Registrar Policies

The Registrar is the official keeper of student academic records. The Registrar’s Office, Ryan 205, provides the following services for students: semester course schedules; materials for course registration, including add/drop forms; verification for insurance, and loan deferment forms, etc. The office also provides all forms required for approval of major, change/drop/add major, minor, concentration, certification, application for degree (must be filed according to the deadlines posted on the form). Students may also obtain FERPA (Family Educational Rights and Privacy Act) forms (i.e., forms requesting access to education records and providing consent for disclosure of education records) from the Registrar’s Office.

Record of Work and Transcripts

A student receives a semester grade report online after the close of each semester and can access unofficial copies of their transcript through the student portal. A student may request official copies of the transcript for a fee. Additional information can be found at www.fontbonne.edu/transcripts.

To protect the right to privacy of a student, a student must make a written request for transcripts. A request should be submitted at least one week in advance of the time the transcript is needed. Fontbonne will not issue any transcripts until all indebtedness to the university has been settled in full.

To be considered an official transcript, a transcript must include the institution’s seal and be either received directly from another institution or sent directly to another institution.

Fontbonne will not release official transcripts from other institutions filed for the purpose of admission to Fontbonne. These become the property of Fontbonne University.

Transcript Fax Policy

Fontbonne University participates in a statewide institutional agreement to fax transcripts as official documents. Transcripts received by Fontbonne University from other Missouri institutions registered in the directory of participating institutions which have been verified according to established procedure will be considered official.

All other faxed transcripts transmitted or received are for informational purposes only and must be confirmed by traditional official transcripts.

Transcripts will be transmitted by fax upon written request of the student. The fee is five dollars ($5.00).

Registration Procedures

Each semester, Fontbonne schedules advisement and web-registration times for both returning and new students. The appropriate times and dates for these registration periods are listed on the Registrar’s webpage. Academic advisors and support staff are readily available to assist students during these advisement and registration times.

Students should be registered prior to final registration. Students who seek to add courses to their schedule after the final registration deadline may be subject to a late registration fee and must obtain the required signatures before any course will be added to their schedule. Students may not add first 8-week courses after the final registration date.

During the first week of full semester classes, students may seek to add courses with approval of the course instructor and chair of the department providing the course by submitting the Change of Registration form with the necessary signatures to the Registrar’s Office. During the second week of full semester classes, students may seek to add courses with approval of the course instructor, chair and dean of the department providing the course by submitting the Change of Registration form with the necessary signatures to the Registrar’s Office. Students who add courses after final registration are subject to instructor absence and late work policies outlined in the syllabi.

During the first week of full semester courses students may drop courses without obtaining a W. Courses dropped during the 1st week of a full semester course and courses withdrawn during the 2nd week or later of a full semester course are subject to the posted refund policies and schedule. Course withdrawal and refund deadlines are posted on the Registrar’s webpage. Additional information regarding withdrawal policies and procedures can be in this catalog.

Course withdrawal and refund deadlines are posted on the Registrar’s webpage. Additional information regarding withdrawal policies and procedures can be found in this catalog.

Changes in Registration

Any change in registration, including withdrawal from a course, must:

• Be made on the Change of Registration form available on the Registrar’s website or from the Registrar’s Office.
• Be approved and signed by the academic advisor, and, if applicable, the Department Chair and/or College Dean, the Business Office, and the Financial Aid Office. Instructor’s signature is required to add courses after the start of the term.
• Be returned to the registrar’s office before the posted deadlines.

Waiver/Modification of Degree Requirements

A student may request a waiver or a modification of a degree requirement. The waiver/degree modification form must be obtained from the registrar’s office and be completed, providing a clear rationale as to why the requirement should be waived or modified. Waived credit does not count toward total degree requirements. The student must complete a minimum of 120 credit hours to graduate with a bachelor’s degree.

Withdrawal from a Course

A student who, with proper authorization (see Changes in Registration above), withdraws from a course before the date specified in the semester schedule receives a grade of W. A student may not request a withdrawal after the date specified and published by the Registrar’s Office. However, a student with appropriate and verifiable documentation may request, from an academic dean, an exception to this policy when circumstances beyond their control force them to request a withdrawal after the specified date. A student who does not complete the authorized withdrawal process receives a grade of F.

For financial aid purposes, a faculty member must record the last date of attendance when a student stops attending a course.

A student should be aware that failure to attend class does not constitute a withdrawal. Failure to properly withdraw from a class may affect the student’s federal financial aid status. A student must notify Financial Services and the Registrar’s Office immediately upon the student’s decision to stop attending class.

Involuntary Withdrawal from a Course

A student who registers for a course, never attends the course, and does not respond to the registered, but not-attending notification from the Registrar’s Office,will be involuntarily withdrawn from the course by the Registrar’s Office, ordinarily after the second week of classes.

The Registrar’s Office will notify the student via email, copying the academic advisor, and the instructor, of non-attendance. The student will have two business days to seek instructor approval to remain in the course. Students who do not gain instructor approval to remain in the course will be administratively dropped from the course.

For full semester courses, non-attendance will be reviewed after the first two weeks of the semester. For eight-week courses, non-attendance will be reviewed after the first week of the term.

A student receiving an involuntary withdrawal may be responsible for any incurred costs. A student who receives a student account refund may have to return the refund to Fontbonne University. Please refer to the university’s refund policy.

An involuntary withdrawal will result in a change to a student’s registration. Based on Federal Financial Aid Regulations, the change may require a recalculation of the student’s financial aid package and adjustments to the student’s aid award. These adjustments may result in aid being removed from the student’s award and a balance due on the student’s account. This balance is the student’s responsibility.

Late-Term Course Withdrawal

Petitions for late-term course withdrawal are applicable to students seeking to withdraw from one or more courses after the last date to withdraw. Students may petition for late-term course withdrawal for medical reasons or for extenuating circumstances. Students seeking to withdraw from all courses after the last date to withdraw and who do not intend to return to the university should refer to the policy information on withdrawing from the university.

Students withdrawing from the University prior to the last date of withdrawal can refer to the published refund schedule on the Registrar’s webpage to determine the refund eligibility. Students seeking to withdraw from the University after the last date to withdraw do not automatically receive a financial refund. However, a student may request to have charges reduced or removed by submitting a tuition appeal. Students seeking a withdraw after the last date to withdraw should follow the procedures outlined to seek a late withdraw for medical reasons or to seek a late withdraw for extenuating circumstances.

Late-Term Course Withdrawal for Medical Reasons (Medical Withdrawal)

A late-term course withdrawal allows a student to petition for a partial or complete withdrawal of courses when a documented medical condition (including mental health) prevents continued enrollment after the posted withdrawal deadline. A Student who has missed significant time from classes due to hospitalization or participation in an inpatient treatment program may be eligible for a medical withdrawal.Students who have not been hospitalized but who are experiencing a serious medical or mental health disorder which makes it extremely difficult or impossible for the student to continue to perform academically may also be eligible for a medical withdrawal.Before a student pursues a medical withdrawal, the student is highly encouraged to consult their instructors and advisor to discuss any alternative options to withdrawing from their courses. The student should be seeking medical attention or treatment during the semester in question.Students must provide a letter from a licensed mental health provider or licensed physician substantiating the request for withdrawal in addition to a change of registration form to the Registrar’s Office.

Late-Term Course Withdrawal due to Extenuating Circumstances

The extenuating circumstances withdrawal allows a student to petition for a partial or complete withdrawal of courses when a documented non-medical extenuating circumstance prevents a student from fulfilling their academic responsibilities. An extenuating circumstance is a situation that is beyond the control of the student, and may include, but is not limited to:

• Death of an immediate family member;
• Caring for an ill child, spouse, parent, or any other immediate family member; or
• Traumatic and unforeseen circumstance beyond the student’s control.

Before students pursue a withdrawal for extenuating circumstances, they are highly encouraged to consult their instructors and advisor to discuss any alternative options to withdrawing from their courses. To be considered for an extenuating circumstances withdrawal a student may be asked to provide documentation substantiating the request for withdrawal.

Withdrawal from the University

A student who chooses to leave Fontbonne before the end of a semester must contact the Director of Academic Advising to complete a withdrawal form and a brief exit interview. In addition to the signature of the Director of Academic Advising, the student must obtain signatures on the withdrawal form from two administrative officers in Financial Services and the Registrar’s Office before the process is complete. The purpose of completing a formal withdrawal is to ensure that the student receives a withdrawal (W) from the courses rather than F, and that all financial arrangements and required loan exit interviews are completed.

A student who withdraws from courses in the first few weeks of the fall or spring term may be entitled to a refund. A complete schedule and refund policy is published in the semester course schedule.

Leave of Absence

A degree-seeking student who has a pre-determined need to leave Fontbonne for one or two semesters (not including summer session) with the expectation to return may request a leave of absence. The student with an approved leave of absence may return under the same catalog and general education requirements in effect at the time of the initial matriculation. If the student’s program curriculum has changed due to an accrediting/approval agency mandate the student must follow the new requirements. A leave of absence does not constitute a withdrawal from current courses. If a student is seeking to withdraw from courses, they should follow the course withdrawal policies. A student may seek both course withdrawal for the current term in addition to a leave of absence for the following semester(s).

The student must complete a “Request for Leave of Absence” form obtained from the Registrar’s Office before the leave begins. To re-enter Fontbonne the student may go directly to the Registrar’s Office for registration materials, beginning at the time of early registration. The student must obtain an advisor’s approval and web clearance to be eligible to register.

A leave of absence may affect a student’s financial aid deferment.

Repeated Courses

Repeated Courses for Undergraduate Students

An undergraduate student may choose to repeat a maximum of two courses in which the student has received a grade of C-, C, or C+. A student who earns a D or F grade in a course may be required to repeat the course as determined by requirements established by a specific academic department. The department chairperson will decide if or when a course from another institution may be used in lieu of a course repeated at Fontbonne.

If, upon repeating the course, the student makes a D or F grade when a higher grade is required, to take the course a third time at Fontbonne or at another institution, the student must obtain the written approval from each of the following: the advisor, department chairperson and dean overseeing the student’s major, the department chairperson and dean overseeing the course in question.

Both the original and the repeated course grades will appear on the transcript. Only the higher grade will be calculated in the GPA; the total credits earned will be incremented only once.

Note: Repeating a course may affect a student’s eligibility for federal financial aid. Students should contact their Financial Aid counselor for more information.

Repeated Courses for Graduate Students

A graduate student may repeat one graduate course and repeat that graduate course one time only.

Since many graduate courses are not offered each academic semester/term, the student who earned a first grade of C in a graduate course may, with the approval of the graduate program director, be allowed to take a limited number of additional graduate courses until he/she has the opportunity to repeat the course in which the C was earned. Additional conditions pertaining to continued enrollment may be set by the program. A letter stating the conditions will be sent by the program to the student, the Office of Academic Affairs, and the advisor, with a copy placed in the student’s file.

Auditing Courses

Auditing a course allows a student, for a fee, to participate in all the classroom activities of the course. Ordinarily a student auditing a course does not take tests and complete assignments unless the instructor specifies otherwise. The student accrues no credit for an audited course. The audit designation of AU will be listed on the student’s transcript. Generally courses with studio or laboratory classes are not available for audit. Tuition and/or fees for auditing a course are available in the undergraduate expenses section in this catalog and in the semester course schedules.

Students auditing a course are expected to attend classes per the instructor’s attendance and tardiness policies and maintain a respectful demeanor in the classroom. An auditing student may be withdrawn by the instructor at any time in the semester if the auditing student fails to meet these expectations.

Satisfactory Academic Progress (S.A.P.) for purposes of Financial Aid eligibility

To earn a Fontbonne University degree, a student must complete all requirements for the specific degree program. Federal regulations require the University to establish standards for Satisfactory Academic Progress (S.A.P.) as an eligibility requirement for financial assistance. The following components reflect Fontbonne University’s S.A.P. policy and standards for all Undergraduate and Graduate programs.

Satisfactory Completion Standard

Undergraduate and Graduate students are required to complete a minimum of 67% of all attempted coursework in order to maintain Financial Aid eligibility for the following academic year. Failure to maintain a minimum cumulative completion rate of 67% will result in the student becoming ineligible to receive Federal and State financial assistance. Evaluation of coursework is conducted by comparing the cumulative number of credit hours earned versus the cumulative number of credit hours attempted. Successful completion requires a grade of A, B, C, D or P. Grades of I, F, NA, NP, W or WA are not considered successful completion and will have a negative impact on the student’s cumulative completion rate.

Completion of graduate coursework will not contribute to an Undergraduate student’s cumulative completion rate.

Completion of undergraduate coursework will not contribute to a Graduate student’s cumulative completion rate.

Evaluation of completed hours occurs at the end of the Spring semester each academic year.

Satisfactory Grade Point Average (G.P.A) Standard

In order to maintain eligibility for Financial Aid, Undergraduate students must maintain a minimum cumulative program Grade Point Average (G.P.A.) of 2.0.Failure to maintain a cumulative program G.P.A. of 2.0 will result in the student becoming ineligible to receive Federal and State financial assistance.

In order to maintain eligibility for Financial Aid, Graduate students must maintain a minimum cumulative program Grade Point Average (G.P.A.) of 2.75. Failure to maintain a cumulative program G.P.A. of 2.75 will result in the student becoming ineligible to receive Federal financial assistance.

Completion of graduate coursework will not contribute to the Undergraduate student’s cumulative program G.P.A.

Completion of undergraduate coursework will not contribute to the Graduate student’s cumulative program G.P.A.

Evaluation of cumulative program G.P.A. occurs at the end of the Spring semester each academic year.

Satisfactory Degree Program Duration Standard

In order to maintain eligibility for Financial Aid, Undergraduate and Graduate students must be able to complete their current degree program without having attempted more than 150% of the number of credit hours required for degree program.

As of 2015-16, all undergraduate degree programs require satisfactory completion of 120 credit hours in order to earn a Fontbonne University undergraduate degree.In order to maintain eligibility for financial assistance, Undergraduate students must be able to complete their degree without having attempted more than 180 credit hours (150% of the 120 credit hour undergraduate requirement).

Evaluation of degree program duration occurs at the end of the Spring semester each academic year.Graduate and Undergraduate students will be flagged by the Office of Financial Aid for academic review once the student has attempted 75% or more of the 150%-duration maximum.

• Example #1:Undergraduate students:180 attempted credit hour maximum X 75% = 135 credit hour threshold (flagged for academic review)
• *Example #2:Graduate MBA students:54 attempted credit hour maximum X 75% = 41 credit hour threshold (flagged for academic review)
  • *Graduate degree program completion requirements vary among program.

Satisfactory Academic Progress (S.A.P.) Appeal

Students who do not meet one or more of the above S.A.P. standards are deemed ineligible to receive Federal and State assistance.However, these students do have the right to a one-time appeal.Submission of an appeal does not guarantee an approval.S.A.P. appeals are reviewed by the S.A.P. Appeals Committee who will determine whether the circumstances described in the appeal are reasonable and align with Federal regulations for approval.The S.A.P. Appeals Committee reserves the right to postpone an appeal’s decision in lieu of denying the appeal, providing the student with guidance and/or conditions in order to reach an approved decision -including but not limiting to:the student showing successful completion of courses for one or more semesters at the student’s own expense, completion of other required Financial Aid documents or processes, additional documentation further supporting the student’s appeal for aid probation, etc.

Evaluation and notification a student’s current S.A.P. status will occur at the end of the Spring semester each academic year. Students will be notified of their right to the S.A.P. appeal at the time of their S.A.P. status notification.  Appeal forms as well as an online appeal option with instructions will also be provided at the time of the S.A.P. status notification.

Satisfactory Academic Progress (S.A.P) Contract and Probation

If a student is successful at having an appeal approved, they will be required to complete a S.A.P. contract specific to the S.A.P. standard(s) not currently being met. Once the Office of Financial Aid has receipt of their S.A.P. Contract, the student will be placed on S.A.P. Probation and review of their academics will be conducted at the end of each semester - as required by Federal regulations - to ensure the student is adhering to the terms of their S.A.P. Contract.

Aid Eligibility Termination

There are three ways in which a student may have their aid eligibility terminated.

First:If a student was successful at having an appeal approved but failed to adhere to the terms of the S.A.P. Contract, this will result in permanent termination of financial aid eligibility until the student is able to meet all three of the S.A.P. standards on their own.

Second:If a student’s S.A.P. appeal was denied, their aid eligibility is terminated until the student is able to meet all three of the S.A.P. standards on their own.

Third:If an appeal decision was postponed by the S.A.P. Appeals Committee due to conditions having been imposed onto the student -including but not limiting to: the student showing successful completion of courses for one or more semesters at the student’s own expense, completion of other required Financial Aid documents or processes, additional documentation further supporting the student’s appeal for aid probation, etc. -the student’s aid eligibility is terminated until the student is able to meet the conditions of the S.A.P. Appeals Committee.

Extreme Extenuating Circumstances (E.E.C.) Appeal

If a student was successful at having an appeal approved but failed to adhere to the terms of the S.A.P. Contract, this will result in permanent termination of financial aid eligibility until the student is able to meet all three of the S.A.P. standards on their own. However, if the student can demonstrate that failure to meet the conditions of the S.A.P. Contract were due to circumstances beyond their contract the student may submit an Extreme Extenuating Circumstances (E.E.C.) appeal.

E.E.C. appeal forms are housed with the Director of Financial Services. E.E.C. forms are provided to the student at the discretion of the Director of Financial Services, but only after a successful one-on-one in-person counseling with Financial Services

Prior Learning Assessment Credit

Fontbonne University offers students the opportunity to earn undergraduate credit for non-collegiate sponsored learning. Prior Learning Assessment (“PLA”) is a concept based on accepted principles of adult learning and serves to validate the professional competence achieved by men and women outside the classroom. Credit for prior learning may be earned as a result of professional training and college-level learning gained through experience, military training and/or validated by various tests. A maximum of 48 credit hours will be accepted in PLA credit opportunities at Fontbonne. Students may not count PLA credit toward the 30-hour residency requirement at Fontbonne. Fees charged for PLA credit are subject to change.

The standards and criteria established by Fontbonne for assessing college-level learning were developed in conformance with guidelines set forth by the Council for Adult and Experiential Learning (CAEL). Fontbonne University cannot guarantee how any other college or university might interpret transfer credit through Prior Learning Assessment. The PLA program at Fontbonne encompasses the following opportunities.

National Standardized Tests/Department Proficiency Tests/Credit by Exam

Students may earn up to 30 credit hours received through the assessment of their college-level learning by these methods of testing. Students will not earn credit for an examination if they have taken a college course of equal or higher equivalency in that area prior to the exam. These credit hours will not count toward the 30-hour residency requirement. The testing methods recognized by Fontbonne are defined as follows.

Standardized Tests

Students may earn credit for CLEP general and subject examinations to fulfill certain course requirements according to departmental policy. Official test scores must be received directly from the testing agency. Credit is awarded if the score received is at or above the American Council of Education (ACE) recommended score. Although CLEP exams are among the best known, other standardized tests may be reviewed and considered by the appropriate department chairperson.

Department Proficiency Exams

Several departments offer proficiency exams for certain Fontbonne courses. Students who satisfactorily complete a departmental proficiency exam may elect to have a requirement waived or petition to receive credit for that particular course.

Credit by Exam

Fontbonne will accept undergraduate credit by exam for non-standardized examinations given by regionally accredited institutions. The course number, title and credit hours must appear on the official transcript. Determination as to the fulfillment of certain course requirements will be reviewed and considered by the appropriate department chairperson.

Advanced Placement Tests

Students who score three, four or five on Advanced Placement tests may be awarded college credit through Fontbonne, subject to the approval of the appropriate department. Each department will decide the amount of credit and the specific courses for which credit will be given. A student who scores one or two on Advanced Placement tests will not receive advanced placement or earn college credit. Official test scores must be received directly from the testing agency.

Military Experience

College credit can be awarded for military courses and enlisted ranks/military occupational specialties (MOS) which have been evaluated by the American Council on Education (ACE) Guide. When available, submission of the ACE registry transcript is required. If ACE is unable to provide a transcript, the DD214 and/or a transcript of in-service training is required.

Professional Training

College credit can be awarded for professional training courses sponsored by business and industry, government and labor which have been evaluated by the American Council on Education (ACE) or the New York State’s Program on Non-Collegiate Sponsored Instruction (PONSI).

Portfolio Evaluation

The portfolio evaluation is available in two formats: Portfolio I: Documented Learning and Portfolio II: Narrative Essay. If students believe they have already acquired the competencies of college courses, they may petition for credit through the portfolio evaluation. Students can earn credit for courses listed in the Fontbonne University Catalog as well as for college-level courses listed in the catalogs of an accredited degree-granting college or university, provided there is a Fontbonne faculty member who can evaluate the request. Students may request a maximum of 32 credit hours through the portfolio process. The Prior Learning Assessment Coordinator provides guidance in portfolio preparation and submission procedures. The portfolio must contain detailed evidence of learning outcomes, supporting documentation and descriptions of personal and professional experience.

Portfolio I: Documented Learning

Students must prepare a portfolio of their learning experiences, which can be documented by licenses, certifications or transcripts from non-accredited or professionally accredited colleges and schools. Professional training programs through local corporations, which have not been evaluated by ACE/PONSI, may be included in this portfolio.

Portfolio II: Narrative Essay

If the student has extensive knowledge which cannot be supported through areas of learning covered under the Portfolio I description, Portfolio II must be prepared for assessment. The narrative essay portfolio relies more on the student’s explanation of the learning outcomes and the practical application of the experiences. Examples of supporting documentation include work samples, certificates of completion of workshops/seminars and verification from superiors.

Academic Tours

Trips for academic credit are sponsored by Fontbonne University under the guidance of a member of the faculty or professional staff with academic rank. For students, such trips involve prior reading, attendance at planning meetings and attendance at all trip and follow-up activities as outlined in the syllabus prepared by the faculty member. The course prefix includes the letter code of the sponsoring department and usually has the number 480 assigned to it. Academic tours may carry no more than three credit hours.

Degree Application

All applicants for a degree to be conferred must file their applications in the Registrar’s Office by the listed deadlines on the application.  Commencement ceremonies are held in December and May.