Academic Policies and Regulations
Like all institutions, Georgetown College has requirements which must be met before a degree can be awarded. Such requirements involve particular courses and curricula, majors and minors, course levels, the NEXUS Program, and courses taken in residence. Advisors and administrators are committed to helping students meet these requirements and to maintaining accounts of their progress. It is the responsibility of the student, however, to be acquainted with, make progress toward, and ultimately meet all degree requirements.
Winnie Bratcher…………………………………………………………………………………….. Registrar
Christopher Verch…………………………………………………………………. Associate Registrar
Kristi Sinkhorn………………………………………………….. Academic Records Coordinator
Janie Wechman…………………………………………………………………………. Office Assistant
Upon satisfactory completion of requirements, Georgetown College confers the Bachelor of Arts degree with majors in the following fields: American Studies, Art, Commerce, Language and Culture, Communication and Media Studies, Economics, English or English with Creative Writing emphasis, European Stud-ies, French, German, German Studies, History, Information Systems, Mathe-matics, Music-Instrumental, Music-Keyboard, Music-Vocal, Church Music, Philosophy, Political Science, Psychology, Religion, Security Studies, Sociology, Spanish, and Theatre and Film. The Bachelor of Science degree is conferred with majors in the following fields: Accounting, Athletic Training, Biology, Business Administration, Chemistry or Chemistry ACS Certified, Computation-al Sciences, Computer Science, Elementary Education, Engineering Arts (dual degree), Environmental Science, Exercise Science, Health Science, Management Information Systems, Mathematics, Nursing Arts (dual degree), and Physics. The College also offers the Bachelor of Music, Bachelor of Music Education, and Master of Arts in Education degrees.
Completion of Second Degree
Georgetown College recognizes that superior academic achievement may result in levels of scholarship that exceed customary academic expectations. In appropriate circumstances, the College may choose to award two separate degrees to a student upon graduation, if the student so desires. Minimum criteria for such would include two majors (one being either a BA or BS program of study) and two minors or three majors (with no more than one being a BM or BME); a total of 160 semester hours; and at least 25% of each degree’s coursework earned at Georgetown College. A student with a degree from another institution may be awarded a degree by meeting the same minimum criteria (with the exception that none of the hours for the first degree need be earned at Georgetown College); all Georgetown College Foundations & Core program and NEXUS requirements must be met, as well as the residency requirement (30 of the last 36 hours).
For a Bachelor of Arts degree, a department may require no fewer than 24 hours nor more than 36 in the major field (exclusive of applied music), with a maximum total requirement of 42 hours if allied courses are also required for that major. A student may apply no more than 48 semester hours (56 hours in music) from one department toward a Bachelor of Arts degree. For a Bachelor of Science degree, a department may require no fewer than 30 hours nor more than 42 hours (or no more than 51 hours including allied courses) for a department major (exclusive of accounting). A student may apply no more than 57 hours from one department toward a Bachelor of Science degree (or a Bachelor of Arts degree when major and minor are both languages). (For a minor, no fewer than 15 hours nor more than 21 hours, exclusive of applied music, may be required.) Degree requirements and limits for the Bachelor of Music, Bachelor of Music Education, and Master of Arts in Education degrees may be found in the appropriate sections of this catalog.
Area majors require no fewer than 50 and no more than 60 hours. Area minors shall require no fewer than 21 and no more than 27 hours, with a concentration of at least nine hours in one department and at least nine hours at the 200 level or above. Interdisciplinary majors require no fewer than 45 and no more than 60 hours. Interdisciplinary minors shall require no fewer than 21 hours, with a concentration of at least nine hours in one department and at least nine hours at the 200 level or above. Area majors and interdisciplinary majors do not require a minor.
Students have considerable freedom in planning their course schedules in conjunction with their faculty advisors. It is the responsibility of the student, however, to meet all requirements for graduation.
Total Credit Hours Required
The student must satisfactorily complete a minimum of 120 semester hours, including Foundations & Core curriculum requirements, upper division course requirements, and requirements in the major area and minor area of study. Students should be aware that some combinations of majors and minors require more semester hours than others and may create degree programs of more than 120 semester hours. A required level of achievement is a grade point average of 2.0 or better. At least 25% of coursework for a degree must be taken at Georgetown College including those stipulated in the Residence Requirement.
Completion of Foundations & Core Program
The Foundations & Core program requirements at Georgetown College are distribution requirements, allowing each student considerable choice of courses to meet requirements yet ensuring that the student has experience with a broad range of ideas and subjects. Courses are required in significant areas of knowledge and human experience. Students must enroll in FDN 111 in the fall semester of their first year and continuously enroll in the Foundations sequence (FDN 111 and FDN 112) until successful completion.
Continuous Enrollment in English Composition
All students must be enrolled in either ENG 111, 112, or 115 until they have successfully completed the freshman writing sequence. For a student to drop one of these three classes, the drop slip must be signed by either the chair of the English Department or the Writing Program Coordinator. The chair of the English Department or the Writing Program Coordinator may waive this continuous enrollment policy as appropriate.
Continuous Enrollment in Elements of Quantitative Reasoning
Students with strong backgrounds in mathematics will be placed at course levels commensurate with demonstrated ability. Students with a math subscore on the ACT of less than 19 (or its equivalent) must begin Elements of Quantitative Reasoning (GSS105) (or pass a by-pass exam or transfer an equivalent and previously approved course) no later than the third semester of full-time enrollment. Students must enroll in this course every semester until they have successfully completed the course with a grade of C or above; grading will be X or C or above. Students are not eligible for their Essential Proficiency math or computer Science class until they have successfully completed GSS 105 or its equivalent. Drop slips must be approved by the department chair or the Mathematics Program Coordinator.
Students must demonstrate proficiency through the intermediate level in a language other than English. Students with two years or more of French, German or Latin at the high school level (level II or higher) desiring to continue in the same language must take the departmental placement test in order to determine the appropriate placement. Students with previous Japanese credit at the high school level will be individually placed by the professor during the first week of classes. Students with two years or more of Spanish at the high school level (level II or higher) desiring to continue in Spanish must take the placement test in order to determine placement in SPA 115, 102, 201 or above. SPA 101 credit will not be given to students who have completed two years or more (level II or higher) of high school Spanish. Students for whom English is a second language are exempt from the world language requirement in the Foundations & Core program. Heritage speakers should consult with the chair of MCLC.
Technology proficiency, as demonstrated in the successful completion of Foundations & Core program coursework, is a requirement for graduation. Students must demonstrate basic proficiencies in the use of computers and related information technology resources.
Candidates for graduation must submit an application for a degree to the Registrar’s Office during the semester preceding the semester in which they intend to graduate. Candidates for graduation must attend the practice session, Baccalaureate and Commencement exercises unless they obtain an exemption in writing from the Provost.
Catalog in Effect
A candidate for a degree may choose to graduate under the regulations of the catalog in force at the time of enrollment or any subsequent catalog provided that the catalog chosen is not more than seven years old. A student must have been enrolled under the catalog chosen and must conform to the degree requirements of that catalog.
Graduation honors are awarded for high academic achievement according to grade point average (GPA). Attainment of a 3.50 through 3.69 GPA will result in the designation of Cum Laude; 3.70 through 3.89 GPA will be designated Magna Cum Laude; 3.90 through 4.00 will be designated Summa Cum Laude.
Major and Minor Requirements
Students should formally declare their plans to satisfy the major and minor requirements by completing the Major/Minor Declaration Form when they have earned 52 credit hours (junior standing). This form, which is available both in the Registrar’s Office and on the Registrar’s website, requires the department chairs of the selected major and minor disciplines to review the plan; after they approve, the student submits the form to the Registrar’s Office. The Catalog lists the majors and minors offered by each department, and the degrees conferred, under the department headings; it presents specific requirements for each major and minor at the beginning of the course descriptions for that particular discipline. Questions pertaining to major or minor requirements should be directed to the department chair of the relevant department. Note: Courses in which the student earns a grade below “C” do not count toward the major or minor requirements (including required allied courses). Departments have the discretion to decide whether such a course can satisfy prerequisite requirements (but not major/minor requirements).
Majors: To provide depth of study, each student must complete at least one major, which must include at least 12 semester hours in courses numbered 300 or above. For a student who wishes to receive credit for completing more than one major, each major must contain at least nine semester hours that do not count toward any other major earned by that student. If a student wishes to transfer substantial credit toward the major from another college, the chair of the department involved shall evaluate the student’s previous coursework in terms of the Georgetown College major requirements. The chair will also determine what courses are needed at the College to validate the major, generally including at least six semester hours within the major.
Minors: The minor requirement ensures that students pursue some advanced study in more than one discipline. Students may satisfy this requirement by any of the following options:
- completing one or more minors outside the major department (*see exceptions below)
- completing 15 credit hours numbered 300 or higher that are outside the major department and not counted toward the major (*see exceptions below)
- completing a second major outside the first major department (*see exceptions below)
- completing an interdisciplinary major (which may also satisfy the major requirement).
*If the major is in the Math, Physics, and Computer Science or the Modern and Classical Languages and Cultures departments, then the minor, second major, or 15 credit hours can be in the same department as the major provided they are in a different discipline. (A student who has satisfied the minor requirement in one of these ways may, however, earn an additional minor in the same department as the major provided at least 70% of the credit hours in this minor are in a subject area different from the major.) An interdisciplinary or area minor must include at least 15 hours that the student does not count toward the major or another minor (excluding allied requirements) and at least 12 hours outside the major field.
If a student wishes to transfer substantial credit toward the minor from another college, the chair of the department involved shall evaluate the student’s previous coursework in terms of the Georgetown College minor requirements. The chair will also determine what courses are needed at the College to validate the minor, generally including at least three semester hours within the minor.
Area Majors and Minors: Area majors and minors are special courses of study created by students whose educational objectives can best be met outside the existing departmental programs. A student who has a cumulative grade point average of 2.8 or higher may propose an area major or minor in any area provided the College has a full-time faculty member with a terminal degree in the largest component discipline. Interested students may obtain the Area Major or Minor Declaration Form from the Registrar, and after consultation with the adviser, submit the completed form for review. The Academic Policy Committee decides whether to approve the proposal. The student must complete this process by the second term of the junior year. Area Majors: A proposal for an area major must include:
- a statement providing the rationale for the proposed curriculum
- a program of study including 50-60 hours
- two or more disciplines represented
- a concentration of at least 24 hours in one discipline
- at least 50 percent of the proposed coursework at or above the 300-level
- identification of the department responsible for the com-prehensive exam.
Area Minors: A proposal for an area minor must include:
- a statement providing the rationale for the proposed cur-riculum
- a program of study including 21-27 hours
- usually two disciplines represented
- a concentration of at least 12 hours in one discipline
- at least six hours at or above the 300-level
- at least 15 hours that the student does not count toward the major or another minor (exclusive of allied require-ments)
- at least 12 hours outside the major field.
Each senior is required to pass a comprehensive examination in the major field of study. This special examination will be held during the final year of the candidate’s residence at least 30 days prior to the end of the final term. The comprehensive examination will be given under the direction of the chair of the department, and may be oral or written, or both, as the faculty of the department may require.
Upper Level Hours
Each student must complete 39 semester hours of upper division courses (300 and above) toward the required minimum total of 120 semester hours. Freshmen may not take courses numbered 300 and above without the approval of the Provost.
Thirty of the last 36 semester hours prior to graduation must be earned through Georgetown College.
The NEXUS program is designed to create meaningful connections that enhance, expand and engage the cultural, intellectual, and spiritual life of the campus community.
Students attending Georgetown College for eight full-time semesters are required to attend 48 events. Students attending less than eight full=time semesters will be required to attend a total of six events per full-time semester at Georgetown College.
NEXUS events are divided into four categories:
- Live-Learn-Believe Events (Know Your World – a minimum of twenty-four to forty credits required);
- Tiger Events (Know Your Traditions – a minimum of eight credits required);
- Flex Events (Initiate Yourself – a maximum of eight credits possible but not required) and
- Immersion Events (Explore More Deeply – a maximum of eight credits possible but not required).
NEXUS events will range from 1-4 credits (in the case of Flex Events, from 1-3 credits, and Immersion Events from 1-4 credits) with the weighting being based upon the level of engagement at which the student participates.
Each semester a list of NEXUS events shall be posted on my.georgetowncollege.edu, as well as information regarding how to apply for Flex event credit. A tally of earned NEXUS credit is kept as part of each student’s academic record. For many 1 credit events (e.g. lecture, concert, gallery reception, worship service) a student will receive a ticket to complete and turn in at the conclusion of the event. However, in some circumstances the event coordinator may take attendance. These credits are then added to the student’s record. For Flex and Immersion Events, the coordinating faculty member will make a list of the participating students and forward to the Registrar’s Office for addition to the students’ record.
Students should earn a minimum of six NEXUS credits per each full-time semester at Georgetown to assure a timely completion of their chosen degree program (although no more than forty-eight NEXUS units are required to graduate). It is the student’s responsibility to monitor his/her progress in meeting this graduation requirement. The NEXUS requirement shall be in addition to the 16-hour Foundations & Core requirements requirement and all other degree requirements.
Students who matriculated at Georgetown College prior to Fall 2009 must complete the requirements of the CEP program; students matriculating at Georgetown College in Fall 2009 or later must complete the NEXUS program.
The following courses have limitations on the amount of credit earned that can be applied to graduation: GSC (seven semester hours); independent study and course by arrangement (15 semester hours); ROTC (16 semester hours); and internship (nine semester hours total). Elementary and secondary student teaching is exempted from this requirement. Note: A maximum of six semester hours of independent study/course by arrangement and internship may be taken in any one semester.
ADDITIONAL POLICIES AND REGULATIONS
Courses taken at an accredited college or university will be accepted as credit earned at Georgetown College provided that the courses are similar in content to courses taught at Georgetown College and provided that grades of “C” or above were earned in the courses. Courses transferred to Georgetown College will be accepted as credit earned only and will not be figured in the grade point average. Work transferred from a two-year institution will not be counted toward the upper division course requirements.
The maximum amount of transferable credit from an accredited junior college is 66 semester hours but subject to the provision above that the courses be similar in content to courses taught at Georgetown College and that grades of “C” or above were earned. In all cases, 30 of the last 36 semester hours must be taken at Georgetown College. Transfer of credit from institutions without regional accreditation is considered on an individual basis. The student must complete 16 semester hours at Georgetown College with a 2.0 grade point average before any work from one of these non-regionally accredited institutions will be accepted.
Students are responsible for providing data necessary to verify that coursework meets the standards and stipulations listed above. Students enrolled at Georgetown College who wish to take courses at other accredited institutions for credit toward a Georgetown College degree should ensure that a particular course intended for transfer may be credited for the major, minor, or Foundations &Core curriculum requirements by processing a Transfer/Correspondence form, available in the Registrar’s Office, prior to enrolling in the course. Transfer students should carefully read the previous sections titled Upper Level Hours and Major and Minor Requirements. Transfer students should also read the section titled Bypass for information on Foundations & Core requirements.
Georgetown College accepts for credit college level courses taken before graduation from high school provided that such work: (1) meets the standards as defined in Guidelines for Dual Credit Courses published by the Council on Postsecondary Education; (2) was a regularly scheduled lower division college course offered by a college on its campus to its full-time students and is recorded on an official transcript and otherwise acceptable for credit; or (3) has been validated by Advanced Placement tests or CLEP tests. (See Credit by Examination for other details.)
Students transferring to Georgetown College with 52 or more credit hours (Junior standing) will be required to satisfy, or demonstrate equivalencies for, three Foundations and Core flagged courses at Georgetown College: one writing, one quantitative, and one from any of the cultural awareness classes; and will be required to satisfy, or demonstrate equivalencies for, all Areas of Inquiry requirements with the following exception: these students must take at least one class numbered 200 or higher in at least two of the Areas of Inquiry.
High School Dual Credit Program
High school students enrolled at selected high schools may enroll in a dual credit program providing high school students the opportunity to earn high school credits and college credit hours simultaneously. Georgetown College instructors are assigned to the selected high school campus for course delivery. For additional information contact the Admissions Office.
Students who possess considerable knowledge and skill in English and Math courses as documented by ACT/SAT I test scores may bypass certain Foundations & Core program requirements. Bypassing courses involves no credit awarded, though competency has been demonstrated, and students are eligible to take additional courses as if prerequisites have been completed. Transfer students with 24 or more transferable hours and approval by the Foundations Program Director may bypass Foundations 111. Transfer students with 36 or more transferable hours and approval by the Foundations Program Director may bypass Foundations 111 and 112. Transfer students who wish to bypass either Foundations 111 or 112 but are not eligible, may appeal to the Foundations Program Director. Transfer students who wish to bypass flags may appeal to the Foundations and Core Committee.
Students who have completed college-level work and who wish to receive advanced placement with college credit should take the advanced placement tests given by the College Entrance Examination Board (CEEB). With the approval of the department concerned, a student who makes a CEEB advanced placement score of 3, 4, or 5 may receive 3 to 6 semester hours credit.
College Level Examination Program (CLEP)
The College Level Examination Program is intended to reward college-level achievement without regard to how that level of achievement was attained. Only subject examinations, which are essentially end-of-course tests developed for selected undergraduate courses, are utilized at Georgetown College. A student may take any number of CLEP examinations and receive credit for the commensurate course provided he/she achieves the minimum score. (Contact the Office of the Registrar for information regarding CLEP scores.) Registration information, costs, and payment procedures may be obtained from the Registrar. To receive Georgetown College credit on the basis of CLEP, a student must: (1) be officially admitted to the College as a degree-seeking student; (2) register and pay for the examination(s); (3) achieve the minimum score; (4) have an official transcript of the CLEP score report on file in the Office of the Registrar; and (5) pay the recording fee in the College Business Office. CLEP examinations not taken at Georgetown must be approved by the Office of the Registrar.
Political Science 100
American History I
American History II
Business Administration 330
Business Administration 357
Calculus w/ Elem. Functions
Chemistry 111, 112, 113
Business Administration 210
Principles of Marketing
Business Administration 326
Western Civilization I
Western Civilization II
*Plus examination in composition.
**Plus examination in research technique, documentation and paraphrasing.
Students who possess considerable knowledge in the subject matter of a given course may obtain college credit for that course by passing a departmental test and paying the appropriate fee. If a department develops its own tests for credit by examination, the examination must be approved by the Academic Policy Committee.
Georgetown College recognizes the International Baccalaureate and will offer credit for IB courses passed with grades of 5, 6 or 7 on the Higher Level examinations.
The Dean’s List honors students who have earned a grade-point average of 3.7 or above in at least 12 graded (not Pass) credit hours of classes during a semester at Georgetown.
The College grading system is as follows:
A (Excellent), A/B (Very Good), B (Good), B/C (Satisfactory), C (Acceptable), D (Poor), F (Unacceptable), I (Incomplete*), IP (In Progress*), X (Incomplete for English 111 and GSC 105*), P (Passing*), WP (Withdrawn Passing*), WF (Withdrawn Failing**), AU (Audit*).
* Not figured in computing the grade point average
** “Withdrawn Failing” is figured in computing the grade point average
Students may designate up to 14 semester hours of coursework in their Georgetown College career (and no more than six per semester) for the Pass/Fail option. With the exception of Art studio courses for non-majors or non-minors, courses so chosen must be elective (outside the major, minor, and Foundations & Core program requirements). Language courses numbered 101/102/201 may not be taken Pass/Fail unless one has otherwise satisfied the language requirement. Some courses may be excluded from the pass/fail option (check the catalog description). The student’s selection of P/F grading is known only to that student and the Registrar.
Incomplete grades indicated on the record by an “I,” including an “I” in a mini or summer term, become an “F” if not removed within the next semester of the student’s residence, exclusive of summer school and mini terms.
Any full-time student may audit a course by registering for that course as an auditor during the normal registration period. However, a regularly registered student may designate a course as an audit, according to the date in the Academic Calendar. Audited courses cannot be applied toward the requirements to be a full-time student. Students auditing a course must meet with the instructor to ascertain the expectations for a successful audit. For an audited course to be recorded on the transcript, the instructor must indicate that the audit was completed successfully.
Grade Point Average
Quality points are awarded according to the grade received in a course. With a grade of ”A,” the student is given 4 quality points; “A/B,” 3.5 quality points; “B,” 3 quality points; “B/C,” 2.5 quality points; “C,” 2 quality points; “D,” 1 quality point; “F,” 0 quality points. The student’s grade point average is calculated by dividing the number of quality points earned by the total number of semester quality hours. Quality hours are courses taken at Georgetown College in which a grade of A, A/B, B, B/C, C, D, or F is earned.
Course Repetition Policy
A student may repeat (to remove the quality points and credit hours) a maximum of four courses, other than English 111, in which grades of “D” or “F” were earned provided that: (1) the courses repeated were originally taken at Georgetown College; (2) the courses are repeated at Georgetown College. In such cases the Registrar shall calculate the grade point average on the basis of the grade earned the last time the course was taken. The original grade for the repeated class will remain on the transcript but will not be counted toward GPA or graduation hours.
Classification of Students
Students who have satisfactorily completed courses receive classification as indicated: Sophomore (at least 24 semester hours), Junior (at least 52 semester hours), and Senior (at least 86 semester hours).
Minimum Scholastic Attainment
A student must attain and maintain a grade point average of 2.0 by the time 60 quality hours have been earned. The record will be judged on the basis of semester quality hours and progress made according to the following table:
Cumulative Quality Hours
61 or more
Transfer students should note that only coursework completed at Georgetown College is used in calculating the grade point average.
Class attendance is considered to be a key to successful academic performance. Individual faculty and departments may establish specific expectations regarding class attendance, and these are addressed early in the course of instruction. However, a student who consistently fails to attend classes, to prepare assignments, and/or to live responsibly in the academic community may be considered to have forfeited status as a student and may be suspended.
Probation and Suspension
Whenever a student’s grade point average falls below minimum scholastic standards (see Minimum Scholastic Attainment), the student is automatically on probation. Students on probation must follow the recommendations of their advisors and may not register or earn credit for more than 15 semester hours. Failure to earn at least a 1.5 grade point average during any probationary semester will result in suspension.
Failure to raise the overall grade point average to the required level within two semesters will result in suspension from Georgetown College for a period of one semester. Suspensions will be for the full term of attendance, regardless of what credit may be earned before the term begins (i.e., in mini-terms). Having served the suspension, the student may apply for readmission to the Director of Admissions, who will request a review by the Academic Policy Committee before making a decision. Within two semesters, the student must attain the overall grade point average as listed under Minimum Scholastic Attainment. Failure to do so will result in a second suspension. In rare cases a student who has been suspended twice may appeal to the Academic Policy Committee and may be readmitted only with the strong recommendation of the faculty under whom the student has studied most recently. No credit earned by a student during suspension, either academic or social, will be honored by Georgetown College.
The bankruptcy policy permits the student who has earned very poor grades in any one term, due to extreme personal or financial difficulties, to petition the Academic Policy Committee for Academic Bankruptcy status for that one term. The bankruptcy term will be so designated on the student’s permanent record, and no credit earned during the semester will be calculated in the student’s grade point average at Georgetown College. Nothing will be erased from the permanent record. Students are cautioned that many colleges and universities will not honor another institution’s bankruptcy policy, nor may certain medical, law, or graduate institutions. Following consultation with one’s advisor, at any point in a student’s college career while enrolled at Georgetown College, a student may request Academic Bankruptcy for one term, according to the following procedure:(1) the request will be made to the Academic Policy Committee; (2) the student must demonstrate to the Academic Policy Committee that the particular term for which bankruptcy is petitioned was an extraordinary case; (3) if the Academic Policy Committee approves the petition for bankruptcy, the student forfeits credit for all courses that semester, and grades for that semester are not used in computing the grade point average, although they do remain on the permanent record. The permanent record will indicate clearly that Academic Bankruptcy was granted; (4) if a student has been issued a notification of academic suspension, Academic Bankruptcy cannot be claimed until fulfillment of the suspension and the student is again enrolled at Georgetown College; (5) once bankruptcy status has been granted, the action is irreversible.
The normal full-time student load is 15 hours per semester. The maximum is 21 hours per semester, and the minimum load for full-time status is 12 semester hours. Upon the approval of one’s academic advisor, and the department chairperson of the student’s major field, when declared, a student with a GPA of 3.0 or better may register for more than 18 hours according to the following: 3.00-3.25, 19 semester hours; 3.26-3.75, 20 semester hours; 3.76-4.00, 21 semester hours. Students with a GPA below 3.00 must have permission of the advisor, the department chair, and the Provost. There is an additional per semester hour charge for each hour taken above 18. The normal load for each summer term is 6 semester hours with the maximum being 7 semester hours.
Semester Hour Definition
A semester hour is the unit by which academic progress is measured. Each semester hour is expected to occupy at least three hours per week including time spent in preparation and in class meetings.
Courses may be added during the first week of a regular semester. Courses may be dropped without or with grades after that date. The respective deadlines are shown in the Academic Calendar. A drop card must be filed with the Registrar’s Office. A charge of $20 will be applied after the first week of the term for each schedule change.
In the event of withdrawal from Georgetown College during a semester, a student may find a document outlining the withdrawal procedures on the Academic Enhancement Department page on my.georgetowncollege.edu. A student must obtain a withdrawal form which must have the signature of the Registrar and/or the Provost. The official withdrawal date on the form will be used for calculation of refund. (See the schedule of refunds under Refund Policy.) A student may not withdraw after the Last Day to Drop WP/WF (see the Academic Calendar) unless forced to do so by emergency circumstances. Withdrawal without official approval will result in a grade of “F” in all courses. Students suspended for disciplinary causes shall not receive credit for courses in which they are enrolled. No credit earned by a student during either academic or social suspension will be honored by Georgetown College. The Provost, without further justification, may administratively withdraw any student who is not attending class or otherwise not demonstrating a serious academic effort.
Following consultation with their advisor, the professor, and the appropriate department chair, students may request a review of a grade assigned in a particular course. Such an appeal will be heard by the Academic Policy Committee, which will make a recommendation to the Provost. Students must file an appeal within one term (semester or summer) of receipt of the grade in question. Appeals should be made in writing, addressed to the Academic Policy Committee, and submitted to the Provost.
Request to Waive or Modify an Academic Policy
Students may appeal to the Academic Policy Committee to ask for exceptions to academic policies. Students should take care in putting together a clearly written case that supports the appeal.
To facilitate this process, students should first consult their academic advisor for help with drafting the text of the appeal. Students may also ask for letters of support from faculty members when appropriate. The written appeal and supporting documents should then be sent to the Provost, who will review the appeal for completeness. The Provost may ask for clarification or additional information. The Provost will then take the written appeal to the Academic Policy Committee, which will then vote on the merits of the appeal based on the written evidence.
Academic Grievance Procedure
Students should first seek to resolve the problem with the specific faculty member involved. If a student wishes to lodge a complaint against a faculty member in an academic matter that cannot be resolved directly with the faculty member, the student should normally first consult with his/her academic advisor. The advisor will guide the student through the options available to the student (informal or formal complaint). When there is an informal expression of an academic concern, the student’s faculty advisor should convey the essence of that concern to the department chair, who will investigate the issue and take any necessary action to help resolve the issue. If the faculty member in question is the student’s advisor, the student should contact the Provost for resolution of the problem.
Formal complaints should be reserved for situations in which a student believes he or she has been adversely affected in a way that cannot be or has not been resolved through informal intervention. When the student wishes to lodge a formal complaint, the student should generally seek advice from his/her academic advisor about the best way to proceed (unless the advisor is the focus of the complaint). To make a formal complaint, the student must submit a written statement of the difficulty to the Provost and request that the issue be resolved through the Academic Policy Committee. This statement should be no longer than two pages and should concentrate on the facts of the issue in question.
The Provost or the Dean for Academic Enhancement then reviews the facts, communicates with the person(s) involved, and attempts to resolve the difficulty to the student’s satisfaction. If that attempt is unsuccessful, the matter will be forwarded to the Academic Policy Committee for review. The Committee will review the facts of the grievance and make a recommendation to the Provost for resolving the problem. The final disposition of the issue is in the hands of the Provost and is final and binding.
Grievances related to the Honor Code will be handled by the Honor Council. For policies related to non-academic grievances, see the Student Handbook.
A Georgetown College student or former student is entitled to an official tran-script of academic record subject to the established schedule of necessary charges for this service and provided that all financial obligations to Georgetown College have been satisfied. “Official” is defined as an exact du-plicate of the student’s academic record printed on security paper imprinted with the signature of the Registrar. The official transcript is released only upon the written request of the student to the Registrar. Other than academic coursework, hours and grades, only suspension/probation status, Academic Dean’s List, Academic Honors, Honors Program achievements, and/or Inmersión en español Program achievements shall appear on the official transcript. No more than one area of emphasis within a major may be noted on the transcript.
The Honor System
Georgetown College is “an innovative community of scholars developing ethical scholars committed to our heritage of Christian discernment.” In a truly academic community, honor must be expected. Honor is an ideal that is evident in the lives of ethical scholars. Primarily, the function of the Georgetown College Honor System is to educate and instill a common purpose within the campus student community. The Honor System is an educational tool to assist the process of teaching morality and ethics. The Honor System helps create an environment that will assist in the development of the whole person by insisting upon honorable traits and behavior. Further, the process assists in the establishment of precedent, consistency and fairness with regard to questions of academic integrity. An effective honor system requires students and faculty to understand and abide by the system’s expectations.
The strength of the Honor System is in the creation of an atmosphere in which students can act with individual responsibility. This includes the personal decision to act honorably and not to tolerate others who choose to violate the conditions of the Honor System. Therefore, an important aspect of the College’s Honor System is that all students must report violations of the Honor System by their peers. Faculty and Staff must also understand the spirit of the system and do everything possible to abide by the guidelines.
All students must sign an understanding of the Honor System. Record of this understanding is kept on file in the Office of the Vice President for Student Life/Dean of Students. For a full discussion of the Honor System—including infractions, procedures, sanctions, and the role of the Honors Council—see the current edition of the Georgetown College Student Handbook available at http://www.georgetowncollege.edu/studentlife/student-handbook/.
Georgetown College prohibits harassment and intimidation on the basis of one’s sex, race, color, religion, or national origin. Examples of conduct prohibited by these policies include but are not limited to repeated insults, humor, jokes and/or anecdotes that belittle or demean an individual’s or group’s sex, race, color, religion, or national origin, and physical conduct or verbal innuendo which, because of one’s sex, race, color, religion or national origin, creates an intimidating, hostile, or offensive environment.
CONFIDENTIALITY OF STUDENT RECORDS
The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.) These rights include:
The right to inspect and review the student’s education records within 45 days after the day Georgetown College (“College”) receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The College official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing re¬garding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
The right to provide written consent before the College discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
The College discloses education records without a student’s prior written consent under the FERPA exception for disclosure to College officials with legitimate educational interests. A College official is a person employed by Georgetown College in an administrative, supervisory, academic, research, or support staff position (including law en¬forcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance com¬mittee. A College official also may include a volunteer or contractor outside of Georgetown College who performs an institutional service of function for which the College would otherwise use its own employees and who is under the direct control of the College with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another College official in performing his or her tasks. A College official has a legitimate educational interest if the official needs to review an educa¬tion record in order to fulfill his or her professional responsibilities for the Georgetown College.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by Georgetown College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
See the list below of the disclosures that postsecondary institutions may make without consent.
FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to College officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student –
To other College officials, including teachers, within Georgetown College whom the College has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the College has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
To officials of another College where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
To organizations conducting studies for, or on behalf of, the College, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
•To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
Information the College has designated as “directory information” under §99.37. (§99.31(a)(11))
The College has designated certain information contained in the education records of its students as directory information for purposes of compliance with FERPA. The following constitutes directory information regarding students:
telephone number and e-mail address,
date and place of birth,
major field of study,
participation in officially recognized activities and sports,
weight and height of athletic team members,
dates of attendance and full-time/half-time enrollment status,
degrees and awards received,
the most recent previous educational agency or institution attended by the student,
denominational preference, and
other similar information.
Directory information may be disclosed by Georgetown College for any purpose at its discretion, without the consent of a parent of a student or an eligible student. However, parents of students and eligible students have the right to refuse to permit the designation of any or all of the above information as directory information. In that case, this information will not be disclosed except with the consent of a parent or student, or as otherwise allowed by FERPA. Any parent or student refusing to have any or all of the designated directory information disclosed must file written notification to this effect with Georgetown College at the Registrar’s Office within two weeks after registration day of the semester. In event a refusal is not filed, the College assumes that neither a parent of a student nor eligible student objects to the release of directory information designated.
To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the College determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the College’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the College, governing the use or possession of alcohol or a controlled substance if the College determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))