Course Audit
A student who wishes to attend a class but who does not wish to receive a grade of credit for the course must consult with the Director of the appropriate program. A student must declare the auditor status in a course by the “Last day to Add Classes.” The degree of class participation acceptable or required shall be determined between the student and the instructor and listed on the Audit Form, which is available on the Heidelberg Inside website. The completed audit form will remain on file in the Office of the Registrar. The class audited shall be noted on the transcript, and the instructor will award the grade of “AU”, if students fulfill the performance requirements outlined on the audit form, or the grade of “U”, if students fail to meet these requirements. An audited course may not be used to complete degree requirements.
Students will not be eligible for “Credit by Examination” after having taken a class for audit credit.
Course Add/Drop
A student has the ability to add and drop courses via OASIS when within the policy dates. Official dates are listed on the University website. A student with an account hold preventing OASIS course changes must complete a Registration Card within the Office of the Registrar. To add or drop a class within policy dates, the student must gain permission from the area placing the hold on the account. If granted, the student will complete the transaction within the Office of the Registrar.
Course Add
A student is permitted to add a course via OASIS up to five business days after the first day of the term without permission from the instructor and the Director/Dean or designee. For compressed terms, see the Academic Calendar on the Inside Heidelberg website.
Course Drop
A student dropping a course immediately following the last day to add and preceding the last day to drop will earn the letter grade of “W” on the official academic transcript.
A student is permitted to drop a class without receiving an official grade “WF” via OASIS until the Friday of week ten of a semester. For terms running in eight-week sessions, the Friday of week five is the last day to drop. For terms running in four-week sessions, a student has until the Friday of week three to drop a course. For all other terms, the goal of the drop policy is to offer a student the opportunity to complete 60% of the term before deciding to drop.
Students may request permission from the Provost of the University or the Dean of Student Affairs to replace a grade of “WF” with “W”. Requests are only considered for students with special circumstances beyond their control. A student petitioning for academic reasons will inquire to the Provost and a student petitioning for medical reasons should follow the Student Handbook policy and will inquire to the Dean of Student Affairs.
Course Drop/Withdrawing from the University
A complete withdrawal from courses is not permitted via OASIS. A student who wishes to withdraw from the University is held to the Course Add/Drop policy deadlines and should complete the following. 1. Complete the online withdrawal form found on OASIS. 2. Complete an exit interview with the Dean of Student Affairs. 3. Obtain the withdrawal financial form from the Dean of Student Affairs, have the form signed by the Office of Financial Aid and the Business Office and return the form to the Dean of Student Affairs. Once Steps 1 - 3 are finalized, the Dean of Student Affairs will notify the Office of the Registrar to complete the course(s) withdrawal.
Military Withdrawal Policy
This policy applies to all Heidelberg University students who are members of any of the branches of the US Armed Forces or National Guard (including Reservists). Heidelberg University students under this policy may have military obligations including active duty, disaster relief efforts, or training that require withdrawal from classes. Heidelberg has set the following policy to accommodate such students.
Application for Military Absence: Students may request a military absence by completing the online withdrawal form found in Oasis. In addition, such students will provide a copy of their military orders or alternate documentation to the Dean of Students. Upon approval, the Dean of Students Office will inform the Registrar’s Office for processing. If the student is given orders that do not allow time for the student to notify the appropriate office, an individual tasked with managing the service member’s responsibilities while gone (spouse, family member, etc.) may notify the campus and the campus will determine what further actions are appropriate. The student should make the request for military absence within one week of official notification by the military service.
Management of Military Absence: The Career and Military Services Office is the primary contact for the deployed student. A student military absence begins with the academic term in which the student received orders to active duty and ends with the start of the academic term immediately following their release from active duty. If the release from active duty was fewer than 30 calendar days before the start of the next term, the student may request an extension of one academic term, to be approved by the Career and Military Services Office. A student military absence can last up to five years. Students withdrawing prior to completing 60% of the coursework will be withdrawn from all courses and receive a 100% refund of tuition and fees. Students withdrawing after completing 60% of coursework may, in conjunction with individual instructors, determine whether to withdraw from the course, receive an incomplete and work to complete coursework within one year, or receive a grade based on their current work in the course.
Transcripts: The transcript for students who withdraw for military leave include a notation for that academic term or session that reads: “Withdrew due to military obligation.”
Financial Considerations
- Students receive a full tuition refund for those courses that will not be completed due to military obligation. Tuition will be recalculated to include only continued courses.
- If a student has on-campus housing and/or a meal plan, they will be chargeda prorated housing assessment to cover expenses already incurred for room and board and the housing balance and unused meal points will be refunded.
- Students will maintain their university access account/email at no cost to the student.
- Students will be guaranteed the ability to return under original term of enrollment with no reenrollment or other additional fees. Students may be required to follow updated catalog in accredited programs to meet current accreditation and licensure requirements.
- Students will be advised by the Financial Aid Office of actions required to defer loan(s) repayments based on active military duty obligations.
Instructional Credit Hour
The United States Department of Education requires that each institution develop a written credit hour policy that conforms to the definition of a credit hour under 34 CFR 600.2. The Department of Education defines a credit hour as: An amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:
- One hour of classroom or direct faculty instruction and a minimum of two hours out of class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time, or;
- At least an equivalent amount of work as required in paragraph (1) of this definition for other academic activities as established by the institution including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.
The Ohio Department of Higher Education defines credit pursuant to Chapter 1713 of the Ohio Revised Code and Chapter 3333-1.08 of the Ohio Administrative Code.
Credit hour: A minimum of 750 minutes (semester credit hour) of formalized instruction that typically requires students to work at out-of-class assignments an average of twice the amount of time as the amount of formalized instruction. Credit hours may be calculated differently for other types of instruction (e.g., laboratory experience, directed practice experience, practicum experience, cooperative work experience, field experience, observation experience, seminar, and studio experience) as long as the credit hour calculations align with commonly accepted practices in higher education and with the regulations of regional accreditors and the federal financial aid program.
Equivalence of Course Offerings
Student learning outcomes for a course, and the approximate amount of student effort/time for a typical student required to meet those objectives, shall be reasonably equivalent regardless of the instructor or the modality of instruction used. The Faculty is responsible for the communication of course learning outcomes, clearly communicating the goals of unsupervised learning effort/time (homework), and assessing the achievement of individual student mastery of the course learning outcomes. Every course offering is expected to have approximately equivalent student learning outcome goals and to require approximately the same amount of student effort, regardless of the particular instructor of record or the modality of instruction. For example, online courses which have traditional lecture course equivalents are expected to require and to demonstrate equivalent student effort/time and achievement of student learning outcomes. The responsibility for the oversight of equivalence lies both with the instructor of record of each instance of the course specifically and the curricular oversight bodies of the Faculty in general.
Assignment of Credit Hours for Various Course Modalities
Traditional lecture course. Each credit hour consists of 750 minutes of supervised/scheduled instruction or assessment activity and a minimum of 1,500 minutes of out-of-class “homework” or other unscheduled learning activity.
For example, consider the typical three (3) credit hour traditional lecture course which includes at least 2,250 minutes of scheduled classroom time and 4,500 minutes of homework over the term of instruction.
Hybrid courses. This modality uses the same requirements as fully online courses with the exception that each credit hour may include on-campus scheduled direct/in-person faculty-directed instruction or assessment.
Short courses. Short courses are expected to achieve the same student outcomes and thus require the same overall effort/time as long-form course equivalents.
Studio course. In studio courses representing art forms each credit hour is equivalent to 1400 minutes of direct faculty instruction and a minimum of 850 minutes for studio class preparation.
Guided Practice. Guided practice sessions describe practical application of course material and skills learned in lecture under the supervision of the course instructor. Guided practice is a component of out-of-class assignments. Guided practice sessions throughout the duration of the course, generally includes no less than 750 minutes but no more than 1,500 of supervised practical application of material learned in the classroom.
Lab courses. For the typical laboratory course, at least two-thirds of the course effort/time are scheduled directed laboratory time. Any remaining effort-time is spent on unscheduled learning activity supporting the laboratory. In this modality, each credit hour of a typical laboratory with homework consists of 1,500 minutes of scheduled laboratory activity supported by 750 minutes of homework. Each credit hour of a typical laboratory without homework consists of all 2,250 minutes of effort/time as scheduled laboratory activity.
Musical Ensembles. Musical ensembles are classes or rehearsals in which all students are following a similar set of objectives or instructions. Content in musical ensembles is derived from the repertoire studied, as well as from in-class discussion and instruction. A minimum of 180 minutes of rehearsal time per week constitutes one credit hour.
Applied Music (individual lessons). 1 credit hour for applied music consists of a minimum of 30 minutes face-to-face instruction time per week, plus a minimum of 240 minutes student practice time per week.
Other courses: Student teaching, clinical experience, cooperative education, internship, field placement, experiential learning activity, independent study, thesis, non-contact courses, or other academic work which fit no other classification may receive credit if the work is performed under the supervision of and with approval from a member of the Faculty, with a formal written agreement noting the nature of the academic work, approved also by the appropriate program director, chair, or similar overseeing authority at a program-wide level. In this modality, each credit hour consists of no less than 2,250 minutes spent on approved work during the term of instruction. Specific curriculum/programs may require more hours in order to award one credit hour. Credit for these experiences may be determined in accordance with recommendations of a program’s specific accreditor or applicable regulations.
Review and Compliance
Academic units are responsible for monitoring compliance with the instructional credit hour policy. Department chairs and/or Deans will periodically review syllabi for courses offered in their academic unit to ensure compliance. An assessment of compliance will be part of the regular program review conducted by the University.
New courses must demonstrate compliance with the policy when submitting proposals to the Undergraduate Curriculum Committee or the Graduate Studies Committee. The Committee will review proposed courses to ensure that they meet the requirements of the policy.
Explained Absence Policy
Individual faculty members determine the attendance policy for their classes, which should have them clearly stated in their syllabus. However, there are some circumstances that warrant special consideration to determine whether accommodation is possible. These cases are referred to as explained absences. The complete policy is located on Inside Heidelberg.
Full-time Status
Graduate students are considered enrolled full-time with 9 hours of coursework in any given semester during the academic year. Individual course load policies are outlined within each program’s requirements.
Grading System
The quality of work done by a student is indicated by the symbols, A (-), B (+/-), C (+/-), F, FAHV, FN, P, PR, and U. A grade of FN indicates failure due to non-attendance or stopped attendance without an official withdrawal; PR indicates progress reported; and, P indicates a letter grade of B- or better. A grade of FAHV may be awarded when an Academic Honesty Violation is deemed a Level Two Violation.
Grades earned for course(s) from which a student withdraws are as follows:
- A grade of “W” is recorded for each course dropped on or before the last day to drop courses. A grade of “W” is not calculated into the GPA.
- A grade of “WF” is recorded for each course dropped after the last day to drop courses. A grade of “WF” is calculated into the GPA the same as an F.
Repeat Course Grade
For a student who has earned a grade of B-, C+, C, C-, F, WF or FN in a course and repeats the course, the cumulative grade point average will reflect the higher grade although both grades will remain on the transcript (see also, Academic Honesty Violation on Inside Heidelberg). The course must be repeated for the same number of semester hours and at Heidelberg University in order for a grade replacement. A total of two course repeats is permitted within a graduate program.
Incomplete Grade
If a student, through no personal fault, is unable to complete the course by the published end date, the student may request an incomplete grade (I). The instructor will outline all remaining work on the Incomplete Course Grade Agreement, which requires the signatures of the instructor and student. The Provost must approve all Incomplete Course Grade Agreements. A student receiving an Incomplete Grade must complete the work by the date stated on the Incomplete Course Grade Agreement, which can be no later than one year from the date of recording. A student cannot graduate until standard letter grades have been assigned for all courses.
Quality Points
Grade values are as follows: A= 4.000; A-= 3.667; B+= 3.333; B= 3.000; B-= 2.667; C+= 2.333; C= 2.000; C-= 1.667; F, FAHV, FN, WF= 0.000. Grades of AU, I, P, PR, U, and W do not calculate into the grade point average.
Point Average
The cumulative grade point average is derived by dividing the total number of graded hours for which a student has officially registered into the total number of quality points earned. The average is never rounded although truncated to the tenths or hundredths. The semester grade point average is calculated in the same way.
Grade Change/Appeal
Heidelberg University course grades are calculated and assigned by the instructor who teaches the course. Once a student’s final course grade has been officially recorded by the Registrar, the grade may be changed if, and only if, (1) a new grade has been determined under the Heidelberg University Student Grade Appeal Policy, or (2) a grade of Incomplete is replaced with a letter grade as specified in the current Heidelberg University undergraduate and graduate catalogs, or (3) the Provost of the University has assigned a lower grade in an academic honesty violation as specified in the “Heidelberg University Guidelines and Community Standards,” or (4) an error in computing or in recording the grade has been identified by the instructor and has been verified by the instructor, the Program Director, and the Provost of the University as specified in the Faculty Manual or (5) the Faculty has acted under the powers specified in the Faculty Manual.
If a student believes that a final course grade has been assigned in an erroneous, capricious, or discriminatory manner, the student may appeal the grade within the first regular semester following assignment of the final course grade. No grade appeal may be initiated until the Registrar has released the official grade to the student. The complete Student Grade Appeal Policy is located in the Student Handbook.
Independent Arrangement
Academic departments may offer a course via independent arrangement. To consider approval for an independent arrangement, the course must be required within the student’s degree program; and, the student is unable to take the course through no fault of the student, e.g. the course is not scheduled at a time the student can take it, and there are no course substitutions available to the student. An independent arrangement must be agreeable to the faculty member offering the course, the student, Program Director and Provost. Students will obtain an Independent Arrangement contract from the Office of the Registrar, Inside Heidelberg website.
Independent Study
Academic departments may offer a student the option to learn via independent study. An independent study covers a topic of interest to the student and may involve research, and/or extensive work outside of a classroom. Academic departments that offer independent study options are identified as Independent Topics or Study. An independent study must be agreeable to the faculty member, the student and the Program Director. Students will obtain an Independent Study contract from the Office of the Registrar, Inside Heidelberg website.
International Applicants
Heidelberg is authorized under federal law to enroll nonimmigrant alien students. Applicants who are not citizens of the United States must follow the application procedure outlined below.
Application and Admission Requirements
All materials must be complete for review. Heidelberg University reserves the right to request further documentation on a case by case basis.
- Each Graduate Program has specific admission requirements. Please see the requirements for your Graduate Program.
- Application Form Online
- Official Academic Records
- From international institutions: Heidelberg requires that international graduate applicants provide proof of undergraduate studies completion to be enrolled at the university in a Master’s program. Heidelberg acknowledges a NACES approved agency’s evaluation as an automatically authenticated transcript submission Other forms of transcript submission may apply on a case-by-case basis. For these situations, Heidelberg reserves the right to accept or reject transcripts at its own discretion and reserves the right to ask for additional information if deemed necessary. Official Transcripts not requiring NACES evaluations must be mailed directly from the school to Heidelberg University.
- From U.S. institutions: all final, official transcripts sent directly from the issuing institution.
- Evidence of financial support* (please submit at least one of the following):
- A letter from your financial institution for proof of financial support
- A letter from your sponsor (if you have one) to prove financial support
- A bank statement dated within the last six months that reflects the amount for tuition, room and board, and fees of the balance of the tuition payment plan after any financial aid is applied for the semester or year of study.
- Passport photocopy (or other form of identification. You will need a valid passport to receive your I-20 form for your visa)
- Visa transfer form if currently holding a U.S. F-1 visa.
*U.S. visa regulations require students to submit documented evidence of the amount of financial support that will be available from personal resources as well as any additional resource.
Proof of English Language Proficiency
All international applicants who do not come from English-speaking countries ** (see below) must provide objective evidence of English proficiency in order to enroll in academic courses.
Students must have scores from a testing agency or submit proof of admissibility via other suitable forms. Scores must be recent to within one year of the date of application to the University.
If testing for English proficiency, to enroll in academic courses a minimum score of one of the following is required:
- TOEFL: 79 (iBT), 550 (TOEFL paper-based), Institutional Code: 1292
- IELTS: 6.5
**(Students exempt from English proficiency proof must be from: Anguilla, Antigua & Barbuda, Australia, Bahamas, Barbados, Belize, British Virgin Islands, Canada (except Quebec), Cayman Islands, Dominica, Falkland Islands, Ghana, Gibraltar, Grenada, Guernsey, Guyana, Ireland, Isle of Man, Jamaica, Jersey, Liberia, Montserrat, New Zealand, St. Kitts & Nevis, St. Lucia, St. Vincent & the Grenadines, Trinidad & Tobago, Turks & Caicos Islands, United Kingdom, United States Territories)
If scores do not meet the requirements above, admittance may be granted, but ESL courses at the Heidelberg English Language Institute (HELI) may be required.
Exceptions
Exceptions to the rules for the language requirements may occur in specific and circumstantial cases that prove the international student’s English proficiency in other ways.
Any request to be exempt from the language requirements must be submitted in writing to the Admissions Office with supporting documentation. Heidelberg University reserves the right to approve the adequacy of the exemption request.
Registration
Registration is completed online using OASIS. All graduate students are encouraged to meet with their advisors to plan their programs for a one-year period. It is the student’s responsibility to check prerequisite requirements prior to registration. Students who do not meet the prerequisites of a course will not be permitted to register for the course unless a prerequisite override is approved. For information regarding registration overrides, contact the Program Director. A student must register for a course the term in which the course was taken.
Readmission
Students who do not enroll one year beyond the date of last attendance, will have their account inactivated. A readmission form is required upon return to Heidelberg. Any required paperwork will be communicated by the graduate program or the admission office. Readmitted students will follow the current University Catalog or the catalog issued at the time of the original admission when within the six-year limit. Readmitted students who believe they are disadvantaged for following the active catalog may petition to the Program Director for a full review of their academic history.
Transcript of Credit
The Office of the Registrar is the official office to release a student’s academic record, which is a chronological listing of all coursework and degrees attempted and earned. The University offers secure, official electronic transcript delivery through Parchment to in network and out of network recipients. Directions are available on the Registrar’s webpage (www.inside.heidelberg.edu/departments-offices/registrar/transcript-request) on Inside, the University’s intranet website, to assist in the transcript request process. Electronic transcripts are generally sent every twenty-four hours.
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