General Academic Policies

Class Attendance

Class attendance is expected of all students. Instructors will outline their specific attendance policies during the opening meeting of the class. These attendance expectations are also to be included in the course syllabus. Students who find it necessary to be absent because of illness or other reasons should notify the instructor before the class period. Students missing class or arriving late assume responsibility for communicating with the instructor. Instructors may require students to provide verification of reasons for absence. Instructors have the right to request an unofficial withdrawal of a student from their course for non-attendance and lack of communication. Faculty and staff wishing to take students off-campus for field trips, conferences, tours, athletic competitions, etc., must submit a roster to the Dean of Students Office at least one week in advance. Instructors are encouraged to make arrangements to accept coursework, administer examinations ahead of time or allow make-up work, but reserve the right not to do so.

Missed Days Policy

This policy establishes the procedures to excuse absences for academic or co-curricular events. 

Statement of University-Sanctioned Events

Augustana values and supports the participation of students in university-sanctioned events. Such events shall be defined by the provost or the provost’s designee  and  may include, but are not limited to athletic competitions, performing arts events, academic meetings and conferences.  

Students Rights & Responsibilities

• Students shall inform their instructors of the date(s) they will miss class or lab prior to the date of that anticipated absence. 
• For athletic competitions, students must, during the first week of each term, provide their instructors a memo showing days they expect to miss classes or labs.  
• For other university excused events, students must, at least three weeks prior to the absence, provide a memo briefly describing the event and informing their instructors of the date(s) they expect to miss.  
• It is the responsibility of the students to request from their instructors an opportunity to complete missed course requirements in a timely manner.  
• Students are responsible for all material covered in classes that they miss, even when their absences are excused.  
• Missed course requirements will be rescheduled at the discretion of the instructor.  
• Any student who feels he or she has been treated unfairly may appeal via the academic grievance procedure or to the Dean of Students Office.  
• Falsifying information or documentation in order to obtain an excused absence is a violation of Augustana’s honor code.

Faculty Responsibilities

• Instructors are expected to make reasonable accommodations and provide students with an equitable way to make up missed work due to an excused absence.  
• Instructors may not penalize students for excused absences.  
• If a faculty member believes the number of excused absences will prevent a student from fulfilling the learning experience/mastery that a course requires, the faculty member may advise the student to withdraw from the course prior to the official withdrawal date.
• Faculty and staff wishing to take students off-campus for field trips, conferences, tours, athletic competitions, etc., must submit a roster to the associate vice president for Campus Safety & Logistics at least one week in advance.

Coaches, Directors & Leaders of Co-Curricular Events Responsibilities

• It is the responsibility of the coach, director, or event leader to request from the provost or the provost’s designee confirmation that an event is considered a university-sanctioned event and that the departure and return dates are appropriate for the event,  and are thus eligible for excused absences. 
• At the earliest possible date, the coach, director or event leader will provide the student with a memo detailing the conflicted missed class days and times so they may provide them to the instructor during the first week of the term.  
• During some terms, class or lab times may conflict with normal extra-curricular practice or rehearsal schedules. A student who is required to be absent from practice or rehearsal to attend a class or a lab will not be penalized by coaches, directors or event leaders for missing practice or rehearsal.

Unofficial Withdrawal

If the Registrar’s Office receives confirmation from all of a student’s faculty that a student has ceased attending all courses without explanation, the Registrar will withdraw that student from all courses. 

Academic Classification

Classifications are based on the attainment of the following number of credit hours earned:

• Freshman 0-27.99
• Sophomore 28-57.99
• Junior 58-89.99
• Senior 90 and higher

Academic Integrity

Academic Integrity is vital to the academic environment at Augustana because it involves the search for and acquisition of knowledge and understanding. Evaluation of each student’s level of knowledge, understanding, and ability to synthesize and integrate materials requires tangible assessment via reports, examinations, and homework. Any willful misrepresentation of the relation between the work being evaluated and the student’s actual state of knowledge is an act of academic dishonesty. The following is a list of examples:

• Prohibited Conduct
  • Plagiarism
  • Using the exact language of someone else without the use of quotation marks and/or without giving proper credit to the author
  • Rearranging another’s ideas or material and presenting them as though they are one’s original work without giving appropriate acknowledgment
  • Submitting a document written by someone else as one’s own work
  • Paying for or obtaining another’s work and submitting it as one’s own
  • Giving or receiving answers to an exam
  • Copying, with or without another person’s knowledge, during an exam
  • Doing class assignments for someone else
  • Submitting a paper that has been purchased from a commercial research firm or the web
  • Fabricating items on a bibliography
  • Obtaining an unauthorized copy of a test in advance of its scheduled administration
  • Using unauthorized notes during an exam
  • Collaborating with other students on assignments when it is not permitted
  • Altering answers on a scored test and submitting it for a re-grade
  • Accessing and altering records in a grade book
  • Stealing class assignments from other students and submitting them as one’s own
  • Fabricating laboratory or research data
  • Destroying, stealing or sabotaging the work of other students
  • Resubmitting a previously graded assignment for a different course
  • Engaging in other conduct that a reasonable person would consider dishonesty relating to academic achievement, research results or academically related public service.
  • Uploading assignments, tests, or any academic work product to any educational resource website such as Chegg.

Honor Code

As a community of scholars, the students and faculty of Augustana University commit to the highest standards of excellence by mutually embracing an Honor Code. As a university of the Evangelical Lutheran Church of America, we understand the individual and collective responsibility we have in fostering integrity. Ultimately, our purpose is to be an engaged body of academically excellent, highly articulate, and morally centered persons who learn about and examine the world together. We believe that only when we are honest with ourselves and each other can we begin to contribute to the world in a meaningful manner. Augustana’s Honor Code consists of inter-related elements that guide scholarship and learning: the Honor Pledge, the Honor Board, and a set of judicial procedures that guide the University’s adjudication of academic integrity violations. The complete procedures for implementation of the Honor Code are at dos5.net/honor.

Honor Pledge

The Honor Code states the principles that guide our work together. Students will sign an honor pledge on every examination and other assignments deemed appropriate by the faculty member.

The Honor Pledge is as follows:

“On my honor, I pledge that I have upheld the Honor Code, and that the work I have done on this assignment has been honest, and that the work of others in this class has, to the best of my knowledge, been honest as well.”

Honor Board

The Honor Board has the responsibility for administering the Honor Code by developing the rules of procedure and educating the campus community about academic integrity. The ten-member Honor Board is composed of six students, four faculty members, and the Associate Vice President for Academic Affairs who serves as the Chair of the Board. All have voting privileges except for the Chair of the Board.

Honor Code Rights and Responsibilities

We aim in all our work to foster integrity as an abiding characteristic of the Augustana community. To that end, the Honor Code is rooted in a shared covenant between faculty and students. The responsibilities of every faculty member and student as vital participants in the Honor Code are defined as follows:

Faculty Rights and Responsibilities

1. Faculty autonomy is to be safeguarded, as the work of the classroom is primarily the responsibility of faculty members.
2. Faculty members will choose whether or not to proctor examinations.
3. All faculty members will include statements that affirm the Honor Code in their syllabi. These statements will include descriptions of likely penalties. Uniform language will be provided for faculty members to use.
4. The faculty members will include the Honor Pledge on every examination and on other assignments as deemed appropriate by the faculty member.
5. The faculty member will contact in a timely manner any student who does not sign the Honor Pledge.
6. The faculty member who brings forward evidence of instances of academic dishonesty will be responsible to testify if the case is forwarded to the Honor Board.

Student Rights and Responsibilities

1. Students shall have a right to due process. This shall include the right:
   1. to be informed of the nature of the violation,
   2. to a fair hearing of the evidence leading to a decision in the case, either by the professor involved or (at the discretion of the professor involved) by the Honor Board,
   3. to be accompanied to any hearing before the Honor Board by an advisor from the Augustana campus community,
   4. to request an appeal.
2. Students will be expected to sign the Honor Pledge after each examination and on other assignments deemed appropriate by the faculty member.
3. Students who do not sign the pledge will be contacted by the instructor in regard to the reason. Students who do not sign the Honor Pledge because they have observed dishonest behavior by other students will need to provide written testimony in the event that the case goes to a hearing before the Honor Board, but will not be obligated to testify in person and will also remain anonymous.
4. Students found to be in violation of the Honor Code shall not be permitted to withdraw from the class in which the violation occurred.

Honor Code Determinations

At a minimum, a student found to have violated the Honor Code will be placed on disciplinary warning.

1. A disciplinary warning is a written notice that the student has violated the Honor Code.
2. If a disciplinary warning is issued, further violations will likely lead to disciplinary probation, suspension, or expulsion.

1. Failure of the assignment or examination.
2. Failure of the course.
3. Disciplinary probation: a written reprimand for violation of the Honor Code. The probation specifies the period and conditions of the consequence. The written conditions shall also give the student notice of any consequences related to further violation of the Honor Code during the probationary period. If disciplinary probation is issued, further violations will likely lead to a suspension or expulsion.
4. Recommendation to the Associate Vice President for Academic Affairs to suspend from the University. A suspension is a separation of the student from Augustana for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified.
5. Recommendation to the Associate Vice President for Academic Affairs to expel from the University. An expulsion is a permanent separation of the student from Augustana University.

Note: Any student who receives disciplinary action becomes ineligible to run for or continue in any elected office or appointed position for at least one year with any of the following organizations including but not limited to: ASA Student Senate, Union Board of Governors, the Mirror and New Student Orientation.

Academic Probation/Dismissal Procedures

Petition Processes

1. A student may petition a dismissal decision to the Academic Status Petition Committee. The Committee will normally consider such a request only after the student has been out of school for one semester.
2. A student may petition to the Academic Status Petition Committee to be allowed to participate in the activities listed in the previous section 3 while on continued academic probation only under extraordinary circumstances.
3. The student petition shall be submitted to the Associate Vice President for Academic Affairs no later than 6 weeks prior to the beginning of the affected semester. The Committee will convene if petitions are submitted within 21 days after the status decisions are made. Each petition must contain:
   1. A statement about the circumstances that led to the dismissal/probation decision.
   2. A verifiable plan that details efforts to be taken that will prevent a reoccurrence of the problem. This plan will be written in conjunction with the student’s academic advisor.
   3. The student may request an appearance before the Academic Status Petition Committee.

Grading System

The following grades are used in the evaluation of academic achievement:

In Progress Grades

In progress (IP) grades are given only for courses taken under the Independent Learning Program or special project courses requiring more than one semester to complete. An IP grade is changed to an F one year after the beginning of the term in which the course was begun. Approved IP graded courses include:

• Independent Scholarship
• Internship
• Senior Seminar
• Independent Study
• Practicum
• Student Teaching

Incomplete Grades

The student must initiate a request for an incomplete grade (I) before the end of the academic term. An incomplete (I) is a temporary grade which the instructor may choose to give a student. The assignment of an incomplete grade is only appropriate when extraordinary circumstances beyond the student’s control, such as illness or necessary absence, have prevented the student from completing the course requirements at the end of the academic term. Incomplete grades are not to be given due to unsatisfactory work is done in the course. The student must have successfully completed a substantial portion of the course’s work in order to receive an incomplete grade. The standard due date for all coursework and grades will be midterm of the following semester. (Fall and Interim incomplete grades due late March; Spring and Summer incomplete grades due late October.) If an alternate date is arranged with the student and the instructor, the instructor must notify the Office of the Registrar. In no event may the due date exceed one year. Once the due date has passed, if a Change of Grade form has not been submitted to the Office of the Registrar, the incomplete grade will automatically change to an “F”. When a student is assigned an incomplete grade, that individual is not eligible to be included on the Dean’s List for that particular term.

Grade Review and Grade Changes

Academic excellence and integrity are important to the faculty and students of Augustana University. If a student disagrees with a grade, they have the right to voice their concern. Evaluation of student work and assignment of grades on the basis of established academic criteria are the responsibility and prerogative exercised by each individual instructor. It is the responsibility of the student to maintain all documentation for his or her classes, including copies of all syllabi, assignments, and grades earned.

If an instructor discovers a grading error, he or she may submit a Grade Change Form to the Office of the Registrar no later than the end of the following term. The only basis for a grade change is an error in grade assignment or calculation. Grades cannot be changed on the basis of additional work submitted or examinations retaken after a grade has been submitted, with the exception of "I" and "IP" grades.

If a student believes a grade was assigned in error, because of a mistake in calculation or an error in recording a grade, the student should consult the instructor before the end of the second week of the following term. Students should be aware that, as a result of the review, a grade may be raised, lowered or left the same. If the instructor agrees that a change should be made, a Grade Change Form should be submitted to the Office of the Registrar no later than the end of the following term.

• Fall semester grade review requests – no later than mid-February
• January Interim (J-Term) grade review requests – no later than mid-February
• Spring semester grade review requests – no later than mid-September
• Summer term grade review requests – no later than mid-September

Grades may not be changed for any reason after one year. If the student needs a changed grade, he or she will need to repeat the course.

Grade Appeals

Students have the right to be protected against prejudiced or capricious academic evaluation. A student who wishes to appeal a final course grade on these grounds should first appeal to the instructor. This action should end the matter in most cases, but if not, the student should follow the Academic Grievance Procedure in the Catalog.

Grade Appeals fall under the same timeline as Grade Reviews. The process must begin no later than two weeks into the term following the contested grade:

• Fall semester grade review requests – no later than mid-February
• Interim (January term) grade review requests – no later than mid-February
• Spring semester grade review requests – no later than mid-September
• Summer term grade review requests – no later than mid-September

Academic Grievance Procedure

The academic grievance procedure shall be used in all cases involving grievances by students involving faculty or other students concerning alleged academic injustices relating to grades, or unprofessional conduct.

Step 1: The student shall take a complaint to the instructor within two weeks into the following term (mid-February for Fall or Interim issues; mid-September for Summer or Spring issues.) If the student feels unable to approach the instructor, the grievance may be taken to the chair of the department in which the instructor is a member (if the instructor is the department chair, the grievance should be taken to the division chair). If the grievance is redressed or the student is satisfied in this meeting with the instructor or the department/division chair, the matter is settled.

Step 2: If the student is dissatisfied with the instructor's response to the grievance the student may take the grievance to the chair of the department in which the instructor involved is a member or to the division chair if the instructor is the chair of the department. This appeal must be brought within one week of the unsatisfactory response to the initial statement of grievance. The department (or the division) chair shall require the student to submit the grievance in written form and shall ask for a written response from the instructor involved. On the basis of this information and any other that the department (or division) chair shall judge pertinent, the chair shall render a decision. This decision shall be given to the student in writing and a written record of the decision and its basis must be kept by the chair and shared with the instructor. If the student and the instructor are satisfied, the matter is settled.

Step 3: If the student or the instructor feels dissatisfied with the decision regarding the grievance rendered by the department (or division) chair, either may appeal the decision to the Academic Dean within one week of the unsatisfactory decision. This appeal must be in writing and must indicate why an appeal should be heard. The Academic Dean shall ask the department (or division) chair for the written record of the grievance procedure to that point. Through consultation with the Dean of Students, the grievance shall be reviewed and the appeal considered. The decision of this appeal body shall be final.

Transcript Audit

A transcript audit allows the student to attend class. It also implies that at a minimum, the class was attended on a regular basis and whatever additional requirements agreed upon between the class instructor and student were successfully completed. The Registrar’s Office shall record this experience on an official transcript with a grade of successful audit (VS) or unsuccessful audit (VU). A fee will be charged. Students can participate in an audit only when space is available in the course. Contact the Registrar’s Office for more information.

Academic Renewal

A student who has not been enrolled at Augustana for four consecutive years may petition to have the previous grade point average earned prior to the four year period not be included in the student’s cumulative grade point average. The courses will appear on the transcript, but will not be used in computing the grade point average. Any credit hours earned will count toward the graduation requirement. The statement, “Academic Renewal Declared on (date)”, will appear on the transcript. Once academic renewal has been declared, it is final and irreversible. Academic renewal may be used only once in a student’s academic career. The petition for an exception to a published academic regulation shall be the form used to make this request and can be obtained from the Registrar’s Office.

Late Registration

While full-time sophomores, juniors, and seniors normally register for the Fall Semester in the preceding spring and for the Spring Semester in the preceding fall, late registration is possible through 5 p.m., the third day after the beginning of classes. Only in exceptional cases will a student be allowed to register after this time.

Withdrawal and Readmission

Students who believe they should withdraw from Augustana must confer with the Dean of Students Office relative to 1.) the implications and advisability of leaving Augustana; 2.) the procedures to be followed, and 3.) returning to Augustana at some future time if appropriate. A student who exits the University and bypasses the procedures listed above will receive grades of F and will be ineligible for the customary adjustment on education fees. For information about Augustana's refund policy, see the Financial Information. An individual who has previously attended Augustana and desires readmission may contact the Office of Admission for information.

Non-Augustana Courses

Students seeking to earn credit toward a degree by taking a course from an accredited college or university must secure the written permission from the Registrar if the course is for elective or general education credit as well as the chair of the department if the course is for a major. This must be submitted to the Registrar’s Office before beginning the proposed coursework. This is for students taking courses during the semester, as well as during the summer. Students are responsible for having an official transcript mailed to the Registrar’s Office upon completion of the coursework. The GPA will transfer in to count toward the student’s cumulative GPA at Augustana.

Policies for Course Credits and Exemption Examinations

Augustana recognizes that students may have gained knowledge and skills through prior studies or experience which is equivalent to one or more college courses. Therefore, Augustana provides a variety of ways in which students may demonstrate knowledge and skills and receive credit or an exemption from a requirement. Students may earn up to 32 credit hours through one or more of the prior learning evaluations listed below.

Advanced Placement

The College Entrance Examination Board’s Advanced Placement Examinations (AP) are used by the University in awarding academic credit to students who achieve a score of 4 or 5 on an AP examination. Students interested in obtaining credit on the basis of such examinations should consult with the Office of Admission. Details of course equivalencies may be found on the Academic Advising website.

College Level Examination Program (CLEP)

Augustana will grant credit based upon successful completion of most College Level Examination Program Subject Matter Examinations. The University does not grant credit for CLEP General Examinations.

1. Augustana uses the recommended score for awarding credit as contained in the CLEP Subject Examination Policy.
2. Students may take these examinations either prior to or after enrolling at Augustana. Students who achieve the minimum passing score or higher will have the equivalent Augustana course noted on their transcript, with credit granted towards graduation requirements. When appropriate, they will also be excused from the corresponding course in the core requirements.
3. Augustana is an “open” CLEP testing center making CLEP testing available to our students, high school students, and the general public.

International Baccalaureate Exams

Academic credit is granted on a course-by-course basis for International Baccalaureate Higher Level examinations in which the student has received a score of 4 or higher.

Life Experience Credit

Augustana is eager to assist adult-learners to pursue baccalaureate degrees through the evaluation of college-level learning gained from life experiences. By following suggested guidelines, adults may receive up to twenty-six semester hours of credit toward their degree through this option. Course credit is given for academic learning related to experience, not for work experience alone. Contact the Registrar's Office for more information.

Transfer Credit

Students who successfully complete an academic course offered by an accredited college or university meet the requirements for transfer credit. More information.

Former Augustana Students

Students previously enrolled at Augustana must submit a Returning Student Application. This will allow the University to confirm your eligibility to return. Students who are interested in returning should contact the Registrar’s Office. An official transcript of any coursework completed at another institution since you last attended Augustana is required.

Veterans

Veterans should request that their transcript(s) of high school and/or college credits be sent to the Office of Admission. GI Bill® or other veteran educational benefits can be applied toward college expenses. Graduate degree programs are also covered by Veterans Affairs under Title 38, U.S. Code in accordance with CFR 21.4253 and 21.4254. If you need additional financial assistance, contact the Office of Financial Aid, Augustana University. More information for veterans.

Credit by Examination-Proficiency Examinations

Students who have mastered through their own efforts an area of knowledge corresponding to a course at Augustana can earn credit directly by taking a comprehensive examination covering the course providing the chair of the department agrees. Credit and a grade will be recorded on the permanent record. Students interested in this option should contact Student Academic Support Services.

Course Prerequisites

When a course has a prerequisite, the student must either fulfill these requirements or have the permission of the instructor to enter the course.

Course Cancellation

The university reserves the right to cancel any class with an enrollment of fewer than 10 students.

Repeating Courses

Any course can be repeated to raise a grade. The higher grade is used in figuring the grade point average, but both grades will remain on the student’s permanent record. Course credits for a repeated course will only be counted once towards graduation.

Transcripts

Student records are confidential and the information is released only at the request of the student. All transcript requests must be submitted in writing and personally signed. There is no charge for transcripts. No transcript will be released until all accounts, including loan funds administered by the University, are paid in full or are current according to established repayment schedules.

Exceptions to Academic Regulations

A student who desires that an exception is made to an academic regulation must submit a petition containing a rationale for the exception to the Registrar. The form to be used in submitting this request may be secured from the Registrar’s Office, or online.

Academic Honors

Dean’s List

At the end of each semester a “Dean’s List” is compiled to give recognition to those full-time students whose grade point averages are 3.50 or above. To be eligible a student must have a minimum of 12 credit hours of letter grades (A-F). When incomplete grades are recorded on a student’s grade report, that individual is not included on the “Dean’s List.” The Office of Marketing and Communications sends releases on these accomplishments to the newspapers in the student’s home community.

Graduation Honors

Special honors are awarded at the time of graduation in recognition of superior scholarship in work leading to a Bachelor’s degree. In order to be eligible for graduation honors, the student must have taken a minimum of 65 credit hours at Augustana with a minimum of 51 credit hours having a letter grade (A-F). The degree is conferred Cum Laude on those who have maintained a grade point average of 3.50 to 3.69. The degree is conferred Magna Cum Laude on those who have maintained a grade point average of 3.70 to 3.89. The degree is conferred Summa Cum Laude on those who have maintained a grade point average of 3.90 or higher.

Departmental Honors

Each department may award “Departmental Honors” to graduating majors at commencement who have fulfilled the criteria for such distinction. A student’s demonstrated capacity to produce independent scholarly or artistic work of the highest measure consonant with his or her training and experience is the primary criterion for awarding departmental honors.

Students may enter this program by the invitation of a department or by application to and acceptance by a department. Departments shall make available to interested students their specific criteria for honors. Normally, students must have a grade point average of 3.50 or greater in their major department as well as an overall grade point average of 3.00 or greater. Interested students should apply for admittance to the program through the chair of their major department no later than one year prior to their expected date of graduation. Departmental honors may be taken for either 3 or 4 credit hours, and only be taken once during a student’s college career.

Upon approval of a student’s application by the department faculty, the student’s advisor shall be responsible for forming a committee to approve the honors project, evaluate it upon completion, and determine if the work deserves honors distinction. The committee shall consist of a minimum of three faculty members including the advisor and one member from outside the department. Honors projects, though supervised, are to be done independently by the student.

Departmental honors shall be awarded only to those students who complete written works or creative projects that demonstrate high levels of competence in the use of specific skills central to the discipline and in general exhibit the highest standards of scholarly excellence. Students will not automatically receive honors distinction for completing an honors project.

Departments may determine the specific occasion or forum, but the project, thesis, or report must be presented and defended at an open meeting attended by the committee as well as a member or members of the student’s major department, or at a meeting of a professional society no later than one month prior to graduation. The grade for an honors project and whether it merits honors distinction shall be determined by the committee and reported to the registrar by the faculty advisor.

Student Records/FERPA

The education records of current and former students are protected under the Family Educational Rights and Privacy Act (FERPA). Education records are documents that relate directly to a student and include academic transcripts and supporting documents, student judicial records, financial aid records, and career placement records. Listed below are records not considered a part of a student’s education record and are therefore not subject to FERPA provisions:

• personal records kept by a member of the university staff that is not revealed to others and are kept in the sole possession of the staff member; and
• student employment records that relate exclusively to the student in the capacity of an employee; and
• records from the Campus Safety Department which are maintained solely for law enforcement purposes; and
• health records maintained by the counseling services, health services and other recognized health care professionals if those records are used solely for treatment and made available only to those persons providing treatment.

Items of directory information contained in education records may be released at the discretion of University officials without the student's prior consent. Directory information includes name, place, and date of birth, names of parents and home address, local address, telephone number, email address, photograph in Augustana directory, verification of degree including honors, previous schools attended, and participation in recognized activities.

The university reserves the right to disclose financial records to parents or guardians of a dependent student as defined by the Internal Revenue Code of 1964. Parents or guardians of students under the age of 21 may also be notified if their son/daughter violates the University's alcohol and drug policies per the Higher Education Act Amendments of 1998.

FERPA affords students with certain rights with respect to their education records that include:

The right to inspect and review their education records within 45 days of the day the University receives a request for access. Students should submit a written request to the registrar, dean of students, or another appropriate official. The request should identify the record(s) the student wishes to inspect.

There are some limitations on the rights of students to review their records. Students do not have a right to inspect or review confidential letters and recommendations associated with admission, employment, or job placement if the student has signed a waiver. Also, some records contain information about more than one student, in which case Augustana will permit access only to that part of the record pertaining to the inquiring student.

The right to request that an education record(s) be amended if it is believed that information is inaccurate, misleading, or otherwise in violation of a student's privacy rights under FERPA.

A request to amend a record should be submitted in writing to the appropriate university official responsible for the record. Clearly identify the part of the record the student wants to be changed, and specify why it should be changed. If Augustana University determines that the record will not be amended as requested, the University will notify the student of the decision and of the student's right to a hearing regarding the request for amendment.

The right to provide written consent before Augustana University discloses personally identifiable information from education records, except to the extent that FERPA regulations authorize disclosure without consent.

Augustana discloses education records without a student's prior written consent to university personnel with legitimate educational interests – those persons whose professional responsibilities with the University require that they have access to educational records. Such an individual is a member of Augustana’s administrative staff, support staff, or faculty (including law enforcement personnel and health and counseling staff); a person or company with whom Augustana has contracted for services such as an attorney, or auditor, or Board of Trustees member; or a student serving on an official university committee, or a student who is assisting another  Augustana official in performing their tasks. Also, the University may disclose information if it is deemed necessary to protect the health or safety of the student or other individuals.

Upon request, Augustana University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

Request for Review

Students have a right to review their education records as provided by the provisions of FERPA. Items requested for review shall be made available no later than 45 calendar days following receipt of the written request.

Note: No official academic transcript will be released until all accounts, including loan funds administered by the University, are paid in full or are current according to established repayment schedules.

Limitations on Student Rights

There are some limitations on the rights of students to review their records. Students shall have no right to inspect or review:

• confidential letters and recommendations associated with admission, employment, or job placement if a student has signed a waiver or the receipt of an honorary recognition
• education records containing information about more than one student, in which case the University will permit access only to that part of the record pertaining to the inquiring student
• financial records of the student’s parents or guardians

Directory Information

Items of public or directory information contained in education records may be released at the discretion of university officials without the student’s prior consent. This public information includes name, place, and date of birth, names of parents and home address, local address, photograph in the Augustana directory, verification of degree including honors, previous schools attended, and participation in recognized activities.

Request to Withhold Disclosure

A student may choose to refuse disclosure of education records including items of public or directory information without prior consent by contacting the Dean of Students Office within 10 days of the student’s first academic term of the current academic year. The request to withhold information will remain in effect as long as the student continues to be enrolled or until the student files a written request to discontinue the withholding.

Challenge to Contents of Education Records

Any student who believes their education record contains information that is inaccurate or misleading or otherwise in violation of their privacy is encouraged to informally discuss this concern with a university administrator responsible for the department or area in which the record is located. If the administration decides to not amend the record as requested, the student may contact the Dean of Students Office relative to an appeal hearing.

Students have a right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with 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, 20202-4605.

Air Force ROTC

Qualified Augustana students may participate in the Air Force ROTC program offered on the campus of South Dakota State University in Brookings. They will be granted appropriate academic credit applicable toward graduation from Augustana for the successful completion of courses offered by the Department of Aerospace Studies at SDSU. Qualified Augustana students can compete for Air Force ROTC scholarships and financial assistance. For additional information, students should contact the Augustana Registrar or the Department of Aerospace Studies at 605.688.6106.

Independent Learning Programs

Students may take up to 18 credit hours through the Independent Learning Program.

• Independent Scholarship (Regular course number):  With the permission of the department involved, a student may take any regularly offered course through independent scholarship.
• Independent Study (199, 299, 399 or 499): In cooperation with a faculty member, a student may create an independent study course on any academic topic. The student and faculty member will design the course objectives, reading assignments, course requirements, and means of evaluation.

General Requirements

1. At the time of registration, the student must file a Declaration of Intent with the Registrar’s Office to engage in independent learning. This proposal must bear the approval of the academic advisor, the faculty project advisor, and the chairperson of the department in which the project will be carried out.
2. The student must file an approved Course Proposal for Independent Learning with the Registrar’s Office no later than three weeks (4 days for Interim and Summer term projects) after the beginning of term during which the independent learning project is to begin. This proposal must bear the approval of the academic advisor, the faculty advisor, the chairperson of the department in which the study is to be carried out, and the Registrar.
3. The student and the instructor who is to direct the independent learning project are responsible for the academic soundness of the proposal.
4. With departmental approval, independent learning may be counted toward the major.
5. Students planning to complete an independent learning project over more than one semester must enroll for the course at the time they receive formal approval for it. This enrollment may be considered as a part of the regular load or as an overload. If added as an overload, there will be an additional charge. Students who find that it is impossible to complete an independent learning project may withdraw from the course without grade penalty, but without refund of tuition.

Internships

Students may take up to eight credit hours through internship study to count toward graduation requirements. Internship study experiences in most instances will be conducted in work settings off-campus, and in all cases, they will relate to the academic major or career objectives of the student involved. The exceptions to the usual off-campus setting are the Augustana Administration Internship Program and the Center for Western Studies Internship Program, which are available on campus (see below for more information). All internships must conform to the following general requirements:

1. In contrast to independent learning, internships are centered around practical experiences; the action component is generally at least as important as reading and writing components. Since internships are designed to meet genuine needs in both public and private sectors of society, the projects must first earn the support of the sponsoring agency or individual before the registration process may be completed. An intern must normally have an on-site supervisor in addition to a faculty supervisor. The on-site supervisor will, almost without exception, be a permanent, full-time employee of the host organization.
2. Under normal conditions, the student must file with the Registrar an approved Course Proposal for Internship Study no later than two weeks after the beginning of the semester during which the internship project is to begin (or 4 days for Interim or Summer term projects). This proposal must bear the approval of the academic advisor, the faculty project advisor, the chairperson of the department in which the study is to be carried out, and the Registrar.
3. The student and the project advisor are responsible for the academic soundness of the proposal. All internship proposals will conform to the following guidelines:
   1. Internships should be available though not necessarily required in every department.
   2. Normally, only students with junior, senior or post-college standing will be eligible to take an internship.
   3. An internship involves a minimum of 40 hours of field experience for each credit hour earned.
   4. Internships require a minimum of two conferences with the faculty project director pre- and post-conferences. Ideally, there should be an additional conference for every credit hour more than one during the internship. The faculty project director must visit the internship site at least once (preferably twice) during the internship. If the internship is too distant from the campus to allow this, the following options are available:
      1. an adjunct professor near the site must be contracted to provide this site visitation and evaluation, or
      2. the faculty member may coordinate visits with the site supervisor through Skype, Facetime, etc.
   5. Internships include a reading assignment that bears upon the internship experience undertaken.
   6. Internships include a writing assignment that records the learning process (journal, log, observation report, etc.) as well as a summary paper that helps the intern reflect on the total internship experience in terms of anticipated and unanticipated learning outcomes.
   7. Grading for internships should be based on a written evaluative report from the field supervisor, faculty observations and/or conferences with the intern, and the quality of the written work submitted.
   8. S/U grading is permissible for internship experiences.
   9. Students must be in good academic standing to participate in internships.
   10. These guidelines are also intended to make sure that a student has acquired a sufficient background in knowledge and theory related to the internship experience to gain maximum benefit from it.
4. Although students may receive pay during an internship experience (dependent upon departmental policy), an internship should be a new experience based on a definite educational goal. Thus, students should not obtain internship credit for what is a regular job, whether part- or full-time, that they have been in previous to the start of the internship. An exception might be made if students assume a new position or new responsibilities as part of the internship experience in their normal place of work.
5. Some departments may charge fees for internships in addition to tuition.
6. Although students may plan to complete an internship study project over more than one semester, they must enroll for the course at the time they received formal approval for it. This enrollment may be considered as one of their regularly required courses or as an overload. If added as an overload, they must pay the regular tuition charges for an additional course. If students find that it is impossible to complete an internship study project, they may withdraw from the course without penalty, but without refund of tuition.

Center for Western Studies Internship Program

Students have a unique opportunity to participate in alternative learning experiences through the programs of the Center for Western Studies. Through these programs, students develop sensitivity to the history and cultural diversity of the prairie-plains region and learn about the practical aspects of managing a research agency. There are four major internship areas: archives and museum management; book editing and publishing; fundraising and marketing; and conference and special event administration. Combinations of these emphases are also possible and are encouraged. Interested students should contact the Center for Western Studies.

Augustana Administration Internship Program

The Augustana Administration Program is designed to provide a junior or senior student an opportunity to observe and participate in a university administrative experience. Augustana Administration Internships will normally take one of the following forms:

1. A structured practical learning experience designed to familiarize a student with the critical elements of the administrator’s position in relation to the development of the University.
2. A research-oriented project that the university administrator or student has proposed. Possible areas include grant writing, marketing research, student development programs, financial analysis.
3. A combination of the above.

The Augustana Administration Internship Program will conform to general internship requirements. Further information is available from Nancy Davidson, Vice President for Enrollment, in the Admission Office.

Study Abroad and Off-Campus Programs

Augustana believes that international and intercultural knowledge and skills are integral to a well-rounded education and necessary to prepare students to serve in a rapidly globalizing world. As such, the University strives to provide students with exposure to a variety of ways of living, thinking, and being - both on and off campus. Indeed, with literally hundreds of possible study abroad or off-campus destinations, the University regards the whole world as its classroom.

Study abroad and off-campus programs are open to all students who are in good academic standing and sufficiently mature to benefit from the rigors of such study. More information about specific programs — including current study abroad course offerings from Augustana faculty — as well as forms, upcoming events and contact information for International Programs Office staff members, may be obtained at dos5.net/studyabroad or at ipo@dos5.net.

Higher Education Consortium for Urban Affairs (HECUA)

Augustana is an active participant and member of the Higher Education Consortium for Urban Affairs (HECUA) which offers off-campus educational experiences focused on social justice issues. Programs are based in Bangladesh, Ecuador, Northern Ireland, Norway, and the Twin Cities of Minneapolis/St. Paul, MN.

HECUA provides experiential learning opportunities that link academic study with hands-on work for social change. All programs include seminars, lectures, discussions, group projects and field experiences that involve interaction with leaders, citizens, and groups involved in social change. All semester-long programs include an internship (between 10 and 30 hours per week) at an organization working for social change. Students earn 16 credit hours in the semester-long programs and 4 credit hours in the January term programs. Students may be able to apply some of these credits towards major and minor requirements with the approval of the appropriate department chair. See the names and descriptions of the various HECUA programs under the listings for General courses. For enrollment information, contact Scott Parsons in the Art Department (Augustana's representative to the HECUA Board), Donn Grinager (Director of International Programs), or see hecua.org.

Washington Semester Program

The Lutheran College Washington Consortium is a cooperative program among several four-year Lutheran-affiliated liberal arts institutions. The theme of the semester is Ethical Issues and Public Affairs. Students register for two 4 credit hour seminars, a 6 credit hour internship, and two credit hour directed reading. Internships are chosen to meet the student’s academic and personal interests and could be with a member of Congress, government agency, non-profit organization, lobbying firm, public interest group, Washington office of a religious denomination, museum, or theater. For further information contact Emily Wanless in the Government and International Affairs Department.

Financial Information

Financial Aid Policies

Following are the general policies of the University and the Financial Aid Office.

Renewal of Awards

The university reserves the right to renew its scholarship commitments from any University funding source. Students must be full-time and in good academic standing to maintain scholarships during each year of study. Renewal of any federal need-based aid is contingent upon a student's financial need as determined by the FAFSA (Free Application for Federal Student Aid), as well as the availability of certain funds at the university.

Awarding Policy

Augustana's commitment as a residential university is affirmed by its policy of awarding financial aid that is intended to assist with direct educational costs for tuition, fees, university-owned housing, and board. As noted on your financial aid award if a student is approved to live off campus or does not enroll in The Unlimited meal plan, Augustana gift assistance will be prorated at 90%; if approved to live off campus and not enrolled in The Unlimited meal plan, Augustana gift assistance will be prorated at 80%. See Study Abroad policy for award details during semesters abroad.

Study Abroad

Augustana students who choose to study abroad during the fall or spring academic terms will have their Augustana gift aid pro-rated according to a specified formula. The determination of whether a student is allowed to apply any Augustana gift aid toward study abroad expenses is contingent upon three factors: the cost of the program selected, Augustana’s current costs, the amount of Augustana gift aid the student normally receives. Federal, state and other aid is generally applicable for eligible Study Abroad programs. Students interested in study abroad programs are encouraged to first visit with the International Programs Office to learn about program availability and costs, then to contact the Financial Aid Office for determination of individual financial aid eligibility.

Applying for federal student aid can be challenging when your family's current ability to pay for university cannot be accurately reflected on the FAFSA. Families may request an appeal of the financial aid award in the event of unusual circumstances, which may include, but are not limited to income reduction, unemployment of a wage-earner, unusually high medical costs, divorce, natural disaster, or others. The Special Circumstances Form is available online — choose either the Dependent or Independent form, depending on your status.

Grievance Policy

An individual has the right to file a complaint with outside enforcement agencies including: United States Department of Education's Office of Civil Rights Equal Employment Opportunity Commission South Dakota Division of Human Rights South Dakota Department of Labor South Dakota Secretary of State Higher Learning Commission State or local law enforcement or prosecution authorities In the event an individual in another state wishes to file a complaint with their state agency, a listing of all state boards can be found here.

Designated as both a Yellow Ribbon School and a Veteran Friendly School, Augustana University is committed to assisting veterans in their pursuit of postsecondary education. The University also participates in the Army ROTC and the Air Force ROTC programs for students who are interested in military careers. Veterans and their families can utilize the traditional GI Bill® as well as the Post 911 GI Bill benefits for tuition and fees at Augustana. Review the complete policy online.

Code of Conduct

The Higher Education Opportunity Act of 2008 requires the development and enforcement of a Code of Conduct to govern all educational loan activity. See Code of Conduct for more information.

Satisfactory Academic Progress Standards Relating to Financial Aid

Effective beginning with the 2017-18 academic year.

Academic progress is monitored by the Registrar’s Office, to ensure that students are making satisfactory progress toward a degree.  In addition, students on federal financial aid are monitored by the Financial Aid Office to ensure they are meeting additional standards set forth by federal regulations (Section 668.34).

Type & Frequency of Measurement 

Augustana University measures Satisfactory Academic Progress (SAP) at the end of each term. For financial aid purposes, Satisfactory Academic Progress is measured both by grade point average (qualitatively) and by pace of progression (quantitatively). For students who repeat a course, the higher grade earned is used in the GPA calculation. The GPA requirements are based on grade level and are as follows:

Financial Aid Warning Status

Students who are placed on academic probation by the Registrar’s Office due to cumulative grade point average may or may not be placed on financial aid warning status at that time. (See university catalog for academic probation guidelines)  Also, students who fall below the 67% completion rate are placed on financial aid warning status.  It is possible for a student to be in satisfactory academic standing with the Registrar’s Office, but to be in warning status with the Financial Aid Office since the Financial Aid Office must monitor both GPA and pace of progression.

A student may continue to receive financial aid for one semester while on warning status. Students on warning status will have their academic standing reviewed at the end of the warning term. Students who have met the required GPA and pace of progression levels by the end of the term will be removed from warning status. Those who do not meet the requirements will be placed on financial aid suspension, and will not be eligible for financial aid until the GPA and pace levels are met.

Appeals & Financial Aid Probation Status

A student placed on financial aid suspension may file an appeal with the financial aid office. Reasons for appeal may include but are not limited to, situations involving serious medical issues, death in the family, significant interpersonal issues, or other special circumstances. An appeal must include information regarding why the student failed to make satisfactory academic progress, and what has changed in the student’s situation that would allow the student to demonstrate satisfactory progress at the next evaluation.  The appeal must also include a course completion plan (i.e. academic plan).  If approved, the student will be placed on financial aid probation status and will be allowed to receive aid for one term. The University may grant an appeal only if it determines that the student will be able to meet SAP standards after the subsequent payment period; or the student’s academic plan, if followed, will allow the student to meet SAP standards at a specific point in time. Failure to meet either the GPA or the pace requirement may be appealed.

A student who is on financial aid probation will have his or her progress evaluated at the end of each term. If the student has met the conditions of the academic plan as set forth, the student is considered to be eligible for financial aid for the following term. If the student has not met the conditions of the academic plan, financial aid will be suspended.