Academic Regulations

EFFECTIVE CATALOG

A student's matriculation date is the day of first enrollment following admission. If the student is readmitted, the matriculation date becomes the day of first enrollment following readmission. Students ordinarily are graduated under the provisions of the catalog of their matriculation date. However, students will be expected to satisfy, to the extent practical, the graduation requirements of the catalog in effect at the anticipated date of graduation. Any necessary modification of general degree requirements will be worked out by the Vice President for Academic Affairs, the Registrar, and the Academic Policies Committee. Modification of major or minor requirements will be worked out by the department chairperson involved, the Registrar, and the student's advisor. A student has the right of petition to the Academic Policies Committee.

ACADEMIC RESIDENCE REQUIREMENT

As a residential, liberal arts college we seek to provide an environment where learning by all members of the community occurs in and out of the classroom and where curricular and co-curricular activities reinforce our commitment to the life of the mind. Such experiences occur best when students are living and learning full-time on campus. The residential life program is an integral part of the education program and support services at Coe College. Residence halls and hall staff provide a structure by which the experience of the classroom is joined with the out-of-class learning experience of the student. Coe is intentionally a residential college and, as such, requires full-time students to live in residence and take meals in the college dining hall. The only exceptions to the residency requirement are:

1. married students.
2. graduates of a Cedar Rapids metro-area high school (Cedar Rapids Jefferson, Washington, Kennedy, Cedar Valley Christian, Linn-Mar, Marion, Prairie, and Xavier) who continue to reside with their parent(s) at home.
3. students who are 25 years or older.

Other exceptions to the residence requirementsmust be applied for in writing to the Dean of Student Life. Approval or denial is determined on a case-by-case basis following evaluation of the extenuating circumstances provided for review. Students are notified in writing of the decision. The granting of permission to live off campus must be renewed each year. Students who violate the residency requirement are charged full room and board costs for the entire year.

REGISTRATION

In order to register, students must have been admitted for study by the Admission Office and must present evidence of settlement of their account with the Business Office. Registrations are canceled for failure to pay fees on time.

Students are encouraged to develop a fouryear comprehensive educational plan with the help of their advisor, with members of the counseling staff, or with other members of the faculty.

Students who will not graduate during the current academic year register online in the Spring Term for the Fall Term of the following academic year during times specified by the Registrar’s Office. Registration for the Spring and May Terms takes place during the preceding Fall Term. Once the online registration period is over, all changes to registration must take place in the Registrar’s Office using accurate, legible, and complete registration forms. Entering first-year students and transfer students receive instructions with their orientation materials and readmitted students receive instructions from the Registrar’s Office concerning their registrations. No registrations are accepted for a term after the end of the first week of classes of that term.

Course Load

A student is full time for the Fall or Spring Term when enrolled for three or more course credits. A student enrolled for less than this course load is a part-time student.

Only in exceptional cases is a student more course credits in the Fall or Spring Terms. A student may not register for more than one course credit during the May Term and no more than two course credits during the Summer Term. In all cases when a student wishes to take more than the normal course load, permission must be obtained from the Committee on Petitions. Approval must be obtained prior to registering for the additional course(s).

Changes in Registration

1. To change registration, a registration form must be filed with the Registrar's Office and signed by the student's advisor. In addition to the advisor's signature (to acknowledge notification), the signatures of the instructors who teach the courses being added and/or dropped will be necessary on the form after the first week of classes for Fall and Spring Terms.
2. Courses may be added with the consent of the student's advisor and the course instructor during the first week of either Fall or Spring Term. Students may add a May or Summer Term course during the first three days of the corresponding term. If a student needs to add courses after the preceding time period due to extenuating circumstances, they may make this request to the Committee on Petitions by completing the necessary forms.
3. student may withdraw from one or more courses with the following results:
   1. If a Withdrawal Form is received by the Registrar's Office by the midpoint of any term, a mark of W is given for the course.
   2. A failing mark (WF) will be reported when notification of a withdrawal is received after the midpoint of the term. Exceptions may be made for medical or other emergencies, with the approval of the Registrar.
4. Students have until the midpoint of the term to withdraw, change their method of grading, or change to audit status. In the event extenuating circumstances dictate the need to do this at a later date, students must make their request to the Committee on Petitions by completing the necessary forms.

CLASS ATTENDANCE

Regular class attendance is expected, although the instructor in each course sets the standard expected to be met by the students. The College expects attendance on the first and last day of a term, as well as the class days immediately preceding and following College holidays. Students officially representing the College are excused as necessary prior to the absence. Students on academic probation are not excused from attending class to participate in extra-curricular activities. The Academic Standing Committee may, however, grant exceptions to this policy under special circumstances.

Notification of extended absence due to illness or injury is sent to individual instructors by the Student Health Service if an absence extends beyond three days. When notification of extended absence has been sent to instructors, a student is entitled to make up work missed and is responsible for taking the necessary initiative. All other excuses for absence must be arranged with a student's instructors, who may, if they wish, request pertinent evidence or judgment from the Student Health Service.

FINAL EXAMS

The final exam schedule is published by the Registrar. It is expected that final exams will be given during the time scheduled for each class. There may be extraordinary cases when an individual student has a compelling reason for taking an exam at a time other than that scheduled. In such cases an instructor may properly decide to let that individual take the exam at another time. Having more than two exams scheduled on one day would justify allowing a student to take a third exam on another day. The instructor of the course with the highest course number will move the exam, for that student only, to a mutually convenient time.

GRADING

Academic records of students are processed, updated, and reported to students and their advisors at each term.

Grades

Status Marks

Audited Courses

Students may audit courses with the permission of the instructor. In doing so, they attend class but are not required to take tests or submit papers. Audited courses receive no credit and do not appear on transcripts of credit. Auditors pay a reduced tuition charge.

Dean's List

Special recognition is given to students who show exceptional academic performance during a given grading period. The designation "Dean's List" is awarded a student if, during a given grade reporting period, the student: 1) has been enrolled as a full time, degree-seeking student; 2) earns at least a 3.5 grade point average for the grading period, having no incomplete marks, no repeat courses, and at least three letter graded courses; and 3) ranks in the top 10 percent of the student body for that grading period.

Grading For First Time Non Traditional Students

Persons who have been away from the collegiate routine for several years may register on an audit basis in their first course, participate fully in the class (including tests and papers, etc.), and decide at the conclusion of the course if they wish to pay the other half of the tuition and receive credit for the course. This policy applies only to the first course--not to succeeding ones.

Satisfactory-Unsatisfactory Graded Courses

Courses are graded A-F unless otherwise indicated in the course description, with the exception of experiential courses such as internships and student teaching. These are regularly graded Satisfactory or Unsatisfactory (S/U).

Under certain circumstances, in order to encourage exploration, a student is allowed to elect to take graded courses on an S/U basis. The following regulations apply:

1. The instructor is not informed of the student’s request for S/U grading and must provide the Registrar with an appropriate letter grade.
2. The Registrar is responsible for converting the letter grade to the equivalent S or U. Grades of C (2.0) or higher are recorded as S, and grades of C- or below are recorded as U.
3. A grade of S or U does not affect the term or cumulative grade point averages because “grade-point courses attempted” are not increased.
4. Students are allowed to elect to take up to four graded courses during their undergraduate career on an S/U basis. However:
   1. No S/U course may be used to satisfy a major, minor, or teacher education core.
   2. Students may not elect S/U grading in lieu of a letter grade while on academic probation.
   3. First-year students may not elect S/U grading during their first term.
5. Students are permitted to change the method of grading a course from a letter grade to S/U through the midpoint of the term of enrollment. The first half of a term is regarded as ample time for deciding on academic exploration. Consequently, requests to change a grade of A-F to the equivalent S or U are categorically denied after midterm.
6. A student’s request for S/U reporting may be nullified at any time by the student’s written notification to the Registrar, the S or U being changed to the instructor’s letter grade. Such a request counts as one of the four S/U elected courses during the student’s undergraduate career.
7. Ordinarily a student is limited to one course credit per term on an elected S/U basis. A student wishing to exceed this limitation must present a convincing rationale or significant mitigating circumstances to the Committee on Petitions.

CLASS DESIGNATION

Class Designation is determined by course credits earned following fall and spring terms.

First-year Students: Fewer than 8 course credits earned (CE)
Sophomore: 8-15.9 course credits earned (CE)
Junior: 16-23.9 course credits earned (CE)
Senior: 24 or more course credits earned (CE)

ACADEMIC STANDING

A student shall be judged to be in good academic standing if the student in question is above the probationary level as described in this section of the catalog, or if the student is in compliance with any stipulations which might be placed on the student by Admissions or the Academic Standing Committee.

Academic Probation

The Academic Standing Committee reviews academic records of all students at the conclusion of both the Fall and Spring Terms. Students on academic probation must comply with the guidelines set forth by the committee.

A student is placed on academic probation if the cumulative grade point average falls below the following levels:

Academic Dismissal

A student is subject to academic dismissal for the following reasons:

1. The cumulative grade point average falls below minimum retention level:
   

   Total Course Credits Attempted	Minimum Levels
   0-4.9	0.50
   5-8.9	1.00
   9-12.9	1.50
   13-16.9	1.70
   17-20.9	1.80
   21-24.9	1.90
   25+	2.00

2. The cumulative grade point average remains in the academic probation range for eight consecutively attempted course credits.
3. The student, having been admitted to the College on probation, fails to meet the conditions of the probation.

Should the Academic Standing Committee recommend that a student be dismissed from the College for academic reasons, the Vice President for Academic Affairs and Dean of the Faculty, as chairperson of the committee, sends by registered mail a letter to the student communicating that separation will take effect unless the student can show extenuating circumstances to have been the cause of difficulties.

The letter will also state that if the student can show that the difficulties were caused by extenuating circumstances, the student:

1. Must petition in writing within the stipulated time to the Vice President for Academic Affairs (by registered mail or handed in personally).
2. May appear in person before the Academic Standing Committee.
3. May provide written supportive testimony from academic advisor and/or faculty members and/or other persons.

The Academic Standing Committee reserves the right to conduct its own investigation, review the case, and make a final decision concerning the student’s reinstatement to the College. When appropriate, certain academic stipulations may be applied.

WITHDRAWAL FROM THE COLLEGE

The exit procedure at Coe College begins with an exit interview with the Dean of Student Retention Services. The student is given an official exit form on which to secure signatures from the following areas: the Registrar’s Office, to withdraw from classes; the Business Office, to verify a balance due or a credit to be refunded, as well as Perkins Loan Information; the Financial Aid Office, to be aware of financial aid adjustments, as well as Stafford Loan information; the Library, to ascertain that all materials have been returned; and the Resident Director of the residence hall to arrange for room checkout. The exit form is returned to the Dean of Student Retention Services, who notifies other pertinent offices of the withdrawal.

If a student is unable to complete the official withdrawal process, an intent to withdraw can be communicated to one of the following offices: Registrar, Financial Aid, Admission, Student Affairs, or Business.

If a student completely withdraws during a period of enrollment for which he/she received financial aid, the Financial Aid Office will determine how much, if any, of the student’s financial aid proceeds must be returned, based on a federally mandated refund formula (see Return of Title IV Funds/Institutional Refund Policy, in Financial Information).

Leave of Absence

Occasionally a student may find it necessary, because of unusual circumstances, to interrupt a program of study at the College. Under these conditions, the student may apply to the Office of Student Life for a leave of absence. A leave of absence may be granted for a period not to exceed 12 months, subject to renewal up to a total of 36 months. Students with a leave of absence need not apply for readmission. However, a statement of intention to enroll for course work must be received by the Registrar 30 days before the intended date of enrollment. Course work completed while on leave from the College is subject to the same conditions as work in transfer.

Termination of Admission Status and Readmission

Admission for work toward a degree terminates if:

1. A full time student does not enroll at Coe for the next term (excluding Summer and May Terms). This does not apply to students in College-approved off campus study programs.
2. A part time student does not enroll for a course at Coe in a 12-month period.

Students wishing to resume work toward a degree, once admission status has terminated, must apply for readmission.

Students previously enrolled at Coe and readmitted after an absence of two years or more may submit a request to the Academic Policies Committee that previous work at Coe be reevaluated by the Registrar on the same basis as credits offered in transfer.

TRANSCRIPT POLICIES

Official transcripts for courses taken at Coe College can only be issued by the Registrar’s Office and only after the office has received a written request from the student. This request can be a letter with the student’s signature or a form obtained from the Registrar’sOffice. Requests are also accepted via fax (319-399-8748) or e-mail (o-registrar@coe.edu) provided the cost is covered by a
credit card. Charges for transcripts are $5.00 for official copies (additional official copies ordered at the same time are $3.00 each) and $3.00 for unofficial copies. Transcript requests are processed on Mondays and Thursdays and require a 24-hour lead time.

General Policy on Transfer Credit

In order to honor its mission and to preserve its academic integrity as a liberal arts institution, while recognizing its own financial needs and the financial needs of transferstudents, the College accepts a course in transfer only if that course closely corresponds to a regular catalog course. In caseswhere it is unclear whether the course would be acceptable for transfer credit, the Registrar and the appropriate department chair will consult. Other exceptions are referred to the Committee on Petitions or, if necessary, to the Academic Policies Committee.

Evaluation of Credits in Transfer

The Registrar's Office is ultimately responsible for the evaluation of transfer credit. Credits accepted in transfer do not affect the cumulative grade point average. Grades for the credits accepted are not recorded. Thus, transfer credits increase only the total courses attempted and the total course credits. Credit is not accepted for course work receiving a grade below “C” (2.0), nor for course work completed while the student is under suspension by a college or university.

Junior or Community College Credit

No more than 50% of the course credits required for a degree will be accepted in transfer from junior colleges. Graduates of accredited A.A. degree and college parallel A.S. degree programs that have a strong liberal arts component and who have a grade point average of 2.5 or higher will be accorded junior status at Coe.

Occasional Transfer Credit for Degree-Seeking Students

Degree-seeking students sometimes wish to transfer credit from another institution toward their degree at Coe. Such credit must be approved in advance by the Registrar and can be accepted only for students in good academic standing. Departments must approve in advance any courses counting toward a major, minor, or teacher certification requirements. Credit from junior or community colleges are not accepted for students who have junior or higher status at Coe.

Evaluation of Credits for Graduation

The Registrar's Office certifies the completion of general degree and general education requirements. Credits toward a major, minor, endorsement, license, authorization, or others are approved by the applicable department chair or by an appropriate committee for interdisciplinary areas.

Updating Course Work

In the natural course of reviewing academic records, a student may be required to repeat certain courses (or appropriate substitutes) in order to bring studies in these areas up to date. Satisfactory work taken in the four years prior to a review does not require repetition. Final decisions on updating of course work are made by the Academic Policies Committee. Review cases may be brought to the Committee by any member of the faculty.

Credit by Examination or Correspondence

A maximum of four course credits in satisfaction of degree requirements may be applied from the following sources: correspondence courses, extension courses, and nationally normed exams such as the College Level Examination Program (CLEP). A single exception may occur: the maximum of four course credits may be extended to a maximum of eight course credits with tests in the Advanced Placement Program. Students in the Registered Nurse Advanced Placement Program are subject to different regulations on credit by examination or correspondence and should consult The Educational Program for the requirements.

ACADEMIC INTEGRITY POLICY

At Coe College, we expect academic integrity of all members of our community. Academic integrity assumes honesty about the nature of one’s work in all situations. Such honesty is at the heart of the educational enterprise and is a pre-condition for intellectual growth. Academic dishonesty is the willful attempt to misrepresent one’s work, cheat, plagiarize, or impede other students’ academic progress. Academic dishonesty interferes with the mission of the College and will be treated with the utmost seriousness as a violation of community standards.

Forms of Academic Dishonesty:

Cheating is the attempt to deceive an evaluator by claiming credit for work one has not done or by knowingly assisting such an attempt. It includes (but is not limited to) the use of unauthorized sources of information on in-class or take-home exams, or other assignments; copying from other students on exams, assignments, or lab reports; fabrication of data, research, quotations, or other information; and taking credit for collaborations to which one has not contributed.

Plagiarism is the use of someone else’s words or ideas without acknowledgement and, when intentional, is a form of academic dishonesty. The unacknowledged use of words or ideas from any published or unpublished sources, including Internet resources or other student papers, constitutes plagiarism. Plagiarism may occur intentionally or unintentionally through the omission of appropriate citations. Any ideas or information the student adopts from a source, whether or not directly quoted, must be acknowledged by specific reference in notes or the text. Any words or phrases that are taken from a source must be quoted and cited. Any paraphrase—the restatement of an idea in your own words—must be cited.

The methods of citation and documentation vary from discipline to discipline. Students are responsible for determining the appropriate method for any given assignment or, in the absence of a clearly stated protocol, using any accepted academic method. Guidelines can be found on the library website and in the Writing Center.

Other forms of academic dishonesty include (but are not limited to) deliberately impeding other students’ work and misuse of common academic property, in the libraries, labs, and elsewhere.

Sanctions:

Instructors have responsibility for determining whether academic dishonesty has occurred. Instructors shall proceed with sanctions accordingly. Any act of academic dishonesty that results in one of the sanctions below shall be detailed in a formal report filed with the Vice President for Academic Affairs and Dean of the Faculty.

Cases of unintentional plagiarism may be dealt with through educational procedures such as further assignments requiring the student to practice documentation and citation methods, or by other means determined by the instructor.

Acts of academic dishonesty will be subject to one or more of the following sanctions:

1. failure of the assignment, i.e. exam, paper, lab report, etc.
2. failure of the class
3. suspension or expulsion

An instructor may impose the first two of these penalties. Suspension or expulsion may be recommended by the instructor but can only be carried out by the Vice President for Academic Affairs and Dean of the Faculty.

Repeated acts of academic dishonesty will result in suspension or expulsion. When academic dishonesty has been determined to have occurred a second time, the Vice President for Academic Affairs and Dean of the Faculty shall decide on the student’s status at the College.

Procedure:

When an instance of academic dishonesty is suspected, the instructor will meet with the student to discuss the incident and will decide which, if any, of the above sanctions is appropriate.

If the instructor files a report with the Vice President for Academic Affairs and Dean of the Fauclty, the student will be given a copy and will be notified of the right to appeal. The report will detail the nature of the violation and the steps taken to address it. The report will stay on file with the Vice President for Academic Affairs and Dean of the Fauclty for five years after the student graduates from or permanently leaves the College. The Vice President for Student Affairs will be notified that a report has been filed. Information in the file will be confidential, to be shared only at the discretion of the Vice President for Academic Affairs and Dean of the Fauclty for a legitimate educational or legal purpose.

Appeals Process:

The student may appeal the charge and/or the sanction within two weeks of receiving the instructor’s report by writing a letter to the Vice President for Academic Affairs and Dean of the Fauclty requesting an appeals hearing. Students wishing to appeal are strongly encouraged to consult with the Director of the Academic Achievement Program (AAP) who has been designated by the College to provide information and advocacy in these matters.

The case will be heard by an Academic Integrity Appeals Board consisting of one faculty member of the Academic Policy Committee, one member of the Executive Committee, one faculty member of Judicial Board, the Vice President for Student Affairs, and the Vice President for Academic Affairs and Dean of the Fauclty, who will chair the hearing. The faculty appointments will be made by the Executive Committee. The student may choose to have the Director of the Academic Achievement Program present at the hearing. The student and the instructor will each appear as witnesses and each may request that other pertinent witnesses appear.

A majority vote of the Appeals Board is necessary to uphold or overturn a sanction. If a sanction is overturned, the Appeals Board may impose a lesser sanction. The Appeals Board will submit a written finding which will be sent to the student and the faculty member(s) involved in the case and which will become part of the student’s file.