, in bachelor degree seeking programs, may enroll in a maximum of nine graduate credits. Students must be approved by the graduate program to enroll in the graduate course(s). The credit is designated as graduate credit on a graduate transcript.  The credits will not appear on an undergraduate transcript and will not be included in the undergraduate credit totals.

Maximum student credit load for dual enrollment (graduate/undergraduate) is 16 credit hours for a semester or summer term. Students can enroll in no more than six graduate credits in the semester and no more than a total of 10 credits in an accelerated format (not full semester courses).

To be registered for the graduate course(s), undergraduate students must submit an add form with the graduate program director’s approval to the registrar’s office, by published registration deadlines for the semester. The student’s undergraduate tuition and fees are charged, and these graduate credits are counted as part of the student's course load in determining full-time status.

Withdrawal from Viterbo University

A student who wishes to withdraw completely from the university during a semester must complete an official withdrawal form and meet with his/her academic advisor. The official date of withdrawal is the day the form is received in the Office of the Registrar. This process must be completed prior to final examination week. Any applicable refunds for courses less than 15 weeks in length are prorated according to the deadline dates published on the Business Office web page for the fall, spring, and summer terms. A student who wishes to re-enter for any subsequent term must complete a re-entry application form for re-acceptance. Failing grades are recorded for students who do not officially withdraw from the university.