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Policies & Procedures
Students at Marylhurst University are expected to be familiar with and to conform to University academic policies and regulations. Policies and procedures are published in the University Catalog, the Student Handbook, the Schedule of Courses, and on this Web page.
The University reserves the right to revise policies and procedures described in these publications without notice whenever the University determines that such action is warranted. The most recent updates of registration and records policies and procedures are displayed on this Web page.
Quick Links to Policies & Procedures
Petition for Exception to University Policy
Withdrawal from the University
Course Completion
Students are expected to complete all courses for which they register. Students who are registered for a course as of the published add/drop deadline, as recorded in the Office of the Registrar, are responsible for all tuition and fees for the course and will have the course recorded on their transcript.
Students who never attend or log into a course will receive a Y on the transcript, which does not affect the GPA. Students receiving a Y are responsible for all tuition and fees for the course.
Posted: September 2009
Grade Change
A grade cannot be changed once it has been recorded in the Office of the Registrar unless an error was made in assigning the original grade. An error refers to incorrect data entry, miscalculation or failure to consider all coursework submitted before the grading deadline.
If a grading error was made, the instructor must notify the Office of the Registrar by submitting a Change of Grade form no later than the end of the term following the grade submission. To protect records integrity, all grade changes must be submitted in writing and be signed and dated by the instructor and the department chair.
For an error discovered more than one term after grade submission, the grade change must be approved by the provost and supported by documentation (e.g., grade books, papers, examinations) from the instructor or department chair.
A student who believes that a course grade awarded does not accurately reflect his or her performance must attempt to resolve the matter with the instructor within 30 days after the grade was submitted. If the student and instructor are unable to reach a resolution, the parties should request assistance from the department chair. If this attempt at resolution is unsuccessful, the student may submit a formal written appeal to the provost. Appeals must be received by the Provost's Office by the last day of the academic term immediately following the term in which the course was taken.
The grade change policy does not apply to Incomplete (I) or In Progress (IP) grades which are subject to separate policies.
Revised: November 2009
Incomplete Grade
An Incomplete (I) grade may be granted at the discretion of the instructor when the quality of work is satisfactory but not all course requirements have been completed in the normal time period. It is the responsibility of the individual faculty member, in consultation with the student, to decide whether an Incomplete grade is appropriate.
To grant an Incomplete, the instructor records a grade of I. The Incomplete is granted for a period of one academic term. All Incomplete grades will be converted to F (for graded classes) or NP (for pass/no pass classes) at the end of the subsequent term unless the Change of Grade has been submitted to the Office of the Registrar prior to that time. The instructor may require the student to complete the coursework in a shorter period of time.
At the discretion of the instructor, the completion period may be extended to a maximum of one year by submitting an Incomplete Grade Extension to the Office of the Registrar prior to the expiration of the original completion period.
Outstanding Incompletes are reviewed before the start of each quarter. In general, undergraduate students with more than twelve credit hours of Incompletes will not be allowed to register for additional courses.
Posted: September 2009
LEAVE OF ABSENCE
The Leave of Absence provides a short-term academic leave from Marylhurst University of up to one year maximum for students in good standing. Leaves of Absence are not normally granted to first-term students or to those who have been suspended or dismissed from the University. Those who are on an approved Leave of Absence are not considered to have withdrawn but maintain their matriculation status and catalog. The catalog statute of limitations will be extended to include the length of the Leave.
Students may request a Leave of Absence for medical reasons, financial difficulties, uncertainty about academic or career goals, military duty, personal considerations such as illnesses within families, or special educational opportunities not available at Marylhurst.
Financial aid awarded but not used prior to a Leave will not be carried over to future terms. Reapplication for aid for the readmission period must be made according to normal Office of Financial Aid policies and procedures.
To request a Leave of Absence, students should submit the Request for Leave of Absence form to the Office of the Registrar. The form must be signed by the student’s academic advisor.
Posted: September 2009
Petition for Exception to University Policy
Students at Marylhurst University are expected to be familiar with and to conform to University academic policies and regulations; however, students have the right to petition for exception to these policies and regulations if they experience unusual circumstances or hardships beyond their control. The Petition Committee will waive a policy or regulation when convinced of sufficient and compelling reason to warrant an exception. Petitions must be filed within one year of the academic term for which an exception is requested. The Petition Committee does not arbitrate issues related to the class experience, such as course content, course delivery or instructor-student interactions.
Petition Form and Instructions
Posted: September 2009
Repeating a Course
A student may retake a Marylhurst University course for the purpose of improving a grade. When a course is retaken, the previous grade is replaced with an R (course repeat), which is not computed in the GPA. All instances of the course will remain on the student’s transcript. To retake a class for grade improvement, the later instance of the course must have the same course prefix and number and the same title as the original instance and must be taken with the same credit type.
Certain types of courses will not be processed as repeats and cannot be used to better a grade, including: course challenges, outcome assessments, courses transferred from another university, courses that may be repeated for credit (e.g., projects, internships, topics classes), and courses applied toward a degree or certificate that has been conferred. Marks of W or Y, which indicate that the course was not completed, will remain on the record and can neither be replaced nor used to replace a previous grade.
Students are strongly encouraged to consult with an adviser before retaking a course. Students should be aware that (1) only the grade from the later instance of the course will be computed in the GPA, even if that grade is lower than the previous grade; (2) all applicable tuition and fees apply when a course is retaken; and (3) financial aid may not be available for repeated courses.
Posted: September 2009
Student Grievance Policy
The Student Grievance Policy is in place to provide individuals or groups of students the opportunity to challenge decisions and/or actions taken by University personnel that they allege are violations of student rights.
Prior to filing a formal grievance, student must meet with the department chair or director of the area in which the issue exists in an attempt to resolve the issue. If a resolution is not accomplished, students may file a grievance according to the steps below.
- Students must file a Grievance Petition form (available from the Office of the Provost) with the Provost within 90 days of the date of the event that is the subject of the grievance. The written petition must include:
- specific details of the situation
- a statement that explains what attempts were made to resolve the grievance with the person(s) involved
- specific right which is believed to have been violated
- submission of all evidence they wish to have considered
- an explanation of a requested remedy to the grievance
- Within 21 days after receiving a petition, the Provost or designee will determine if the grievance should be referred to a student grievance committee. If it is determined that the issue is grievable, all parties will be notified and a student grievance committee will be established as follows:
- two students (one of whom is selected by the grieving student)
- two faculty members (at least one of whom is an academic chair/director)
- one person selected by the individual being grieved
- Provost (chair of the committee)
- Committee members must be selected and their names given to the Provost within three days of notification that a student grievance committee will be selected. A copy of the petition will be provided to each member of the committee.
- Within 14 days of receiving the petition, the student grievance committee shall meet to review the petition and schedule a hearing (to be held within the next 21 days). Notice will be sent to all parties regarding the time and date of the hearing.
- Within 7 days of the hearing, the chair shall prepare a written decision informing the affected parties of the committee’s decision.
- The student has the right to present a written appeal of the committee’s decision to the President within 14 days after receiving the decision of the Student Grievance Committee.
- Within 14 days of the receipt of the written appeal, the President shall consider the student’s request and issue a written decision. The decision of the President is final.
Students may file a grievance if they feel that their rights as a Marylhurst student have been violated.
Posted: September 2009
Withdrawal from a Course
Students who encounter unexpected difficulties after the add/drop date may officially withdraw from the course through the Office of the Registrar through the last scheduled class meeting (or class date for online courses) as per the Schedule of Courses. Withdrawing results in a W on the transcript, which does not affect the GPA. Students receiving a W are responsible for all tuition and fees for the course.
Posted: September 2009
Withdrawal from the University
To withdraw from the University, students must submit the Official Withdrawal from the University form to the Office of the Registrar. On receipt of this form, the student will be withdrawn from all current classes and from the University. To resume a degree program, the student must re-apply for admission to the University. Dropping all courses does not constitute an official withdrawal.
Withdrawal from the University does not cancel all tuition and fees. Students are responsible for all funds owed to the University. Failure to pay balances owed will prevent future enrollment and block release of official transcripts.
Posted: September 2009