Registration and Grading Policies & Procedures

Adding a Course

Students may add a semester-long course through the 10th day of a 15-week semester. Add deadlines for courses of different lengths are posted on the Academic Calendar.  Any student wishing to “late add” a course after the established deadlines must submit a petition to do so.

Attendance

Students are responsible for attending classes, participating, and completing assignments. It is expected that students will attend all course meetings and course-affiliated events. Faculty members include their attendance policies on their syllabi and may lower students’ grades for poor attendance or participation. They also may drop or withdraw students from classes due to non-attendance and/or lack of participation. Students are encouraged to inform their instructors of absence in advance. Assignment or acceptance of make-up work is at the discretion of instructors.

Auditing

Auditors enroll in, pay for, and attend classes, but are not required to complete assignments or take examinations. No credit is received for audited courses. Students must declare the audit option before the end of the add-drop period; once the audit option has been declared, the course cannot revert back to the graded option.

Credit Hour

At Pacific, a credit hour is 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:

1. One hour of classroom or direct faculty instruction and a minimum of two hours of 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
2. 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 credits.

Dropping or Withdrawing from a Course

Students may drop a semester-long course (using BoxerOnline registration) through the 10th day of a 15-week semester without having the course appear on the transcript. After this point, and through the 10th week of the semester, students may withdraw from a course and a “W” will be posted on the transcript. Drop/Withdrawal deadlines for half-semester (or varied length) courses are posted on the Academic Calendar. It is the student’s responsibility to drop or withdraw from a course by the established deadline; failure to do so may result in a failing grade in the course.  Graduate students must adhere to their program policies for withdrawing.

If withdrawing from all courses before the withdrawal deadline, students must follow steps to “Exit the University” before they can be withdrawn from courses by the Registrar’s Office.  Students who do not complete the exiting process will receive grades earned in courses at the time of their exit.   

Students planning to return and complete their studies may take a Leave of Absence (LOA) for one (1) semester, up to one (1) year and do not have to apply for readmission; however, they must contact the Registrar’s Office no later than two weeks prior to the start of their return semester in order to enroll in courses.  Students seeking an extensions for a Leave of Absence must petition for approval.  Students request a LOA through the withdrawal process and Exit Forms.  Students who withdraw and do not take, or are not approved for a Leave of Absence must submit an application for readmission.

Grading System

In general, all grades are recorded by letter with the following point values:

Minimum grade requirements may differ depending up the degree program.  See program details or student handbooks for program-specific grade requirements.  Students may view their grades by logging in to BoxerOnline.

Challenging a Course Grade

A student who wishes to challenge a final course grade should first meet with the instructor of the course to present questions and concerns about the grade. If this meeting does not provide adequate closure, the student may then meet with the department chairperson; the next level of appeal is to the director/Dean of the school/college in which the department resides. The decision of the director/Dean is final.

Pass / No Pass Option (Undergraduates Only)

In addition to courses requiring P/N grading, students may take one course each semester on a Pass/No Pass basis; such courses may not be used to fulfill core, major, minor, or teaching endorsement requirements. Students must declare the Pass/No Pass option before the end of the 10th week of the course, by completing the appropriate form in the Registrar’s Office. Once the Pass/No Pass option has been declared, the course may not revert back to the graded option. Courses graded with a P earn credit points but are not included in the grade point average. The P grade is considered to be equivalent to a C or better.

Incomplete Grades

An instructor may issue a grade of Incomplete (I) only when the major portion of a course has been completed satisfactorily but health or other emergency reasons prevent the student from finishing all requirements of the course. Prior to submitting an Incomplete grade, the instructor and the student complete an Incomplete Grade Contract detailing the completion and submission of all remaining work. After submission of the work, the instructor completes a Grade Change form and submits it to the appropriate approver:

• Forest Grove Undergraduate Programs: Registrar
• College of Education: School Director
• College of Health Professions: School Dean or Director
• College of Optometry: Associate Dean for Academic Programs
• College of Business Graduate Programs: Faculty Chair
• MSW: Program Director
• MFA: Program Director

Latest Completion/Expiration Dates:

Fall semester Incompletes: December 31 of the following year.
Winter term Incompletes: January 31 of the following year.
Spring semester and Summer term Incompletes: May 1 of the following year.

If agreed-upon work is not completed and no grade change submitted in the allotted period (and an extension has not been granted), when the Incomplete expires the grade becomes an F or N. Faculty may request an extension of an Incomplete (before the expiration date of the Incomplete) by notifying the Registrar’s office.

Questions regarding this policy should be directed to the Registrar or the Director of Academic and Career Advising.

Grade Changes

Once a course grade has been submitted to the Registrar, it is considered final and may be changed only for the following reasons: recording, posting, computational errors; to change an Incomplete or WP grade to a final letter grade; to adjust a disputed grade after the challenge process has ended; documented illness/emergency prevents a student from requesting and receiving an approved Incomplete Grade Contract before final grades are due. Faculty members submit Grade Change Request forms to the Registrar for approval; Grade Change forms must be requested from the Registrar’s Office.

Challenging a Course Grade

A student who wishes to challenge a final course grade should first meet with the instructor of the course to present their questions and concerns about the grade. If this meeting does not provide adequate closure, the student may then meet with the department chairperson; the next level of appeal is to the director/Dean of the school/college in which the department resides. The decision of the director/Dean is final.

Graduate Student Enrollment in Undergraduate Courses

Graduate students may enroll in undergraduate courses with approval from their academic advisor, the graduate program director and the faculty instructor(s) of the involved undergraduate course before registering for the course.  See the full Graduate-Professional Enrollment Policy for full details. 

Undergraduate Enrollment in Graduate Courses

Undergraduates may take graduate courses, provided they are of at least junior standing, have a GPA of at least 3.0, and have permission from their academic advisor, the graduate program director, and the graduate course instructor prior to registering for the course. Undergraduates may not take more than 4 credits of graduate coursework in any given semester, they may not exceed 18 total credits (undergraduate and graduate combined) in a semester when they are enrolled in a graduate level course, and they may not exceed 12 credits total in graduate courses while an undergraduate at Pacific.  See the Undergraduate Enrollment in Graduate Courses Policy for full details.

Late Withdrawal

Students who are past the regular withdrawal period, or who need to withdraw due to health emergencies or other emergency reasons must submit a Petition Form to the Registrar’s Office.  A statement from a healthcare provider, counselor, or other evidentiary documentation is required for a Late Withdrawal.  Students are expected to submit the proper documentation and petition form prior to the last day of the semester, and not more than one term after the student has completed the class or classes for which they are requesting a Late Withdrawal. If a Late Withdrawal is approved, the student will receive a “W” grade on their transcript.  Graduate students must adhere to their program policies for withdrawing.

Administrative Withdrawal

Instructors may drop or withdraw students from classes for poor attendance, poor participation, misconduct, or for disruptive or endangering behavior that interferes with faculty members’ obligations to set and to meet academic and behavioral standards in their classes. Due process will be followed, and students may appeal such decisions to the appropriate committee or administrator. Instructors distribute syllabi that include clear statements of policy regarding attendance, participation and dropping/withdrawing students from class. Misconduct or disruption does not apply to the content of speech or written work protected by academic freedom.

The University may also withdraw a student if the student (a) threatens or states an intent or desire to harm another person, group of people, or the community, (b) harms or attempts to harm another person, group of people, or the community, (c) articulates a plan or plans to bring a weapon or use a weapon to harm a person, group of people, or the community, or (d) substantially impedes the activities of another member of the community. The procedure for a withdrawal is in accord with applicable federal and state law. A student may be required to undergo evaluation by a qualified health professional at the student’s own cost. Re-enrollment is at the discretion of the University in consultation with appropriate health professionals.

Registration

Course registration procedures vary by Program and College. A student is considered registered only after any needed approvals from faculty advisors and instructors have been obtained and classes have been selected in BoxerOnline during assigned registration periods.  Students in graduate and professional programs should contact their school for registration information.

Class Level

Registration priority dates for undergraduates are determined by the number of credits a student has completed at the time registration begins for the subsequent term.  

Freshman:      0-29    semester credits completed
Sophomore:   30-59  semester credits completed
Junior:            60-89  semester credits completed
Senior:           90+     semester credits completed

Undergraduate Registration

Course registration procedures are distributed each semester by the Registrar’s Office, indicating when continuing students may register for classes (see Academic Calendar). In keeping with Pacific’s philosophy regarding the student-advisor relationship, students must communicate with their advisors and review class selections prior to registration. They also are encouraged to meet with a member of the Academic and Career Advising Center for assistance in long-range planning.

New students communicate with faculty advisors during the summer advising and registration events to register for classes and must complete their initial registration no later than the fourth day of classes. Continuing students are advised in April for the summer term and fall semester and in October and November for the winter term and spring semester. Registration occurs at the end of those advising periods in October-November and April, with students registering in priority according to the number of credits earned.

Continuing students complete registration no later than the 10th day of the semester. A student is considered registered only after needed approvals from faculty advisors and instructors have been obtained and classes have been entered into the registration system. In certain cases, the University reserves the right to cancel or restrict the registration of students.

Registration Holds

In certain circumstances, students are not allowed to register for (or attend) courses. Examples include:

• Records Hold
  If a student has not provided official transcripts of all prior coursework by the pre-registration period in the first semester attended, a Records Hold is placed on the student record.
• Business Office Hold
  If a student has outstanding financial obligations to the University and has not made arrangements regarding them, a Business Office Hold is placed on the student record.
• Health Hold
  The State of Oregon requires college students born after 1956 to provide dates of two doses of measles vaccine. If a student fails to submit the required Health History and Immunization forms prior to enrollment, a Health Hold is placed on the record.
• Administrative Hold
  In certain circumstances, university/college administrators (e.g. the Deans of Students) may enact a registration hold that precludes a current student from registering for a subsequent semester. The hold may be lifted after the student consults with the administrator.
• Conduct Hold
  If a student has outstanding sanction obligations to the University, a Conduct Hold is placed on the student record.

Continuing Enrollment for Graduate Students

Graduate students in programs with a thesis or dissertation are required to maintain continuous enrollment until the thesis or dissertation is completed, unless they are on an approved Leave of Absence.  Students register for 1-9 credits of [SUBJECT] 998 (prior to candidacy) or [SUBJECT] 999 (once candidacy has been reached).  No tuition is charged for this course, although there is a fixed fee per term.  Summer registration is not required unless a program’s normal curriculum includes summer.

Independent Study (Learning Contract for Undergraduates)

Students may arrange to undertake advanced and independent study in subjects not covered by regular courses through Independent Study Contracts with professors. One credit of Independent Study is equal to approximately 40 hours of contact and associated work. 

Internship Program

Internships are a wonderful way to explore the intersection of academic work and the professional world. Students apply the concepts from the classroom to take part in and more deeply understand career paths and opportunities in various fields. An internship is also a great way to gain valuable experience in a potential career field.

Students may enroll in internships for academic credit, earning 1 credit for every 40 hours in an internship. To enroll in internship credit, a student must complete an Internship Learning Contract with their Site Supervisor and a faculty member in the discipline in which they are receiving credit. Students may also opt to earn internship credit in the PACU designation and a focus on career readiness and planning rather than an academic discipline.

If you are interested in learning more about internships, including receiving support in finding an internship, contact the Internship Coordinator in the Academic and Career Advising Center or learn more at  http://www.pacificu.edu/career/links/index.cfm.

Undergraduate Credit Loads: Full-time & Part-time Status / Overloads

Full-time status is defined as being registered for a minimum of 12 credits per term; it is expected that students will be registered full-time, although part-time status may be approved by the Director of Academic and Career Advising in special circumstances. Students may enroll in up to 18 credits with no additional tuition charges (although no credits are earned for audited courses, they are counted in the 18-credit course load). Typical student course loads range from 14 to 16 credits. Registration for more than 18 credits, or for fewer than 12 credits, requires the approval of the Director of Academic and Career Advising (503-352- 2800, Scott Hall 129). Half-time status is defined as being registered for 6-11 credits per term.

In Winter term, students may register for a maximum of 4 credits, through one of the combinations listed below. Overloads during Winter are not allowed.

• One 4-credit course
• One 2-credit course
• One 2-credit course and one 1-credit course (either an existing course or an Independent Study)
• Two 1-credit courses

Oregon Independent Colleges Cross-Registration

Pacific University participates in the Oregon Alliance of Independent Colleges and Universities Cross-Registration program, in which students enrolled full-time at any OAICU college may take a maximum of one undergraduate course per term at another OAICU campus. No additional tuition is charged for the cross-registered course by either institution, with the exception of possible overload or special course fees. A student may not cross-register for a course that is offered on their own campus, unless scheduling conflicts prevent taking the course. Registration is permitted on a space-available basis. For more information contact the Registrar’s Office.

Summer Sessions

Pacific University offers three intensive 3-week terms through the Summer Sessions program. Summer Sessions provide an affordable option for earning additional credits or accelerating degree completion. The Summer Sessions course list is available through BoxerOnline.

Winter Term Course Loads

The Winter term course list is available through BoxerOnline.  Undergraduate students must be enrolled full time either in the semester before or the semester after in order to take a winter term course.

During Winter term (January), students may register for the following options:

• One 4-credit course
• One 2-credit course
• One 2-credit course and one 1-credit course (either an existing course or an Independent Study)
• Two 1-credit courses

Repeated Courses

Courses may be counted only once towards graduation requirements. If a course taken at Pacific University is repeated at Pacific University, only the higher grade is used in computing the Pacific GPA, although both grades will appear on the transcript. If a course taken at Pacific University is retaken at another institution, the Pacific grade still is counted in the GPA.