Undergraduate Academic Information and Policies

It is important that a student be knowledgeable about academic information affecting continued enrollment status. Such information includes knowledge of the basis for assigning grades as an indication of academic achievement, the conditions of class attendance, and the class identification. Other information valuable to the student includes procedures for changing either semester class schedules or curriculum choice and special academic opportunities available to the student.

Academic Year

The University’s academic year includes two semesters and three summer sessions. The academic calendar is published for each term in the Schedule of Classes.

Class Load

The normal class load is 15 or 16 hours per semester.

An average of 30 credit hours earned each academic year will allow a student to meet the University’s minimum requirements of 120 credit hours for graduation at the end of four years or eight semesters.

A student is considered full-time if enrolled for 12 or more hours of prepared course work each semester/term.

Student Overload

Students who for any reason find it desirable to carry more than 18 hours during a semester/term or more than 7 hours in any summer session may request this privilege through their academic advisor. Note that a cumulative GPA of 3.000 or above is recommended before an undergraduate student attempts an overload.

Procedure: The students should request an overload by contacting their academic advisor. If an overload is approved, the advisor must contact the Registrar’s Office via email to authorize the overload. The email must include the following:

• the student’s name and student ID number
• the semester (or summer session) for which the overload is being requested
• a specific maximum number of credit hours the student will be allowed to take that semester (or summer session)

Course Numbers

Undergraduate courses are numbered in the sequence of 000, 100, 200, 300, and 400. Generally, developmental courses are in the 000-099 series and do not count toward graduation. Freshman courses are in the 100 series, sophomore courses are in the 200 series, junior courses are in the 300 series, and senior courses are in the 400 series.

Class Attendance

A student is expected to attend all classes. It is the responsibility of an instructor to inform the student of the consequences of absence from class. It is the responsibility of the student to keep instructors informed regarding absences from classes.

A student who knows of necessary class absences should consult instructors prior to the absence. A student who misses classes is not excused from the obligations to instructors. Instructors are expected to provide the student with an opportunity to meet class commitments when absences are for good and proper reasons. Further, instructors are expected to maintain attendance records and to report excessive absences to the Registrar’s Office.

Early Alert Grading

Early Alert Grading was instituted to identify students during the first three weeks of the semester who might be having academic difficulty. Early Alert grades are intended for advising purposes and will not become part of a student’s record.

Early Alert Grading is available for all full-semester classes; however, it is required for all 200-level and below. Students will be notified by email from the Registrar’s Office if any Early Alert grade is reported by an instructor.  Students can also log in to myUSI to view any Early Alert grades.

Early Alert Grades are:

• 3P, 3DP, or 3S - indicates the student has a passing grade at week 3
• 3D - indicates the student needs to improve
• 3F, 3DNP, 3NP, or 3U - indicates the student has a failing grade at week 3
• 3NA - indicates the student’s attendance is a problem that may affect their success

Progress Report Grading

Progress Reports (formerly known as midterm grades) reflect a student’s academic performance in courses during the first six weeks of the semester and are required for all full-semester classes. Standard grades, such a A, B+, D, P, DNP, etc. are used for Progress Report grades. These grades are informational and will not become part of the student’s record. A grade of ‘Z’ indicates the instructor failed to submit a Progress Report grade.

Students will be notified by email from the Registrar’s Office if any Progress Report grade is reported by an instructor. Students can also log in to myUSI to view any Progress Report grades.

Students receiving a Progress Report grade lower than a C will also be notified by letter. Students whose Progress Report grades are below their personal expectations or below their academic or financial aid requirements should meet with instructors and advisor about steps for improvement for the remainder of the semester.

Administrative Withdrawal for Non-Attendance

Students whose grade may be impacted by their non-attendance in class may be reported by instructors and notified by letter to their mailing address (fall/spring) or by email (summer sessions) of the possibility of their being administratively withdrawn from their class. The students so notified will be given until the end of the sixth week (sixth day for summer sessions), when Progress Report grades are issued, to meet with their instructors to resolve the situation. The instructor of the class may complete the process of an administrative withdrawal of a student if the situation is not resolved. NOTE: Merely not attending a course does not automatically remove the course from a student’s record. Students who do not accept the responsibility of completing an Add/Drop or Withdrawal form jeopardize their academic record with the possibility of incurring an F in a course not properly dropped.

General Student Policies

Policies on student behavior, plagiarism, falsification of records, and other policies may be found in the Student Life  section.

Classification

A student is usually identified as a freshman, sophomore, junior, or senior. Such a classification is applicable to the four years of full-time college attendance. However, an increase in hours earned during one or more semesters or enrollment in summer sessions may result in an accelerated program; conversely, a smaller than normal class load may result in a prolonged program. Thus, it is more accurate to designate class standing in accordance with credit hours earned.

Beginning fall 2013, the following schedule of hours earned is used to establish class standing:

This schedule has no necessary relationship to the cumulative hours and required grade point average necessary for continuing enrollment.

Grading System

Letter grades indicating the quality of course work completed, and for which the credit hours earned can be applied toward graduation requirements, generally can be interpreted as follows:

A, excellent; B+ and B, good; C+ and C, average; D+ and D, poor; S for satisfactory; P for pass; DP for developmental pass.

The letter grades assigned for unsatisfactory course work are F for failure; U for unsatisfactory; NP for no pass; DNP for developmental no pass. No credit toward graduation is granted for these grades.

The designation IN (incomplete) also may be used in special circumstances.

An incomplete grade (IN) may be given only at the end of a term to a student whose work is passing, but who has left unfinished a small amount of work (for example, a final examination, a paper, or a term project) which may be completed without further class attendance. The student must act to remove the IN grade within one calendar year. If action is not taken, the IN grade will revert to an F. In the event the instructor from whom a student receives an incomplete is not available, the disposition of a case involving an incomplete grade resides with the appropriate dean.

An In Progress (IP) final grade is given in Advanced Senior Project classes which require enrollment in the same class in successive semesters. An IP grade means the student cannot receive credit for the course under any circumstances without re-enrollment in the course.

A withdrawal (W) is given when a student officially withdraws during the automatic W period (refer to the Add/Drop and Withdrawal sections) or is administratively withdrawn from a course. A W also is given if the student is passing at the time of a drop/withdrawal after the automatic W period has ended. A W means the student cannot receive credit for the course under any circumstances without re-enrollment in the course.

All grades beginning with X are Fresh Start grades. Grades of XC or better are included in earned hours only. Fresh Start grades less than XC are excluded from earned hours and GPA.

A grade of Z is temporary and is recorded when an instructor fails to submit a grade. This grade will be replaced with a letter grade upon submission of the Change of Grade form by the instructor. 

How to view grades

Students may view their final grades online via myUSI (no paper grade cards are mailed).

Grades are viewable even if a student has holds that prevent viewing of unofficial transcripts or release of official transcripts.

Grade Point Average (GPA)

The grade point average is a numerical value which is obtained by dividing the number of quality grade points earned by the number of quality hours attempted. This average is computed at the end of each term, both for the term and on a cumulative basis. The grade of A represents four points for each hour of credit; B+ three and one-half points; B three points; C+ two and one-half points; C two points; D+ one and one-half points; and D one point. No points are recorded for an F, although the hours attempted are included in the computations. No points are recorded for a P or NP, DP or DNP, S or U, IN, IP, W, and the hours attempted are not included in the computations.

Suppose that a student has earned the following grades:

6 hours of A (equals 24 points)
3 hours of B+ (equals 10.5 points)
3 hours of C+ (equals 7.5 points)
3 hours of C (equals 6.0 points)

Then the semester average would be 3.200, which is the quotient obtained by dividing 48 (the number of quality points) by 15 (the number of quality hours attempted). 

A minimum cumulative GPA of 2.000 is required for graduation.

Transcripts (Academic)

Academic records are maintained by the Registrar’s Office. A transcript is a complete record of a student’s academic work at the University of Southern Indiana.

How to view an unofficial transcript

Students may view their unofficial transcript online via myUSI.

An unofficial transcript will not be viewable if a student has unmet financial obligations to the University or for Stafford Loan recipients who have failed to complete an exit counseling session with the Student Financial Assistance Office.

How to request an official transcript

Both paper and electronic transcripts can be ordered anytime by current or former students. Refer to the Electronic Transcripts page for more information about this option. 

Students request an official academic transcript online:

• If you have access to your myUSI account, you will be able to order your official transcript by logging in to myUSI. After selecting the Self Service icon from the dashboard, click Student, then Student Records. Choosing “Request Official Transcript” will take you to the USI Transcript Ordering Portal. Any student that enters the transcript ordering site through their myUSI account will be able to order transcripts immediately. Transcript requests can typically be processed within one business day of the completed order. Your unofficial transcript is available through myUSI under Student Records.
• If you do not have access to your myUSI account, you will need to create an account on the USI Transcript Ordering Portal to obtain an official transcript. The initial process of creating an account on that system could take up to two business days, as the Registrar’s Office will need to validate your account information with our official records. Once your account is established, transcript requests can typically be processed within one business day of the completed order. To reactivate your myUSI account and view your unofficial transcript, contact the USI IT Help Desk at 812-465-1080.

Once you have reached the USI Transcript Ordering Portal, the site will walk you through placing your order, including delivery options and fees. Please carefully follow all instructions. It is the responsibility of the requester to supply a correct mailing address; refunds will not be issued due to an incorrect address. Status updates of your order will be emailed to the email account you list on your order.

Transcript fees are approved by the University. Current fees for a transcript are:

Online payment will be accepted from the following credit/debit card accounts: Visa, MasterCard, Discover, American Express, Diners Club, or JCB. If you are unable to pay by one of these methods, please contact the Registrar’s Office for assistance.

Notes:

• An official transcript will not be released if a student has an unmet financial obligation to the University. An official transcript will also be withheld for Stafford Loan recipients who have failed to complete an exit counseling session with the Office of Student Financial Assistance. 
• Requesting that a transcript be sent to another institution does not automatically indicate that the student wishes to be withdrawn from the current term or any upcoming term(s) for which the student has pre-registered. Any student wishing to withdraw must officially initiate withdrawal procedures.
• The University can release only official USI transcripts. Transcripts from other universities or high schools attended must be requested directly from those institutions.

If you have any questions about transcript services provided by the University of Southern Indiana, please visit www.usi.edu/registrar or contact the Registrar’s Office at 812-464-1763 or 800-467-1965 (#3).

Enrollment Verification 

How to Request an Enrollment Verification 

An Enrollment Verification is a printed document that includes formal verification of a student’s enrollment status. This document may be used for a good student insurance discount, coverage on parents’ insurance, potential employment, or other purposes. USI participates in the National Student Clearinghouse, providing enrollment data that is accessible by various loan companies for the purpose of student loan deferments. If an enrollment verification is needed for another purpose, the student can initiate the release of their information by printing an enrollment verification certificate.

The Family Educational Rights and Privacy Act of 1974 requires the written signature or electronic signature (myUSI password) of the student to release information pertaining to their academic records. Printing an enrollment verification certificate “conveys consent” to the officials of the University of Southern Indiana to release your enrollment verification information. 

Students print their own enrollment verification certificate and provide it to the insurance company or other recipient that needs proof of enrollment. Log log in to myUSI with your username and password, then:

• Click the Self Service icon on the dashboard

• Click Student, then Student Records

• Click Request Enrollment Verification

Follow the on-screen instructions to obtain an enrollment certificate with the desired information. Options for printing the certificate are:

• Current enrollment - provides enrollment status for the current semester, with status effective date(s)

• All enrollment - provides enrollment history for all terms attended, with status effective dates

You may also view:

• Student loan deferment notifications provided to loan holders

• Proof(s) of enrollment that have been provided to health insurers and other providers

• Specific information about your student loans

For enrollment verification that is not available by printing the National Student Clearinghouse enrollment verification form, the student can use the Enrollment Verification request form. This option is applicable if an enrollment verification plus proof of good academic standing is needed (for example, in order to receive a good student discount on auto insurance), or if verification of enrollment is needed prior to the start of a term.

Employers, student loan companies, and others who need proof of enrollment or verification of degree completion should contact the National Student Clearinghouse directly at www.enrollmentverify.org or www.degreeverify.org, respectively.

Readmission Procedures

A student once enrolled at the University but who does not attend for one fall/spring semester does not need to be readmitted to the University, but will have an advising hold and must speak with an academic advisor prior to registration. 

Once enrolled at the University, an undergraduate student who for any reason does not re-enroll for two or more consecutive fall/spring semesters must initiate an Application for Readmission in the Registrar’s Office prior to registering for the next semester/term. Students can complete an Application for Readmission by:

• visiting www.usi.edu/registrar and submitting an online application;
• visiting www.usi.edu/registrar and printing an application (PDF format). The completed application (including student’s signature) may be mailed or faxed to the Registrar’s Office; or
• visiting the Registrar’s Office and completing the application.

Degree-seeking readmission students are required to submit an official grade transcript from each institution attended since last attending USI. If a student discontinues enrollment for more than one calendar year, the student must then re-enroll under the current program requirements. A student may petition the department chair for permission to continue following the original program requirements under a grandfather clause.

To facilitate registration for the upcoming semester, the readmission application should be submitted by the following dates:

A readmission can still be completed after the date listed above; however, the student may be more likely to experience registration delays.

Fresh Start Program

The Fresh Start program is designed to benefit former USI undergraduate students who are returning to the University after an extended absence and whose previous academic record was unsatisfactory (student was academically dismissed or on academic probation). This program allows a readmitting student who wishes to complete an undergraduate degree a one-time opportunity to apply for a “Fresh Start.”

Eligibility

A student will be eligible to apply for the Fresh Start program under the following conditions:

• The student must not have been enrolled at the University of Southern Indiana for a minimum of two calendar years (24 months). Credit earned from other institutions is not eligible for the provisions of the Fresh Start program and will be evaluated based on the transfer policies in effect at the time of readmission.
• A student must apply for the Fresh Start program when they readmit (acceptance is irreversible). If the student achieves a minimum 2.000 grade point average on the first 12 quality hours/graded hours taken after readmission and remains in good standing while completing the hours, he/she will then be accepted to the program.
• Applications for Fresh Start may be obtained at the Registrar’s Office or at www.usi.edu/registrar and will be evaluated on a case-by-case basis. The Fresh Start program provisions can be applied only once to any individual student’s academic record.

Program Provisions

Fresh Start acceptance subjects a student to the following provisions:

• All University of Southern Indiana grades received and courses taken prior to the readmitted semester/term will be excluded from cumulative grade point calculation.
• USI credits from coursework with a grade of C or above earned prior to application to the Fresh Start program will be maintained as earned hours. All other credits will be forfeited.
• Grades from all coursework taken at USI (before and after Fresh Start) will be used in calculating eligibility for commencement honors, graduation honors, and membership in honor societies.
• Students accepted to the Fresh Start program are subject to the academic requirements and regulations in effect at the time of their readmission. The Fresh Start student must re-declare a major and complete all current academic requirements.
• Students must complete a minimum of 30 credit hours at USI for graduation, required for their degree program, after being accepted to the Fresh Start program.
• The Fresh Start program status will be recorded on the student’s academic record.
• Students do not qualify for financial aid while attempting the first 12 graded hours taken after readmission.

Standards of Progress

Graduation

A student must earn a minimum cumulative 2.000 GPA to graduate. Minimum acceptable progress toward this requirement is indicated by the standards for good standing.

Academic Progress

Prior to the priority registration period, any undergraduate degree-seeking student with a cumulative USI grade point average less than 2.000 will have a registration hold placed on his/her record. A student receiving this registration hold must consult with an academic advisor prior to registering for the next semester to formulate a plan for improving academic performance.

Good Standing

Beginning fall 2013, a student whose cumulative GPA meets or exceeds the following standards is in good academic standing:

GPA of 1.800 for 0-59  hours attempted*
GPA of 2.000 for 60+   hours attempted*

*all courses with a computable letter grade (A-F), including failed or repeated courses.

NOTE: students who have been awarded any transfer credit (including dual credit or special credit such as AP, CLEP, departmental exam, military credit, etc.) must meet the standard which corresponds to the sum of the total transfer hours accepted and the total hours attempted at the University.

Academic Probation

Students who fail to meet the preceding minimum standards will be placed on academic probation for one semester. During that semester, the student should make use of available University resources to improve academic skills and performance. Failure to meet the preceding required GPA levels at the end of the probationary semester will result in academic dismissal from the University.

At the discretion of departments, students on academic probation may be subject to some or all of the following requirements:

• changes to the schedule of classes chosen during priority registration, to ensure prerequisites and necessary skill levels are in place
• approval by academic advisor of all changes to the schedule of classes
• limitation to 12 credit hours
• repetition of certain classes
• use of campus resources for academic support

These advising guidelines seek to provide maximum support and guidance during the critical period of establishing renewed academic good standing.

Academic Dismissal

A student academically dismissed may not register for credit classes at the University for a minimum of one semester, unless readmitted provisionally. Such readmission is not automatic.

Provisional Readmission

A student academically dismissed may apply for provisional readmission for one semester, according to terms of a provisional readmission contract agreed upon by the student and the readmitting college. At the discretion of departments, students provisionally readmitted may be subject to some or all of the following requirements:

• limitation to 12 or fewer credit hours
• repetition of courses with grades of D or F
• attendance at mentoring appointments
• approval by academic advisor of all changes to the schedule of classes
• use of campus resources for academic support

These advising guidelines seek to provide maximum support and guidance during the critical period of establishing renewed academic good standing. A provisionally readmitted student is not in good standing with the University.

Academic Grievance

If a student has a possible grievance with a faculty member, the procedures for filing a grievance are outlined in the student code of conduct in the Student Handbook.

Class Schedules

A schedule of University class offerings is prepared for student use for each semester/term and published electronically. The course reference number (CRN), time, day, title, course number, credit hours, instructor, and room are listed. General information concerning admission, registration, and graduation also is provided.

The Schedule of Classes is available on the USI Bulletin website.  Select the desired class schedule (upper-right corner of the page) from the drop-down list of available publications.

Academic Advisement

Students who have decided on and declared a major are assigned an advisor from the academic college which houses that major. Undecided students, as well as those who are conditionally admitted, are assigned an advisor from University Division. University Division advisors will help students choose a major, usually during the first four semesters. Students in the Bachelor of Professional Studies program are advised through Outreach and Engagement. The University of Southern Indiana recognizes academic advising to be a critical component of the educational experience of its students. Through individual, collaborative relationships with academic advisors, students are best able to define and implement sound educational and vocational plans that are consistent with their personal values, goals and career plans. Academic advisors represent and interpret University policies and procedures to the student and help the student navigate the academic and organizational paths of the institution. The University acknowledges its obligation to provide students with accurate and timely academic advising, delivered through its advising centers, academic departments and colleges, as well as through additional units and offices devoted to specific student populations such as undecided and conditionally admitted students.

Degree Audit System  A degree audit (also called a degree evaluation) outlines a student’s specific degree requirements and tracks his/her progress toward the fulfillment of those requirements. Both USI courses and an evaluation of any transfer credits are included, and the audit indicates whether categories are satisfied or unsatisfied. Unsatisfied categories list the acceptable courses from which to select. Students can generate and view their degree audit via myUSI (the Degree Evaluation link on the Student Records menu). A degree audit can be generated for either the student’s currently declared major/program, or as a “what-if” audit for another major in which the student might be interested. Students should routinely review their degree audit, particularly before registering for classes and at the end of the semester when grades are official. Academic advisors also can access their advisee’s degree audit via myUSI and can recommend the most appropriate courses. Students should check with their academic advisor for details about how to run and read a degree audit.

Student Participation in Program Planning. A student enrolled in the University is expected to read carefully and to understand the contents of this bulletin. This includes awareness of the University’s general policies and regulations for academic achievement necessary for continued enrollment, as well as social and campus conduct.

A student also is responsible for knowing the specific requirements of the academic discipline of the student’s choice, enabling the student to qualify for graduation.

A student should assume the initiative for preparing a semester schedule of classes. The academic advisor is available to offer suggestions and to verify the accuracy of course choice in meeting curricular patterns, but the primary responsibility for knowing the requirements of the academic program and proceeding to satisfy those requirements in an orderly and sequential manner remains with the student.

Add/Drop

An Add/Drop is when a student adds and/or drops courses but still remains enrolled in the semester/summer session. Students who wish to alter their original schedule, whether by personal incentive or by college directive, must do so officially by the procedure outlined below. Students who do not assume this responsibility may jeopardize their record with the possibility of incurring an F in a course not properly dropped and/or not receiving credit in a course improperly added. Merely not attending a course does not automatically remove the course from the student’s record.

Add/Drop-Academic Year

If a student drops or withdraws from one or more full semester courses through the first week of a fall or spring semester, the student will receive a 100 percent credit; during the second week, a 75 percent credit; during the third week, a 50 percent credit; and during the fourth week, a 25 percent credit.* No credit will be made thereafter. Refund checks, if applicable, will be issued by the Bursar’s Office subsequent to the refund period. See the semester calendar for specific dates.

1. Through the first week of the semester (100 percent credit*): After priority registration and through the first week of the semester, students add or drop courses online via myUSI (refer to the Schedule of Classes for web registration details). Computer stations are also available in the Registrar’s Office for students who need assistance with the add/drop process.
2. Beginning the second week of the semester, through 4:30 p.m. on the last business day before final exams (75 percent credit or less*): Online schedule changes are not available beyond the first week of the semester. Students may add or drop courses in person at the Registrar’s Office by submitting an Add/Drop form. The form requires the signatures of the student and of the instructor of each course being dropped or added. The signature of the academic advisor is required for new freshmen and degree-seeking students with fewer than 30 earned hours. NOTE: Only in exceptional circumstances will students be allowed to add a course after the first week of the semester.

Grading: Classes dropped prior to the end of the 100 percent refund period will not be retained on the student’s academic transcript and no grade is recorded.  Classes dropped via the Add/Drop procedure beginning the second week of a fall or spring semester through the ninth week of the semester* will be dropped “without evaluation.”  The dropped course(s) will be retained on the student’s academic transcript and the student will receive a grade of W for the dropped course(s).  Classes dropped via the Add/Drop procedure during the 10th week of the semester through the last day of classes before final exam week* will be dropped “with evaluation.”  The dropped courses(s) will be retained on the student’s academic transcript and the student will receive a grade of W if passing at the time the course is dropped; however, if the student is failing at the time the course is dropped, the student may receive a grade of F.

* Courses meeting less than a complete semester have different drop/refund/grading dates. Check the Refund Schedules page or contact the Registrar’s Office for these dates. Online schedule changes or withdrawals for special length courses can only be processed through the course’s 100 percent credit period (but no later than the first week of the semester). Thereafter, students must submit the appropriate form to the Registrar’s Office for processing.

Add/Drop-Summer Sessions

If a student drops or withdraws from one or more standard-length courses during the first two days of First or Second summer (first day of Third Summer), the student will receive a 100 percent credit; during the third or fourth day of First or Second summer (second day of Third Summer), a 75 percent credit; during the fifth or sixth day of First or Second summer (third day of Third Summer), a 50 percent credit; and during the seventh or eighth day of First or Second summer (fourth day of Third Summer), a 25 percent credit.* No credit will be made thereafter. Refund checks, if applicable, will be issued by the Bursar’s Office subsequent to the refund period. See the term calendar for specific dates.

1. Through the first two days of First or Second Summer/first day of Third Summer (100 percent credit*): After priority registration and through the first two days of First or Second Summer (first day of Third Summer), students may add or drop courses online via myUSI (refer to the Schedule of Classes for web registration details). Computer stations are also available in the Registrar’s Office for students who need assistance with the add/drop process.
2. Beginning the third day of First or Second Summer (second day of Third Summer), through 4:30 p.m. on the last day of class before the final exam (75 percent credit or less*): Online schedule changes are not available beyond the first two days of First or Second Summer (first day of Third Summer). Students may add or drop courses in person at the Registrar’s Office by submitting an Add/Drop form. The form requires the signature of the student and of the instructor of each course being added or dropped. The signature of the academic advisor is required for new freshmen and degree-seeking students with fewer than 30 earned hours. NOTE: Only in exceptional circumstances will students be allowed to add a course after the first two days of First or Second summer (first day of Third Summer).

Grading: Classes dropped prior to the end of the 100 percent refund will not be retained on the student’s academic transcript and no grade is recorded. Classes dropped via the Add/Drop procedure beginning the third day of the session through the third week of First or Second Summer (second day through the twelfth day of Third Summer)* will be dropped “without evaluation. The dropped courses(s) will be retained on the student’s academic transcript and the student will receive a grade of W for the dropped course(s). Classes dropped via the Add/Drop procedure beginning the fourth week (thirteenth day of Third Summer)* through the last day of class before the final exam will be dropped “with evaluation.” The dropped course(s) will be retained on the student’s academic transcript and the student will receive a grade of W if passing at the time the course is dropped; however, if the student is failing at the time the course is dropped, the student may receive a grade of F.

* The typical summer course length is five weeks in First and Second summer, four weeks in Third summer, although a variety of course lengths may be offered. Summer courses meeting other than the typical length, including cross-term courses, have different drop/refund/grading dates. Check the Refund Schedules page or contact the Registrar’s for these dates. Online schedule changes or withdrawals for special length courses can only be processed through the course’s 100 percent credit period (but no later than the first two days of the session). Thereafter, students must submit the appropriate form to the Registrar’s Office for processing.

Withdrawal

A withdrawal is when a student drops ALL enrolled courses for that semester/term. A student who must withdraw from the semester/term, must do so officially by the procedure outlined below. If they do not assume this responsibility, they may jeopardize their record with the possibility of incurring an F in a course not properly dropped. Merely not attending a course does not automatically remove the course from a student’s record. Students enrolled in any classes that have ended at the time of withdrawal must follow the procedure for an Add/Drop.

Withdrawal-Academic Year

If a student drops or withdraws from one or more full semester courses through the first week of a fall or spring semester, the student will receive a 100 percent credit; during the second week, a 75 percent credit; during the third week, a 50 percent credit; and during the fourth week, a 25 percent credit.* No credit will be made thereafter. Refund checks, if applicable, will be issued by the Bursar’s Office subsequent to the refund period. See the semester calendar for specific dates.

1. Through the first week of the semester (100 percent credit*): After priority registration and through the first week of the semester, students may withdraw from all classes online via myUSI (refer to the Schedule of Classes for web registration details). Computer stations are also available in the Registrar’s Office for students who need assistance with the withdrawal process.
2. Beginning the second week of semester, through 4:30 p.m. on the last business day before final exams (75 percent credit or less*): Online withdrawals are not available beyond the first week of the semester*. Students may withdraw from the semester using a Withdrawal form found in the Registrar’s Office and online. A withdrawal request will be accepted by fax at 812-464-1911. The student’s signature is required for all withdrawals, as well as the signature of the dean of the student’s college or designee. The student is responsible for obtaining all required signature(s) and submitting the Withdrawal form to the Registrar’s Office for processing. Until all steps in the procedure have been completed, the student is still enrolled in all courses. Online Learning students (those enrolled in a USI course with a section number beginning with an ‘N’) who are unable to visit campus to obtain the required signature in person may obtain approval via email. The dean/authorized designee must send the email from their USI account and must include the student’s full name, student ID number, and relevant course IDs and CRNs from which they are approving the student to withdraw. The approval email should be submitted along with the Withdrawal form (or emailed to registrar@usi.edu). A Withdrawal form with the student’s legal signature is still required.

Grading:  Classes dropped prior to the end of the 100 percent refund period will not be retained on the student’s academic transcript and no grade is recorded. Classes dropped via the Withdrawal procedure beginning the second week of a fall or spring semester through the ninth week of the semester* will be dropped “without evaluation.” The dropped course(s) will be retained on the student’s academic transcript and the student will receive a grade of W for the dropped course(s). Classes dropped via the Withdrawal procedure during the 10th week of the semester through the last day of classes before final exam week* will be dropped “with evaluation.” The dropped courses(s) will be retained on the student’s academic transcript and the student will receive a grade of W if passing at the time the course is dropped; however, if the student is failing at the time the course is dropped, the student may receive a grade of F.

Financial Aid: If a student receives financial aid but is unsure of the impact a Withdrawal will have on that financial aid, it is recommended that the student contact Student Financial Assistance prior to submitting the Withdrawal. Students with a Stafford Loan must complete an exit counseling session. Failure to complete the exit counseling session will prevent the release of the student’s academic transcript.

Additional Steps: Students who live in University housing must contact the Residence Life office (O’Daniel North) to properly check out. Students who have a meal plan must contact Food Services (UC lower level) to cancel the plan. Students who owe money to the University must settle their account at the Cashier’s window (OC lower level); an unpaid balance will prevent the release of academic transcript.

* Courses meeting less than a complete semester have different drop/refund/grading dates. Check the Refund Schedules page or contact the Registrar’s Office for these dates. Online schedule changes or withdrawals for special-length courses can only be processed through the course’s 100 percent credit period (but no later than the first week of the semester). Thereafter, students must submit the appropriate form to the Registrar’s Office for processing.

Withdrawal-Summer Sessions

If a student drops or withdraws from one or more standard-length courses through the first two days of First or Second summer (first day of Third Summer), the student will receive a 100 percent credit; during the third or fourth day of First or Second summer (second day of Third Summer), a 75 percent credit; during the fifth or sixth day of First or Second summer (third day of Third Summer), a 50 percent credit; and during the seventh or eighth day of First or Second summer (fourth day of Third Summer), a 25 percent credit.* No credit will be made thereafter. Refund checks, if applicable, will be issued by the Bursar’s Office subsequent to the refund period. See the term calendar for specific dates. Students enrolled in any classes that have ended at the time of withdrawal must follow the procedure form Add/Drop.

1. Through the first two days of First or Second Summer session/first day of Third Summer (100 percent credit*): After priority registration and through the first two days of First or Second Summer (first day of Third Summer), students may withdraw from all classes online via myUSI (Refer to the Schedule of Classes for web registration details). Computer stations are also available in the Registrar’s Office for students who need assistance with the withdrawal process.
2. Beginning the third day of First or Second Summer/second day of Third Summer through 4:30 p.m. on the last day of class before the final exam (75 percent credit or less*): Online schedule changes are not available beyond the first two days of First or Second Summer (first day of Third Summer). Students may withdraw from the term using a Withdrawal form found in the Registrar’s Office and online. A withdrawal request also will be accepted by fax at 812-464-1911. The student’s signature is required for all withdrawals, as well as the signature of the dean of the student’s college or designee. The student is responsible for obtaining all required signature(s) and submitting the Withdrawal form to the Registrar’s Office for processing. Until all steps in the procedure have been completed, the student is still enrolled in all courses. Online Learning students (those enrolled in a USI course with a section number beginning with an ‘N’) who are unable to visit campus to obtain the required signature in person may obtain approval via email. The dean/authorized designee must send the email from their USI account and must include the student’s full name, student ID number, and relevant course IDs and CRNs from which they are approving the student to withdraw.  The approval email should be submitted along with the Withdrawal form (or emailed to registrar@usi.edu). A Withdrawal form with the student’s legal signature is still required.

Grading:  Classes dropped prior to the end of the 100 percent refund will not be retained on the student’s academic transcript and no grade is recorded. Classes dropped via the Withdrawal procedure beginning the third day of the session through the third week of First or Second Summer (second day through the twelfth day of Third Summer)* will be dropped “without evaluation. The dropped courses(s) will be retained on the student’s academic transcript and the student will receive a grade of W for the dropped course(s). Classes dropped via the Withdrawal procedure beginning the fourth week (thirteenth day of Third Summer)* through the last day of class before the final exam will be dropped “with evaluation.” The dropped course(s) will be retained on the student’s academic transcript and the student will receive a grade of W if passing at the time the course is dropped; however, if the student is failing at the time the course is dropped, the student may receive a grade of F.

Financial Aid: If a student receives financial aid but is unsure of the impact a Withdrawal will have on that financial aid, it is recommended that the student contact Student Financial Assistance Office prior to submitting the Withdrawal. Students with a Stafford Loan must complete an exit counseling session. Failure to complete the exit counseling session will prevent the release of the student’s academic transcript.

Additional Steps: Students who live in University housing must contact the Residence Life office (O’Daniel North) to properly check out. Students who have a meal plan must contact Food Services (UC lower level) to cancel the plan. Students who owe money to the University must settle their account at the Cashier’s window (OC lower level); an unpaid balance will prevent the release of academic transcript.

* The typical summer course length is five weeks in First and Second summer, four weeks in Third summer, although a variety of course lengths may be offered. Summer courses meeting other than the typical length, including cross-term courses, have different drop/refund/grading dates. Check the Refund Schedules page or contact the Registrar’s Office for these dates. Online schedule changes or withdrawals for special length courses can only be processed through the course’s 100 percent credit period (but no later than the first two days of the session). Thereafter, students must submit the appropriate form to the Registrar’s Office for processing.

Course Repeat Policy

Policy – Any undergraduate course taken at the University may be repeated for possible grade point average (GPA) improvement. Unless the course description indicates a course may be taken more than once for credit (up to a specified maximum), only a single occurrence of a course can apply toward University requirements. A course that has been repeated (and the grade received) will remain on the academic transcript but will not be used for GPA computation.

Processing – If a course was first taken prior to the fall 1998 semester, the student must submit a Course Repeat form to the Registrar’s Office to initiate the course repeat policy. If first taken in fall 1998 or later, the policy will automatically be initiated; the student does not need to submit any paperwork.

Effective fall 2006: if a course is retaken, the grade earned for the last occurrence will become the grade for the course (even if it is lower than the previous grade) and be used for GPA computation. Students will be prevented from enrolling in a course for a third (or subsequent) time unless re-enrollment is approved by the college of the student’s major.

If you have questions about how the course repeat policy may affect you, contact the Registrar’s Office.

Students’ Records

The Registrar’s Office maintains the permanent student academic record. Forms for registration - changing a course, repeating a course, changing major, and taking a course as pass/no pass - are submitted to and processed by this office. Students may request a copy of their academic record (transcript) from the Registrar. This office also maintains all student demographic data and keeps names and addresses current. According to the Student Handbook, students must report any name or address changes to the Registrar’s Office. Students can update their mailing address(es) as well as telephone numbers, marital status, and emergency contacts online via myUSI.

Pass/No Pass Option

The Pass/No Pass system of course evaluation encourages students to enroll in courses they normally would not take, but which will contribute to their overall enrichment.

Limitations

1. Students must have a cumulative grade point average of 2.000 or above to exercise the pass/no pass option. Students whose cumulative grade point average falls below 2.000 may not elect to take a pass/no pass course.
2. Students may take only one course a semester on the pass/no pass option.
3. Students may take a maximum of four courses on the pass/no pass option.
4. No course required for the student’s major or minor may be taken pass/no pass, nor may the student take as pass/no pass any prerequisite courses or supportive courses required for the major or minor.
5. No courses taken pass/no pass may apply to pre-1995 General Education requirements, University Core Curriculum or Core 39 requirements.
6. Any course taken under the pass/no pass option which may become a major or minor requirement because of a change of major, minor, or college may be counted at the discretion of the dean toward requirements for the academic major and/or minor. Limitations 1, 2, 3, and 5 cannot not be waived.
7. Under the pass/no pass option, a grade of P (Pass) is equivalent to a letter grade of D or above; a grade of NP (No Pass) is equivalent to an F.
8. A grade of P gives credit for the course, but does not affect the current or cumulative grade point average. A grade of NP gives no credit for the course and does not affect the current or cumulative grade point average.

Procedures

During the second week of the fall/spring semester (first week of a summer session), students may secure an application for the pass/no pass option from the Registrar’s Office. Then the student should obtain the signature of his or her academic advisor and the instructor of the class in which he or she is exercising this option. The student must return the completed application to the Registrar’s Office during the same week. After the second week of the fall/spring semester (first week of a summer session) a student may not change his or her registration in any course to or from the pass/no pass option.

NOTE: Only the student can initiate the pass/no pass option, and it is the student’s responsibility to meet criteria of the option. Any course taken pass/no pass which fails to meet all criteria of the option must be repeated.

Change of Academic Program (Major/Minor/Concentration or Degree type)

A student who wishes to change their degree type (ex: BA to BS) or change majors/minors should initiate the request in the department of the new major/minor. Unless granted a waiver by the chair of the department of the new major, the student must meet all current program requirements for graduation.

Procedure: The student obtains a Change of Academic Program form from the Registrar’s Office or the department of the new major/minor and secures the signature of the department chair/director (or dean) of any major/minor/concentration to be added. The student must then return the completed form to the Registrar’s Office. A student must complete the process prior to the beginning of the 12th week of classes if the change is to be made within the current semester.

Change of Academic Bulletin

Students may choose to change the academic bulletin of their major, minor, or concentration.  By changing academic bulletins, students must understand that not only are they changing major, minor, or concentration requirements but possibly other requirements such as the university core curriculum/Core 39, and number of hours required for graduation. Students may not choose to follow major/minor/concentration requirements from one academic bulletin and university core curriculum/Core 39 or other requirements from a different academic bulletin. Once a student chooses to change academic bulletins, all requirements for graduation change to the chosen academic bulletin as well. A student may change to a current or future bulletin, but may not revert back to a previous bulletin.

Procedure: The student obtains a “Change of Academic Bulletin” form from the Registrar’s Office or the department of the major/minor, secures the signature of the academic advisor, and returns the form to the Registrar’s Office for processing. The student must submit the completed form prior to the beginning of the 12th week of the semester if the change is to be made within the current semester.

Final Exam Schedule

The final examination schedule is published in the electronic class schedule for each semester. In summer terms, final examinations are held the last scheduled class day.

Grade Report

At the end of each semester/term for which a student is enrolled, an online grade report is made available via MyUSI. The online grade report is a record of courses enrolled, letter grades earned, semester grade point average, and cumulative grade point average. Information concerning the student’s current academic standing also is indicated.

The Dean’s List

At the end of each semester, the Provost’s Office publishes a list of undergraduate students recognized for achievement in semester/term grade point average. A student appears on the Dean’s List if they:

• Earn no IN (incomplete) or Z (missing) grades for the term, and
• Earn letter grades of computable point value (S/U, P/NP, and DP/DNP graded courses do not apply) in 12 or more credit hours, and
• Earn a semester grade point average between 3.500 and 4.000

A special notation of “Dean’s List” is printed on the academic transcript following each semester/term this honor is achieved.

Master’s degree students and doctoral students are not eligible for the Dean’s List.

Audit Students

A student who wishes to audit an undergraduate course without credit must obtain permission from the instructor of the course and department chair. Permission may be denied if the classroom is crowded, or if the course is not appropriate for auditing. A student who audits a course will not appear on class rosters or grade reports, and no notation of the audit will be made on the student’s permanent record. A student may not transfer from audit to credit status. There is a $50 audit fee for each course being audited, plus any applicable Distance Education fees and lab/special fees associated with each course.

Procedure. A student who wishes to audit a course may pick up an Audit Application form from the Registrar’s Office during the published dates of late registration. After securing the instructor’s and department chair’s signature, the form and fee(s) should be submitted to the Cashier’s Office.

Student Learning Assessment

For the University to evaluate and improve its academic programs, periodic measures of student intellectual growth and student perception must be obtained. As a requirement for graduation from the University, every student is required to participate in periodic evaluative procedures, which may include examinations in general education and the major field of study. These examinations may include, but are not limited to, the ETS Measure of Academic Progress and Proficiency, Core 39 Curriculum Assessment instruments, and the ETS, ACAT or other Major Field Test. The information obtained from these measures will be one of the means by which the University improves the quality of the USI educational experience for all students, and, where appropriate, may be used in academic advising.

Student Right-to-Know Act

Student Right-to-Know refers to federally-mandated (Title IV) public disclosure of specified consumer statistics of institutional effectiveness and other information to help prospective and current students make informed decisions.  The required statistics and information includes graduation/completion for the student body by gender, ethnicity, receipt of Pell grants, and other data as well as information about the process for withdrawing as a student, cost of attendance, refund and return of Title IV policies, current academic programs and faculty, names of applicable accrediting agencies, description of facilities for disabled students, and the institution’s policy on enrollment in study abroad.  This information and other consumer information can be found at www.usi.edu/planning-research-and-assessment/student-right-to-know-act.

Graduation

Undergraduate degrees offered

The University grants the undergraduate degrees of Bachelor of Arts, Bachelor of Science, Bachelor of Science in Engineering, Bachelor of Science in Mechanical Engineering, Bachelor of Science in Manufacturing Engineering, Bachelor of Social Work, Bachelor of Professional Studies, Bachelor of Science in Nursing, Associate of Arts, and Associate of Science. Commencement ceremonies are held in December and April/May of each year. Students completing graduation requirements in the fall participate in December commencement exercises. Students completing graduation requirements in the spring, or will complete graduation requirements in one of the subsequent summer sessions, participate in April/May commencement exercises.

Bachelor of Arts or Associate of Arts Foreign Language Requirement

World language and culture proficiency is a requirement for the Bachelor of Arts or Associate of Arts degree. The language requirement recognizes the desirability of attaining basic mastery of a language other than one’s own. To fulfill the language requirement for the Bachelor of Arts or Associate of Arts degree, a student must demonstrate proficiency through the appropriate college-level course in a single language (French, German, Spanish, Japanese, Latin, Arabic, or Chinese) by either:

1. completing the first 12 credit hours of the language (four semesters, through 204, or higher), or
2. completing the fourth semester of the language (204) or higher, if advanced placement is recommended. Note: achieving a grade of B or better in the USI course in which they are placed, then completing a Departmental Credit form (through the World Languages and Cultures department) earns credit for all preceding courses.

Students whose native or first language is not English may request a waiver from the foreign language requirement. A student who requests a waiver must (1) certify English competency by achievement of a minimum of 500 on the written Test of English as a Foreign Language (TOEFL) or 173 on the computer-based version, and (2) demonstrate proficiency in the student’s native language.

Students who receive an exemption from the foreign language requirement are responsible for completing the BS Skills requirements set forth in the Core 39 as well as all other credit-hour requirements for the degree.

General Requirements for Graduation. Meeting graduation requirements is each student’s responsibility. A candidate for a baccalaureate or associate degree must meet the general requirements of the University. The following requirements apply to each student.

• A student must have a minimum of 120 semester hours of credit for a baccalaureate degree. Some curricula or combination of fields require more. If all specified requirements are completed with fewer than 120 credit hours, a student must elect sufficient work to total at least 120 hours.
• A student must have a minimum of 60 hours of credit for an associate degree. Some curricula or combination of fields require more. If all specified requirements are completed with fewer than 60 credit hours, a student must elect sufficient work to total at least 60 hours.
• All students who began seeking a degree in the 1996 fall semester or after must complete a minimum of 39 credit hours at the 300-level or above to complete a baccalaureate degree.
• A student must complete the minimum Core 39 program. Specific requirements for the Core 39 component of each degree program are noted in the sections of this bulletin describing each of the academic programs.
• A student must have a 2.000 minimum cumulative grade point average on all University courses counted for graduation requirements. Some curricula, such as teacher education programs, require a higher grade point average.
• Incomplete grades should be changed to a final, permanent grade at least six weeks before the term of graduation.
• Course requirements for graduation in the student’s degree program(s) may be those in effect at the time of matriculation into the program or at graduation, but not a combination of both. NOTE: students who re-enter the University after an absence of one calendar year or more must follow the program requirements in effect at the time of their readmission.
• A student must earn a minimum of 30 credit hours of credit toward a baccalaureate, and 18 credit hours of credit toward an associate degree from the University.

Application for Graduation. Candidates for graduation must file with the Registrar’s Office a Formal Application for Graduation and a Diploma Form. If degree requirements will be completed in a spring semester or a summer session, students will participate in the spring commencement ceremony and the forms should be submitted no later than October 1 of the preceding fall semester. If degree requirements will be completed in the fall semester, students will participate in the fall commencement ceremony and the forms should be submitted no later than March 1 of the preceding spring semester. The Application for Graduation may be obtained at the office of the Dean of the candidate’s major. The Diploma Form is submitted online by visiting www.usi.edu/registrar/graduation/diploma-form. Timely submission of the Formal Application for Graduation and Diploma Form help ensure that degree candidates receive commencement mailings and appear in the printed commencement program, will be considered for commencement honors, and will have a diploma ordered.

Honors. An undergraduate, baccalaureate degree-seeking student who completes all University requirements for graduation and meets the requirements for graduation honors, with a cumulative grade point average of 3.600 - 3.799, will be graduated with the honor Cum Laude. Students with a cumulative grade point average of 3.800 or higher will be graduated Magna Cum Laude. The student(s) with the highest cumulative grade point average (if not 4.000) will be graduated Summa Cum Laude. A student receiving graduation honors will have the appropriate notation printed on both the transcript and diploma.

Commencement honors (for purposes of printing the commencement program) are determined by using the cumulative grade point average at the end of the semester/term preceding each commencement.

Graduation honors are determined by using the cumulative grade point average of the final term when graduation requirements are completed and therefore may differ from commencement honors.

University Requirements for Commencement Honors. A student who is to receive a baccalaureate degree and meets each of the following requirements is eligible for commencement honors.

• Have completed (or have a combination of completed and enrolled hours in the final semester) a minimum of 60 credit hours at the University. Transfer and departmental/exam credit hours do not count toward this 60 hour minimum.
• Have a minimum cumulative grade point average of 3.600 on all courses attempted at the University.

University Requirements for Graduation Honors. A student who is to receive a baccalaureate degree and meets each of the following requirements is eligible for graduation honors.

• Complete a minimum of 60 credit hours at the University. Transfer and departmental/exam credit hours do not count toward this 60 hour minimum.
• Have a minimum cumulative grade point average of 3.600 on all courses attempted at the University.

Associate, master’s,and doctoral degree candidates are not eligible for honors.

Second Baccalaureate Degree

A student who desires a second baccalaureate degree must complete a minimum of 30 credit hours in addition to those required for their first degree and must fulfill all requirements for the second degree. With the exception of the Teacher Education Programs and other programs with program-specific Core 39 requirements, a student completing a second baccalaureate degree does not have to meet Core 39. If a student received the first baccalaureate degree from another accredited university, 30 hours in residence are required to fulfill the requirement for the second baccalaureate degree. Two baccalaureate degrees may be granted simultaneously, providing all requirements for both degrees have been completed and a minimum of 150 hours has been earned.

Posthumous Recognition of Students

Posthumous degree

The University may award a degree posthumously to a student who was enrolled at the time of death and had substantially completed the work for a degree, upon recommendation of the appropriate faculty and dean. A special, posthumous diploma will be presented to the student’s family.

The University of Southern Indiana has established the following guidelines for awarding a posthumous degree:

Undergraduate

A posthumous degree can justifiably be awarded when a student had substantially completed the work for the undergraduate degree. This determination rests with the dean of the college, in consultation with the undergraduate faculty of the department of the student’s major.

Certification of Recognition

The University may award a Certificate of Recognition posthumously to a student who was enrolled at the time of death but who did not qualify for a posthumous degree. A special, posthumous certificate will be presented to the student’s family.