Academic Policies and Regulations

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; IP indicates that a course is in progress; U indicates unsatisfactory; W indicates withdrawal without penalty; WF indicates withdrawal failing; and WU indicates unsatisfactory withdrawal.

In addition to the standard plus-minus grading system, a four-point scale may be used; faculty members will so state in their course syllabus.

Each 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.

A student may elect to take up to two courses on the Satisfactory/Unsatisfactory (S/U) grading basis during their tenure at Oxford College. The two courses may account for up to ten of the total credit hours required for graduation from Oxford College. Lecture courses with corresponding yet separately credited labs will be treated as a single course in the application of this policy. A grade of D or better shall be considered as meeting the satisfactory requirement. S/U grades shall not be counted in computing the grade-point average. The grade of Satisfactory carries full academic credit; the grade of Unsatisfactory carries no academic credit.

The grading basis of a course may not be changed after 4pm on the forty-third day of class each semester.

Students may not satisfy general education requirements with courses that have had the grading basis changed from Graded to S/U. If Satisfactory/Unsatisfactory is the only grading basis assigned for a specific course, the course may be used to satisfy general education requirements. Courses taken on an S/U basis may be used to satisfy pre-requisites for subsequent coursework. Most majors and minors in Emory College do not accept any S/U grades to fulfill their requirements, though Emory College permits departments to accept one S/U course if they wish. A student contemplating changing their grading status in a course required for a potential major to S/U should consult with the relevant ECAS Director of Undergraduate Study to confirm the departmental policy on S/U courses for the major or minor. Students should meet with the Advising Support Center before changing the grading basis of a class to make sure the change will not impact their Oxford graduation.

Courses in which an honor council sanction has been applied may be required by sanction to have a letter grade recorded, except for those courses graded exclusively on an S/U basis.

Courses taken through the ARCHE program, with the exception of ROTC, as well as courses for which retroactive academic relief is granted, do count toward the two course/ten-hour limit. Courses taken during a student's Oxford College career do count toward the Emory College limit on S/U hours permitted toward Emory College of Arts and Sciences degree requirements.

Courses graded exclusively on an S/U basis do not count toward the two course/ten-hour limit at Oxford or the limit at Emory College. 

Students may petition for repetition of courses, as per Oxford College catalog policy. The grade for both the original course and the second instance of the repeated course will appear on the transcript. No credit toward degree requirements will be received for the second instance of the repeated course.

The Satisfactory/Unsatisfactory option is not applicable to prerequisites courses required by the Goizueta Business School or the Nell Hodgson Woodruff School of Nursing, nor is it applicable to any courses offered by the Business or Nursing schools.

Please visit the Academics section's Academic Honors page.

With permission of the Advising Support Center (ASC) and the faculty advisor, full-time students in good standing may enroll in courses offered by any of the member institutions of the Atlanta Regional Consortium for Higher Education (ARCHE), if the courses are not offered at Emory.

Students receive credit only, not grades, for these courses as part of their academic record at Emory. For courses taken under the quarter system, the credit hours are converted to semester credit hours at Emory. Courses taken through the ARCHE program count towards the limit of satisfactory/unsatisfactory courses that may be used towards the degree requirements.

Students may use up to 8 hours of ROTC credit to satisfy Oxford College degree requirements. Information and applications are available at the Registrar's website: www.emory.edu/Registrar

Deadlines for ARCHE applications: July 15 for fall ARCHE applications and November 15 for Spring Semester. Emory does not permit ARCHE applications for summer.

Students who participate in the Reserve Officer Training Corps program or who are military service members or veterans (either of the United States or other nations) honorably discharged (or its equivalent) may receive a waiver from the Physical Education General Education Requirement for Oxford College. The purpose of the waiver is to assist military and veteran students in completing their degrees without requiring them to duplicate their efforts, given the significant focus the military places on physical preparation. Students with these waivers will be required to complete 65 total credit hours for graduation.

ROTC students may request a waiver from the PE requirements after completing their first year in the ROTC program. Military service members and veterans may request a waiver from the PE requirements once they enroll in Oxford College. ROTC students, service members or veterans should request this waiver from the Advising Support Center, who will collect any necessary documentation. ASC will then enter an exception in the Degree Tracker and create a note in the student’s record that the PE waiver was granted.

Attending class—regularly, in-person, and in Oxford’s physical classrooms/ teaching spaces—is a fundamental premise of Oxford College’s academic program. Students unable to regularly and routinely attend classes in-person for any reason must contact the Oxford Advising Support Center and consult the Voluntary Medical Withdrawal and Leave of Absence policy outlined in this catalog.

The faculty expects regular attendance in all courses and permits individual faculty to set attendance policies for their courses. While online instruction may be offered sporadically due to public health or other exigencies, extended online instruction is not permissible.

Faculty are expected to outline their attendance policies in the course syllabus, to maintain attendance records, and to notify the ASC of excessive absences. While faculty members retain discretion to designate absences as excused or unexcused as per syllabus policies, the ASC may notify faculty members of extenuating circumstances that may affect attendance, upon student request. Examples of valid extenuating circumstances include the following: (1) family or personal emergency; (2) illness; (3) bereavement; or (4) court appearance. Students must request from the ASC notice of extenuating circumstances within five (5) calendar days of the class absence, and must provide valid, verifiable documentation.

In all cases, faculty members retain discretion to designate absences as excused or unexcused as per syllabus policies. See “Final Exams” for policies regarding missed final exams and in-course major assessments.

Student Athletes and Physical Education Courses

Student athletes must follow CHL procedures and timelines to notify professors of anticipated conflicts.

Students may be required to continue attendance at PE classes even when they have valid and verifiable circumstances that prevent their participation.

Students with Accommodations

Students who receive the “flexibility in attendance” accommodation through the Department of Accessibility Services (DAS) are required to establish a mutually agreeable total number of allowed absences by the end of the second week of class each semester, or within one week of receipt of their accommodations letter if such letter is received after the start of the semester.

Excessive Absence and Administrative Withdrawal

Students are responsible for the effects of absences on their academic work. In the absence of valid and verifiable proactive steps taken by the student regarding unique and urgent circumstances, report of excessive absence will be considered evidence of a student’s disregard for academic responsibility. Students who exceed the maximum number of unexcused absences may be administratively withdrawn from the course(s), up to and including complete semester administrative withdrawal, with a grade of WF (Withdrawn failing), by the associate dean for academic affairs.

Students administratively withdrawn due to excessive absence are entitled to request an informal hearing before a hearing officer appointed by the associate dean of academic affairs by submitting a written request within two business days from receipt of the notice of administrative withdrawal. A hearing will be set as soon as possible. The student shall remain administratively withdrawn 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 of the student’s 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.

The student may appeal the hearing officer’s decision to the dean of academic affairs, who shall review all information presented and make a final decision as to whether to uphold the administrative withdrawal.

Acute In-Semester Illness, Hospitalization, or In-Patient Admission

Students wishing to resume study after returning from an acute in-semester illness resulting in more than five (5) days of missed class; hospitalization or in-patient admission for two (2) or more nights; or when required after a leave of absence, a VMW&LOA, or involuntary withdrawal must submit to the ASC a healthcare provider form and receive approval from the Oxford College Care Hub before they may return to residence on campus and resume their studies. The purpose of this form is documentation supporting a student’s readiness to resume studies, function safely and independently, without supervision, and be a successful member of Oxford’s rigorous, residential liberal arts campus community, with or without accommodations.

Student responsibilities (illustrative not exhaustive): know, understand, and follow attendance and return from acute in- semester illness or hospitalization policies. Follow all procedures and meet all deadlines regarding planned and unplanned absences.

Typically involved parties: ASC, associate dean for academic affairs, Oxford College faculty, Coordinator of Student Support Services, RES, Student Health Services, Counseling and Career Services, off-campus health care providers/professionals, DAS, Oxford Care Hub, Religious Life and Office of the Chaplain

Possible outcomes (illustrative not exhaustive): excused absence, or unexcused. Withdrawal from one or more courses, or the entire semester. As applicable, requirement to meet conditions for return from acute in-semester illness or hospitalization.

Religious Observance

Students seeking academic accommodations for religious observance should submit their requests to the instructor by email as early as possible in advance. If you have questions or concerns about your request, you may contact the university’s Office of Spiritual and Religious Life (OSRL), the Ombuds Office, or the Office of Institutional Equity and Compliance (OIEC). Academic accommodations for religious observance do not relieve students of responsibility for the completion of any part of the coursework they may miss as the result of a religious observance. Link to university policy and list of holidays: https://emory.ellucid.com/documents/view/25118/

Students are expected to make progress toward completion of their degree as outlined in this section. Oxford College wants to give all students the opportunity to demonstrate their scholastic ability. However, it is not in the best interest of either the students or the College to permit students to continue indefinitely in educational programs in which they are not producing satisfactory results.

Continuation in Attendance

Minimum requirements for continuation are as follows:

1. First semester: a minimum of 15 semester hours completed, and a 1.25 grade point average on all work attempted.
2. Second semester: a minimum of 30 semester hours completed, and a 1.5 grade point average on all work attempted.
3. Third semester: a minimum of 45 semester hours completed, and a 1.7 grade point average on all work attempted.
4. During the fourth semester, a student must make satisfactory progress toward fulfilling requirements for the AA
5. A student may enroll for an additional semester to attain minimum standards for continuation or graduation only if the cumulative grade-point average is at least 1.9, and with permission of the associate dean for academic affairs.

Students who do not meet the minimum number of hours passed may be permitted to continue if their cumulative GPA is 3.0 or higher.

Students who meet continuation requirements may continue enrollment during regular semesters but may not be in good standing.

Academic Performance Notification

Students are expected to maintain satisfactory academic progress toward completion of their degree as outlined in Continuation. The Advising Support Center will review grades at the conclusion of each term. Students who have a cumulative GPA above a 2.0 but a term GPA less than a 2.0 will receive an Academic Performance Notification from the ASC. Likewise, students who may be behind on satisfactory academic credits will receive a Performance Notification from the ASC. The Academic Performance Notification lets students know they should be diligent in attending to their academic responsibilities and refraining from participating in activities that might interfere with their academic focus and performance.

Academic Warning

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

Students on warned status are expected to concentrate their energies on their studies in order to improve their performance to the required standards of Oxford College. They are also expected to meet with the Advising Support Center to create a plan for improvement.

Students who have a cumulative GPA above a 2.0 but a term GPA below a 2.0, as well as students who may be behind on credits, will receive an Academic Performance Notification from the ASC (See above). 

Students on warned status are not in good standing because they have not met the minimum GPA standards.

Exclusion

A student who fails to meet minimum requirements for continued attendance is excluded (suspended), typically for a minimum of one regular semester. Students may also be excluded or suspended as a result of an honor code or conduct code process.

Excluded or suspended students may be readmitted through the readmission application process. Students who were excluded may not be in good standing upon readmission.

Permanent Exclusion and Dismissal

Students who have not met the continuation requirements may be permanently excluded (expelled). Students may also be suspended, dismissed, or expelled as a result of an honor code, conduct code, or Title IX process.

Permanently excluded, dismissed, and expelled students may not be readmitted to Oxford College.

Student responsibilities (illustrative not exhaustive): meet standards for continuation in attendance. Improve performance.

Typically involved Oxford parties: ASC, associate dean for academic affairs, Oxford College Honor Code, Oxford College Conduct Board, Registrar’s Office.

Possible outcomes (illustrative not exhaustive): continuation in attendance, probation with attendant loss of good standing, improvement of performance, exclusion, permanent exclusion or expulsion. As applicable, requirement to meet conditions for readmission.

Academic Standing

Good standing is defined as meeting all the following standards:

1. continuation in attendance;
2. minimum GPA requirements as defined in Catalog;
3. absence of conduct code sanctions including probation, dismissal (expulsion), suspension, and interim suspension;
4. absence of honor code sanctions including probation, suspension, and expulsion; and
5. absence of Title IX sanctions including probation, suspension, and expulsion.

Students who lack good standing are ineligible for many programs and opportunities at Oxford College, including, but not limited to, transient study; travel courses; study abroad; leadership roles; select summer school courses; internship coursework; and overloads.

OPUS (Online Pathway to University Students) is Emory’s student information system on the web. Students are able to register (i.e. 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.

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

Official Transcripts

Emory University has partnered with Parchment to issue official transcripts. Students may access the Parchment website through OPUS. Students will need to create a profile in Parchment before placing a transcript order. Transcripts include the entire scholastic record; no incomplete or partial transcripts will be issued. 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. There is no per transcript fee, but special delivery (rush ordering) handling fee will be assessed for express mail service.

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.

View the FERPA policy.

Student responsibilities (illustrative not exhaustive): know and understand FERPA regulations. As applicable, file consent for disclosure of private educational information.

Typically involved Oxford parties: ASC, Registrar's Office

Possible outcomes (illustrative not exhaustive): access, or denial of access, for designated individuals to a student’s private educational information.

Students, including students with related accommodations from the Department of Accessibility Services (DAS), must follow the posted exam schedule. Students must secure the approval of the associate dean of academic affairs to take a final exam earlier or later than scheduled. Normally, permission is granted for documented family emergencies, documented medical reasons, for participation in educational programs, or in support of DAS accommodations. 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 must document their situation with the associate dean for academic affairs no later than April 1 in spring semester and December 1 in fall semester. Students in this situation may be granted permission to take one of their exams at an alternate date and time within the official exam period. Students may not select which exam is rescheduled.

Leaving early for rides or flights, vacations, weddings or graduations, jobs, or having two exams on one day are not considered valid reasons to request an earlier or later exam.

Students may review their final exam schedules on OPUS or the Oxford College Registrar’s website and are encouraged to do so before making any end of semester travel plans. Students who are unsure about their final exam schedule should make plans to depart after the latest exam date and time and before the posted semester departure deadline.

Oxford Residential Education and Services (RES) posts the departure deadline each semester. RES requires all students to depart no more than 24 hours after their last scheduled exam or by the posted semester departure deadline, whichever is earlier. Students whose travel plans involve departure later than 24 hours after their last exam may be permitted to extend their stay beyond 24 hours after their last exam, provided their conduct is conducive to others’ needs for study and sleep.

Any Oxford student seeking to defer a major in-course assessment or final exam due to illness or emergency must be granted formal permission by the associate dean for academic affairs. Such deferments will be granted only in the following circumstances, all of which must be independently documented and verified:

1. Illness requiring in-patient hospitalization during the time of the exam;
2. Death of an immediate family member (grandparent, parent, or sibling) at the time of the exam, or immediately prior;
3. Illness for which a treating physician provides independent, written documentation directly to the associate dean for academic affairs stating that the student is medically incapable of taking the exam because of health risk to self or In the event that such documentation is not available, with written consent from the student, if the associate dean for academic affairs can confirm with Student Health Services or Counseling and Career Services that the student is medically incapable of taking the exam because of health risk to self or others, then the student will be excused; or
4. Other extraordinary circumstances beyond the student’s control for which documentation can be provided and for which there is absolutely no alternative

Except in the case of #1 or #2, such documentation must be received prior to the exam in order to be excused. In the case of #1 and #2, documentation must be provided no later than 24 hours after the exam and must cover the time of the exam.

Student responsibilities (illustrative not exhaustive): review the final exam schedule in OPUS, and the posted semester departure deadline. Make travel plans accordingly. Follow all procedures and meet all deadlines regarding approval of requested changes to the final exam schedule.

Typically involved Oxford parties: associate dean for academic affairs, Oxford College faculty, RES, Student Health Services, Counseling and Career Services, DAS

Possible outcomes (illustrative not exhaustive): approved change to the final exam schedule, or denial. Excused absence from an examination, or unexcused.

Grade appeals are exercised only in egregious and exceptional circumstances and, as such, are rare. Students should be aware that grading is the prerogative of the faculty member. There are only three scenarios that may result in a successful argument for a change of grade:

• The faculty member calculated the grade incorrectly and the student has documentation to provide
• Criteria used in grading were different than those set forth in the syllabus and/or provided orally to the class.
• There is objective evidence that the student was graded according to criteria or a scale other than that by which others in the class were graded.

Students who believe such a scenario may apply to them should contact the associate dean for academic affairs within 5 calendar days of the issuance of the grade in question. If a formal appeal is filed, it must be put in writing to the faculty member within 7 calendar days of the issuance of the grade, with stated reasons for the request that conform to one or more of the three grounds for appeal as noted above, with the associate dean for academic affairs in copy. If it remains unresolved, the student, in consultation with the associate dean for academic affairs, should forward the same information with any relevant new information to the division chair. If it remains unresolved, the final step would be to forward the same information with any relevant new information to the senior associate dean of academic affairs, whose decision will be final.

Student responsibilities (illustrative not exhaustive): understand the grading for each class. Identify grounds for appeal. Consult with the associate dean for academic affairs, follow procedures, file appeals, and meet deadlines.

Typically involved Oxford parties: Oxford College faculty, associate dean for academic affairs, division chairs, senior associate dean of academic affairs.

Possible outcomes (illustrative not exhaustive): acceptance of appeal with subsequent grade change; denial of appeal with no grade change.

A grade of I or IP, Incomplete or In Progress, may be recorded in three cases: (1) for courses in which an honor code investigation is pending; (2) in travel courses or study abroad in which graded portions of the class occur after the last day of finals in the semester of enrollment; or (3) when the associate dean of academic affairs, for reasons such as a student’s or faculty member’s illness or emergency, grants a faculty member permission to assign a grade of Incomplete (I). 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 will result in a grade of Incomplete Failing (IF) unless an extension is granted by the associate dean of academic affairs. Graduating sophomores may be granted an incomplete for the reasons listed above. However, it is recommended that they complete their outstanding work well before the start of the first semester at Emory College. In other words, an incomplete grade required for graduation must be resolved in time for degree conferral. For students who take leave or do not return to Oxford or continue at Emory, the I must be removed within a calendar year, or it automatically becomes an IF. The grades of WF and IF are computed as F which do impact the student’s grade point average.

Student responsibilities (illustrative not exhaustive): participate in honor code investigation, as applicable. Participate in the establishment of new deadlines for outstanding work, including signature on a form delineating the work and deadlines.

Ensure submission of complete work according to agreed-upon procedures and deadlines.

Typically involved Oxford parties: associate dean for academic affairs, Oxford College faculty, ASC, Registrar’s Office

Possible outcomes (illustrative not exhaustive): denial of option to record grade of I; permission to award grade of I; unsuccessful completion of the course and subsequent record of grade of F; successful completion of the course and subsequent record of earned grade.

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 a 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 is

1. engaging or threatening to engage in behavior which poses a high probability of substantial harm; 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 Oxford College.

Procedure

An involuntary withdrawal is rare and is instituted when other reasonable and available options have been considered and the student declines, verbally or through inaction, to take a voluntary medical withdrawal or leave of absence.  

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 do the following:

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 the student’s behavior, and
4. discuss options available to the student, including counseling, voluntary withdrawal, and evaluation for involuntary

If the student agrees to a voluntary withdrawal from the university and waives any right to any further procedures available under this policy, the VMW&LOA policy will then apply. 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 or other healthcare professional.

Evaluation

The associate dean of academic affairs may refer the student for a mandatory evaluation by an appropriate mental health or other healthcare 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 or other healthcare professional(s) 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 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 to 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 to 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 the student’s right to an informal hearing, of the student’s right to appeal the decision of the hearing officer, and of any conditions necessary for readmission. 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 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 healthcare professional of the student’s 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 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:

• there is imminent danger of serious physical harm to others,
• there is imminent danger of significant property damage,
• the student is unable or unwilling to meet with the associate dean of academic affairs,
• the student refuses to complete the mandatory evaluation, or
• 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 Readmission

The associate dean of academic affairs or designee may require a student who has been involuntarily withdrawn under this policy to be re-evaluated before the student is readmitted in order to assure that the student presents no direct threat to others.

Student responsibilities (illustrative not exhaustive): meet with the associate dean for academic affairs; consider a voluntary withdrawal; participate in any mandated evaluation as applicable; request an informal hearing if desired; appeal if desired.

Typically involved Oxford parties: associate dean for academic affairs, ASC, appropriate Health Service (Oxford Student Health Services and/or Oxford Counseling and Career Services), and Readmission & Relief Committee

Possible outcomes (illustrative not exhaustive): involuntary withdrawal, voluntary medical withdrawal and leave of absence, or emergency suspension. As applicable, requirement to meet conditions for readmission.

Professors are expected to notify students if their academic performance is lower than expected at the midpoint of the fall and spring semester. The status report will detail the individual student’s progress in that specific course and include suggestions for improvement. Students receiving midterm status reports (MSRs) should meet with the relevant faculty member, their faculty adviser, and the Advising Support Center or associate dean for academic affairs to discuss a plan to manage the completion of the course(s).  When FERPA consent has been provided, the Advising Support Center or the associate dean of academic affairs may initiate contact with parents/guardians/supporters of students receiving three or more midterm status reports. While an MSR does not result in a permanent mark on the student’s academic record, they do provide the means for academic interventions on behalf of the student.

Student responsibilities (illustrative not exhaustive): review and act upon any midterm status reports received. Upon request, meet with the Advising Support Center and/or associate dean for academic affairs.

Typically involved Oxford parties: associate dean for academic affairs, ASC, course faculty member(s), faculty adviser

Possible outcomes (illustrative not exhaustive): completion of the course; withdrawal from the course according to Schedule Adjustments section of this Catalog

We welcome applications for students who are returning from leave (i.e., academic exclusion, voluntary medical withdrawal/leave of absence, involuntary withdrawal, etc.).

After taking leave for one or more regular semesters, any student who was in good academic standing at the end of their last prior semester of enrollment is eligible for return within two years from the first day of classes of the initial term of withdrawal or leave of absence.

Special conditions for return, individualized for each student, may apply for students who were on academic probation when they left, who withdrew or took a leave of absence without approval, or who used the VMW&LOA policy. Students will be notified of these conditions at the time of readmission; must agree to the conditions to return; and must meet the conditions on an ongoing basis to remain enrolled at Oxford College upon return. Failure to meet the conditions may result in cancellation of enrollment with grades of WF; ineligibility for good standing; and ineligibility for tuition/fee adjustment as per the prorated schedule.

To initiate the return from leave process, a student must submit an application, which may be obtained from Oxford College’s Advising Support Center via oxadvising@emory.edu, and, when completed, returned to the same office. Applications, personal statements, all supporting materials, and up-to-date Health Care Provider Statement(s). For students returning from medical leave, students should submit materials from each medical provider (especially if they work with multiple) confirming medical clearance and readiness to resume coursework. All materials for students returning from leave are due on or before the following priority dates: October 1 for spring semester and March 15 for fall semester. Timely submission of completed paperwork by the priority dates ensures eligibility to participate in course registration, submit housing applications, application for financial aid (if applicable), and, for international students, preparation of visa materials.

Return from leave applications submitted after the priority dates may result in diminished course availability, as the student will not be able to participate in registration, including the possibility that registration accommodations may not be met; temporary housing or no housing at all, including the possibility that housing accommodations may not be met; delay of financial aid packaging, awarding, and/or disbursement; and/or the inability to complete necessary visa materials in time for the start of the requested semester.  

Return from leave does not carry with it the awarding of transfer credit for work done at another college or university while a student is away from Emory. Students who wish to engage in academic coursework while on leave will not be able to apply those credits towards their Oxford degree.

Return to Oxford College is not guaranteed. All applications are evaluated on the condition that the student can establish a reasonable plan for how they will successfully complete their Oxford College degree within the allotted time and abide by the expectations of the institution as responsible members of the Oxford College community, a rigorous, residential liberal arts college. Applicants for readmission must be clear of all financial obligations to the institution, and, if applicable, have addressed any Honor Code violations and/or Conduct Code issues prior to return.

Readmitted students may be subject to the current degree requirements of Oxford College of Emory University as well as the current requirements of any major or minor program that the student declares at the time of readmission.

Student responsibilities (illustrative not exhaustive): apply for readmission, if and when eligible. Ensure submission of required documents according to procedures and deadlines.

Typically involved Oxford parties: associate dean for academic affairs, ASC, Oxford College Readmission & Relief Committee

Possible outcomes (illustrative not exhaustive): acceptance of readmission application, with or without conditions; with or without accommodations; and in the semester of initial request or a later semester; deferral of readmission application; or denial of readmission application.

Oxford College recognizes that students may experience medical situations that significantly limit their ability to function successfully or safely in their role as students. In those situations, students should consider requesting a Voluntary Medical Withdrawal & Leave of Absence (VMW&LOA), which permits students to take a break from Oxford life and their studies, so that they may receive treatment and later return to the University to achieve their academic and co-curricular goals. Those students who are unable to request VMW&LOA while the semester is in process and can provide appropriate documentation that would have led to approval of VMW&LOA, but do not come forward to obtain a total withdrawal during the semester, may petition the Oxford College Readmission & Relief Committee for Retroactive Academic Relief.

Students with whom university official(s) discuss Voluntary Medical Withdrawal (either verbally or in writing) may be ineligible to request Retroactive Academic Relief in the future. The Readmission & Relief Committee expects to see observable differences in performance level before and/or after the semester for which relief is requested. The Readmission & Relief Committee reserves the right to delay a decision on a petition until grades are available for review.

Normally, retroactive academic relief may be applied for and received for one semester only during the student’s Oxford College career. Retroactive academic relief may be requested before the end of the next regular semester. A student’s academic record is sealed when the Oxford Associate of Arts degree is granted, and no changes to the record will be made per Emory University’s sealed records policy.

Review of Retroactive Academic Relief petitions closely mirrors the processes described in the VMW&LOA policy and Petitions for Readmission, including, but not limited to, submission of written personal statements, the submission of supporting documents, including those from healthcare providers. In other words, students must provide documentation that demonstrates how their academic performance was impacted due to unaddressed medical hardships.

The priority deadlines for Retroactive Academic Relief petitions are October 1 for fall semester and March 15 for spring semester. Graduating sophomores must submit petitions on or before these deadlines for consideration. Only complete petitions will be accepted. 

If the Readmission & Relief Committee grants the petition, all the student’s letter grades for the relevant semester will be converted to Satisfactory/Unsatisfactory grades. The semester will not count towards the GPA. Courses in which the student receives a “Satisfactory” grade will count as elective credit toward the academic credit requirement for graduation.

Students who receive academic relief from any term are prohibited from petitioning to have any of the courses with a “Satisfactory” grade count in the General Education Requirements (GERs) of the College. In no instance will these “Satisfactory” grades fulfill a GER. In no instance will the student be eligible for tuition/fee adjustment. A notation will be made on the official student transcript indicating the student was granted academic relief for that term due to extenuating circumstances. Transcript Note: Student approved for academic relief during this term based on extenuating circumstances.

Student responsibilities (illustrative not exhaustive): seek healthcare and keep relevant documentation. Ensure submission of required documents according to procedures and deadlines. Know and understand the limitations and restrictions imposed by this policy.

Typically involved Oxford parties: associate dean for academic affairs, ASC, Oxford Student Health Services and/or Oxford Counseling and Career Services, and Readmission & Relief Committee

Subject to the limitations and qualifications stated elsewhere in this catalog, requirements for associate of arts degrees are as follows:

1. a minimum of 65 semester hours of credit (1 PE credit must be included in this minimum);
2. a minimum of 54 credits taken at Oxford College, the final eight (8) of which must be taken at Oxford College or Emory University Summer School;
3. a cumulative grade point average of at least 2.0;
4. fulfillment of the General Education Program; and
5. satisfaction of all financial obligations to Oxford College and Emory

No degree may be conferred to a student while that student has a pending Honor Code of Code of Conduct case, nor when that student is suspended from Oxford College under the provisions of the Honor Code or Code of Conduct.

Students may not continue to the Atlanta campus of Emory University (including Emory College, Goizueta Business School, and/or the School of Nursing) until all degree requirements have been met and the associate of arts degree conferred.

Oxford College students may not transfer to Emory College of Arts and Sciences, Goizueta Business School, or the School of Nursing at any time.

The staff, administration, and faculty of Oxford and Emory College, Goizueta Business School, and the School of Nursing work to give Oxford’s rising juniors the information and guidance required to continue to the Atlanta campus as seamlessly as possible. This includes the ATL Bound program for all Oxford sophomores before the start of the spring semester. Oxford students are also encouraged to begin acquainting themselves with the Atlanta campus in their first year at Oxford. Frequent shuttle service to the Atlanta campus is provided for students.

Upon continuation to the Atlanta campus of Emory University, Oxford College students must satisfy all degree, credit, residency, and graduation requirements to graduate from Emory College, Goizueta Business School, and/or the School of Nursing. Minimum standards are noted below; individual students’ requirements may differ.

Courses taken from Emory College, Goizueta Business School, and/or the School of Nursing while an Oxford College student cannot count as part of the post-Associate of Arts residency requirements.

Student responsibilities (illustrative not exhaustive): know, understand, and satisfy graduation, continuation, and credit and residency requirements. Apply for graduation, according to published deadlines and procedures.

Typically involved Oxford parties: Oxford College faculty, associate dean for academic affairs, ASC, Registrar’s Office

Possible outcomes (illustrative not exhaustive): graduate, continue to the Atlanta campus, transfer, or be excluded.

Oxford College awards degrees three times a year: May, August, and December. However, we host commencement only following the spring semester (May Commencement). To accommodate students who wish to participate in the May Commencement but who do not fall under the normal two-years-to-degree model, Oxford College invites fall, spring and summer graduates to participate in the spring commencement ceremony. Summer graduates may be permitted to walk at spring commencement only if they have enrolled in the appropriate summer courses which will allow them to graduate. While summer graduates may participate in commencement, their diplomas will not be mailed until after the conclusion of the summer semester. 

Students cannot withdraw from courses if the withdrawal results in fewer than 12 credit hours, as students are not permitted to underload, except as elsewhere provided for in this Catalog.

A student who has been accused of or found responsible for an Honor Code violation may not withdraw from the course.

Please refer to the academic calendar for the timeline and deadlines for schedule adjustments and withdrawals.

There is no tuition refund for withdrawal except in cases of a total withdrawal from the College before the end of the sixth week of class. Please refer to the Tuition Adjustment Policy and Deadlines of Emory University.

Add/Drop/Swap

A student may change courses within the first two weeks of the fall and spring semesters (the Add/Drop/Swap period). After the conclusion of the Add/Drop/Swap period, students may petition to drop a course through the twenty-fifth class day of the semester. A change may be made in the grading basis of a course (letter grade or S/U) through the forty-third class day of the semester. (See Academic Calendar for specific dates.)

Withdrawal from Course(s)

If students want to make schedule changes after the Add/Drop/Swap period, they must consult with and receive approval from the Advising Support Center. To process a withdrawal from a course, students must contact the ASC (either in person or via email) and acquire a link to the course withdrawal form. The online form requires the course information (course name, 4-digit course number and credit hours). While the form no longer requires signatures from the student, the course instructor (for the requested withdrawal) and the faculty adviser, students are encouraged to speak with their advisor about their withdrawal. The Advising Support Center will not accept or process incomplete or inaccurate forms. Students requesting course withdrawal must submit their forms personally; the ASC will not accept forms submitted by individuals who are not the student.

After the Add/Drop/Swap period ends, a letter grade of “W” or “WF” is assigned for courses removed from a student’s schedule; the “W” or “WF” will appear on the transcript. A grade of W (no academic penalty) is granted if the course withdrawal request is submitted on or before the forty-third (43) day of classes, providing that the student continues to carry a load of 12 credit hours, and with approval of the student’s academic adviser and the Advising Support Center. Course withdrawals made after the forty-third (43) day of classes will be assigned a “WF” (academic penalty) except as elsewhere provided for in this Catalog. (See Academic Calendar for specific dates)

Repetition of Courses

With approval of the faculty adviser and the Advising Support Center (ASC), 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 credit toward degree requirements will be received for the second instance of the repeated course. In the situation where the original course did not carry a Continuing Communication & Writing (CC/W) or Experiential (E) Requirement, and the second course instance does, the student may receive the W and/or E credit upon successful completion of the course. Students may not repeat a course via transient study. Furthermore, a student may not attempt to pass a course any more than three times. Students may be permitted to retake a course that they fail to successfully complete.

Student responsibilities (illustrative not exhaustive): Secure approval from the faculty adviser and ASC. Follow all procedures and meet all deadlines regarding schedule adjustments. Know and understand the limitations and restrictions imposed by this policy.

Typically involved Oxford parties: ASC, Oxford College faculty, faculty adviser, Registrar’s Office

Possible outcomes (illustrative not exhaustive): enrollment in courses; withdrawal from a course with a grade of W or WF; repetition of a course.

All appeals and petitions noted in this Catalog are null and void once a student’s degree has been conferred by Oxford College. A student’s academic record is sealed when the degree is granted, and no changes to the record will be made per Emory University’s sealed records policy.

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 IF, failure to finish an incomplete.

Oxford College does not officially recognize audits, and students may not register to audit any courses. With the permission of the instructor, students may unofficially visit any course for which they are eligible to register, but no record is kept of courses so visited.

Student responsibilities (illustrative not exhaustive): understand the grading for each class. Enroll in all courses for a letter grade basis. Follow procedures and meet deadlines to withdraw, as applicable.

Student complaints must be submitted in writing and accompanied by relevant documentation describing:

1. the specific action, practice or decision that is being challenged;
2. the impact of the decision;
3. what resolution is desired; and
4. why it should be granted.

To expedite a prompt resolution, complaints should include current contact information of the individual filing the complaint. Responses to the complaint including the final decision will be provided in writing within ten (10) business days of receipt of the complaint. Complaints must be submitted through the Oxford Speak Up form.

Federal financial aid laws and regulations require that each state have a process to review and act on complaints concerning educational institutions in the state. If you have a complaint, you may, of course, file a complaint with Emory's financial aid office or call the Trust Line at 1-888-550-8850 or file a report online. You may also file a complaint about Emory University with the State of Georgia Office of Inspector General by following the directions at the Office of Inspector General (OIG) website. In the event that OIG receives a student complaint relating to financial aid, it will be forwarded to the Office of Inspector General of the U.S. Department of Education.

Student responsibilities (illustrative not exhaustive): follow procedures to file a complaint.

Typically involved Oxford parties: relevant offices

Possible outcomes (illustrative not exhaustive): requested resolution, modified resolution, or denied resolution.

Oxford College recognizes that students may experience medical situations that significantly limit their ability to function successfully or safely in their role as students. In those situations, students should consider requesting a Voluntary Medical Withdrawal & Leave of Absence (VMW&LOA), which permits students to take a break from Oxford life and their studies, so that they may receive treatment and later return to the University to achieve their academic and co-curricular goals. Oxford College has designed this policy to ensure that students are given the individualized attention, consideration and support needed to address medical issues that arise or escalate during their time at the University. This policy outlines a flexible and individualized process that students should follow to request a Voluntary Medical Withdrawal & Leave of Absence to address their medical difficulties so that they can return to successfully graduate from Oxford. The VMW&LOA process is administered by the Readmission & Relief Committee, whose membership is comprised of representatives from the Advising Support Center (ASC), Academic Affairs, Campus Life, and the Department of Accessibility Services (DAS).

Students may read about other types of withdrawal and leaves of absence elsewhere in this Catalog.

Advantages of Taking a Voluntary Medical Withdrawal & Leave of Absence

Students who take a VMW&LOA may be eligible to receive the following advantages that may not be afforded by another type of leave of absence:

1. VMW&LOA does not necessarily disrupt the student’s guarantee of scholarships or
2. VMW&LOA may allow a student to withdraw from classes later in the semester than is normally permitted for personal leave of absence.
3. VMW&LOA may allow a student to receive grades of W (Withdrawn) rather than
4. For students with tuition reimbursement insurance, VMW&LOA generally qualifies a student for benefits until tuition insurance plans they may carry

Voluntary Medical Withdrawal and Leave of Absence Process

The following procedures provide for an individualized approach for assessing a student's eligibility to take and return from VMW&LOA and are designed to be reasonable and flexible.

The Exit Process

Students who are experiencing significant health issues that interfere with their academics or university life may choose to request a Voluntary Medical Withdrawal & Leave of Absence. Students interested in VMW&LOA should contact the Oxford College Advising Support Center (ASC). Students may also be referred by Oxford’s Care Hub.  Students who are interested in requesting voluntary medical withdrawal & leave of absence are required to provide documentation whereby a medical provider makes the recommendation for seeking VMW&LOA.

Students who are working with Oxford-based resources, including Oxford’s Center for Counseling & Well-being or Student Health Services, can grant permission (sign a release) for their providers to communicate with either the ASC or Care Hub. Students who are working with external healthcare providers (hereafter referred to as “appropriate Health Services”) may grant permission for those appropriate health services to provide a summary of the student’s medical history, including their level of functioning. Documentation is often reviewed by members of Oxford’s Care Hub, which may include representatives from academic affairs, counseling, student health, and conduct. This documentation will inform the Care Hub Committee, which will review various sources of information to determine whether a student’s request for a VMW&LOA will be approved when their health, safety, or academic success has been significantly impacted by a serious health issue.

The exit process proceeds as quickly as possible to allow a student experiencing difficulties due to a medical condition to immediately step away from college life and receive the support they need. Because every student’s situation is different, the length of the recommended leave of absence will be determined individually. The goal of taking a VMW&LOA is to ensure that students return to the University with an increased opportunity for academic success and students should take the time to achieve this goal. Students should check in with the Readmission & Relief Committee prior to and during their leave of absence as leaves may not be permitted indefinitely.

VMW&LOA must be requested on or before the last day of classes; it may not be requested during the final exam period.

While on Leave of Absence for VMW&LOA

While on leave of absence, students are encouraged to participate in healthcare and other practices that will help them become academically and personally ready to resume life at Oxford. Students are also encouraged to form relationships with reliable adult community observers who will be able to comment on a student’s activities and readiness to resume university life. A reliable adult community observer could be a mentor, a member of the clergy, a work or community service supervisor, co-worker, personal trainer, athletic coach, or some other individual in a position to have observed the student during the course of the leave of absence (not a family member).

While students are free to pursue coursework while on VMW&LOA, students may not receive Oxford/Emory credit for coursework from institution outside Oxford College of Emory University while on VMW&LOA. Students may choose to submit transcripts of such work to supplement their readmission application. Students must conclude any degree program from another institution before resuming studies at Oxford College.

Returning from a VMW&LOA

When a student is interested in returning to Oxford from a VMW&LOA, the student should take the following steps in order to initiate the re-enrollment process:

1. Contact the ASC to advise of the student’s interest in re-enrolling well in advance of the intended return date. Students should submit all materials by October 15 for consideration for the spring semester and March 15 for the fall semester. This ensures that the appropriate Health Service and the ASC have sufficient time to review the student’s request and re-enroll the student. If materials are received shortly after the relevant deadline, Oxford College will attempt to be flexible and review the student’s request to return for the desired semester. However, if there is missing information and/or Oxford needs additional time to contact the student’s treatment provider, as discussed below, consideration for a return may be made for the following regular semester rather than the semester for which they were initially seeking to return.
2. Speak with the ASC to determine whether any unfinished course work should be completed prior to returning from the leave of absence.
3. Have all treatment providers send a report documenting their work with the student, the student’s clinical status, and an opinion as to the student’s readiness to successfully resume academics and university The Readmission & Relief Committee relies heavily on information received from the student’s treatment provider. Students will be asked to provide Release of Information Forms to the appropriate Health Service so that its representative may communicate with treatment providers, deans, and the Advising Support Center regarding their return.
   While the Readmission & Relief Committee incorporates information received from the student’s treatment provider, the decision to grant re-admission remains with the Committee, as it integrates all information it has about the student.
4. Depending upon the nature and individual circumstances of the VMW&LOA, provide information to the appropriate Health Service showing that the student has reasonable capability of day-to-day functioning, with or without accommodations. The decision to require a student to provide this information is made on an individualized basis, and the decision and an explanation for this decision is conveyed to the student, in writing, during the exit The Readmission & Relief Committee may also require this information be submitted at a later time if it determines that the information provided by the student’s treatment provider is not sufficient to make a recommendation about return. In those cases, the readmission will provide the student with a written explanation for this determination.
   There are many ways in which a student might be able to demonstrate their day-to-day functioning. Students may choose to provide documentation from a reliable adult community observer who can comment on a student’s activities and readiness to resume university life. A reliable adult community observer could be a mentor, a member of the clergy, a work or community service supervisor, co-worker, personal trainer, athletic coach, or some other individual in a position to have observed the student during the course of the leave of absence (not a family member). Where possible, the letter should be submitted on letterhead stationery, signed, dated, and describe the student’s daily activities and the extent to which the writer feels the student is ready to resume studies at Oxford College and participate productively in college life. The student should have the letter sent to the ASC. Alternatively, a student may provide the name and contact information of a reference who will be able to provide information concerning the student’s daily activity and readiness to resume studies. The student will not have to disclose the reason for the leave of absence to the letter writer or reference.
5. Depending upon the nature and individual circumstances of the VMW&LOA, provide a brief statement (no more than two pages) describing:

• the student’s experience away from Oxford including the activities undertaken while away,
• the student’s current understanding of the factors that led to the need for the leave of absence, and the insights the student has gained from treatment and time away, and
• how the student plans to ensure a successful return to Oxford The decision to require a student to provide this information is made on an individualized basis, and the decision and an explanation for this decision is conveyed to the student, in writing, during the exit process. The appropriate Health Service may also require this information be submitted at a later time if Oxford determines that the other information submitted is not sufficient to make a recommendation about return. In those cases, the Readmission & Relief Committee will provide the student with a written explanation for this determination. Any requests for additional information may extend Oxford’s timeframe for reviewing requests to return. Oxford will notify the student of any situations where its review is delayed and the cause for the delay.

Processing a Student's Request to Return from a VMW&LOA

Once a student has sent in the materials, the student should double check that ASC has received these materials. Following a review of these materials, the Readmission & Relief Committee will determine if the student appears ready to resume academics and university life. The Readmission & Relief Committee will recommend a student for a return where the documentation demonstrates that the student is ready to resume studies and be a successful member of the campus community. Every effort will be made to respond to the student’s request for return within 14 calendar days of the readmission material submission deadline for that semester. A longer response time may be caused by the inability to reach a student’s treatment provider, high volume in the ASC, or other extenuating circumstances.

As described above, the ASC gives significant weight to the documentation of the opinion of student’s treatment providers regarding the student’s ability to function academically and safely at Oxford College with or without accommodations.

During the process of reviewing an application, if the Readmission & Relief Committee determines that information provided by the treatment provider is incomplete, requires further explanation or clarification, or when there is a disconnect between the medical information provided by the treatment provider and other information in the student’s files, the Readmission & Relief Committee will contact the treatment provider to obtain additional information.

In extraordinary circumstances (e.g., the college is concerned about the medical provider’s credentials), the Readmission & Relief Committee may request that the student undergo an additional assessment to allow the University to make a determination about the student’s readiness for return. In those rare instances, the Readmission & Relief Committee will notify the student of its rationale for making this request.

Students with disabilities may be eligible for reasonable accommodations and/or special services in accordance with the Rehabilitation Act of 1973 and the Americans with Disabilities Amendments Act (ADAA) of 2008. Students are responsible for communicating their requests for academic accommodations to the Oxford College Department of Accessibility Services (DAS). Detailed information on the process for requesting accommodations may be found on the DAS website.

The Readmission & Relief Committee will then make the final determination of whether a student is able to return. The ASC will be in touch with students regarding any applicable requirements upon returning to the University.

If upon review, the Readmission & Relief Committee decides that a student is not ready for return, the student will be advised of the Readmission & Relief Committee’s recommendation in writing along with recommendations that will enhance the student’s chance of a positive recommendation the next time the student’s request is considered. A student may appeal the Readmission & Relief Committee’s recommendation that the student is not ready to return to Oxford by submitting an appeal letter in writing to the Senior Associate Dean of Academic Affairs within 10 calendar days of receiving notice of the negative recommendation. The student may also submit any information the student believes to be relevant to the appeal. The Senior Associate Dean of Academic Affairs will review the student’s submission and make a final determination as to recommendation for return.

Once a student receives a satisfactory review, the Readmission & Relief Committee will schedule a check-in to review the students’ safety and review their plan for sustained health, including recommendations for ongoing treatment, on or off campus, upon the student’s return.

Student responsibilities (illustrative not exhaustive): seek healthcare. Coordinate with Oxford College to secure VMW&LOA, while on leave of absence, and to return from VMW&LOA. Ensure submission of required documents according to procedures and deadlines.

Typically involved Oxford parties: ASC, appropriate Health Service (Oxford Student Health Services and/or Oxford Counseling and Career Services), and Readmission & Relief Committee

Possible outcomes (illustrative not exhaustive): denial of VMW&LOA or permission to take VMW&LOA. Student’s decision to leave Oxford College permanently or apply for readmission. Denial of readmission application or acceptance of readmission application, with or without conditions; with or without accommodations; and in the semester of initial request or a later semester.

Students wishing to temporarily discontinue their studies at Oxford College for family emergencies, financial reasons, military service, personal leave of absence, religious missions, or other reasons may request a leave of absence. Leaves of Absence must be requested by the student, approved, and processed by the ASC and Registrar’s Office no later than the final day of schedule adjustment (add/ drop/swap) in any semester. Approved leaves of absence result in no entry for that semester on the student’s transcript of classes or grades; eligibility for good standing; and eligibility for tuition/fee adjustment in cases where students made tuition/fee payments.

Students wishing to cancel registration during the semester after the final day of schedule adjustment (add/drop/swap) may request a voluntary withdrawal. Students must request and receive approval from the associate dean for academic affairs to receive voluntary withdrawal. Approved voluntary withdrawal during the first forty-three (43) class days of a regular semester results in grades of W; eligibility for good standing; and eligibility for tuition/fee adjustment as per the prorated schedule.

Thereafter, a student who withdraws will normally receive grades of WF in all courses, except under the provision below.

For reasons of illness or other compelling circumstances, a student may withdraw during the semester from all classes with the approval of the associate dean for academic affairs. Students must provide documentation from a treating health provider or other appropriate documentation relevant to their circumstances. If a dean grants the semester withdrawal, the student will receive grades of W in all courses for that term.

A Voluntary Withdrawal must be requested on or before the last day of classes; they may not be requested during the final exam period. Unapproved voluntary withdrawal may result in grades of WF; ineligibility for good standing; and ineligibility for tuition/fee adjustment as per the prorated schedule.

Student responsibilities (illustrative not exhaustive): Submit required documents according to procedures and deadlines.

Typically involved Oxford parties: faculty adviser, Financial Aid Office, as applicable, RES, ASC, associate dean for academic affairs, Registrar’s Office

Possible outcomes (illustrative not exhaustive): approved leave or withdrawal or denied. No entry on the transcript for approved leaves, or grades of W or WF for withdrawals. Eligibility for good standing, or ineligibility. Eligibility for tuition/fee adjustment, or ineligibility. Requirement to apply for readmission to return to Oxford College to complete studies. As applicable, requirement to meet conditions for readmission.

References to individuals, including but not limited to dean of Oxford College, senior associate dean of academic affairs, associate dean for academic affairs, and the like, include designees.

Days refer to calendar days, not business days, unless otherwise noted.