Regulations

Administration of Curriculum

Academic policies of the college are discussed by the Academic Policy and Planning Committee and voted on by the faculty.

Requirements and Eligibility for Graduation and Continuation to Emory College:

  1. Fulfill the course requirements

  2. Achieve a cumulative grade-point average of at least 2.0 on work taken at Oxford

  3. Residency requirement: a minimum of forty-two (42) semester credit hours taken at Oxford College the last eight semester hours must be taken at Oxford College or in Emory University Summer School

  4. Students may not transfer between Oxford College and Emory College

Continuation Requirements

Oxford College continuing students must earn a total of 127 semester hours of credit (124 academic hours, a minimum of 2 physical education credits and a third academic or physical education credit) to graduate from Emory College. Of these credits, a minimum of 54 semester hours must be earned in Emory College with a minimum of three semesters of residence in Emory College (12 semester hours or more per semester). Courses taken from Emory College while an Oxford College student cannot count as part of the Emory College residency requirements. A semester of fewer than 12 hours can be combined with another semester of fewer than 12 hours to make up one semester of residence; however, a partial semester may not be combined with a semester of more than 12 hours to form two semesters of residence.

Financial Requirements for Graduation

It is a requirement for graduation that all financial obligations to the college be satisfied. If one has outstanding loans not yet due and payable, loan documents satisfactory to the college must be executed and delivered, and all payments must be current.

Grading System

Grades and Quality Points

Symbols A, A-, B+, B, B-, C+, C, C-, D+, D, and S indicate credit; F indicates failure; I indicates that the student has not completed all the work for a course; IF indicates failure to finish an incomplete; U indicates unsatisfactory; W indicates withdrawal without penalty; WF indicates withdrawal failing; and WU indicates unsatisfactory withdrawal. In addition to the standard four-point scale, an optional plus-minus grading system may be used; faculty members who choose to use plus-minus-based grading will so state in their course syllabus. The plus-minus grading system is mandatory in summer school.

Each passing grade carries with it a proportionate number of quality points. For each semester hour of credit, quality points are computed as follows:

Standard Four-Point Scale/Optional Plus-Minus Scale

A

=

4.0

A

=

4.0

C+

=

2.3

B

=

3.0

A–

=

3.7

C

=

2.0

C

=

2.0

B+

=

3.3

C–

=

1.7

D

=

1.0

B

=

3.0

D+

=

1.3

F

=

0.0

B–

=

2.7

D

=

1.0

F

=

0.0

 

Symbols used for grades that result in no credit are F, failure; U, unsatisfactory; W, withdrawal without grade; WF, withdrawal while failing; WU, unsatisfactory withdrawal; and AU, for courses audited. Oxford students do not have the option to choose the grade of S/U for any course.

Incomplete Work

An I, incomplete, is recorded when the associate dean of academic affairs, for reasons such as a student’s illness or emergency, grants a student permission to postpone a final examination or other work required to complete a course; a faculty member may request permission to assign a student an I when the faculty member needs more time to complete evaluation of that student’s work. Failure to complete the work for which the I was granted by the end of three weeks into the next semester of residence in Oxford College or Emory College will result in an IF unless an extension is granted by the associate dean of academic affairs. For students who do not return to Oxford or continue at Emory, the I must be removed within a calendar year or it becomes an IF. The grades of WF and IF are computed as F.

Calculating Grade-Point Average

Every passing grade carries with it a proportionate number of quality points. Quality points are listed. W’s are not calculated in the hours attempted, but WF’s and IF’s are counted. To calculate grade-point average, divide quality points by hours attempted.

Sample:

What are the steps?

1. List each course, the number of credits, and the course grade:

Course

Credits

Grade

Eng 185

4

B

Biol 141

4

D

Hist 101

4

A

PE 126

1

C

2. Multiply the number of credits in each course by the number of quality points corresponding with your letter grade:

Quality Points (QPs)

A = 4 pts.

B = 3 pts.

C = 2 pts.

D = 1 pt.

F = 0 pts.

Course

Credits

Grade

Points

QPs

Eng 185

4

B

3

4 x 3 = 12

Biol 141

4

D

1

4 x 1 = 4

Hist 101

4

A

4

4 x 4 = 16

PE 126

1

C

2

1 x 2 = 2

3. Add the credits and the quality points for every course in which a letter grade was received:

Course

Credits

QPs

Eng 185

4

12

Biol 141

4

4

Hist 101

4

16

PE 126

1

2

4. Divide number of quality points by the number of credits for the semester:

Credits = 13

QPs = 34

GPA = QPs ÷ Credits

Semester GPA = 34 ÷ 13 = 2.61

Midterm Deficiencies

Professors notify students if their academic performance is deficient at the midpoint of the semester term. The notification will detail the student’s progress and may include suggestions for improvement. Students receiving midterm deficiency (MTD) notifications should meet with their academic advisers to discuss a plan to successfully manage the completion of the term. A letter is sent to the parents of students receiving three or more midterm deficiencies if the student has signed a FERPA consent for the release of academic information.

Electronic Student Information and Enrollment

OPUS (Online Pathway linking University Students) is Emory’s student information system on the web. Students are able to register, add, drop, and swap courses; view unofficial transcripts, grades, schedule changes, registration appointment times, academic adviser’s name, billing information, financial aid information, whether or not a hold has been placed on the student’s account; and addresses, telephone numbers, and email addresses.

Report of Grades

Student grades are available only on the web (OPUS) for password-protected viewing.

Changing Courses

A student may change courses until the end of the Add/Drop/Swap period, which occurs on the eighth calendar day after the first day of classes each semester. During this period, classes dropped will not appear on the student’s transcript. A student (with his or her adviser’s approval) may add, drop, or swap classes based on registration periods indicated on the academic calendar.

Dropping Courses

Students may not drop English 185 and English 186, during the first year, or physical education courses (for exceptions to this policy, see below). After the Add/Drop/Swap period ends, a W is given for the course withdrawn from a student’s schedule. All other courses may be withdrawn with no academic penalty during the first six full weeks of classes of the semester after the Add/Drop/Swap period, up to the midterm withdrawal deadline, providing that the student continues to carry a load of 12 credit hours, with approval of the student’s academic adviser.

Only students in their fifth or sixth final semester of residence, or those granted permission by the associate dean for academic affairs are permitted to underload based on documented, extenuating circumstances. Only these students may carry a course load below 12 credit hours. Oxford Scholars are required to maintain at least a minimum of sixteen (16) semester credit hours of enrollment.

Students who withdraw from courses after the end of the first six weeks for medical reasons, corroborated by appropriate documentation, are assigned a W for the courses withdrawn. The associate dean of academic affairs may, for compelling academic reasons and with the recommendation of the student’s course instructor and academic adviser, grant a W for a course withdrawn between the end of the sixth week and the last day of classes. In all other cases, course withdrawals made after the first six weeks will be assigned a WF unless the student withdraws from the college (see Cancellation and Withdrawal). *A student who has been accused of an Honor Code violation may not withdraw from the course. Please refer to the academic dalendar for the timeline and deadlines for Add/Drop/Swap and withdrawals.

There is no tuition refund for a schedule reduction except in cases of a total withdrawal from the college before the end of the sixth week of class. Please refer to withdrawal information on the Oxford College website.

One Time First-Year Student Withdrawal

Students may be allowed one withdrawal from a course after the sixweek withdrawal deadline and until the end of the tenth week of classes during their first two semesters of full-time residency at Oxford College provided that they maintain a 12 credit hour course load, with approval from their academic adviser and the Advising Support Center. An eligible student must complete a one-time first-year student withdrawal form and follow the appropriate procedures as outlined above. This voluntary withdrawal policy applies to first-year students and transfer students and applies to any courses excluding: English 185, English 186, and physical education. This policy does not apply to second-year students and students who are on study abroad programs.

Final Exams

Students must have the permission of the associate dean of academic affairs to take a final exam earlier or later than scheduled. Permission is normally granted for documented family emergencies, documented medical reasons, or for participation in educational programs. Permission will also be granted for students scheduled to take three exams on a single calendar day (not three exams within a general twenty-four-hour period). Students with three exams on one calendar day must document their situation with the associate dean for academic affairs no later than 5:00 p.m. on Reading Day. Students in this situation will be granted permission to work with one of their instructors to arrange to take one of their exams at an alternate date and time within the official exam week. Leaving early for rides or flights, vacations, relatives’ or friends’ weddings or graduations, jobs, or having two exams on one day, and other situations, are not considered valid reasons to request an earlier or later exam.

Class Attendance

Each student is responsible for his or her academic progress. Students are responsible for the effects of absences from class or laboratory on their academic work. Each professor will determine class attendance requirements and may impose penalties for excessive absences. Report of excessive absence is sent to the Advising Support Center and will be considered evidence of a student’s disregard for academic responsibility, unless excused (for medical or other appropriate reasons).

Faculty members are urged to accommodate student absences due to participation in services on religious holidays. Students are responsible for informing professors well in advance of planned religious observances that conflict with class attendance and for making arrangements to complete any work thereby missed. Please review the official list of religious holidays at www.religiouslife.emory.edu.

Probation and Exclusion

Academic Probation

A student whose cumulative grade-point average is less than 2.0 at the end of any grading period automatically incurs academic probation.

Students on probation are expected to concentrate their energies on their studies in order to bring their work up to the required standards of Oxford College.

Continuation in Attendance

A student incurring academic probation at the end of a semester may continue in attendance provided the following minimum standards are met:

1. The student’s cumulative grade-point average must be at least 1.0 at the end of any semester at the conclusion of which the student has attempted no more than 26 credit hours.

2. The student’s cumulative grade-point average must be at least 1.5 at the end of any semester at the conclusion of which the student has attempted more than 26 but no more than 56 semester credit hours in Oxford College.

3. The student’s cumulative grade-point average must be at least 1.7 at the end of any semester at the conclusion of which the student has attempted more than 56 semester hours in Oxford College, unless the student has completed five semesters.

4. A student who has completed five semesters in Oxford College may petition for an additional final semester only if the student’s cumulative grade-point average is at least 1.9. Petitions will be considered by the associate dean of academic affairs and the Academic Appeals Committee; in cases where such petitions are granted, the sixth semester is normally the next consecutive semester.

Academic Exclusion

A student who fails to meet minimum requirements for continued attendance is typically excluded for a minimum of one semester during an academic year. Excluded students may be readmitted only through appropriate petition to the associate dean of academic affairs and completion of the readmission application process. Such petitions must establish a reasonable likelihood that the student’s academic performance will improve. The petition must also establish that the student will be able to complete the degree requirements for graduation in the allowed time.

Specific Policies

FERPA

Emory University recognizes a student’s right of privacy and is committed to protecting students from improper disclosure of private information. In accordance with the Family Education Rights and Privacy Act (FERPA) of 1974, Oxford College of Emory University limits the disclosure to others of all private information from educational records without the student’s prior written consent. The written consent form must be signed and dated and must specify the records to be disclosed and the identity of the recipient. The student may rescind this consent form at any time; the FERPA policy is located at www.registrar.emory.edu/Students/FERPA/index.html.

Official Transcripts

Transcripts of a student’s academic record may be obtained from the Office of Enrollment Services by requesting it online. Transcripts include the entire scholastic record; no incomplete or partial transcripts will be issued. Transcript requests should be made at least one week before the transcript is needed. No transcripts or official statements of any kind will be issued for students whose records show financial indebtedness to Oxford College or any other official holds on their records.

Please submit transcript request to www.registrar.emory.edu/Students/Transcripts/index.html.

Effective fall 2013, there is no longer a per transcript fee cost. A special delivery (rush ordering) handling fee will be assessed for express mail service.

Repetition of Courses

Upon approval of the faculty adviser and the associate dean of academic affairs, a student may repeat a course previously passed. The grade for both the original course and the second instance of the repeated course will appear on the transcript, and both grades will calculate into the GPA. No degree credit will be received for the second instance of the repeated course. In the situation where the original course did not carry a Continued Writing Requirement (CWR/W) or Ways of Inquiry (INQ/Q) designation, and the second course instance does, the student will receive the W and/or INQ credit upon successful completion of the course.

Emory College Courses

An Oxford student may, under exceptional circumstances, enroll in courses at Emory College with the permission of the deans of both Oxford and Emory Colleges. Such courses cannot be equivalent to courses offered at Oxford and normally must be courses required of Emory College sophomores as prerequisites to a particular academic major or program.

Post-Hospitalization Policy

Occasionally, a student may be hospitalized during the course of an academic semester for treatment of a health condition. In these situations, College personnel are here to provide support and to help the student determine the best course of action after discharge. Many students will be ready to continue their studies, while others may benefit from a medical withdrawal.

When a student has been hospitalized for a health condition, the hospitalized student will be assigned a point of contact within Oxford College with whom the student can communicate throughout the hospitalization process (normally, the point of contact will be the Student Support Coordinator). This person will attempt to work with the hospital and the student to plan for treatment and next steps following discharge. This process will involve the student signing a release of information form from the treatment provider authorizing the provider to share information about the student’s treatment and progress with the Student Support Coordinator, a clinician from either Student Health Services or Counseling and Career Services, the Associate Director of the Advising Support Center, and the Associate Dean for Academic Affairs. Before a student may resume residence and/or coursework at Oxford College following a hospitalization, the student must submit the Oxford Healthcare Provider Report. The student must then meet with an Oxford clinician for a consultation to discuss the student’s situation and to determine the necessary support to foster a successful transition back to Oxford College. At this meeting, the student will be asked to authorize the limited disclosure of information form to the Associate Dean for Academic Affairs so that the clinician may provide a summary of the student’s current status and recommendations for treatment.

The Associate Dean for Academic Affairs will then determine, based on all the available information individualized to the particular student (including the student’s medical reports, recent academic performance, and residential experience), the student’s overall readiness to return to Oxford College. In the event that the Associate Dean for Academic Affairs determines that the student would benefit from a medical withdrawal, and thus time to recuperate, the student will be encouraged to seek such a withdrawal under the Cancellation and Withdrawal Policy. In the event the student does not agree that a medical withdrawal is necessary, the Associate Dean for Academic Affairs may proceed under the Involuntary Withdrawal Policy.

Cancellation and Withdrawal

To cancel registration or withdraw from the college at any time, a student must secure written permission from the dean or the dean’s designee; otherwise, honorable dismissal cannot be granted. A student who withdraws for reasons of illness on the recommendation of the Oxford College Student Health Services or Counseling and Career Services receives grades of W in all courses for that semester. The student will need to submit to Oxford College appropriate documentation verifying that the medical issue prompting the withdrawal is resolved and/or manageable and that the student is viewed by his/her health care provider as physically and/ or emotionally fit to resume rigorous academic life. The student may be readmitted to the college when this documentation is received and its content and nature is approved by the associate dean of academic affairs. Please refer to the readmission process on the Oxford College website. Note: students who have withdrawn from the institution for medical reasons and who seek readmission will not receive credit for coursework taken (and passed) at another institution while sitting out.

In all other cases, honorable withdrawal from the college after the first six weeks results in grades of W in courses the student is passing and WF in courses the student is failing at the time of withdrawal. This semester will count towards the five semesters allowed to complete the Oxford Degree. A student who has been accused of an honor code violation may not withdraw from the course.

Refunds of tuition are only partial. A student may cancel registration through the seventh calendar day after the first day of classes, in which case the deposit and application fee are forfeited. After the last day for cancellation of registration, a student may withdraw from the college with the appropriate permission. The forfeiture for withdrawal increases progressively, but is not less than the forfeiture for cancellation. The schedule of forfeitures for tuition is as follows: during the second week of the semester, 20 percent of tuition charges; during the third week, 0 percent; during the fourth week, 60 percent; and during the fifth week, 80 percent. There is no tuition refund after the fifth week of the semester. No refund is given if only part of the course load is reduced after the last day for approved course schedule changes specified in the academic calendar.

Refunds for Oxford College students who are Federal (Title IV) aid recipients will be prorated in accordance with the Higher Education Amendment of 1992 and any related regulations.

Involuntary Withdrawal Policy and Procedure Overview  

Oxford College considers the safety and welfare of its students, faculty, and staff a top priority. When a student engages in behavior that violates Oxford’s rules of conduct, the behavior will be addressed as a disciplinary matter under the applicable Student Conduct Code. The Student Conduct Code defines prohibited conduct and outlines a process for conducting disciplinary proceedings.

This Involuntary Withdrawal Policy and Procedure is not a disciplinary code, policy, or process. It is not intended to apply to situations in which  a student engages in behavior that violates the college’s rules of conduct. It is intended to apply when a student’s observed conduct, actions, and/ or statements indicate a direct threat to the student’s own health and/or safety, or a direct threat to the health and/or safety of others. There may be situations in which both this Involuntary Withdrawal Policy and the Student Conduct Code may apply. In all cases, the associate dean of academic affairs shall have final authority regarding the decision, enactment, enforcement, and management of the involuntary withdrawal of a student.

Policy Details Criteria

A student may be withdrawn involuntarily from Oxford College if the college determines that the student represents a direct threat to the health and safety of himself/herself or others by (1) engaging or threatening to engage in behavior which poses a high probability of substantial harm to himself/herself or others; or (2) engaging or threatening to engage in behavior which would cause significant property damage, would directly and substantially impede the lawful activities of others, or would interfere with the educational process and the orderly operation of the Oxford College.

Procedure

When the associate dean of academic affairs (or the dean’s designee) based on a student’s conduct, actions, or statements, has reasonable cause to believe that the student meets one or more of the criteria for involuntary withdrawal, he or she may initiate an assessment of the student’s ability to safely participate in Oxford College’s program.

The associate dean of academic affairs initiates this assessment by first meeting with the student to (1) review available information concerning the behavior and/or incidents which have caused concern, (2) provide the student with a copy of this Involuntary Withdrawal Policy and Procedure and discuss its contents with the student, (3) provide the student an opportunity to explain his/her behavior, and (4) discuss options available to the student, including counseling, voluntary withdrawal and evaluation for involuntary withdrawal. If the student agrees to withdraw voluntarily from the university and waives any right to any further procedures available under this policy, the student will be given a grade of W for all courses, will be advised in writing on any conditions that must be satisfied prior to re-enrollment, and may be referred for appropriate mental health or other health services. If the student refuses to withdraw voluntarily from Oxford College, and the associate dean of academic affairs continues to have reasonable cause to believe the student meets one or more of the criteria for involuntary withdrawal, the associate dean of academic affairs may require the student to be evaluated by an appropriate mental health professional.

Evaluation

The associate dean of academic affairs may refer the student for a mandatory evaluation by an appropriate mental health professional or other appropriate professional. The professional may be selected by Oxford College so long as there is no cost to the student for the evaluation. A written copy of the involuntary referral shall be provided to the student. The evaluation must be completed within five school days after the date the referral letter is provided to the student. Prior to the evaluation, the student will be required to sign a written authorization authorizing the exchange of relevant information among the mental health professional(s) (or other professional) and the college. Upon completion of the evaluation, copies of the evaluation report will be provided to the associate dean of academic affairs and the student.

The professional making the evaluation shall make an individualized and objective assessment of the student’s ability to safely participate in Oxford’s program, based on a reasonable judgment relying on the most current professional knowledge and/or the best available objective evidence. This assessment shall include a determination of the nature, duration, and severity of the risk posed by the student to the health and safety of himself/herself or others, the probability that the potentially threatening injury will actually occur, and whether reasonable modifications of policies, practices, or procedures will sufficiently mitigate the risk. The professional will, with appropriate authorization, share his/her recommendation with the associate dean of academic affairs, who will take this recommendation into consideration in determining whether the student should be involuntarily withdrawn from Oxford. A copy of the professional’s recommendation will be provided to the student, unless, in the opinion of the professional, it would be damaging to the student to do so.

If the evaluation results in a determination that the student’s continued attendance presents no significant risk to the health or safety of the student or others, and no significant threat to property, to the lawful activities of others, or to the educational processes and orderly operations of Oxford College, no further actions shall be taken to withdraw the student from Oxford College.

If the evaluation results in a determination that the continued attendance of the student presents a significant risk to the health of safety of the student or others, such that there is a high probability of substantial harm, or a significant threat to property, to the lawful activities of others, or to the educational processes and orderly operations of the college, the student may be involuntarily withdrawn from the college. In such an event, the student shall be informed in writing by the associate dean of academic affairs of the involuntary withdrawal, of his/her right to an informal hearing, of his/her right to appeal the decision of the hearing officer, and of any conditions necessary for reenrollment. In most cases, a student who is involuntarily withdrawn will be given a grade of W in all courses in which the student is currently enrolled.

Informal Hearing

A student who has been involuntarily withdrawn may request an informal hearing before a hearing officer appointed by the associate dean of academic affairs by submitting a written request to be heard within two business days from receipt of the notice of involuntary withdrawal. A hearing will be set as soon as possible. The student shall remain involuntarily suspended pending completion of the hearing.

The hearing shall be informal and non-adversarial. During the hearing, the student may present relevant information and may be advised by an Oxford faculty or staff member or a health professional of his/her choice. The role of the adviser is limited to providing advice to the student.

At the conclusion of the hearing, the hearing office shall decide whether to uphold the involuntary withdrawal or whether to reconsider, and the student shall be provided written notice of the officer’s decision as soon as possible.

Appeal to the Dean

The student may appeal the hearing officer’s decision to the associate dean of academic affairs, who shall review all information presented and make a final decision as to whether or not to uphold the involuntary withdrawal.

Emergency Suspension

The university may take emergency action to suspend a student pending a final decision on whether the student will be involuntarily withdrawn, in situations in which (a) there is imminent danger of serious physical harm to the student or others, (b) there is imminent danger of significant property damage, (c) the student is unable or unwilling to meet with the associate dean of academic affairs, (d) the student refuses to complete the mandatory evaluation, or (e) the associate dean of academic affairs determines such other exceptional circumstances exist that suspension is warranted. In the event emergency action is taken to suspend the student on an interim basis, the student shall be given notice of the emergency suspension and an initial opportunity to address the circumstances on which the emergency suspension is based.

Conditions for Re-enrollment

Because this Involuntary Withdrawal Policy applies to cases in which there is a concern about the safety of the student or others, the associate dean of academic affairs or his/her designee may require a student who has been involuntarily withdrawn under this policy to be re-evaluated before he/she is readmitted in order to assure that he/she presents no direct threat to himself/herself or others.

Academic Appeals

Students may petition for waivers of existing academic regulations and requirements in individual cases. Such petitions are handled under the guidelines established by the dean and faculty, and should be submitted to the associate dean of academic affairs.