ACADEMIC REGULATIONS

Semester Plan

The academic calendar is divided into two semesters, each ordinarily having 75 full school days. The first semester begins in August and ends before the Christmas holidays. The second semester begins in January and ends in May.

Credit Hours

A semester hour generally represents one class hour a week or two class hours of laboratory a week for one semester. As a rule, the student is expected to devote twice this amount of time to class preparation and reading.

Student Classification

  • A regular student is enrolled with the intention of obtaining a degree. Students are classified at the beginning of each semester as freshmen, sophomores, juniors or seniors according to the number of credits hours already accepted toward graduation. Seniors plan to complete graduation requirements during the current year. The classification is as follows: freshmen 1-31 credits; sophomore 32-63 credits; junior 64-95 credits; senior 96 or more credits.
  • A freshman special student is enrolled in regular College courses and support courses in the Intensive English Language Institute.
  • A special student is defined as one who, on a full-time or part-time basis, is taking courses but is not committed to a formal degree program. A special student is considered an unclassified student.
  • An ESL student is enrolled in the Intensive English Language Institute with the intention of obtaining a degree at Divine Word College.

Student Load

  • A student taking 12 credit hours per semester is considered full-time; less than 12 credit hours is considered part-time.
  • In order to meet the 125 credit hour required for graduation in eight semesters, a student should average 16 credit hours each semester.
  • A student is expected to carry a minimum of 15 credits each semester.
    • For good reason a student may petition the Vice President for Academic Affairs for a reduced class load. However, this may extend the academic program beyond the normal four-year program.
    • A credit hour load of 19 or more hours is considered an overload which needs the approval of the academic advisor, the Dean of Students and the Vice President for Academic Affairs. Approval is usually given only if the student's cumulative grade point average is 3.00 or above.
  • A registered audit does not count toward the student load.

College Language Policy

Students are expected to use English in public areas or in the presence of those who may not share their first language. Use of a common language helps build the sense of community, a priority of Divine Word College, while using languages other than English can easily make others feel excluded. Also, many students are learning English, and regular conversation in English is critical for mastering the language, a necessity for doing well in college courses. Finally, for the SVD missionary, using the language of the country is an important sign of respect for the people and culture around him. For all these reasons, the College encourages the regular use of English.

The Dean of Students shall explain the language expectations to all students during the orientation, at the beginning of each semester, and periodically as needed.

Transfer Credits

  • Credit for courses completed with a grade of "C-" or above at accredited (tertiary) institutions is generally transferred. However, Divine Word College reserves the right to judge both the quality of those course and their equivalence to specific courses in its own program.
  • The Committee on Academic Affairs evaluates previously completed outside courses on a case by case basis and is the final authority on transfers.
  • Transferred credits are applied towards specific Divine Word College courses if the subject matter of the two courses is sufficiently close. If not equivalent to specific Divine Word College courses they may be applied as elective credits in General Education, Philosophy, or Cross Cultural Studies, as their content may be appropriate. Credits accepted for transfer but not applied to General Education, Philosophy or Cross-Cultural Studies are applied toward general elective credit. If the previous course is partly equivalent to a Divine Word College course, partial credit in the Divine Word College course may be awarded, with the remainder going to general elective credit. Decisions by the Committee on Academic Affairs are made on a basis of official course descriptions, e.g. those in another institution's catalog. Course titles alone are not sufficient evidence of equivalence or content. In some cases additional information may be required, and prospective students who wish to transfer credits are urged to retain syllabi and other course materials as evidence of equivalence.
  • Where good reason exists to doubt the quality of a course or a student's participation in it, it is possible that credit would not be transferred, regardless of the grade awarded. For example, credits would not be transferred if the student's language or numerical skills were less than would have been necessary for satisfactory completion of the course in question or the student's knowledge of basic skills or information from the course is clearly deficient. Judgment of language and numerical skills would normally be made on the basis of placement assessment. The Committee on Academic Affairs may authorize an appropriate assessment of subject knowledge, or a student may request testing to support an application for transfer.
  • Quarter hours are converted to semester hours. Since the grade point average is computed solely on courses taken in residence, quality points are not transferable.
  • Courses taken at another college or in summer sessions after matriculation at Divine Word College, if accepted, are computed and added to credits as for courses taken at Divine Word College, and are computed in the grade point average. (Refer to the "Course Variations" section.)
  • Students already matriculated in degree programs at Divine Word College are encouraged to take courses at other institutions to transfer to Divine Word College for any combination of the following reasons or goals:
    • to gain added skills, proficiencies, knowledge, or perspectives;
    • to avoid overloads (more than 18 credit hours) in later semesters;
    • to permit an underload for purposes of discernment, as approved by the academic advisor and formator;
    • to graduate on time, avoiding an extra semester in which only one or two courses would be needed, or
    • where necessary because the student is behind in a sequence of required courses.
  • All students who wish to transfer from these courses to Divine Word College should have them pre-approved by the Committee on Academic Affairs through the Vice President for Academic Affairs. Approval is normally given if the course is not offered at Divine Word College and will be transferred as a general elective, elective within the major, or elective within the minor. Preference should be given to courses that are not essentially the same as those offered at Divine Word College. Equivalent courses may be pre-approved according to the criteria in 7.b through 7.e. above. One example would be where a student has a valid reason to need summer credits (7b,c,d, or e) but already has so much elective credit that no more credit can be applied. Another might be where a student has failed a course that is a prerequisite for needed courses and must repeat it in summer school at another institution in order to complete the sequence on time. NOTE: Failure of the student to plan sequences is not a valid reason to take required Divine Word College courses at another institution.
  • The Registrar or the Vice President for Academic Affairs sets deadlines and procedures for application for the approval of summer courses, and pre-approval is by the Committee on Academic Affairs. It is important to have as much description of the prospective courses as possible, minimally a catalog description, preferably something more detailed
  • Students enrolled in English as a Second Language at Divine Word College are encouraged to enroll in summer courses at other institutions designed to help them improve their English proficiencies. Matriculated students are also encouraged to take courses to improve specific English skills. These non-credit courses do not require pre-approval, but students should check their content with members of the ESL teaching staff beforehand to ensure that the courses meet the student's needs.

Class Attendance

  • Students are required to attend every session of courses in which they are registered. A student who is absent must receive permission from the Dean of Students and the Vice President for Academic Affairs.
  • The student is responsible for completing all class work and missed assignments. The instructor determines whether the student can make up missed examinations.
  • Excused absences totaling a third of the total course sessions will lead to loss of credits unless the instructor and Vice President for Academic Affairs approve a make-up plan.
  • Unexcused absences totaling more than the number of credit hours in the course will lead to failure in the course. When a student misses as many classes as the course has credit hours, the instructor gives a written notice of possible course failure to the student, the Vice President for Academic Affairs and the Dean of Students.
  • A student more than 10 minutes late for class may be marked absent.
  • A student's failure to return to the College from a vacation period on dates specified in the Divine Word College Activities Calendar ordinarily results in that student being placed on disciplinary probation. A student needing to return later than the calendar specified dates should discuss the situation with the Dean of Students well in advance of the departure for the vacation period. The Dean of Students and the Student Activities and Welfare (SAW) Committee evaluates any extenuating circumstances, such as unpredictable weather delays or unavoidable public travel delays that may have contributed to a student's unexcused absence. Unexcused late arrival for a student already under the sanction of disciplinary probation may result in the student's dismissal from the College.

Schedule of Classes

A schedule of classes is published at the beginning of each semester indicating the instructor, class time and classroom for the courses being offered. Courses with insufficient registration may be canceled.

Academic Advising

The purpose of academic advising is to foster the intellectual development of students by offering assistance and guidance in all aspects of their academic program. Specifically, Academic Advisors provide the following services:

  • Initiate meetings with new students after registration within two weeks of the new term and again at mid-term to ascertain how the student is adjusting and re-evaluate the student's course load.
  • Meet as required with returning students in order to ask about their grades, inquire about their study habits and discuss their general satisfaction/attitudes.
  • Help students understand the unique nature and formative purposes of language studies and of higher education at Divine Word College.
  • Discuss with students their specific long-term educational goals and how to best prepare for these goals.
  • Provide students with accurate information about educational options, requirements, policies and procedures.
  • Help individuals select courses and a program of study suited to their educational goals, interests and abilities consonant with a student enrolled in a liberal arts college-seminary.
  • Ensure that students, as early as possible, have a balanced and well-planned academic program by helping them to develop a plan for the proper sequencing of courses to meet general education requirements and later prerequisites for their major.
  • Assist students in monitoring and evaluating their own progress.
  • Inform students of their own responsibilities for academic planning, course selection and registration.
  • Assist the non-traditional student (e.g. special learning needs or older student) with adjusting to academic college life.
  • Make appropriate referrals to other College offices (e.g., Financial aid, Counseling).
  • Distribute and discuss the student’s fall semester grade reports.
  • Check advisees' online grades on a regular basis and contact instructors as needed for specific information relating to students' progress.
  • Set up additional meetings as needed to recommend tutoring, modifying schedule or offering advice about study habits, time management or similar topics.
  • Assist students on academic probation in making specific plans for improving academic standing.
  • Designate and post office hours in which the advisor is readily available.
  • Keep accurate records and notes of advisement with the student.

Students should familiarize themselves with the advising procedures and maintain periodic contact with their advisor. The actual frequency of meetings is determined by the needs of the student, the advisor and the governing regulations of the College as outlined in the Student Handbook.

The responsibilities of the advisee are to:

  • Become familiar with the College Catalog, especially with the ESL requirements, General Education requirements and the requirements of the major program as needed.
  • Schedule meetings with the advisor at least three times a semester.
  • Be prepared with accurate information for appointments with the advisor. (This includes not only information on academic majors, minors and electives, but also the rules and regulations in force as stated in the College Catalog.)
  • Develop a four-year plan with your advisor by the end of the fourth semester.
  • Follow through on action plans identified during each advisement meeting.
  • Be open to advice and guidance regarding course selection and its relevance to vocational and long-term educational goals.
  • Develop a balanced and well-planned academic program and proper sequencing of courses to meet general education requirements and later prerequisites for the major.
  • Pick up fall semester grades from the advisor and be willing to discuss progress and goals related to those grades.
  • Stay focused on the entire academic experience as integral to formation.
  • Request re-assignment to a different advisor from the Vice President for Academic Affairs, if necessary.
  • Accept final responsibility for all decisions.

Registration

Toward the end of each semester, pre-registration is held for the following semester. This does not complete the registration procedure. A verification must follow on the day of registration held at the beginning of each semester. The registration is completed when a student’s registration card, signed by the advisor, is accepted by the Registrar. Freshmen register for their first semester during the days of orientation. Students who do not complete pre-registration and/or registration during the time prescribed must pay a fee of $5 in advance, unless excused by the Vice President for Academic Affairs.

Change of Registration

Drop/add/change
  • Classes may be dropped, added, or changed during the first two weeks of classes upon payment of $5 for each change. Only one charge applies if a course is dropped and another added on the same form. No charge applies if classes are canceled, changed by the College, or if the student drops the course on the recommendation of his advisor or the course instructor.
  • The student obtains a "Change of Registration" form from the Vice President for Academic Affairs, obtains approval of the change from his academic advisor, notifies instructors involved, and returns the form with the appropriate signatures to the Vice President for Academic Affairs for final approval.
  • Course changes will not ordinarily be allowed after completion of the second week of classes. Exceptions are authorized by the Vice President for Academic Affairs.
Withdrawal
  • To withdraw from a course, regulations "a" and "b" under "Drop/Add/Change" are to be followed.
  • The deadline to submit a written request for withdrawal is five class days after the date of mid-semester. Only in exceptional cases will a request for withdrawal beyond this date be considered.
  • If permission is given for withdrawal from a course, a grade of "WP" (Withdrawal Pass) or "WF" (Withdrawal Fail) is given according to the teacher’s evaluation of course work completed. A grade of "F" (Failure) is given for any course dropped without authorized approval.

Auditing of Classes

Auditing of classes is to be governed by the following policies:

  • The student must obtain the approval of the instructor of the course, the academic advisor and the Vice President for Academic Affairs.
  • Auditors are expected to attend all classes, but they are not responsible for assignments, tests and examinations unless required by the instructor.

General Requirements for a Degree

The candidate must fulfill the following requirements:

General Education Program

A student completes a general education program of 57 hours as described in the section under Academic Programs.

Major

  • A student must apply for admission to the program of his intended major no later than the end of the sophomore year. The application forms may be obtained from the College's Registrar.
  • The candidate must complete requirements for a major and earn a cumulative 2.00 average in the total courses within the major.
  • The candidate must complete all degree requirements specified in the College Catalog in effect at the time the student selected his field of concentration, unless otherwise specified or a waiver is granted.

Minor Program

Students who major in Cross-Cultural Studies must complete the requirements for a minor in Philosophy. Students who major in Philosophy must complete the requirements for a minor in Cross-Cultural Studies.

Associate of Arts Degree in Cross-Cultural Studies

A student who is seeking the "Associate of Arts Degree in Cross-Cultural Studies" as a Brother Candidate must apply and be officially accepted to this program, preferably at the beginning of his first semester in the regular College program. Until a student is accepted as an official candidate in this program, he is considered an undeclared degree candidate and is subject to the normal College General Education requirements.

Policy Regarding Students Seeking a Second Degree from Divine Word College

Students wishing to complete a second degree at Divine Word College must meet the following requirements.

  • One full year in residence as a full-time student at Divine Word College.
  • The Divine Word College degree is in a different major of field of concentration than the first degree. No more than six credit hours from a major in the first degree and no more than twelve credit hours total from the first institution may be transferred into the Divine Word College major.
  • All requirements must be met for the Divine Word College major and minor. A corresponding minor taken at the first institution might be approved as sufficient even though it does not meet all Divine Word College requirements.
  • If the first institution has a general education or core program that meets the same broad liberal arts objectives as the Divine Word College general education program, the student does not have to complete the Divine Word College general education program. Adequacy is the judgment of Committee on Academic Affairs, which may require completion of some part of the Divine Word College general education program if it is felt that the first institution's core program was not wholly adequate.

Assessment Program

Students participate in an ongoing assessment of ability and progress in academic skills and in formation. This comprehensive assessment program consists of the following components:

  • ESL Assessment - In addition to careful, systematic assessment of proficiency by the ESL faculty, ESL students may be required to take an English proficiency test and submit a timed writing sample each semester. Students may periodically be required to take the University of Michigan English Placement Test for diagnostic purposes.
  • Placement Test - During orientation, all new freshmen and transfer students pursuing a degree take the ASSET Numerical Skills and Intermediate Algebra Test and submit a timed writing sample so that they can be placed into the appropriate math and composition classes.
  • Entrance/Exit Examination - During orientation, all new freshmen and transfer students pursing a degree take the ASSET Tests for Reading and Writing Skills and the Descriptive Test of Critical Reasoning. Test results serve as a basis for comparison to national norms and to results of the exit tests (alternate forms of those above), which they take in November of their senior year. While these tests do not affect student grades or transcripts, they provide the college a measure of improvement in important skills. In borderline cases, they also provide additional data to aid in placement decisions.
  • Skills Assessment Across the Curriculum - To encourage a cross-curricular emphasis on continual improvement of essential skills, the College has established two portfolio programs. Students’ participation and performance in these programs throughout their education at Divine Word College is indicated on their permanent transcripts.
    • Speech Portfolio - The speech portfolio program aids students in developing good skills in the preparation and delivery of public speeches. Students are required to give one 6-8 minute speech per academic year in a classroom setting. In preparation for the speech, each student is assigned a two-week period within a specific semester, during which the student schedules a speech. The student then meets twice with the director of the program for coaching. The final speech is given before a classroom audience and three faculty jurors. It is videotaped and evaluated by the three jurors who give scores for content, organization and delivery. As a follow-up, the student meets with the director to view the tape and discuss the summary of the juror's evaluation of t he speech. The student receives a printed copy of the summary. Scores for each speech are included in the student's final transcript packet.
    • Writing Portfolio - The writing portfolio program helps students assess and monitor the development of their writing skills. Each student submits one paper each semester, which is routinely routed through an online screening process and then evaluated by a faculty review committee. Faculty members evaluate the paper and confer with the student about the student’s progress in writing. Student transcripts indicate the level of writing proficiency each candidate has achieved upon graduation from Divine Word College.
  • General Education - Students seeking a degree complete two General Education assessments, one in the first semester of the sophomore year and the other in the first semester of the senior year. Test results serve as a basis for General Education program improvements. In addition, results of the senior level test will help the College to evaluate individual progress from the sophomore year.
  • Assessment in the Majors - Students’ accountability for knowledge and skills acquired in the majors is encouraged through comprehensive in-depth application of what they have learned by their senior year.
    • Cross Cultural Studies - the Senior Comprehensive Examination - Students majoring in Cross-Cultural Studies take the comprehensive examination during their final semester. Upon declaring the major, they receive an eleven-page handout describing projected learning outcomes, preparation for the examination and the format of the examination. A grade of "D-" or higher is required for graduation in the major. In the event of failure, a student may re-take the examination once. All program faculty read the extemporaneous essays. As least two read the current affairs essay.
    • The comprehensive examination has three parts. A global knowledge test (1/4 or the examination grade) measures student's abilities to locate geographical entities, political forms, economic status, dominant religious affiliations and miscellaneous cultural features. A current affairs essay (1/4) measures ability to write an extended, coherent and informed essay on a prominent issue or series of recent events. A set of extemporaneous essays (1/2) measures students' retention of conceptual frameworks, theoretical and methodological questions, specific analytical skills and information from the courses they have completed.
    • Current Affairs Seminar - The Current Affairs Seminar is offered as a sequence of three one-credit courses (CCS 281-283), each of them offered every semesters. The sequence is now required for all majors. Majors taking the capstone third course of the sequence are expected to master major print and electronic sources with knowledge and perspectives gained in prior courses in the major.
    • Philosophy Capstone Senior Seminar - The senior seminar is the capstone course of the philosophy program and as such it provides a convenient tool to assess the general objectives of the program. A strong basis in philosophical ideas from previous classes is essential for success in this seminar, which brings philosophical inquiry into life within the contexts of the sciences, literature, art and music. Students are challenged to identify philosophical presuppositions, to detect how different philosophical areas interconnect to form a world view and to respond with a world view of their own. Short analytical papers, a senior capstone philosophy paper describing the student's own developing philosophy, a comprehensive exam in philosophy and a final examination assess both the student's ability in the course and the overall success of the Philosophy Program. The comprehensive exam in philosophy is in four parts. Students must write essay answers to questions in metaphysics, epistemology, ethics and philosophy of human nature. The comprehensive is given early in the spring semester and takes a total of four hours. Students must pass each part of the comprehensive exam with a grade of "D-" or above. Students failing a part of the test will have the opportunity to re-take it later in the semester. Students must also earn a passing grade on the senior capstone paper. By means of this seminar, the philosophy faculty is able to assess the strengths and weaknesses of students’ philosophical knowledge, their ability to integrate what they have learned with other aspects of their lives and the extent to which the students and faculty have achieved the general objectives of the program.
  • Non-academic Formation Assessment (The Religious Formation Program) - The purpose of the Religious Formation Program is to enable student to become a healthy, integrated person, committed to life formed after Jesus Christ, so that he can then make a free and mature decision regarding his life�s vocation. The aim of assessment in the program is to foster growth and maturity in four major areas: personal maturity, relationship to community, relationship to Christ and apostolic/religious/missionary vocation. In order to assess growth of students in these areas, the Formation Team uses a process that combines weekly formation group conferences, questionnaires, interviews, and evaluation by peers and formators.
  • Credit Hours - 125 credit hours are required for graduation.
  • Grade Point Average - The candidate must have a general scholastic grade point average of 2.00 or more for all college work attempted.
  • Residence - The candidate must spend at least the last 30 credit hours of instruction in residence at the College and must pass at least six credit hours in the major. Exceptions may be made by the Committee on Academic Affairs.

Examination and Tests

  • Placement Tests: All incoming students are given tests in reading and composition. Placement in composition and mathematics courses is dependent on the results of these tests. All new freshmen and transfer students pursuing a degree will also take a mathematics placement test. Placement in mathematics courses is dependent on the results of these tests. In addition to other placement tests, an English proficiency test will be given to all non-native speakers of English who were unable to submit a TOEFL score with their application or whose TOEFL scores are over a year old. At its discretion, the College may require that other tests be taken. Those who do not pass the placement test(s) are required to take a non-credit developmental course in that area and pass the course with a grade of "C-" before proceeding into any other courses in that area.
  • Proficiency Examination: Students wishing to obtain credit and advanced standing on the basis of work done outside of a course of instruction at the College may do so by passing an examination in the subject as may be prescribed by the program concerned. College credit will be granted only for a grade of "C-" or above.
  • Transfer Credit by Examination (TCE): Transfer students with only unofficial or uncertifiable transcripts of courses taken in a foreign higher educational system may take exams for recognition of these courses. Specific regulations may be obtained from the Vice President for Academic Affairs.
  • Examinations: Semester Examinations last a double period only for courses of two credits or more. Unless stipulated in the Catalog or in the course of syllabus, semester examinations are given in all courses.
  • Late Testing: There is a late-testing charge of $5 for all testing taken outside of the regular scheduled times. This includes placement tests, semester examinations, assessment tests and comprehensive tests.

Grade Reports

Student grade reports are issued at the end of each semester. Freshman grade reports at the end of the semester are sent directly to the parents from the office of the Registrar if the student is below 18 years of age. A duplicate copy is given to the student.

Academic Honor Code

As members of an academic community that places a high value on truth and the pursuit of knowledge, Divine Word College students are expected to be honest in every phase of their academic life and to present as their own work only that which is genuinely theirs. Unless otherwise specified by the professor, students must complete homework assignments by themselves (or if on a team assignment, with only their team members). If they receive assistance of any kind, they are expected to cite the source and indicate the extent of the assistance. Each student has the responsibility to maintain the highest standard of academic integrity and to refrain from cheating, plagiarism or any other form of academic dishonesty.

  • A student using dishonest means is subject to referral before the Student Activities and Welfare Committee for disciplinary action.
  • Plagiarism is a major form of academic dishonesty, involving the presentation of the work of another as one’s own. Plagiarism includes but is not limited to the following:
    • Submitting as one’s own work a report, examination paper, computer file, lab report or other assignment which has been prepared by someone else. This includes research papers obtained from any other person or agency.
    • The direct copying of any source, such as written and verbal material, computer files, audio disks, video programs or musical scores, whether published or unpublished, in whole or in part, without proper acknowledgment that it is someone else’s.
    • The paraphrasing of another's work or ideas without proper acknowledgment.
    • Copying any part of any source with only minor changes in wording and syntax, even with acknowledgment.
  • The sanctions provided for any form of academic dishonesty are outlined in the Student Handbook.

Grade Changes

Under normal circumstances, only by the faculty member administering the course may change a grade. Routine changes in grades are permitted only when a computational error has been made. A student who feels that an improper grade has been received must notify the faculty member immediately upon receipt of the grade. When making this notification it is appropriate for the student to bring the course syllabus and all graded assignments, quizzes and tests for this interview. All grades are final three months after they are posted.

Grade Appeals

When a student elects to appeal a course grade that he believes to be improper, the student shall notify the course instructor within thirty (30) days from the date that the grade is recorded by the Registrar's office. During this interview, the student should bring the materials noted above in the section "Grade Changes". If the issue is not resolved between the student and the instructor, the student may appeal to the program chair. If the issue continues to be unresolved, it may then be appealed in writing, with appropriate documentation, to the Vice President for Academic Affairs. If appropriate, the Vice President for Academic Affairs may request a third-party, neutral, faculty member to review the submitted documentation and submit a recommendation. Upon receipt of the recommendation and/or request for a hearing, the Vice President for Academic Affairs will evaluate all submitted materials and make a final determination concerning the student's grade appeal. The student and the instructor will be notified in writing of this final determination. Once a final decision has been made at this level, the student shall not have any further appeals. Any change of grade will be initiated by the Vice President for Academic Affairs through the Registrar's office.

Grading System

The College uses the following letter system to evaluate course work:

Grade Point Value

A Outstanding 4.00
A- 3.67 B+ 3.33
B Very Good 3.00
B- 2.67
C+ 2.33
C Satisfactory 2.00
C- 1.67
D+ 1.33
D Poor 1.00
D- .67
F Failure  
I Incomplete  

"I" indicates the course work has been satisfactory but, because of illness or other circumstances beyond the student’s control, the student is unable to complete the course work by the end of the semester. The student must petition the instructor for the approval of the incomplete. Under normal circumstances the course work must be completed within three weeks after the last day of exams for that semester. If an extension of time is necessary, the Vice President for Academic Affairs must approve the extension. If the course work is not completed within the designated time, the "I" becomes an "F."

AU Registered Audit

Indicates the student attended and fulfilled all requirements as an auditing student. No grade or credit is given.

WF Withdrawal Fail

Indicates an authorized withdrawal from a course while failing.

WP Withdrawal Pass

Indicates an authorized withdrawal from a course while passing. A grade of "WP" is not computed in the grade point average, but is counted among attempted courses.

P/F Pass/Fail

The Pass/Fail option encourages students to explore courses. P/F grades are included in the student’s transcript. Requests for P/F option require the signature of the advisor and the instructor, and must be made to the Registrar by the deadline for pre-registration.

  • P/F courses may not be used to fulfill major or minor requirements.
  • Core curriculum courses cannot be taken on a P/F basis.
  • A student on academic probation may not register for any course on a P/F basis.
  • A "P" grade satisfies prerequisites.
  • A grade of "P" indicates "C-" or above evaluation. A grade of "P" is not computed in the grade point average, but is counted among attempted and earned courses.
  • A grade of "F" is computed in the grade point average and is counted among attempted courses. The exception is Freshman ESL. See course description (ESL 184).
NG No Grade

When a student in the Intensive English Language Institute misses more than 10 percent of the class hours for a particular course, a grade of "NG" will appear on the student’s transcript. A student receiving a grade of "NG" may still be promoted based on his English proficiency.

Grade Point Average

Semester Average: The academic standing at the end of any semester is determined by the ratio of the total number of grade points received to the total number of credit hours carried in that semester.

Cumulative Grade Point Average: is the average of all courses taken at and recognized at the College.

Major Field Average: The major field average is computed from the total courses within the major.

Failures

  • A student who receives a final grade of "D" or "F" in a course may retake the course at the College or during the summer at an accredited college which is approved in advance by the Committee on Academic Affairs. In the computation of the grade point average, only the latest grade is included.
  • The original grade is not expunged from the record, but is noted as a repeated course.
  • Retaking the course after credit has been granted does not result in additional credit.

Academic Probation

  • Failure to maintain the following minimum cumulative scholastic average automatically places a student on academic probation: 1.7 for freshmen at the end of the first semester; 1.8 for freshmen at the end of the freshmen year; 1.9 for sophomores at the end of the first semester; 2.0 for sophomores at the end of the sophomore year; 2.0 for all Juniors, Seniors, and Associates. Classification as freshmen, sophomores, etc. is determined by the number of credits earned or accepted toward graduation as indicated under "Student Classification" in the College Catalog.
  • A student on academic probation is to be given a written warning by the Vice President for Academic Affairs as to his status together with a statement of procedure. If a student is under 18 years of age, parents or guardians are notified in regard to probationary status.
  • A student should not take more than 16 credit or non-credit hours during semesters in which he is on academic probation. For an exception, the student must appeal to the Committee on Academic Affairs.
  • A student’s academic advisor may recommend that a student take fewer than 15 credit hours during the semester(s) of academic probation. The advisor has the right to refuse to sign the student’s registration form should the student choose not to follow the advisor’s counsel. The student may appeal the advisor’s decision to the Vice President for Academic Affairs with right of appeal to the Committee on Academic Affairs.
  • Whenever a student is placed on academic probation, the Committee on Student Activities and Welfare will:
    • consider the student's case promptly.
    • consider non-academic talents, and especially vocational growth of the student, in establishing the conditions for remaining as a student at the College.
    • establishes the conditions under which the student may return to good standing.
    • determine automatic refusal of registration to be effective at the end of any semester in which the student fails to satisfy the conditions set by the Committee.
    • determine immediate dismissal if it is obvious that the student will not satisfy the conditions set by the Committee.
    • reconsider the student's case at the beginning of each succeeding semester in which the student is on probation.
  • After being placed on academic probation, the student has a maximum of two semesters to attain the required minimum cumulative scholastic average. If there are compelling extenuating circumstances, the student has three semesters to attain the required minimum cumulative scholastic average.
  • A student may appeal the decision of the Committee on Student Activities and Welfare with the right of appeal to the President.
  • Dismissal is automatic if the student does not attain the minimum cumulative scholastic average for the student�s classification by the end of:
    • two semesters after being placed on academic probation,
    • the one semester extension for compelling, extenuating circumstance,
    • the sophomore year,
    • three semesters on academic probation, whether the semesters are consecutive or not consecutive.
  • A student must meet the standards of satisfactory progress for continued eligibility in the federal student aid programs. These are listed in the Student Financial Resources section.

Disciplinary Probation

The College expects the students to maintain the standards of conduct and good citizenship outlined in the Student Handbook. This document also describes the disciplinary regulations and due process.

Academic Honors

DEAN'S LIST

Full-time students whose grade point averages are 3.50 or above in a given semester are eligible for citation for distinguished scholarship. The Dean’s List is published at the end of each semester. Anyone who has received an "I" or "F" is automatically disqualified.

GRADUATION HONORS

  • Academic honors are awarded in recognition of superior scholarship. These honors are announced at commencement and are inscribed on the diploma of the recipients.
  • The distinction SUMMA CUM LAUDE is given to a student whose grade point average is 3.80 or above.
  • The distinction MAGNA CUM LAUDE is given to a student whose grade point average is 3.50 or above.
  • The distinction CUM LAUDE is given to a student whose grade point average is 3.20 or above.

Course Variations

Courses at Other Institions

Courses may be taken at other accredited institutions to fulfill academic requirements. Students already matriculated at the College who desire to take courses at another institution as well, should submit the course(s) with the course description(s) to the Committee on Academic Affairs for approval. The Committee approves general education credits that fulfill graduation requirements; program chairs approve credits that fulfill requirements of degrees within their program. These courses are considered courses taken in residence and are computed in the grade point average.

Seminars

Seminars focus on the scholarly investigation of particular themes in an area in which students already have a general background, with a view to deeper understanding of the basic sources, tools of research and methods of reporting in that area of study. Such understanding is achieved chiefly through the supervised preparation of a seminar paper and discussions of problems pertinent to the topics of the course.

Individual Studies

A maximum of six credits will be allowed in a field of concentration for any of the individual studies as defined below provided the program chair approves. Outside the field of concentration no limit is established for the number of credits that may be earned in this way, provided the courses are in harmony with the student’s academic program.

Distance Learning

Correspondence, online, or TV courses may be taken under the guidance of a Divine Word College instructor with an appropriate expertise and may be recognized for credit by the College. The courses must have prior approval by the Committee on Academic Affairs, which also approves acceptance of credit.

Directed Studies

Students may take courses privately, under the direction of an instructor, in a mutually selected area. Interviews are held periodically to ensure that a student is pursuing the goals of the course. A written or oral examination is required to measure achievement. Such studies may be undertaken by students who have a 3.50 grade point average and who have received prior approval from the program chair.

Application for Graduation

Applicants for a degree must file an application with the Vice President for Academic Affairs before the end of the third week of the semester in which they intend to graduate. A graduation fee of $40 is required and must be paid to the Business Office.

Student Records

The policy of Divine Word College relating to confidentiality of student educational records is in keeping with the "Family Educational Rights and Privacy Act of 1974 as Amended". The statute governs access to records maintained by educational institutions and the release of educational information.

Briefly, the rights guaranteed to the student are:

  • The student has the right to inspect and review his educational records.
  • The student has the right to a hearing to challenge and amend the content of educational records if it is found they are inaccurate or otherwise inappropriate.
  • Student records or personally identifiable information may not be released without the written consent of the student to anyone except school officials or specified individuals or agencies who have legitimate education interests.
  • The student may request and receive copies of all or part of the student’s records. (There is a charge of $5 per copy and 25 cents per page for any other documents.)

The College may release "Directory Information" without written consent unless the student specifically requests that such information not be released. The following "Directory Information" may be released: name, address, telephone listing, date and place of birth, major field of study, dates of attendance, degrees and awards received, the most recent previous school or institution attended, class schedule information and other similar information.

Withdrawal from the College

A student officially withdraws from the College on the date a written statement to this effect is received by the Registrar. Students are required to complete the "Withdrawal Form" which can be obtained from the Vice President for Academic Affairs. This policy applies to students who withdraw at the end of or during an academic semester.

Students who withdraw officially are given a "WP" or "WF" for each course based on the instructor’s evaluation of the student’s class performance to the time of withdrawal. Students who withdraw unofficially, i.e. without completing the requisite form for withdrawal from classes and from the College, receive a "F" grade in all classes listed on their official registration.

Under specified and limited circumstances, a student who withdraws during an academic semester may request permission from the Committee on Academic Affairs to complete course work by correspondence and receive a grade for the courses enrolled in at the time of withdrawal. Conditions that warrant the granting of such permission are outlined in the Faculty Handbook.

Transcripts

A transcript is the permanent academic record of the student. An official transcript is a copy bearing the College seal and the signature of the Registrar and is sent directly to the institution designated by the student. An unofficial transcript bears no seal or signature. Each student is entitled to one free official copy and one free unofficial "Student Copy" for their personal records.

Requests for transcripts will be honored only if the request is made in writing by the student to the office of the Registrar and is accompanied by the $5 fee. Information regarding online transcripts can be obtained by clicking here. A transcript cannot be released until all debts to the College have been paid.