V. UNDERGRADUATE ACADEMIC REGULATIONS AND INSTITUTIONAL POLICIES

CREDIT BY EXAMINATION, CERTIFICATION, OR CORRESPONDENCE POLICIES

A. Challenge Examinations
B. College Level Examination Program (CLEP)
C. Defense Activity for Non-Traditional Education Support (DANTES)
D. Professional Certification Credits
E. University Board Advanced Placement Program

DEGREE REQUIREMENTS

A. Institutional Requirements for the Baccalaureate Degree
B. Core Curriculum
C. Degree Plans
D. Major
E. Minor, Interdisciplinary Concentration, or Specialization
F. Second Major
G. Second Baccalaureate Degree

ENROLLMENT AND ATTENDANCE POLICIES

A. Academic Advising
B. Academic Load
C. Academic Placement Testing Requirements
D. Academic Overload
E. Attendance
F. Satisfactory Academic Progress
G. Auditing
H. Correspondence Work
I. Independent Study Work
J. Inter-Institutional Work
K. Schedule Adjustment
L. Study Abroad Enrollment
M. Study at Another Institution

GRADES AND ACADEMIC HISTORY POLICIES

A. Academic Integrity Policy
B. Classification of Students
C. Dean’s List
D. Honor Societies
E. System of Grading
F. Honor Points
G. Probation and Suspension Policy
H. Repeat Policy

GRADUATION POLICIES

A. Undergraduate Bulletin for Graduation
B. Graduation Completion Policies
C. Graduation Honors
D. Participation in Commencement Ceremonies

STUDENT RECORDS AND STUDENT PRIVACY

A. Student Records Fee
B. Student Records
C. Review of the Educational Record
D. Educational Records on Campus
E. Amendment of the Educational Record
F. Directory Information and Student Confidentiality
G. Transcripts

Academic regulations apply to all students, regardless of the degree program, and provide direction for consistent application for institutional policies.

CREDIT BY EXAMINATION, CERTIFICATION, OR CORRESPONDENCE POLICIES

University of the Incarnate Word recognizes credits earned by examination, certification, or correspondence based on the concept that learning may be acquired from different sources of knowledge. Students must complete the “Request for Credit by Examination” form before they attempt the test. The policies follow:

• A maximum of 30 semester credit hours may be earned through examination, professional certification, or in combination with correspondence work (which is limited to 12 semester hours).
  
• Credit granted through examinations may not be used to fulfill residency requirements for baccalaureate degrees.
  
• Credit may not be granted when the examination duplicates University credits previously earned or when the student has credit for courses at a more advanced level than that of the examination.
  
• Credit earned by examination will be posted to the student’s academic record after the student enrolls for credit at the University of the Incarnate Word. If an unsatisfactory score is achieved, the examination is not reflected on the student’s academic record.
  
• An examination may be attempted only twice. No test may be repeated until a minimum of six months has elapsed between each attempt.
  
• The type of examination, course title, credit hours awarded and a grade of P will be recorded. No other grades will be recorded.
  
• Credits earned through examination are counted as “transfer” work and do not satisfy residency requirements, either for the major or institutional.
  
• The Computer Literacy competency examination may be attempted for credit or to demonstrate computer competence. Students who seek course credit for the examination must pay 40% of the tuition in advance of taking the examination. The examination may be attempted only once and must be completed with a minimum grade of C (a grade of P will be recorded if the minimum is achieved). Students who seek to demonstrate computer competence may take the examination once only and do not receive college credit should they pass. Students must complete the computer literacy requirement by the end of their second semester at the University of the Incarnate Word. If the Computer Literacy course option is selected or required, it will satisfy general electives on the degree plan but will not satisfy the 9–10 hours of Core Electives required.
  
• Credit by examination may not be earned during the semester in which the student intends to graduate.

A. Challenge Examinations

Only students enrolled in a degree program at the University of the Incarnate Word are eligible to apply for challenge examinations. These examinations may be taken only if approved by the faculty member who will administer the test and the Dean of the school or college over the discipline involved. The examination may be taken only once and must be completed with a minimum grade of C (a grade of P will be recorded if the minimum is achieved). Challenge Examination application forms are available in the Registrar’s Office. The fee, 40% of the tuition for the course being challenged, is payable in advance.

B. College Level Examination Program (CLEP)

The College Level Examination Program (CLEP) provides two types of examinations: 1) General Examinations and 2) Subject Examinations that are available in a variety of disciplines. Students interested in these examinations should contact personnel in the Testing Center for information regarding costs, testing dates, and procedures for having test scores submitted for consideration for credit. The University faculty in each discipline area sets standards for satisfactory credit. In some instances, the required score will be slightly above the ACE recommendations.

C. Defense Activity for Non-Traditional Education Support (DANTES)

These are an extensive series of examinations in university subjects that are comparable to the final or end-of-course examination in particular undergraduate courses. Students should contact personnel in the Testing Center for more information about these examinations.

D. Professional Certification Credits

Credit may be awarded for completion of educational programs conducted for business and industry. After matriculation, credit will be determined on an individual basis, dependent upon UIW equivalence and upon American Council on Education credit recommendations. The student must petition for credit through the Registrar who confers with the appropriate discipline faculty and Dean. A maximum of 30 semester hours may be earned by professional certification or in combination with correspondence or credit by examination. A fee of $50.00 will be charged per course. After matriculation, students must obtain their Advisor and Dean’s approval to transfer such credits to UIW.

E. University Board Advanced Placement Program

The Advanced Placement (AP) Program is sponsored by the University Board and offers secondary school students the opportunity to participate in challenging university-level course work with the potential of receiving university credit. The University of the Incarnate Word requires a minimum score of “3” for award of credit. Official score reports should be sent to the Registrar, who will evaluate the report and determine the amount of credit, based upon the recommendation by the discipline faculty, and grade to be awarded. In most cases, the ACE recommendation will be used. Students must complete the AP examination to receive credit. Credit will not be awarded for participation in an AP program without completion of the AP examination.

DEGREE REQUIREMENTS

Degrees are composed of a University Core Curriculum, requirements for the major (as well as supportive courses or courses as part of a required minor), and elective courses to equal the total hours required for a degree. The Institutional policies governing these areas are listed below. Specific requirements for the major and their associated support or minor requirements are listed within the disciplines section of this catalog.

A. Institutional Requirements for the Baccalaureate Degree

1. Completion of a minimum of 128 semester hours of course credit, with a minimum GPA of 2.0. Academic Literacy courses (developmental or ESL, orientation, etc.) will not count toward this requirement. Some degree programs require more than 128 semester hours of credit.
   
2. Completion of a minimum of 42 semester hours of credit in upper division courses (3000 level and above).
   
3. Completion of a minimum of 45 semester hours of course work at the University of the Incarnate Word. Of these, 12 semester hours must be in upper division courses in the major field.
   
4. Completion of 36 of the last 45 semester hours for the degree at the University of the Incarnate Word.
   
5. Completion of the Core Curriculum. Some degree programs require a grade of C or higher for Core Curriculum courses that are required for those programs. A minimum grade of C is required in
   ENGL 1311 and ENGL 1312, regardless of the program.
6. Completion of a major and any related requirements. Specific requirements for each major will be
   found in the Undergraduate Program section of this Bulletin. A minimum grade of C is required in
   all courses needed to fulfill the major, concentration, specialization, and minor, where required.
   
7. Completion of sufficient elective courses to fulfill the total number of hours required for graduation (128).
   
8. Completion of 45 clock hours (non-credit) of Community Service. Documentation is due to the Registrar’s Office by the last day to register for the semester during which the student intends to graduate.
   
9. Official degree plan on file in the Registrar’s Office.
   
10. Payment of all outstanding bills and return of University equipment and library books.

B. Core Curriculum

The Core Curriculum of University of the Incarnate Word is, as the name implies, the heart or center of the undergraduate educational experience. The Core Curriculum is an integrated and sequenced course of study, which constitutes approximately 52-53 semester hours of a student’s degree plan.

The content of the Core Curriculum is dictated by the traditional concept of liberal arts education. It includes a carefully devised study of rhetoric (intelligent reading and correct writing), philosophy, theology, literature and the arts, mathematics and the natural sciences, history, the behavioral and social sciences, language, and wellness.

Unique to the University’s approach to the liberal arts, however, is a conscious emphasis on integrating their content elements. This emphasis is rooted in the experience of the academic community that knowledge is not acquired in isolated elements and that wisdom derives from an exploration of truth in all its aspects. A whole person is an organism of body, mind, emotions, and spirit and comes to know truth by way of the physical, mental, emotional, spiritual, and aesthetic exploration of reality.

In addition to the content of the liberal arts and their integration, the Core Curriculum addresses itself to the major processes identified as requisites for success as an effective participant in the contemporary world, namely, critical thinking and learning, social interaction, wellness development, values formation, and ethical decision making. Because its mission, founded in the Catholic tradition, is based on the premise of a sound faith relationship between the creature and the Creator, the University of the Incarnate Word includes in its Core a study of religion.

The core is a common experience for all UIW students and represents a major vehicle for transmitting the mission values of the University. (Coursework that constitutes The Core Curriculum is on page 87). The Core and Major (specialized curriculum in a particular field of study) are intended to assure that every student accomplishes ten broad educational goals. Objectives under each goal specify learning outcomes to be developed by all undergraduates who complete a degree at UIW. Students are expected to develop knowledge, attitudes, skills, and values in each of the following goal areas:

1. Critical and Creative Thinking: to analyze information logically and to utilize and transform
   knowledge in fair-minded, purposeful, and imaginative ways.
   
2. Effective Communication: to write and speak clearly and persuasively and to convey meaning
   effectively in non-verbal contexts.
   
3. Media/Technology: to understand the benefits and limitation of technology and media and how to use
   them in socially positive ways.
   
4. Research: to synthesize the gathering, evaluating, and interpreting of data in a study or creative work
   that can be shared with a community of scholars.
   
5. Global and Historical Consciousness: to understand and be sensitive to the ways humans have been
   influenced by cultural, religious, and ethnic traditions, by economic forces, and by environmental
   opportunities and limitations.
   
6. Aesthetic Engagement: to realize the significant role that aesthetic experience and the visual/
   performing arts play in shaping meaningful lives.
   
7. Quantitative/Scientific Analysis: to use mathematical reasoning and the scientific method to address
   issues in an increasingly complex, technological world.
   
8. Social Justice: to use ethical decision-making skills to evaluate the consequences of personal behavior
   as well as the policies and practices of groups and systems.
   
9. Professionalism: to develop leadership qualities that help achieve personal goals and contribute to the
   good of society through work.
   
10. Integration/Spirituality: to understand the importance of developing as a whole person who is
    spiritually mature and dedicated to being a productive and responsible citizen.

Appropriate assessment strategies will determine student success in achieving the outcomes under these goals and demonstrate that UIW is accomplishing its educational mission. By this means, UIW offers its students the opportunity to grow as self-filled human beings and competent professionals dedicated to service.

C. Degree Plans

After the completion of 32 semester hours, students should apply for admission to study their intended major. Once approved to the major, an official degree plan will be prepared and sent to the student and his/her assigned advisor. The degree plan will be based on the curriculum in effect at the time of the student’s matriculation at the University of the Incarnate Word. The degree plan identifies all of the courses and requirements for the degree. Once the degree plan is issued, it is the responsibility of the student, in conversation with his/her assigned advisor, to keep the degree plan current. Delay in applying to the major may result in the completion of courses that are not needed for the degree.

An official degree plan must be on file in the Registrar’s Office when the student applies to graduate. Upon application for graduation, the degree plan will be updated by the Registrar’s Office and an official degree audit prepared and sent to the student and advisor.

D. Major

A major is defined as a program of study involving at least 30 hours (with a minimum of 18 upper division hours) in a single discipline or interdisciplinary field. Not later than the end of the freshman year (32 semester hours), students select a program of study as their major field and make formal application to the college in which they wish to major. They submit an application form to the undergraduate Academic Advising Office.

Students refused admission to a major are not eligible to take upper-division courses in that field. Students who have not been admitted to a major by the time they complete 96 semester hours of degree credit will be required to withdraw from the University.

For all majors, a minimum grade of C will be required for courses within each major. This requirement refers only to courses in the major discipline and not to other supporting work that may be required. Individual disciplines may, however, have policies more stringent than the University-wide policy. Detailed requirements for each major can be found in the “Undergraduate Programs” section of this bulletin.

Major programs may be modified or discontinued without prior notice because of academic, fiscal, or staffing considerations. Students affected by such changes will be assisted in their efforts to continue their studies in other programs or universities.

E. Minor, Interdisciplinary Concentration, or Specialization

Most majors require a minor, an interdisciplinary concentration, or a specialization within the major. A grade of C or better is required in every course that counts toward the minor, an interdisciplinary concentration, or a specialization. Details of these requirements may be found in the “Undergraduate Programs” section of this bulletin.

The discipline within which a minor is taken defines, within the University standards stated below, the requirements for the minor.

The discipline that requires or accepts an interdisciplinary concentration on a certain topic for students majoring in it defines, within the University standards stated below, the requirements for the interdisciplinary concentration.

A minor is defined as 12 to 24 semester hours in a single discipline, including a minimum of six upper-division hours. An interdisciplinary concentration is defined as a minimum of 18 semester hours, including a minimum of nine upper-division hours, from two or more disciplines in courses focused on the same area. A specialization within a major field is defined as a minimum of 18 semester hours, including nine upper-division hours.

F. Second Major

A student is not restricted in the number of majors he or she may complete for the bachelor’s degree. However, if a student wishes to pursue more than one major, all requirements for a single major plus the additional requirements for the other major(s) must be completed. A second major on a different degree program requires the completion of a second degree, rather than the completion of a second major.

G. Second Baccalaureate Degree

A student holding a bachelor’s degree from UIW or from another accredited institution may receive a second bachelor’s degree provided he or she fulfills the following requirements:

1. Complete an additional 45 semester hours of residence credit not included in the first degree (18-24 must be at the upper division level in the major field).
   
2. Complete all requirements for the additional major and degree including all prerequisites, elective courses, and upper division courses as specified in the appropriate sections of the bulletin.
   
3. Two bachelor’s degrees may be awarded simultaneously provided that the requirements listed above are met and that the total number of credit hours being applied toward both degrees is a minimum of 173. Graduation honors will be computed only on the first degree.
   
4. The Core from the first degree will be considered in fulfillment of the Core for the second degree and all additional courses for the Core of the second degree will be waived.

ENROLLMENT AND ATTENDANCE POLICIES

A. Academic Advising

The purpose of the Academic Advising Program is to provide effective guidance to students throughout their academic experience at the University. This is achieved by assisting them to discover and/or enhance their abilities, values and interests in the context of a higher education. All new full-time undeclared students are assigned to the University Advising Center (UAC). The Center has a team of experienced academic counselors who work with undeclared students, particularly during those early semesters of their education that are most critical in their selection of a major. UAC academic counselors guide students through the process of choosing a major and collaborate with them to develop realistic academic goals that are consistent with their career plans. Throughout the advising process, UAC counselors attempt to enhance students’ study habits, critical thinking, problem solving, decision-making and time management skills.

Students who have already selected a major are assigned to a faculty advisor in their chosen field. They work with their assigned advisor until graduation. To maximize their academic experience, students are strongly encouraged to develop a sound relationship with their faculty advisors and utilize their expertise. This can generate extensive benefits before and after graduation. The most important role of academic advisors is to serve as facilitators who help students identify and assess alternatives and consequences of their decisions. However, the ultimate responsibility for making decisions concerning goals and educational plans rests with the individual student.

B. Academic Load

The traditional number of semester hours for each long semester (Fall or Spring) is 16 semester hours while the maximum enrollment is 18 hours. A minimum of 12 semester hours is required for full-time status for the Fall or Spring semester. An enrollment of less than 12 hours or more than 18 hours is outside of banded tuition and charges per semester hour will be assessed. Full-time status for summer terms is six semester hours or a total of 14 semester hours for all three summer terms combined.

C. Academic Placement Testing Requirements

1. Academic Assessment
   
   It is essential that all new undergraduate students begin their academic careers with a strong foundation.
   To ensure this, UIW requires students to complete a series of academic assessments to determine readiness to succeed in the University. These assessments identify students’ academic strengths and any needs that must be addressed to build a solid educational plan to gain full benefit of a UIW learning experience.
   
   Assessments are in reading, writing, mathematics, and English-as-a-Second- Language (ESL), for
   students whose first language is not English. Students not achieving appropriate score levels will be
   required to enroll in Academic Literacy or ESL courses. This course work cannot be used to satisfy the
   minimum hours required for graduation but will be included in students’ earned University credits. Full-
   time undergraduate students are required to complete these academic assessments prior to their first
   registration at the University. Part-time, undergraduate, and transfer students will be tested for academic
   proficiencies prior to registration at the University. Undergraduate students enrolling for the first time
   will be tested before they are eligible to register for English or Mathematics courses that have academic
   proficiency prerequisites, or at the latest, after completing 12 credit hours and before they register for
   further academic work. Information on this required testing is available from the Testing Center.
   
   
2. Test of Competence in English
   
   All students whose grade in Freshman Composition I or II is below C must repeat the course. Students
   receiving a grade below C in Freshman Composition I may not register for Freshman Composition II until
   successfully completing Freshman Composition I with a grade of C or higher.

D. Academic Overload

The student’s faculty advisor must approve all requests for an academic overload (19 credit hours or more) and forward the request to the Registrar. The Registrar will review all requests and either approve or deny the request based upon factors such as enrollment history, employment, and GPA. Petitions may be considered if the cumulative GPA is above a 3.00.

E. Attendance

In general, students are expected to be prompt and regular in attending classes. Attendance policies for individual classes are set by the instructor and written into the course outline. Although absence from class because of illness or emergencies is unavoidable, excessive absences normally affect quality of achievement and, therefore, the grade. The responsibility for attendance is placed primarily on the students. Students who are unable to attend scheduled classes should contact the University Advising Center. Personnel from this office will provide instructors with an explanatory notification of the absence. Such notice, however, does not excuse the absence, and the student must arrange with the instructor to make up work missed. At times, a student who is participating in an activity approved by the University is required to miss a class. Some examples of such activities are (1) those that a student participates in as a condition of his or her University-sponsored scholarship, (2) a college dean-approved event, (3) participation in a University sponsored athletic competition, or (4) those that are a condition of satisfactorily completing the requirements of his/her major.

No student participating in any such event shall be charged with a specific penalty for missing the class, and any student will be given the opportunity to make up work missed in that class within a reasonable period of time. Instructors may wish to indicate more specifically how they will deal with these circumstances in their syllabi.

The University recognizes that there are activities that may be important to the student. Arrangements for dealing with any class work missed as a result of these activities must continue to be negotiated between the student and instructor.

Instructors may require students to withdraw who miss more than 15% of the scheduled classes through any combination of excused and/or unexcused absences. Students who register for classes and cease attending, without dropping the course or withdrawing from the University, will be charged the tuition for the course and will receive a grade based upon their attendance and all work required.

F. Satisfactory Academic Progress

A full-time student who fails to complete nine semester hours in one semester, will be issued a warning for failure to make satisfactory academic progress. In the subsequent semester, a full-time student who has been given a warning and who again fails to complete nine semester hours will be placed on academic probation for failure to make satisfactory academic progress. A full-time student who in three consecutive semesters fails to complete nine semester hours will be placed on enforced withdrawal for failure to make satisfactory academic progress. Appeals will follow the enforced withdrawal procedure.

G. Auditing

With the permission of the instructor, University of the Incarnate Word students and persons who have not been admitted to the University may register as an auditor provided there is space in the classroom after all registered students have been accommodated. A course must achieve its minimum size without auditors. All audit registrations are subject to the following conditions:

1. An auditor may attend lecture classes but does not submit papers, take examinations, or receive academic credit. Auditors may participate in class discussions only upon invitation of the instructor. Permission to audit does not constitute admission to the University. Credit is not granted for courses that are audited and grades are not recorded.
   
2. Audits will not be allowed for practice, tutorials, internships, thesis, clinicals, computer or science labs, and similar courses.
   
3. Full-time students at UIW may audit one lecture course (3 or 4 semester hours) per semester or one course during the summer without additional tuition. The deadline for changing enrollment in a course from graded to audit status is printed in each semester’s Schedule of Classes.
   
4. Non-students who wish to audit must complete an Application for Audit which is available in the Registrar’s Office, obtain the approval of the instructor, and pay tuition and fees in the Business Office.
   
5. Auditors pay 50% of regular tuition for lecture courses; however, full tuition is charged for limited enrollment, private instruction, and studio courses. All course fees are assessed, although other University or non-course related fees are not assessed unless registered for other courses.

H. Correspondence Work

After matriculation at UIW, a maximum of 12 semester hours may be accepted through correspondence work. The discipline coordinator must approve courses taken by correspondence before the work begins. Enrollment in correspondence study during the student’s final semester may change the date of graduation if work is not completed and received by the Registrar’s Office at UIW before the end of the semester during which the student anticipates graduating. A maximum of 30 semester hours may be earned through non-traditional instruction (through a combination of correspondence, professional certification, or credit by examination). Correspondence work is considered transfer work thus subject to the transfer credit limitations.

I. Independent Study Work

Independent study is defined as one-on-one instruction between an instructor and a student. The purpose of independent study is to provide a study focus in an area of interest common to both student and instructor.

The course number for an Independent Study is 3X98 or 4X98 with the number of credit hours being variable. An “Independent Study Approval” form must be presented when registering for an independent study course. These forms are available in the Registrar’s Office. The policies for enrollment in an independent study course follow:

1. Open to juniors and seniors for study in their major or minor area.
   
2. A minimum GPA of 3.00 (cumulative or most recent term) is required for enrollment.
   
3. Requires approval of the student’s advisor, instructor directing the course, and the school/college Dean.
   
4. Enrollment limited to one independent study course per semester.
   
5. A maximum of 12 semester hours earned through independent study will apply toward the degree.

J. Inter-Institutional Work

Students who have been admitted to the University of the Incarnate Word may also attend St. Mary’s University or Our Lady of the Lake University through an Inter- Institutional Agreement established by the United Catholic Colleges of San Antonio. These courses count as resident courses and count in the student’s cumulative average. The Inter-Institutional Agreement form is available in the Registrar’s Office. The following policies apply:

1. No more than 12 semester hours earned through the Inter-Institution Enrollment Agreement will apply toward a UIW degree.
   
2. No more than six semester hours earned through the Inter-Institution Enrollment Agreement will apply toward a major on a UIW degree.
   
3. A student enrolling at St. Mary’s University must obtain permission from the department concerned and obtain the name of the person in the department who approved the enrollment.
   
4. UIW tuition discounts are not authorized for inter-institutional enrollment. Full tuition will be charged.
   
5. Students attending UIW under institutional scholarships or tuition “trade-outs” for business services are not eligible for this program unless they are willing to pay full tuition for the course.
   
6. Registration for these courses obligates the student for the appropriate tuition and fees associated
   with each course.
   
7. UIW staff/faculty/dependent tuition waivers are not applicable at St. Mary’s University. UIW staff/faculty will be limited to a tuition waiver for three semester hours at the other institutions. Full/unlimited tuition waiver for employee dependents will be honored by all institutions except St. Mary’s University.
   
8. Enrollment in a course may be used by the parent institution in computing financial aid awards.
   
9. A student enrolling in a “travel/credit” program may arrange to pay all associated costs to the parent institution, and the funds will be sent to the institution sponsoring the program.
   
10. Excluded programs:
    a. St. Mary’s University – doctoral and law programs.
    b. Our Lady of the Lake – weekend and doctoral programs
    
11. Approval will not be granted if an equivalent course is available at UIW.

K. Schedule Adjustment

Once registered, students are expected to complete all courses for which they registered unless they specifically and officially alter their original registration. Students may not attend class without first registering for that class. All registration issues must be resolved by the Friday before finals. In no instance will an enrollment be created for students who complete course work without registering for the class. Registrations may be altered through three processes: adding a class or classes, dropping a class or classes, or withdrawing from the University.

1. Add Procedure
   
   After a student has registered for classes, he/she may change his/her schedule by either adding or
   dropping a class or classes. In each instance, an official form, the add slip, must be completed by the student and approved by the student’s advisor. In instances where the intended class is closed, the instructor’s and Dean’s signatures are also required. No add is considered official until the Registrar’s Office receives the approved Add slip. The last day to add for any given semester is printed in the Schedule of Classes.
   
   
2. Drop Procedure
   The drop slip is required when students want to drop a class or classes and remain enrolled in at least
   one course for the semester. See the “Withdrawal” section for withdrawing from the University completely.
   To drop a class or classes, the student needs his/her advisor’s signature. No drop is considered official until
   the Registrar’s Office receives the approved drop slip. The last day to drop for any given semester is printed
   in the Schedule of Classes. Students who drop a course or courses before the “Last Day to Drop a
   Course with a “W” will receive a grade of “W.” After this final date, the calculation of the final grade will
   reflect requirements for the entire course.
   
   
3. Withdrawal Procedure
   An official withdrawal indicates a student’s desire to be removed from all classes in which he/she is
   enrolled for a semester. Students may withdraw from the University without academic penalty through the
   Friday prior to finals. In this case, the student will receive a grade of “W” for all courses attempted. In no
   instance may a student withdraw from classes after finals have begun.
   The withdrawal will be considered as occurring the day the student turns the withdrawal form in
   to the University Advising Center. Withdrawal forms are available from the Registrar’s Office. The student
   must obtain a signature from the Director of Academic Advising before the student’s withdrawal
   will be considered official. Notice to an instructor or other office is not considered an official
   withdrawal and will not cancel the student’s registration or the contract with the Business Office.
   Withdrawals without proper notice may result in failure in all courses for the semester, and the
   student will be responsible for full payment of all tuition, fees, and other charges.

L. Study Abroad Enrollment

Students may broaden their educational experiences through enrollment in study abroad in colleges and universities in other countries. The University of the Incarnate Word has more than 80 sister-school agreements with colleges or universities in numerous countries to facilitate enrollment and transferability of credits. Detailed information about the Study Abroad Program may be obtained through the Director of Study Abroad. The following policies apply to enrollment in courses through the Study Abroad program:

1. Students must be in good academic standing.
   
2. Candidates should be junior standing.
   
3. Candidates should have a basic knowledge of the language of the country where they will study.
   
4. Candidate must receive approval of their academic advisor as well as the Director of Study
   Abroad before departing to the country where the study is intended or before enrolling in the
   approved institution.
   
5. Candidates must complete the Study Abroad Application six months before they intend to leave.

M. Study at Another Institution

After matriculating at the University as a degree-seeking student, a student must obtain prior written approval to transfer any additional credits from other institutions. The “Request to Study at Another Institution” form is available in the Registrar’s Office and must be approved before enrolling for credit elsewhere. Transfer work approved on this form will be accepted and applied toward the degree indicated if the grade earned is a “C” or higher. It will be the student’s responsibility to furnish the Registrar’s Office with an official transcript reflecting completion of the course work. All institutional policies will be observed when considering all requests to Study at Another Institution.

GRADES AND ACADEMIC HISTORY POLICIES

A. Academic Integrity Policy

University of the Incarnate Word is strongly committed to the nurturing of academic excellence. The University expects its students to pursue and maintain truth, honesty, and personal integrity in their academic work. Academic dishonesty, in any form, constitutes a serious threat to the freedoms which define an academic community. The following definitions and guidelines have therefore been established to secure the maintenance of academic integrity at Incarnate Word.

1. Forms of Academic Dishonesty include, but are not limited to:
   1. Cheating on tests, examinations, or other class or laboratory work.
      
   2. Plagiarism (appropriation of another’s work and the unacknowledged incorporation of that work in one’s own written work offered for credit).
      
   3. Counterfeit Work – including turning in as one’ own, work which was created, researched, or produced by someone else.
      
   4. Falsification of Academic Records – knowingly and improperly changing grades on transcripts, grade sheets, electronic data sheets, class reports, projects, or other academically related documents.
      
   5. Unauthorized Reuse of Work – the turning in of the same work to more than one class without consent of the instructor involved constitutes academic dishonesty.
      
   6. Theft – unauthorized use or circulation of tests or answer sheets specifically prepared for a given course and as yet not used or publicly released by the instructor of a course, or theft of completed tests.
      
   7. Collusion – Involvement in Collusion -unauthorized collaboration with another to violate a provision of the Code of Academic Integrity.
      
   8. Facilitating Academic Dishonesty – intentionally or knowingly helping or attempting to help another to violate a provision of the Academic Integrity Policy of the University.
      
      Instructors who are concerned that some form of academic dishonesty has occurred shall confront the student directly and may take the matter to the Dean of their College/School. Any member of the student body or the staff of University of the Incarnate Word who is concerned that a student has engaged in some form of academic dishonesty should report the incident to the Dean of the College/School which oversees the course in question. The Dean will then convene the College/School’s Academic Honor Board and initiate the process of investigation outlined in II. B. below.
      
2. Procedures for Investigating Claims of Academic Dishonesty and Assessing Sanctions
   
   
   1. Sanction Assessed by Faculty.
      
      Before any sanction by a faculty member is assigned, the instructor must meet with the student about the violation. Sanctions must be confirmed in writing to the student, copied to the Dean of the College/School which the instructor is a member, and copied to the Academic Vice President. These records ARE NOT placed in the student’s permanent academic file and will be destroyed when the student graduates or otherwise ceases his/her relationship with the University.
      
      
      1. When Guilt Is Admitted.
         
         If a student who is confronted by a faculty member for engaging in academic dishonesty openly admits to wrongdoing, the instructor will:
         
         
         1. give the student an F for the assignment in question, and may
         2. forward the case to the Academic Honor Board of the College/School to consider additional sanctions.
            
            
      2. When Guilt Is Not Admitted.
         
         If a student accused by a faculty member of academic dishonesty does not admit wrongdoing,
         his/her appeal should be made directly to the Dean of the College/School with course
         responsibility so that the Academic Honor Board can formally investigate the allegation and
         decide which action should be taken.
         
         
   2. Sanctions Assessed by the Academic Honor Board
      
      When cases alleging academic dishonesty are forwarded to a College Dean, he or she will convene an Academic Honor Board. The student (respondent) alleged to have engaged in academic dishonesty will be notified of the convening of the Board. Notices may be personally delivered to the respondent or by placing a notice addressed to the respondent to the respondent’s Campus Mail Box or sent by certified mail to the respondent’s home address. The Board will be comprised of two members of the faculty from the School/College selected by the Academic Dean and two students selected from a list of students previously identified by the college faculty. The Dean will serve as chairperson of the Board; however, he/she will only vote in cases where the Board is split on any given decision.
      
      The respondent may request that a student or faculty member not sit in judgment if he/she feels that the vote may be biased or prejudiced as a consequence. Some substantiation of the claim of prejudice may be required, and the final decision shall rest with the Dean.
      
      The Dean of the College/School that convened the Board shall make substitutions to the Board in order to maintain a quorum of five members.
      
      The student (respondent) is presumed not to have engaged in academic dishonesty. A finding of academic dishonesty shall be by majority vote of the Board. If the Board finds that the respondent engaged in academic dishonesty, the Board may impose Sanctions. Sanctions may include:
      
      
      1. receiving an “F” for the assignment in question,
         
      2. receiving an “F” for the course,
         
      3. academic suspension,
      4. dismissal from the University, and/or
         
      5. other action deemed appropriate.
         
         

   The procedure of formal inquiry by the Academic Honor Board will include:

   1. Securing a written statement describing the nature and circumstances of the alleged offense
      from the student, faculty, or staff member making the allegation.
      
   2. Securing a written statement from the respondent relating to the allegations.
      
   3. Interviewing separately the respondent and the faculty/staff member alleging the dishonesty in order to clarify and to expand the written statements.
      
   4. Interviewing any witnesses or other persons claiming knowledge of the incident.
      
   5. Securing, examining, and retaining any physical evidence related to the incident. Using
      written statements, interviews, and available physical evidence, the Academic Honor Board \
      will decide the validity of the alleged incident of academic dishonesty.
      
      The decision of the Board will be communicated in writing to the respondent by being personally delivered, placing the findings in an envelope addressed to the respondent at the respondent’s Campus Mail Box, or sent by certified mail to the respondent’s home address.
      
      Pending the final action of the Academic Honor Board, the status of the student shall not be altered, and his/her right to be present on campus, to attend classes, and/or to participate in University sponsored activities shall not be affected
      
      
3. Appeals of Disciplinary Sanctions Assessed by Academic Honor Board
   Any respondent who disagrees with the findings of an Academic Honor Board may appeal to the Standing Committee on Academic Integrity which is comprised of the Dean of Campus Life, an elected member of the Faculty Council, and an elected member of the Student Government Association (SGA).
   
   
   1. Timetable – Appeals to Academic Honor Board decisions must be submitted in writing to the Standing Committee on Academic Integrity within ten working days of the Board’s decision.
      
   2. Following a review, the Standing Committee on Academic Integrity may uphold, modify, or reverse the findings of the Academic Honor Board.
      
   3. The decision of the Standing Committee on Academic Integrity shall be considered final. A written statement shall be sent to the appellant no later than three days after the Committee’s decision is reached.

B. Classification of Students

Entrance and subsequent conditions having been removed, students are classified according to the number of hours completed:

C. Dean’s List

Admission to the Dean’s List is based on achievement during a semester. To qualify for the Dean’s List, a student must be enrolled for at least 12 semester hours (or have full-time status). A student needs at least 12 hours of graded coursework (not to include ESL or Academic Literacy courses), have no IP grades, and have a GPA of 3.5 or above. A student’s name will not be posted on the Dean’s List following the completion of an IP

D.Honor Societies

Full-time juniors and seniors in the top 10% of their classes are eligible for invitation to Alpha Chi Honor Society. Freshmen attaining a 3.50 GPA in their first semester at UIW are eligible for invitation to the Alpha Lambda Delta Honor Society. With the assistance of faculty sponsors, members plan and participate in a variety of intellectually stimulating activities.

E. System of Grading

Once grades are recorded, grades other than IP cannot be changed, except in the case of instructor error. In no case may a grade other than IP be changed without the permission of the school/college Dean. Additional work performed by a student may not be used to raise a grade that has been recorded by the Registrar. If course work has not been completed within six months, the IP grade will be turned to a grade of F. Grades are presumed to be correct when entered on the student’s electronic record. Any question regarding the accuracy of these grade data must be raised within one calendar year. Grades are not subject to challenge after one year and will not be changed.

F. Honor Points

To calculate the GPA, points are assigned to semester hour grades as follows:

The GPA is determined by dividing the number of grade points earned by the number of semester hours attempted. The semester GPA used is based on the total grade points earned at the University of the Incarnate Word. The cumulative GPA is based upon all hours attempted, regardless of the grade earned and to include both transfer and UIW credits.

G. Probation and Suspension Policy

A student who is allowed to enroll in the University on a full-time basis is considered to be in “good standing.” A student who is not allowed to continue his/her enrollment due to poor academic scholarship will be placed on “enforced academic withdrawal.”

Full-time students who earn a semester GPA of less than 2.0 in any 12-semester hours or more will be placed on scholastic probation. A student on probation for one semester may be continued on probation for one additional semester. A cumulative GPA below 2.0 will also be considered as a basis for probationary status. If at the end of this semester, the student has not been removed from probation, upon the recommendation of the Committee for Academic Probation and Suspension, the student may be required to withdraw from the University. The action to suspend enrollment is based upon the recommendation of the Committee for Academic Probation and Suspension and approved by the Vice President of Academic and Student Affairs.

Full-time students who are placed on probation for the first time or who are placed on continued scholastic probation will have their registration limited to 12-13 semester hours and will be required to meet with an advisor. Permission to register for more than 13 hours while on scholastic probation must be obtained from the Director of Academic Advising. In addition, students who are placed on continued scholastic probation may be curtailed from participation in extra-curricular activities.

Students who are required to withdraw from the University may apply for readmission after one year of productive activity, preferably academic. Such readmission requires the approval of the Committee on Admission in consultation with the Vice President for Academic and Student Affairs. If readmission is granted, the student will be on scholastic probation, with enrollment limited to 12-13 semester hours for full-time students.

Part-time students who fail to earn a C (2.0) in any six semester hours out of 12 semester hours attempted may be required to withdraw from the University. Part-time students enrolled for at least six credits and with a GPA below 2.0 may be placed on probation.

In special circumstances, a student who is placed on enforced withdrawal:

1. May appeal the action and be allowed to register the following semester after appropriate review and approval from the Vice President for Academic and Student Affairs.
   
2. The Vice President for Academic and Student Affairs may mandate any specific conditions deemed appropriate.
   
3. If, at any time, during that semester the student has not satisfied the conditions stipulated, he or she may be required to withdraw from the University.

Compliance with rules is expected of all students. Those who fail to meet these regulations will be required to withdraw when the general welfare demands it. NOTE: Students who receive financial aid must comply with financial assistance policies on satisfactory academic progress as described in the Financial Aid Section.

H. Repeat Policy

Courses may be repeated; thereby removing the first attempt from the grade point average calculation. Only University of the Incarnate Word courses can replace courses recorded at the University of the Incarnate Word. Transfer work, CLEP, or departmental examinations cannot be used to repeat a course recorded at the University of the Incarnate Word. The last grade earned will be used in the calculation of the grade point average. Courses used to repeat recorded grades must be the exact course (i.e., same course number and title) of the original course for which the repeat is intended. While other courses may substitute for degree course requirements, they will not remove the original recorded grade from the grade point average calculation.

GRADUATION POLICIES

A “C” average (2.0) is required for graduation. To be listed as a candidate for a degree, the student must meet the requirement by the end of the first semester of the senior year.

A. Undergraduate Bulletin for Graduation

Candidates for the associate’s or bachelor’s degree graduate upon completion of the degree requirements stated in the Undergraduate Bulletin in effect at the time of their initial enrollment in that degree program at UIW, provided that they graduate within eight years from the end of the first session of enrollment. After the expiration of that time period, degree candidates will be held to the requirements of the current Undergraduate Bulletin. Whenever required courses are discontinued, the College/School Dean may authorize substitutions. Degree programs of students who change majors are governed by the degree requirements in effect at the time the change was made.

Changes in Undergraduate Bulletin rules and regulations, other than course and GPA requirements for a degree, become effective immediately upon approval by the proper University authorities and are not subject to the “Undergraduate Bulletin of Graduation” rule cited above.

B. Graduation Completion Policies

Each student must notify the Registrar of his or her intent to graduate by completing an Application for Graduation. This form may be obtained in the Office of the Registrar or is available online. Applications will not be accepted after the last day to register or add for the semester in which the student plans to graduate. The advisor’s recommendation for graduation is required. After receiving the application, the Registrar’s Office will prepare a degree audit that will reflect any outstanding requirements that must be completed.
The following policies apply:

1. A $25.00 graduation fee will be assessed to all applicants for graduation to cover administrative costs of graduation.
   
2. Applications received after the posted filing deadline will result in a late fee of $25.00 and will not guarantee a timely review of the applicant’s file. Filing deadlines are listed on the reverse of the Application for Graduation and in the Schedule of Classes. Students are responsible for notifying the Registrar’s Office of their change of address or changes in their plans to graduate. Failure to do so will result in the re-assessment of the graduation fee.
3. The deadline for changing the graduation date is the last day for registering or adding classes for the semester during which you initially plan to graduate. A change of graduation form is required.
4. All official transcripts must be on file in the Registrar’s Office before the final graduation audit will begin.
   
5. All course substitution forms (where applicable) must be on file in the Registrar’s Office before the last day to register or add for the semester during which graduation is planned.
   
6. Courses in which incomplete grades were previously assigned must be completed by the last day to register or add for the semester during which graduation is planned.
   
7. Students cannot receive a grade of “D,” “F,” “W,” or “IP” in their major, minor, concentration, specialization, or teaching field. Receiving such grade will change the date of graduation to the next conferral period.
   
8. Community Service hours must be completed and documented by the last day to register or add for the semester during which graduation is planned.
   
9. To participate in Commencement exercises, you must register for and remain enrolled in all required courses necessary for graduation prior to or during the fall or spring semester in which you intend to graduate. You cannot receive a grade of “W” in courses used to satisfy degree requirements. Receiving
   such grade will change your date of graduation to the next conferral period. Dropping a course or courses will remove you from candidacy and will prevent you from attending the Commencement ceremonies.
   
10. Students completing degree requirements during the summer participate in the Fall ceremonies
    in December.
    
11. Transcripts or test scores for courses taken at other institutions during the final semester of enrollment at the University of the Incarnate Word must be in the Registrar’s Office at UIW no later than two weeks after the end of the semester. Transcripts received beyond this deadline will result in a change of graduation date.

C. Graduation Honors

Undergraduate students who complete baccalaureate degree requirements and have earned a minimum of 45 semester hours at UIW (excluding credit by examination or professional certification) are eligible to graduate with honors. The GPA achieved in all college- level semester hours attempted, to include transfer work, will determine the level of honors. Graduation distinctions are cum laude for students completing with a 3.5 GPA, magna cum laude for students with a 3.7 GPA, and summa cum laude for students with a 3.9 GPA.

D. Participation in Commencement Ceremonies

To participate in Commencement exercises, a student must have registered for and remain enrolled in all required courses necessary for graduation prior to or during the semester in which he/she intends to graduate. Students who do not graduate at the close of the term for which they applied must re-apply for graduation. Changing the date of graduation after graduation plans have been set may result in a change of graduation fee. The student must not have “holds” imposed by any department or office to participate in the Commencement ceremonies or graduate. All course work must be completed before the last day of the semester during which the student intends to graduate. Grades of IP will prevent the conferral of a degree until the next conferral period.

STUDENT RECORDS AND STUDENT PRIVACY

A. Student Records Fee

Upon matriculation, all students are charged a one-time records fee of $30.00 to cover administrative costs associated with the creation and maintenance of the student record. After payment of this fee, transcripts are issued to students free of charge.

B. Student Records

The University of the Incarnate Word maintains educational records for all current and former students who officially enrolled. Student records at the University are subject to the provisions of the Family Educational Rights and Privacy Act of 1974, as amended. Students have the right to file a complaint with the U.S. Department of Education concerning compliance issues. The name and address of the appropriate office is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

C. Review of the Educational Record

Students have the right to inspect and review their educational record. All requests must be in writing to the Registrar and must identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the students of the time and place where the records may be inspected. If the University official to whom the request was submitted does not maintain the records, that official shall advise the student of the correct official to whom the request should be addressed. The response from the University official will be within 45 days of the receipt of the request for access.

D. Educational Records on Campus

Educational records are those records directly related to a student for the purpose of recording the educational endeavor of the student. They do not include law enforcement records, employment records, medical records, alumni records, or faculty advisor/instructor notes. Educational records may be stored in many mediums and are not limited to an individual file.

E. Amendment of the Educational Record

The student may request an amendment to the educational record if they believe it is inaccurate or misleading. The amendment of the educational record does not pertain to the grade assigned by the faculty. The student should write to the Registrar to request the amendment. The request must clearly identify the portion of the record he/she wants changed, specifying why it is inaccurate or misleading. If the University does not amend the record as requested, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

F. Directory Information and Student Confidentiality

The University of the Incarnate Word will not disclose any personally identifiable information about students (except directory information listed below) without the written consent of the student.
Directory information at the University of the Incarnate Word has been identified as:

1. Name
   
2. Date and place of birth
   
3. Current or permanent address and phone number
   
4. Academic major
   
5. Classification
   
6. Degrees and awards received
   
7. Participation in UIW activities or sports
   
8. Dates of attendance
   
9. Photograph
   
10. And/or most recent or previous educational institution attended

Each student has the right to restrict the release of any or all of this information by submitting a written request to the Registrar’s Office. School officials with legitimate educational interests may have access to educational records, without the students’ consent, if the record is needed in order to fulfill his or her professional responsibilities. School officials are identified as: a person employed by the University in an administrative, supervisory, academic or research, or support staff position, a person or company with whom the University has contracted, a person serving on the Board of Trustees, or a student serving on an official committee, or assisting another school official in performing his or her tasks.

G. Transcripts

Students may obtain a transcript of academic records from the Registrar’s Office after initiating a request through that office. The University reserves the right to withhold transcripts for those students who have not met all conditions for admission or who have outstanding financial obligations.

The normal turn-around time for responding to transcript requests is three-to-five days. However, during peak periods, such as the end of the semester or during registration, response to transcript requests may take longer. There is no charge for the transcript. The fee for same-day-service is $3.00. Same-day-service is not available during peak periods.

The University will not provide copies of transcripts or test scores received from other institutions. Students should apply to the original institution for official copies of that work. Official documents submitted to the University of the Incarnate Word become the property of the University and cannot be returned.

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Last Updated May 10, 2005