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Undergraduate Academic Policies



Students enrolled in a distributed learning program or course must adhere to the same academic policies as those enrolled in traditional on-campus programs or courses as presented in this Catalog.

College Communication Policy

The Our Lady of the Lake College email system is the College’s official mode of electronic communication to and among faculty, staff and students. College faculty, staff and students will use College email accounts to send essential information, classroom communications and official notices. Such communications will not be sent to personal email accounts such as Hotmail, AOL, Gmail, etc.

Students are expected to maintain within the Office of the Registrar current addresses, phone numbers, emergency contacts and name changes. Current addresses will be used for official written communications. Students are responsible for information mailed to addresses of record. Communications may include financial aid awards, library notices, academic action letters and tuition/fee bills. It is the responsibility of each student to ensure that his or her information of record is correct. Faculty or other department-level offices may collect such student information for their own purposes, but this does not constitute an official notification of change. All address and name changes should be submitted to the Office of the Registrar on a Demographic Information Update Form that can be secured from the Office of the Registrar or at www.ololcollege.edu. Name changes require supporting documentation (e.g. marriage license, driver’s license and/or Social Security card.)

Family Educational Rights and Privacy Act

To comply with the Family Educational Rights and Privacy Act of 1974, commonly called FERPA or the Buckley Amendment, the administration of Our Lady of the Lake College informs students of their rights under this Act. The law affords students rights of access to educational records and partially protects students from the release and disclosure of those records to third parties. Educational records are those records, files and other materials that contain information directly related to a student’s academic progress, financial status, medical condition, etc., and are maintained by the College or a party acting on behalf of the College. 

Students’ Rights to Confidentiality

The Family Educational Rights and Privacy Act affords students certain rights with respect to their education records.  These rights include:

(1) The right to inspect and review the student's education records within 45 days of the day the College receives a request for access.

      A student should submit to the Office of the Registrar a written request that identifies the record(s) the student wishes to inspect. The registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. 

(2) The right to request the amendment of the student’s education records when the student believes information is inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.

      A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

      If the College decides not to amend the record as requested, the College will notify the student, in writing, of the decision, as well as the student’s right to a hearing regarding the request for amendment. Additional information regarding hearing procedures will be provided to the student when notified of the right to a hearing.

(3) The right to provide written consent before the College discloses personally identifiable information from the student's education records, except to the extent that FERPA authorizes disclosure without consent.

      The College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is 1) a person employed by the College in an administrative, supervisory, academic research or support staff position (including law enforcement unit personnel and health staff); 2) a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor or collection agent); 3) a person serving on the Board of Trustees; or 4) a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the College.

(4) The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office

U.S. Department of Education

400 Maryland Avenue, SW

Washington, DC  20202-5901

 

Directory Information

 

At its discretion, Our Lady of the Lake College may provide “directory information” in accordance with the provisions FERPA. Directory information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Designated directory information at Our Lady of the Lake College includes the following: student’s name, address, telephone number, electronic mail address, photograph, date and place of birth, major field of study, participation in officially recognized activities, dates of attendance, enrollment status, degrees, honors and awards received, and the most recent educational agency or institution attended.

 

Students may block the public disclosure of directory information by notifying the Office of the Registrar in writing. Students are advised to consider very carefully the consequences of a decision to withhold directory information. A non-disclosure block will call for the College not to release any or all of this “directory information;” thus, any future requests for such information from non-institutional persons or organizations will be refused.

 

The College will honor indefinitely the student’s request to withhold directory information, but cannot assume responsibility to contact the student for subsequent permission to release this information. Regardless of the effect upon the student, the College assumes no liability for honoring instructions that such information be withheld. Although the initial request may be filed at any time, requests for non-disclosure will be honored by the College until removed, in writing, by the student.

Student’s Written Consent to Release Educational Records

Written consent by the student to release educational records to a third party must specify the records to be released and the recipient of such records. Request forms for the release of appropriate records are available in the Office of the Registrar and must be signed in person by the student. Proper photo identification is required.

Notification to Parents

Parents may obtain non-directory information (grades, GPA, etc.) only at the discretion of the College and only after the College confirms that their child is legally their dependent. Our Lady of the Lake College recognizes the importance to students of family support and interest in their academic program. Students are encouraged to share information about their experience and programs with their families. Our Lady of the Lake College does not disclose non-directory information based solely on dependent status. Parents may acquire non-directory information by obtaining a signed consent from their son or daughter. Note that the College may choose to provide non-directory information to parents if information relates to the student’s use or possession of alcohol or controlled substances.

Maintenance and Disposal of Student Records

Our Lady of the Lake College maintains records about different student groups. The types of records, methods for maintaining records and access to those records are summarized in each office. Unless otherwise stated, all records generally are maintained for five years after a student withdraws or graduates. The records are then destroyed, unless the College deems it appropriate to maintain the record further.

 

Student Complaints and/or Concerns Policy

Our Lady of the Lake College is committed to providing an environment that is supportive of student achievement. Academic, administrative and support services share that commitment in the provision of all programs and services. The procedures for academic grievance as well as due process rights are found in the Student Handbook. In addition to these procedures, any student who has a concern or complaint about institutional policies, procedures or practice is encouraged to follow the Student Complaint Procedure (Student Handbook.)

 

In order to maintain confidentiality, documents pertaining to complaints or concerns will not be placed in a student's academic file. Such documents will be retained in a separate file accessible only to authorized personnel of OLOL College. There will not be discrimination or retaliation as a result of a student's exercising his/her rights under this procedure.

 

Changes of Curricula, Courses, Catalog and/or Semester Schedule

The catalog that determines the curricular requirements for an undergraduate degree is the catalog that is in effect at the time of a student's admission to Our Lady of the Lake College. This catalog may be used for a maximum of seven years, provided enrollment is not interrupted for two consecutive regular semesters (fall and spring) and/or the student does not change majors. Students whose enrollment is interrupted for two consecutive regular semesters or whose major program changes must use the catalog in effect at the time of re-entry or program change. Student's admitted to pre-clinical programs who successfully matriculate into their clinical program will remain under their pre-clinical catalog. A student’s dean may make the decision that a subsequent catalog is most appropriate to that student at their discretion, however students will not be allowed to use catalogs dated prior to their admission term.

The College will make a reasonable effort to honor the statement of curricular requirements in the chosen issue of the catalog. However, because courses and programs are sometimes discontinued and requirements are changed as a result of actions by accrediting associations and other external agencies, the College, having sole discretion, shall make the final determination whether degree requirements are met. 

Note: Admission to Our Lady of the Lake College does not guarantee admission to a student’s program of choice; many programs have highly selective admission criteria. Students adhere to the admission requirements for their OLOL College program of entry. Students transferring from another institution to Our Lady of the Lake College must meet the program admission requirements in the catalog in effect at the time of transfer. Students are encouraged to obtain the most up-to-date and accurate information about requirements and changes.  

The College reserves the right to cancel or discontinue any courses as a result of low enrollment or for other reasons deemed necessary. In order to assure quality instruction, the College reserves the right to close registration when maximum enrollment has been reached. The College reserves the right to make changes in schedules and/or faculty when necessary.
 

Appeals of Policies and Procedures

Policies and procedures are set by institutions of higher education to ensure fair and consistent treatment is afforded to all individuals, and similar situations are handled equitably. Institutions recognize, however, that rigorous and unremitting application of a policy or procedure can in and of itself be unfair when doing so overlooks the uniqueness of individual situations. Accordingly, a policy or procedure may be appealed when an individual believes its application creates an injustice or overlooks a truly exceptional situation. Appeals should be in writing and addressed to the dean overseeing the particular policy or procedure being appealed. Appeals must clearly indicate what policy or procedure is being appealed as well as the basis for the appeal. For more details, please refer to the Student Handbook. Grade Appeals and Enrollment Appeals are covered separately in this catalog.

Transfer of Course Credits for All Degree/Certificate Programs

Coursework evaluated for transfer at the time the student makes formal application for admission to a degree/certificate program will not expire as long as the student is continuously enrolled. Courses accepted for transfer at the time the student is admitted to the College may not be accepted for transfer at the time the student applies for admission to a degree/certificate program. Students should refer to degree/certificate program admission requirements for details. All college course work attempted is transferred to Our Lady of the Lake College provided that the academic subject is taught at OLOL College. Course equivalency is based on the course content of the transferred course, subject to review by faculty in the discipline.

Transfer of Courses Following Admission to a Degree/Certificate Program

Once admitted to a degree/certificate program, a student may not enroll in courses offered at other institutions without prior written approval. Students must submit their requests in writing to the appropriate dean and the College Registrar prior to the beginning of the semester. The Registrar will provide the student with written authorization as well as a letter of good standing, or deny the request in writing. Transfer credits for courses taken at other institutions by students enrolled in OLOL College degree or certificate programs will not be accepted unless such approval has been granted in writing. (See Our Lady of the Lake Students Seeking Enrollment at Other Institutions policy.)
 

Graduate Credit for Undergraduate Students

Undergraduate students within 15 hours of earning a baccalaureate degree may enroll in up to six hours of graduate course work with the permission of the student's undergraduate program director and dean and the appropriate graduate program director and dean. Graduate credit earned by undergraduates may be used as appropriate for undergraduate or graduate credit at Our Lady of the Lake College, but not for credit at both levels. Curriculum concessions will not be made for undergraduate students enrolled in graduate courses.

Academic Seminar Waiver

Transfer students who have successfully completed 30 college credits with an overall GPA of 3.0 and students who have successfully completed 45 college credits with an overall GPA of 2.0 are exempt from ACSM 1110. All other students are required to complete ACSM 1110 upon enrollment at Our Lady of the Lake College.

Credit for Life Experience

Our Lady of the Lake College generally does not award academic credit for life experience. There is one exception: The College may award academic credit for military experience using the guidelines recommended by the American Council on Education. The appropriate dean and program director review requests for credit based on military experience on a case by case basis. 

Credit through Military Experience

Honorably discharged veterans of the United States Armed Forces may be allowed credit for certain courses upon Admissions Office personnel review of their discharge. This credit may be granted for service schools where equivalence in terms of college courses has been recommended for college credit. The Guide to the Evaluation of Educational Experiences in the Armed Services, published by the American Council on Education. Appropriate documents must be submitted to the Admissions Office for an evaluation of these experiences.

Air Force ROTC

The Air Force ROTC Program provides pre-professional preparation for future Air Force officers. Through a cross-registration program between Our Lady of the Lake College and Louisiana State University (LSU), OLOL College students are eligible to enroll in the Air Force Reserve Officer Training Corps (AFROTC). Courses are conducted and credited at LSU and are guaranteed to transfer for credit at OLOL College regardless of residency restrictions or other transfer credit policies. Consult the LSU General Catalog for course listings and descriptions. Call (225) 578-4407 or visit http://www.afrotc.lsu.edu/ for more information.

Army ROTC

Army ROTC is a voluntary military training program open to enrolled students who are U.S. citizens. Louisiana State University (LSU) and Our Lady of the Lake College have developed a partnership to provide OLOL College students with this opportunity. Students receive academic credit for the basic course, taken as an elective. The basic course does not involve a military obligation. During the basic course, a student is given the opportunity to consider the advanced course program. Army ROTC students who receive an Army ROTC scholarship or enter the Army ROTC advanced course must agree to complete a period of service with the Army. Contact the LSU Department of Military Science at (225) 578-2371 for more information.

Transcript of Record

Students may obtain official transcripts of the work they have completed at Our Lady of the Lake College, provided they are current in their financial, library and all other obligations to the college. There is no charge for up to three transcripts requested at one time. Transcripts will not be released without the student’s personal authorization. A transcript request form can be picked up in the Office of the Registrar, or downloaded online at www.ololcollege.edu.All transcript request forms must be delivered in person by the requesting student unless that student unless that student has previously waived their rights under FERPA. Students may also order transcripts using OLOL College's trusted third party vendor. Transcripts on Demand™ for a nominal fee through the college's website. 

Registration

Registration involves academic advising, selection of courses and payment of fees. Before pre-registration or registration, each student should consult with his/her academic advisor regarding course selection, general education requirements, major requirements and other degree requirements. Advising may be completed in person or by proposing an on-line advising plan. However, it is the responsibility of the student, not the academic advisor, to ensure that all college graduation requirements are met.

Students may attend class only after completing registration and paying fees. Students whose names are not on the official class rosters cannot attend classes until they provide evidence that they have registered.

Transfer Credit Policies and Residency Requirements

The college generally accepts a maximum of 36 hours of credit in transfer toward an associate degree and a maximum of 66 hours of credit in transfer toward a baccalaureate degree. This maximum credit requirement does not change regardless of the number of transfer credits evaluated. No more than 30 undergraduate credits will be applied through CLEP/AP examinations. The examination credits may not be used to complete the residency requirement for graduation at Our Lady of the Lake College; however, they will be counted toward the maximum of 36 hours of credit in transfer and 66 hours of credit in transfer for an OLOL College associate and baccalaureate degree, respectively. 

Acceptance of transfer credits earned at another accredited college or university toward degree requirements is at the sole discretion of Our Lady of the Lake College. All transfer coursework accepted will be included in the calculation of the overall grade point average. 

Courses from other regionally accredited institutions which have been completed with a grade of “C” or better may be accepted by the Admissions Office, following consultation with the appropriate school dean to determine Our Lady of the Lake College's course equivalencies. The application of transferred course credits toward specific program requirements is determined by program directors, department chairs, or deans within each School. 

Transfer credits completed 10 or more years prior to enrollment at OLOL College and credit earned from another college or university while on academic dismissal or suspension are not accepted in transfer.   

Students may petition to have courses accepted in transfer that were not accepted as a result of an initial evaluation. Usually, course descriptions and course outlines will need to be forwarded by the student for any course in question.  In all cases, the submitted material is reviewed by the appropriate school dean to determine the timeliness of the content and methodologies. The decision of the school dean is final. This policy does not replace more exacting requirements of specific programs that may be more restrictive in nature. 

Residency Requirement:

In general, a minimum of 30 semester hours for an associate degree and 54 semester hours for a baccalaureate degree as well as at least 50% of the semester hours required for a major must be completed at OLOL College to earn an OLOL College degree. The last 15 hours of an associate degree and the last 30 hours of a baccalaureate degree must be earned in residence at OLOL College.  Individual professional programs may have alternatives to this general policy.  Please see specific program requirements for such exceptions.

Our Lady of the Lake Students Seeking Enrollment at Other Institutions

Our Lady of the Lake College students may pursue classes at another accredited institution with the approval of the dean and the Registrar. Failure to obtain these approvals may result in the denial of credit. Students must be in good academic and financial standing with Our Lady of the Lake College. If the College offers the course in question, the dean and Registrar must deny the appeal except in the case of the most extenuating circumstances. Transient request forms are available in the Registrar’s Office. Students seeking or receiving any form of financial assistance must speak with the Office of Financial Aid regarding the effects on their aid eligibility due to enrollment at multiple institutions.  The student is responsible for providing an official transcript to the Registrar’s Office at the end of the term. If the transcript is not received, the student will not be eligible to register for future classes or to obtain a copy of his or her transcript.

Adding and/or Dropping Courses

A student who finds it necessary to change his/her schedule by adding or dropping courses (without receiving a grade of “WS” or “WU”) must complete a Drop/Add Form and submit it to the Registrar’s Office during the drop/add period, as outlined on the Academic Calendar.

Withdrawing from a Course

A student may withdraw from a course up to the date defined on the Academic Calendar. Courses dropped before the census date are deleted from the student's record; courses dropped after the census date will result in a “W” grade.

Withdrawal forms may be obtained from the Registrar’s Office. The form requires signatures from the instructor or dean, and the Bursar’s Office.  The completed form must be submitted to the Registrar’s Office. 

A student who stops attending class or leaves the College without following the official withdrawal procedures is subject to a “F” grade and may be denied re-entry into the College. Failure to complete courses may have an impact on a student’s financial aid status. See Financial Aid section of this Catalog for details.

Academic schedule changes are not official until they are approved by the Registrar’s Office.

Resignation from the College
Withdrawal or discontinuation of all courses in which the student is enrolled requires a student to resign from the College. To officially resign from the College, a student must obtain a Student Resignation Form, which must be completed by the student. The form must be signed by the designated officials of the College. A student who discontinues classes or leaves the College without following official procedures is subject to receiving an "F" grade and may be denied re-entry to the College. Students should refer to the Academic Calendar for the final day to resign from the College. The date the completed form is received in the Office of the Registrar will be the official date resignation date.

Application for readmission is required when a student who has resigned from OLOL College desires to re-enter the College. See Re-admission in the Admission section of the Catalog.

Attendance
For all courses, classroom and clinical laboratory attendance policies will be stipulated by the faculty. The policies will be provided in writing at the beginning of the course. Each student is responsible for complying with attendance and punctuality requirements.

Obligations to the College
A student who has not met all obligations to the College, which include but are not limited to financial obligations, receipt of official transcripts, and immunization records, may be dropped from all courses; may not be allowed to register for courses in subsequent academic semesters or sessions; may not receive a degree from the College; or may not be permitted to participate in commencement until all of the aforementioned obligations are met.  Additionally, requests for Our Lady of the Lake College transcripts will not be honored until all outstanding obligations have been fulfilled.

Enrollment Appeals

Students wishing to appeal any actions concerning their enrollment, including but not limited to enrollment action effective dates, student accounts, refunds etc. must present their appeal to the Registrar in writing, along with any forms required by the College and any and all supporting documentation available. The Registrar will convene a meeting of the Enrollment Appeals Committee consisting of the Registrar, Bursar, Director of Financial Aid and the student's Dean or their proxies, either in person or electronically. The committee may also include the Director of Enrollment Management should a tie-breaker be necessary. The decision of the Enrollment Appeals Committee will be sent to the student in writing, is final, and may not be appealed further. Grade appeals and non-academic (disciplinary) appeals have their own procedure covered elsewhere in this catalog.

Statutes of Limitations for Enrollment Appeals

Enrollment appeals may not be initiated beyond 5 years from the last class day of the semester in question. In addition, enrollment appeals involving the return of federal financial aid of any kind may not be initiated beyond 90 days from the last class day of the semester in question.

Student Classification

For administrative and other official purposes, undergraduate students are classified according to the number of semester hours successfully completed.

Classification is as follows:

0 to 29 hours – freshman                    30 to 59 hours – sophomore

60 to 89 hours – junior                        90 hours and above – senior

Credit Hour Formula

            1 credit hour = a minimum of 15 clock hours of lecture
                                    OR
            a minimum of 45 clock hours of clinical, lab or practicum

Undergraduate Enrollment Standards

Enrollment
Status

Fall and Spring

Summer

Non Clinical
Programs

Clinical Programs
(accepted into Clinical Program and enrolled in Clinical Courses)

All Undergraduate Students

Full time

12 or more credits

9 or more credits

6 or more credits

1/2 time

6-11 credits

5-8 credits

3-5 credits

Less than 1/2 time

1-5 credits

1-4 credits

1-2 credits

Federal Student Aid Enrollment Standards

The minimum enrollment standards for federal student aid are defined below for all undergraduate students, regardless of program and the institution's definition.

Enrollment
Status

All Undergraduate Students

Fall and Spring

Summer

Full time

12 or more credits

6 or more credits

3/4 time

9-11 credits

4-5 credits

1/2 time

6-8 credits

3 credits

Less than 1/2 time

1-5 credits

1-2 credits

Normal Course Load

Students may enroll for a maximum of 19 credit hours during fall and spring semesters and 10 credit hours during the summer term (combined sessions). The appropriate dean, at her/his discretion, may allow students to schedule a maximum of 21 semester credit hours in the fall or spring and 12 credit hours in a combination of summer sessions. Students currently enrolled in clinical programs who wish to exceed the normal course load must seek approval from the appropriate program director and dean.

Undergraduate Grading System

Each instructor has the option of using a grading method within each course that is most appropriate for the course. However, all grades are translated into the following quality points:

Grade

 

Meaning

 

Quality Points Per

Credit Hour

A

 

 

 

            4

B+

 

 

 

            3.5

B

 

 

 

            3

C+

 

 

 

            2.5

C

 

 

 

            2

D+

 

 

 

            1.5

D

 

 

 

            1

F

 

Failure

 

            0

P

 

Passing*

 

Not computed

S

 

Satisfactory Progress**

 

Not computed

U

 

Unsatisfactory Progress**

 

Not computed

I

 

Incomplete***

 

Not initially computed

WA

 

Administrative Withdrawal

 

Not computed

W   Withdrawal  

Not computed

AU

 

Audit (no credit)

 

Not computed

Notes: *             Grade has no effect on the GPA; credit is awarded.

                **            Grade used for developmental courses; has no effect on the GPA; no credit awarded. (See Non-Credit for   Developmental Courses policy.)

                ***          See Incomplete Grades Policy

Grade Point Average (GPA)

A student's GPA is an index of scholastic performance and is computed on the ratio of quality points earned to semester hours attempted.

Courses with grades of P, S, U, I, WA, W or AU will not be considered in the calculation of the GPA.

Calculating Grade Point Average

1.            Make a list of courses taken, letter grades earned and credit hours awarded for each course.
2.
           
Using the grade system, list the appropriate quality points assigned to each letter grade earned next to credit
               hours awarded.

3.
           
Multiply the credit hours awarded by the quality points assigned. This is the total quality points earned for the course.
4..           Add up the total number of credit hours awarded and the total quality points.
5.
           
Divide the total quality points by the credit hours awarded. The result is the grade point average.

Example:

 

Courses

Letter

Grades

Earned

 

Credit Hours

Awarded


x

Quality
Points

 =

Total
Quality
Points

 

CSCI 1310

  B+

 

3

 x

  3.50

 =

10.50   

 

CLCS 4760

  A

 

2

 x

  4.00

 =

8.00

 

NURS 1720

  C+

 

4

 x

  2.50

 =

10.00   

 

 

 

 

9.0

 

 

 

28.50

28.50 ÷ 9.0 = 3.167

Semester GPA

A student's semester GPA is based on the number of quality points earned and the number of credit hours attempted during a single semester at Our Lady of the Lake College

OLOL College GPA

A student's OLOL College GPA is based on the total number of quality points earned and the total number of credit hours attempted at Our Lady of the Lake College.

Overall GPA

A student's overall GPA is based on the total number of quality points earned and the total number of credit hours attempted at Our Lady of the Lake College and all transfer courses accepted.

Incomplete Grades

1.   An incomplete or "I" grade may be submitted at the end of the semester for a course in which a student has made satisfactory progress but, because of circumstances beyond his/her control, he/she has failed to complete the course requirements on or before the last day to submit final grades for the semester. In such cases, the student must have at least a grade of "C" in the course and an 80% attendance (excused or unexcused) up to the deadline for course withdrawal. Students who are not able to attend classes before this deadline are not eligible for "I" grades and must withdraw or resign from the course.

2.   "I" grades should be entered on the final grade roster by the instructor.

An "I" grade that has not been resolved by the first day of class of the next semester (including summer and whether or not the student intends to enroll) will be changed automatically to an "F.”

3.    When the "I" grade has been resolved, the instructor will notify the registrar by submitting a Change of Grade form to make the necessary grade change.

In rare cases, the appropriate school dean may grant an extension for resolving "I" grades. Such authorization must be sent to the Registrar in writing.

Grade Change Policy

If an instructor finds that it is necessary to change a student's grade, the grade change must be made before the first day of class of the next semester (including summer). Grades can only be changed in extenuating circumstances if the instructor submits a written request for deadline extension to the academic dean.

Student Grade Appeal Policy

Final decisions on grade appeals will be made at the school level and by the appropriate dean. A dean’s decision regarding a grade appeal is final and may not be appealed further.

 Grade appeals must be initiated with the director of the program in question by filing a Grade Appeal form no later than two (2) weeks following the last day grades may be submitted.

 Program dismissal related to or based on grades or grade point average deficits may only be appealed to the appropriate school dean.

Grades and Reports

The College does not mail grade reports. Students may view their grades by accessing WebServices. Students may access WebServices by logging onto www.ololcollege.edu; “Current Students,” and WebServices.

Mid-Term Grades

Students are graded at mid-semester and at the end of each semester or summer session. Mid-term grades serve as a progress report and are not entered on the permanent academic record. The mid-term grading process serves as a catalyst for assessment, advising and counseling for students who are not demonstrating satisfactory academic progress at mid-term. All students may access their mid-term status reports via WebServices after the eighth week of the fall and spring semesters and after the fourth week of the summer session. The mid-term status for courses less than eight weeks in duration will be provided to each student by his/her instructor. The distribution dates for non-standard terms vary.

Mid-term progress will be reported with a letter grade for each course in which the student is enrolled. 

Final Grades

Instructors submit letter grades at the end of each semester or session. These grades become part of the student’s official record. Once entered, a grade may not be changed except through an officially executed Change of Grade form.

Repeat/Delete Policy

Under the repeat/delete policy, students are allowed to repeat courses in which a grade lower than a B was earned and have the original grade removed from GPA calculation. When a course is repeated, the grade earned in the repeated course and credits earned will be used to determine acceptability of the course for prerequisite and degree requirements at OLOL College. The other grade(s) will be flagged as repeated and maintained on the academic record and only the repeated course grade will be used in the computation of the student’s Semester, OLOL College, and Overall GPAs.

Students enrolled in an associate degree program may apply the repeat/delete policy to one (1) course, one (1) time. Students enrolled in a baccalaureate degree program may apply the repeat/delete policy to two (2) courses, one (1) time.

Only courses taken at Our Lady of the Lake College are eligible for Repeat/Delete.

The grade point average calculated to determine the Trustees’ medal, President’s medal and the Deans’ medals will only include the original grade of those courses repeated.

Credit for Repeated Courses

Courses completed 10 or more years in the past must be repeated for the credit hours to satisfy OLOL College degree requirements.

Students who receive an “F” in a course taken at OLOL College must repeat the course at OLOL College in order to receive credit and quality points.

A small number of elective courses can be repeated for a specified number of total hours regardless of the initial grade earned in the course. These repeatable elective courses are noted as such in their course descriptions in the catalog (for example, special topics, internships, etc.) The repeat/delete policy cannot be applied to these courses.

Repeating equivalent courses at OLOL College will not negate or replace the grades earned for courses taken at other institutions. Students should also be cautioned that the colleges and universities to which they wish to transfer may not honor the repeat policy applied at OLOL College. Students considering repeating a course are encouraged to meet with an academic advisor and should be aware that they are required to pay tuition and fees for all repeated courses.

In measuring a student’s adherence to the financial aid Satisfactory Academic Progress standards, all credit hours for repeated courses will be included in the total hours attempted.

Academic Standing

Academic Standing is part of the student's permanent record and is recorded on their transcripts. A student is assumed to be in Good Standing unless otherwise noted.

Good Standing:

To be considered in good academic standing, a student must have a minimum overall grade point average (GPA) of 2.0.

Academic Probation:

Academic Probation provides a warning for a student whose academic work is unsatisfactory. For the first semester that a student is on academic probation, he/she can register for a maximum of twelve credit hours in the fall or spring semesters and six credit hours in the summer. If after the first semester on probation the student achieves a semester GPA of 2.0 or greater, the credit hour restriction may be lifted upon recommendation of  his/her academic advisor. Any student on academic probation must see an advisor each semester that he/she is on probation.

A student is placed on academic probation under the following situations:

1.      When his/her overall GPA is below 2.0
2.
     
When he/she is admitted on probation from another institution
3.
     
When he/she is a re-entering student whose last academic status was probation
4.
     
When he/she is re-entering student after academic suspension

To remain eligible to enroll in courses while on academic probation, a student must achieve at least a 2.0 semester GPA. Once on academic probation, a student will remain on probation (as long as each semester GPA is at least 2.00) until an overall GPA of 2.00 or higher is achieved. Academic probation status will be posted on the student's academic record. Failure to achieve a 2.0 or greater semester GPA results in suspension.

Academic Suspension:

Academic suspension designates a time period during which a student is not eligible to enroll in courses due to his/her unsatisfactory academic work. A student will be academically suspended if, while on probation, he/she does not achieve a semester GPA of 2.0 or greater.

A student placed on academic suspension for the first time may not register for courses at the College for the following regular (fall or spring) semester and the intervening summer term should the student be dismissed after the spring semester. A second suspension will result in a student not being able to enroll in courses for an entire academic year consisting of two regular semesters. A third suspension will result in academic dismissal from the College. Academic suspension status will be posted on the student's academic record.

Any course work taken at another institution while a student is on academic suspension will not be accepted for transfer credit and will not be used to fulfill degree requirements or to modify the GPA. 

Following suspension, an application for readmission is required. If readmission is approved by the Admissions Committee, the student will be placed on academic probation. 

Academic Dismissal from the College:

Academic dismissal from the College designates a status in which the student is ineligible to continue enrollment in the College. A student will be dismissed from the College if he/she has been suspended three times. Academic dismissal will be posted on the student's academic record. 

Dismissal for Non-Academic Reasons:

Students who commit any of the following acts may be dismissed from the College according to the procedure for disciplinary dismissal:

·         academic dishonesty
·
         plagiarism
·
         falsification of information given on official school documents
·
         falsification of records regarding patient care
·
         unauthorized possession of an examination
·
         illegal possession, use, sale or distribution of drugs
·
         illegal possession of weapons
·
         theft
·
         commitment of any act which would result in ineligibility for licensure or certification
·
         participation in cheating or lying in reference to clinical or classroom assignments
·
         chemical impairment in the school/clinical setting
·
         conduct which is inappropriate for either clinical or classroom environments (e.g., abusive language, threats, assault
·         and battery, disruptive talking)

This list is not meant to be all-inclusive, but serves to identify examples of behaviors that warrant disciplinary dismissal. See Student Handbook for due process due to misconduct.  

Appeal Rights for Dismissal for Non-Academic Reasons

Program dismissal appeals for dismissals not due to a course grade or overall GPA will be heard by an appeals committee convened by the Office of Academic and Student Affairs. This appeal recourse is available only to students dismissed from programs for student misconduct reasons (that is, reasons exclusive of those related to grades or GPA deficits). Students must initiate this process via a letter to the Executive Vice President for Academic and Student Affairs, clearly stating the reason for the dismissal, within two weeks of the dismissal notice.

Progression/Non-Progression

Progression and Non-Progression statuses are used by some programs as a benchmark for student success. Each program defines Progression and Non-Progression requirements differently. These requirements can be found under each program heading in the College Catalog. Progression and Non-Progression statuses, while part of the student's permanent record, are not printed on the student's transcript.

Progression:
Progression status designates an enrollment status whereby the student is satisfactorily completing their program of study in a time-frame determined to be appropriate by the student's program and is eligible to continue their enrollment.

Non-Progression:
Non-Progression status indicates a student is not completing their program of study in a timely and/or satisfactory manner as determined by the student's program or by the Governing Board over that program's profession. Non-Progression may restrict which courses are available to the student, as well as their expected completion date. Student's who resolve Non-Progression issues will be placed back into progression upon notification to the Registrar by the student's program or the program's Governing Board.


Semester Honors

Dean's List:
The Dean's List is published each semester. To be eligible for Dean’s List honors, the full-time student must have attained a grade point average of 3.5 or better during the semester in question.

President's List:
The President's List is published each semester. To be eligible for President’s List honors, the full- time student must have attained a grade point average of 4.0 during the semester in question. 

Developmental Courses

Developmental courses will use the designation "S" for satisfactory completion or "U" for unsatisfactory completion. Developmental courses will not impact the GPA, either positively or negatively and the hours earned in English (ENGL 0310) and Mathematics (MATH 0310) cannot be used for meeting degree requirements. (Hours attempted and hours earned will count towards TOPS eligibility)

Auditing Courses

Students who do not wish to earn college credit may enroll in a course on an “audit” basis with written consent from the instructor and dean. New students must complete an application for admission and submit all required credentials.  

The grade awarded for a class taken on an audit basis is “AU.” No credit or quality points are earned and the student will not be permitted to take advanced-standing examinations on such work without permission of the dean of the appropriate school. Students may not audit the same course more than once. Courses previously audited may be taken later for credit. Tuition and fees for auditing a course are the same as for regular enrollment. 

A student who initially enrolls in a class on an audit basis may change to credit if acceptable within the individual’s program of study, and with permission of the course instructor and academic advisor. Students may change from audit to credit (add) or credit to audit (drop) through the drop/add period as published in the Academic Calendar. 

Students who are auditing may utilize the College Library, receive course handouts and, at the discretion of the instructor, may participate in class discussion and testing. Auditors may be allowed to observe and participate in the laboratory setting, but may not participate in the clinical component of a course. Students who are auditing are required to follow all policies of Our Lady of the Lake College. 

Independent Study

The independent study option allows qualified students to complete courses outside the traditional classroom setting, in a one-on-one relationship with a faculty member. This option provides flexibility in meeting student needs (i.e., to solve scheduling problems, which would delay the student's graduation). It constitutes an agreement between the student and the instructor. This agreement, which is produced in written form and submitted to the school dean or program director for approval, describes how the course requirements are to be met. Avenues leading to this objective include but are not limited to videotapes, computer tutorials, tutoring sessions with the instructor, reading and writing assignments, and oral and written testing.

Some restrictions apply:

1.         Not all courses may be taken under this option.

2.         Must have instructor approval.

3.         The student may apply a maximum of six hours of independent study courses toward an associate degree.

4.         The instructor must be a full-time faculty member who has taught the course to be offered.

5.         Admittance to an independent study course will be at the discretion of the instructor.

6.         A course taken under the independent study option must be completed in the time frame of the semester enrolled.

7.         A course offered under this option will be graded using the same letter grades as would be used if the course was
  offered in the traditional classroom setting.

8.         Normal tuition and fees will apply to courses offered under this option.

 Declaration of Major

Once a student who applies to pursue a bachelor's degree has earned 65 credit hours or has completed an associate degree, she/he must declare a major. To declare a major, a student must complete a Declaration of Major form, which is available in the Registrar’s Office or online at www.ololcollege.edu.

 Minor Area of Study

Baccalaureate students may elect to pursue designated areas of study at Our Lady of the Lake College that will be documented as a minor on their transcripts. To receive a minor, students must earn a 2.0 grade point average in a minimum of 18 credit hours of course work in a single discipline, with at least 9 credit hours at the 3000 or 4000 level. For more details, refer to the Academic Minor section of this Catalog.

Graduation Requirements

In addition to individual program requirements, to earn a degree from the College, the following requirements must be met:

1.

An overall grade point average of 2.0 or higher.

2.

Completion of a minimum of 30 semester hours for an associate degree and 54 semester hours for a baccalaureate degree in residence at OLOL College.

3.

Completion of at least 50% of the semester hours required for a major must be completed at OLOL College.

4.

Completion of the last 15 hours of an associate degree and 30 hours of a baccalaureate degree in residence at OLOL College.

5.

Satisfaction of all program requirements (see appropriate programs for descriptions).

6.

Clearance of all indebtedness to the College including the return of College Library materials borrowed.

7.

Submission of an Intent to Graduate form to the Office of the Registrar by the appropriate deadline.

8.

Formal Board of Trustees approval for graduation.

 Intent to Graduate

The deadline for submitting Intent to Graduate forms is three weeks prior to the last day of class in the semester preceding the semester in which the student plans to graduate (see Academic Calendar). It is strongly recommended that Intent to Graduate form be submitted early in order to identify any issues prior to the pre-registration period of the candidate's final semester. Intent to Graduate forms are available in the Registrar’s Office or on the College Web site.

Graduation Exercises

Graduation exercises are held twice a year at the close of the fall and spring semesters. Students must complete all graduation requirements in order to participate in graduation exercises. Students completing requirements during the summer term will have their degrees posted at the end of the summer term, but as there is no summer commencement, they may participate in fall graduation exercises. Summer completers' diplomas will not be available until the fall commencement date, but transcripts showing the posted degree will be available one week following the end of the summer term.

Graduation Honors

Associate degree students graduating with honors are awarded as follows: Honors for an overall grade point average of 3.50 or higher and Highest Honors for an overall grade point average of 3.75 or higher.

Baccalaureate degree students graduating with Latin academic honors are awarded as follows: cum laude for an overall grade point average of 3.50 or higher; magna cum laude for 3.75 or higher and summa cum laude for 3.90 or higher.

Multiple Degrees Policy

Earning Dual Degrees

1.

Students receiving two associate degrees shall complete a minimum of 15 credits in addition to the credits needed for one of the degrees (degree requires 62 credits + 15 additional credits). In addition, the 30 credit residency requirements shall apply separately to each degree for a total of 60 credit hours.

2.

Students simultaneously receiving an associate degree in one program and a bachelor's degree in another program must complete a 30 credit hour residency requirement for the associate degree and a 54 credit hour requirement for the bachelor's degree for a total of 84 credit hours.

3.

Students receiving two bachelor's degrees shall complete a minimum of 30 credits in addition to the credits needed for one of the degrees (degree requires 120 + 30 additional credits). In addition, the 54 credit hour residency requirement shall apply separately to each degree for a total of 108 credit hours.

A student holding a baccalaureate degree who is pursuing a second baccalaureate degree must complete the major requirements for the second degree, with a minimum of 24 semester credit hours of upper division course work toward the degree and must meet the residency requirement of Our Lady of the Lake College (54 hours of course work taken at this college). Written approval, including a degree plan specifying required course work, is required from the student's advisor and the dean of the school.