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Academic Regulations

Graduate Bulletin A-Z Index
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Undergraduate & Graduate Dates to Remember*

Fall Term 2010

August 20-22 MBA Orientation
August 25-29 Wolfpack Welcome
August 30 Classes begin
September 3 Add deadline
October 29 Last day to withdraw & last day
to apply for graduation
December 10 Last day of classes
December 11-17 Final Exams

Spring Term 2011

January 8 New Student Orientation; MBA Orientation
January 10 Classes begin
January 14 Add deadline
March 4 Last day to withdraw
May 4 Last day of classes for undergraduate students
May 5 Last day of classes for graduate students
May 6-12 Final Exams for day division
May 9-12 Final Exams for graduate and evening students
May 14 Commencement - all colleges

*College of Law dates on Law Bulletin

Knowledge of Regulations

Students are responsible for compliance with the regulations of the university and should familiarize themselves with the provisions of this bulletin distributed by the Office of Admissions, the Registration Schedules distributed by the Office of Student Records, the Student Handbook distributed by the Office of Student Affairs, official publications distributed by individual departments, posted official notices, and official instructions given to students.

The university reserves the right to clarify and change its regulations in the course of the student’s enrollment. Faculty advisers, deans, and associate deans are available to assist students regarding compliance with current regulations. However, it is ultimately the student’s responsibility to comply with the regulations and completion of requirements for his or her chosen program of study.

Upon enrollment, it is understood that the student agrees to be governed by the university regulations and to abide by decisions made by proper authorities of the university. In addition, departments may have their own manuals regulating their graduate programs.

Faculty Advising

All students are assigned a faculty adviser. Faculty are usually assigned to advise students who have indicated an interest in their particular field of specialization. The names of assigned faculty advisers may be obtained from the office of the dean of one’s college or from the department chair in the College of Humanities and Natural Sciences, or the College of Social Sciences. Faculty advisers are available to students throughout the academic year, but their role is especially important during the orientation and registration periods. Advisers will help students plan their program, explore career alternatives, and aid in any academic problems. Faculty advisers will also ensure that the graduate academic experience is as valuable as possible by assisting students in the sequencing of their coursework. Students should be aware, however, that knowledge of and adherence to regulations of Loyola, both academic and otherwise, are the ultimate responsibility of the student.

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Registration

Currently enrolled students are encouraged to early register for the subsequent terms. Graduating seniors and transient students are not eligible to participate in early registration. Those admitted as transient students must complete their credentials during the term of their first admission and must be readmitted for the next term as a non-degree seeking student or degree-seeking in order to continue their enrollment. Students with financial obligations will be allowed to early register, but must sign a promissory note within the first 30 days of registration. Failure to do so will result in the cancellation of the early registration schedule. Students with a health hold will not be allowed to register. Loyola has continual registration for the upcoming semester, which extends through the last day of late registration. During the late registration period, a fee is assessed and a student may be required to pay tuition in full prior to registering. If a student decides not to return to the university in the term for which he or she has registered, the student must officially withdraw before the term begins to avoid financial penalties. (See Withdrawal from the University). Please refer to the calendar in the Course Reference Guide for additional information.

Drop/Add Period

Dropping and adding of courses may take place from the beginning of early registration until the last day of the late registration period, as indicated on the academic calendar.

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LORA

Loyola’s Online Records Access (LORA) is available to all students, current as well as alumni (1979 to present year). Students can check their grades, account balances, financial aid, transcripts and class schedules, and some students, with approval of their adviser, may register online. Access to the system requires the use of a personal identification number (PIN). The PIN is set as the student’s first two letters of their first name and the last four digits of their social security number. After the initial sign-on, the student is required to reset the PIN to another six character pin.

Auditing

Students who do not want to earn university credit for a course may elect to audit the course. Such courses are considered part of the student's term course load and are recorded on the transcript. Regular tuition and fees apply for audited courses. To audit a course, an audit request card signed by the student, his or her adviser, and the instructor must be filed in the Office of Student Records before the last day to add classes. The instructor of the course will advise the student what is expected as an auditor in the class. A course previously audited may be taken for credit by enrolling in the course in a subsequent term. A student may not change his or her status from audit to credit or from credit to audit without permission from his or her adviser and the student's dean's office. Such approval must be filed in the Office of Student Records before the last day to add classes as indicated in the academic calendar for the term. Upon completion of the semester, the audited course will receive a final grade of (AU) Audit, (AI) Audit Incomplete, or (FA) Failed Audit.

Withdrawal from Courses

After the drop/add period and up to approximately the midpoint of the term, students may receive an administrative withdrawal from a course. Students receive a grade of W for the course once the course withdrawal form has been completed and signed by the student, instructor, and adviser. This form must be handed into the Office of Student Records by the deadline indicated in the academic calendar. Course withdrawal is not complete or official until all signatures have been obtained and the form handed in to the Office of Student Records by the deadline indicated in the academic calendar. Students who stop attending but do not officially withdraw will receive a grade of F. Please refer to the calendar in the Course Reference Guide for additional information.

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Repetition of Courses

Loyola’s policy is to show all grades in repeated courses and the student receives no additional credit hours towards graduation. To determine academic standing, all grades and quality points are included.

Attendance

Each instructor must announce at the beginning of the semester how attendance in class will affect grading. For example, the instructor may judge that attendance in class is imperative and demand adherence to a policy that a student is liable to receive an F at the discretion of the instructor if he or she misses a specified number of the classes. Attendance will not be required on the major religious holidays of any faith. Failure to attend any term without applying for a leave of absence requires reapplication and readmission to the university.

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Classification

Classifications are determined by the Office of Admissions based upon the credentials and application submitted by the student.

DEGREE-SEEKING STUDENTS are officially admitted to a specific program and are classified as follows:

Classification Hours Earned  
Graduate Freshman 0 – 9  
Graduate Sophomore 10 – 18  
Graduate Senior 19 or above  

NON-DEGREE-SEEKING STUDENTS are admitted with official credentials but are not enrolled in a particular degree program. Students admitted as non-degree- seeking must enroll in consecutive terms or apply for a leave of absence in order to maintain their status. Failure to follow these procedures will require readmission. coursework taken while a non-degree-seeking student is subject to evaluation in terms of applicability toward a degree. There are limitations on financial aid available to non-degree-seeking students.

Academic Enrollment Status

Academic Full-time—any graduate student enrolled for 9 or more credit hours.
Academic Full-time per Summer Session—any graduate student enrolled for six or more credit hours.  Any graduate student not enrolled full-time is considered part-time.

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Classroom Discipline

In the realm of classroom conduct, a student does not have the right to engage in conduct which is disruptive to the educational process. Such conduct (e.g., abusive language, threats, disruptive talking and laughing, violent actions, etc.) may cause removal from that class meeting and can result in removal from the course with a grade of W. A second such disruption may result in exclusion for one or two semesters or dismissal from the university.

Appeals Procedure

It is hoped that discipline problems will be resolved either through the mutual agreement of the student and instructor or through the mediation of the department chair or the dean of the college.

In case of an appeal, the dean of the college in which the course is offered will decide whether the matter requires consideration. If he or she thinks it does, he or she shall appoint a committee composed of the dean or a representative, two faculty members, and a representative from student affairs. Both the instructor and the student should be apprised of the composition of this committee, and the dean should honor any reasonable objection which either might have to the appointed members. After reviewing the evidence, the committee shall render a decision which will be final.

If the dean should refuse to grant a committee hearing, the student has a right to appeal to the provost. The provost may convene a committee composed of the provost or a representative, two faculty members, and a representative from student affairs. Both the instructor and the student should be apprised of the composition of this committee, and the provost should honor any reasonable objection which either might have to the appointed members. After reviewing the evidence, the committee shall give a decision which will be final.

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Integrity of Scholarship and Grades

The principles of truth and honesty are recognized as fundamental to a community of teachers and scholars. The university expects that both faculty and students will follow these principles and in so doing, protect the validity of the university grades. Instructors will exercise care in the planning and supervision of academic work so that honest effort will be positively encouraged.

Academic Work

All academic work will be done by the student to whom it is assigned without unauthorized data or help of any kind. A student who supplies another with such data or help is considered deserving of the same sanctions as the recipient. Specifically, cheating, plagiarism, and misrepresentation are prohibited. A student who is found to have cheated on any examination may be given a failing grade in the course. In case of a second violation, the student may be excluded for one or two semesters or dismissed from the university. Plagiarism is defined by Alexander Lindley as “the false assumption of authorship: the wrongful act of taking the product of another person’s mind and presenting it as one’s own.” (Plagiarism and Originality). “Plagiarism may take the form of repeating another’s sentences as your own, adopting a particularly apt phrase as your own, paraphrasing someone else’s argument as your own, or even presenting someone else’s line of thinking in the development of a thesis as though it were your own.” (MLA Handbook, 1985).

A student who engages in cheating, plagiarism, or misrepresentation on term papers, seminar papers, quizzes, laboratory reports, and such, may receive a failing grade in the course. In such case, the student will not be permitted to withdraw from the course (even if the withdrawal request is prior to the final date to withdraw). A second offense may be cause for exclusion or dismissal from the university.
Faculty members are required to report immediately to the dean of the student’s college any case of cheating, plagiarism, or misrepresentation which he or she has encountered and later, the manner in which it was resolved.

The dean of the student’s college should apprise the student of the serious consequences of cheating, plagiarism, and misrepresentation as well as of the appeals procedure open to the student in such cases.

Appeals Procedure

If the matter cannot be amicably resolved in consultation with the instructor and chairperson up to 30 days after the beginning of the subsequent semester, excluding summers, the student has the right to appeal to the dean of the college in which the course was offered a decision of the instructor indicating that the student is guilty of cheating, plagiarism, or misrepresentation. The burden of proof will be upon the student.

The dean will decide whether the matter requires consideration. If he or she thinks it does, he or she shall appoint a committee consisting of the dean or a representative, two faculty members, and a student to render a decision. The dean or a representative will serve as the non-voting chairperson of the committee. The student and instructor involved should be informed of the membership of the committee and the dean should honor any reasonable objection either might have regarding the composition of the committee. The decision of this committee is final.

If the dean should refuse a committee hearing to the student, he or she may appeal to the provost. The provost may convene a committee composed of the provost or a representative, two faculty members, and one student from the college in which the appellant is enrolled. The student and instructor involved should be informed of the membership of the committee, and the provost should honor any reasonable objection either might have regarding the composition of the committee. The decision of this committee is final.

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Academic Standing

Criteria for academic standing are set by each department. However, the student must maintain a 3.0 or be placed on probation. The student has one semester to bring the grade point average back up to 3.0.

Grading

Each instructor has the option of using a grading method within each course that best meets the needs of students and the subject. However, all grades are translated by instructors into the following grades:

A Excellent. This grade is assigned 4 quality points per semester hour.
A- Excellent This grade is assigned 3.7 quality points per semester hour.
B+ Above Average This grade is assigned 3.3 quality points per semester hour.
B Average This grade is assigned 3 quality points per semester hour.
B- Below Average This grade is assigned 2.7 quality points
C+ Below Average This grade is assigned 2.3 quality points per semester hour.
C Below Average This grade is assigned 2 quality points per semester hour.
C- Below Average This grade is assigned 1.7 quality points.  This grade will not count toward graduation.
D+

Minimally Passing 

This grade is assigned 1.3 quality points per semester hour. This grade will not count toward graduation.
D Minimally Passing  This grade is assigned 1 quality point per semester hour. This grade will not count toward graduation.
F Failure No quality points are assigned.
I Incomplete. This grade is to be assigned only when the instructor has been presented with serious and compelling reasons why the student should be allowed to complete the course at a later date. These reasons are customarily medical. The I grade is not an automatic extension. An I grade which has not been made up by the sixth week of the subsequent term, excluding summer terms, will be changed automatically to F.

 

 

 

 

P Pass. Pass/fail grades are available only in courses designated as pass/fail. Grades of P are not counted toward quality point averages.
X No Grade Submitted.  
W
Withdrawal. Indicates that the student withdrew by the tenth week of class in the Office of Student Records. No credit is awarded.
AU Audit Complete.  
AI Audit Incomplete.  
AP Advanced Placement.  
EX Exempt from course requirement.  
FA Audit Failed.  
IP In Progress. An IP grade may be granted for certain courses that typically are longer than a normal semester.

The use of certain other administrative notations on student grade reports are explained in those reports. Averages are computed only on the basis of letter grades A through F.

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Grade Point Averages

A student’s grade point average is based on credit hours, grading method (pass/fail, etc.), grade awarded, and quality points. The following definitions apply.

LOYOLA EARNED HOURS
are the credit hours earned while taking courses at Loyola.
TOTAL EARNED HOURS are the credit hours earned while taking courses at Loyola as well as the hours awarded for transfer work toward a student’s degree.
QUALITY HOURS are the units upon which a student’s grade point average is calculated. They differ from earned hours because quality hours do not include the pass grade and do include failed courses.
QUALITY POINTS are calculated by multiplying the quality points associated with a grade (A=4, etc.) by the quality hours. (A three-credit-hour course with a grade of A will result in 12 quality points.
LOYOLA GRADE POINT AVERAGES are calculated by dividing the Loyola quality points by the Loyola quality hours.
LOYOLA CUMULATIVE GRADE POINT AVERAGES include only the coursework taken at Loyola.
Attempted Hours are all courses registered beyond the drop/add period including W grades.

Grade Reports

A report of the grades made by a student in his or her scheduled courses is available through LORA. Students requiring a “paper copy” may also request this through LORA.

Loyola’s grade reports list the courses, grades, Loyola grade point averages (both cumulative and semester), and the total earned hours. Discrepancies must be appealed in writing to the Office of Student Records within 30 days of the last examination.

Change of Grade

An instructor may change a grade previously assigned by processing an official change of grade form. This form may be obtained in the Office of Student Records or in the dean’s office. The instructor must request the grade change and cite the reason for changing the grade. The form must be approved by the instructor, the department chair (Humanities and Social Sciences only), and the dean under whose jurisdiction the course was offered.

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Grade Appeals

The student has a right to know the grade he or she has earned, the right to know the grading systems of the instructor, and the right to know grades as they are given during the term. The grading system should be included in the course syllabus.

If the student feels that he or she is not being graded justly, the student should first consult the instructor. If this consultation proves unsatisfactory, the student should then consult the department chair. If the student still feels that the problem has not been resolved, he or she should consult the dean of the college in which the course is offered to request a committee hearing.

The student has the right to appeal a given grade to the dean up to 30 days after the beginning of the subsequent term, excluding summers. It may happen, however, that a hearing may not be able to be scheduled until after that time. Until the grade is finally determined, the student’s academic standing and all related rights and privileges are based on the grade as originally assigned.

The student shall collect and present any evidence (tests, papers, laboratory reports, etc.) to the dean. The dean may appoint a committee composed of the dean or the dean’s designated representative, two faculty members, who, if possible, should be familiar with the course, and one student who has taken the course, if possible. The dean or the dean’s designated representative, will serve as the non-voting chair of the committee.

The student and instructor are to be apprised of the composition of the committee, and the dean should honor any reasonable objection either might have to appointed members. Both the student and the instructor have the right to present their position in person to the committee. The burden of proof will be on the student. The decision of the committee is final, and the grade it decides upon becomes the official grade for the course.

If the dean denies a student a committee hearing, the student may appeal to the provost. The provost may convene a committee composed of himself or herself or a representative, two faculty members (who should, if possible, be familiar with the course), and one student from the college in which the course is offered and who has taken the course. Both the student and the instructor are to be apprised of the composition of the committee, and the provost should honor any reasonable objection which either might have to appointed members. Both the student and the instructor have the right to present their positions in person to the committee. The decision of the committee is final, and the grade it decides upon becomes the official grade for the course.
Loyola students enrolled in courses at other institutions are subject to the grade appeal policy at those institutions.

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Dismissal

Although dismissal is usually a function of the student’s inability to remove himself or herself from academic probation, all decisions regarding dismissal are made on an individual basis, and the university, through duly constituted judicial bodies, or through the deans, has the authority to dismiss a student whose conduct, attitude, or performance is in serious opposition to the aim of the university or to the spiritual, moral, or intellectual welfare of the university community.

Procedures for Exclusion or Dismissal

The dean of a college or his or her representative may initiate proceedings for exclusion or dismissal when he or she has reasonable cause to believe that a student has violated a university academic policy or has committed an offense which warrants such action. Grounds for exclusion or dismissal include, but are not limited to, the following: cheating, plagiarism, fraud, misrepresentation, and conduct which is disruptive to the educational process (e.g., abusive language, threats, disruptive talking, etc.).

The dean or a representative will form a committee to hold an exclusion or dismissal hearing. The purpose of the committee is to recommend to the dean any sanctions that should be taken against the student. In the case of fraud, cheating, plagiarism, misrepresentation, or similar offenses, the committee will consist of the dean (or a representative), two faculty members, and a student from the college in question. In the case of disruptive conduct or other offenses related to the academic environment, the committee will consist of the dean (or a representative), two faculty members, and a representative from student affairs. In the event a committee had been formed to hear an appeal of a second offense, said committee may be convened to act as the hearing committee on exclusion or dismissal. The dean or a representative of the student’s college shall provide the student with a written statement outlining the reasons for the exclusion or dismissal hearing, which is held to consider what action should be taken with regard to the student’s future at the university in light of the findings against the student and not to reconsider the student’s guilt or innocence in cases of cheating, plagiarism, misrepresentation, disruptive conduct, etc. The statement shall contain sufficient detail to inform adequately the accused of the time, date, place, and conduct serving as the basis for the complaint. The student shall also be advised that he or she has a right to appear before the committee and to present information and witnesses in support of his or her position concerning exclusion or dismissal. Alternatively, the student may present such information in writing. The accused student may make his or her presentation with the assistance of a faculty member, staff member, or another student, but legal representation will not be permitted at the hearing.

The hearing on the matter shall be held within a reasonable period of time (normally within 15 days), but at least 10 days after the student has received notice of the charges. Until final determination of the matter, the student shall be allowed to continue classes unless, in the opinion of the dean, the violation warrants immediate departure from the university.

Within five days after the hearing, the committee shall make its recommendations to the dean of the student’s college. Included in the committee’s recommendation shall be a record of the deliberations (a full transcript is not required) and a justification for the committee’s decision. A copy of these records shall be immediately forwarded to the provost.

Should the dean of the college decide that the student shall be excluded for one or two semesters or be dismissed from the university, the student may appeal the decision to the provost within 10 days following receipt of the dean’s decision. After receiving the written appeal from the student, the provost may affirm, modify, or reverse the action previously taken by the dean. The decision of the provost is final.

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Careers

Students may have an undergraduate, graduate, joint graduate/professional and/or professional career, or continuing education at Loyola University New Orleans. Each career has its own grade point average which will not reflect courses taken that are at a level different from a student’s career at that time. Therefore, for students who receive a bachelor’s degree and return to take undergraduate courses as a graduate student, their grade point average at the time of the awarding of the degree will not be affected by this later coursework. In addition, the graduate grade point average will not include quality points for undergraduate courses.

Residency

A minimum of 24 credit hours must be completed while registered at Loyola. Unless special permission is granted by the appropriate graduate chair or dean to pursue work elsewhere, the work of the final year must be completed at Loyola. This requirement applies to students who entered as graduate freshmen and to students transferring from other institutions. M.B.A. students must complete 27 hours of 700- and 800-level courses in residence, except for students who participate in the Jesuit consortium.

Eligibility for Graduation

Students must meet the specific requirements of their degree programs as set forth in this bulletin. The university, through the appropriate graduate department chairs or deans, may authorize changes and exceptions where it finds them desirable and consistent with the continuous and orderly review of its policies.
Applications for graduation should be filed during the previous fall term for May, August, and December candidates. Specific deadlines are published in the academic calendar.
To be certified to graduate at the end of the term for which the student applied, all degree requirements must be completed no later than July 1 for spring candidates, October 1 for summer candidates and February 1 for fall candidates. After that date, the original application for graduation will be deleted. If the student is unable to complete the requirements during this period of time, the student must reapply for graduation in a subsequent term.

Graduation

Loyola confers degrees in May, August, and December. After grades are received, the university determines graduation grade point averages. Subsequently, the Office of Student Records posts the degrees to transcripts and provides the students with their diplomas. Diplomas and transcripts are not released until the student has discharged all financial and contractual obligations to the university and has completed the required senior exit survey. After a student has graduated, no change may be made in his or her record except to correct a discrepancy (see Grade Reports) or as the result of a grade appeal (see Grade Appeals).  Graduation distinctions (cum laude, magna cum laude and summa cum laude) are not awarded at the graduate level.

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Commencement

Loyola University holds a commencement ceremony at the end of the spring semester. Students who are candidates for May, August, or December of the current year will participate in that ceremony. The commencement program is not a certification document of the university.

Diplomas

The diploma given to students upon graduation carries the university information, student’s name, and degree title. Diplomas will be released only to students who have discharged their financial and legal obligations to the university.

Enrollment at Other Universities

Students must obtain the prior written permission of the appropriate graduate chair, dean, or the department chair in the College of Humanities and Natural Sciences, or the College of Social Sciences, to enroll in courses at other institutions. No transfer credit will be awarded for such work unless the courses are approved by the dean or the student’s department chair in the College of Humanities and Natural Sciences, or the College of Social Sciences. Only students in good standing are granted permission to attend another institution. An official copy of the transcript from the other institution must be submitted to Loyola’s Office of Student Records prior to the completion of Loyola’s next term or the course will be subject to the provisions of evaluation of transfer coursework.

Students in the College of Business must obtain approval from the director of their program.

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Leave of Absence/Intent to Re-Enroll

Students enrolled in one term may apply to their dean for a leave of absence for either the next term or academic year and process a leave of absence in the Office of Student Records. Students returning from a leave of absence are subject to the policies of the bulletin under which they were originally admitted. A leave of absence is not granted to a student transferring to another university.
Students who did not formally apply for a leave of absence are eligible to complete an intent to re-enroll form in the Office of Student Records if the student did not attend another university during the absence period or have an active probation status at Loyola.

Withdrawal from the University

To withdraw officially from the university a student must:

  1. Obtain a withdrawal form from the Office of Student Records.

    Obtain signatures of the designated officials on the withdrawal form.

  2. Students should consult the official university calendar for the tuition refund schedule and deadlines.

Withdrawal is not complete or official until all signatures have been obtained and the student record’s copy is returned to the Office of Student Records.
Those students who withdraw officially from the university prior to the last day for dropping courses as recorded in the academic calendar will have the courses removed from their records. Students withdrawing from the university after the drop period but in the withdrawal period will receive Ws.
Students who have not been enrolled at the university for a period of two semesters or more must follow the degree requirements in effect at the time of their reentry.

Medical Withdrawal from the University

A student will be granted a medical withdrawal for medical or mental health reasons from the University within the term the student is incapacitated, on the condition that detailed written documentation is provided by the student’s health care professional to the Vice President for Student Affairs and Associate Provost. Written notification will be provided to appropriate parties by the Vice President for Student Affairs and Associate Provost. Any student receiving a medical withdrawal during the term may be required to remain out of class the succeeding term. (This decision will be based on seriousness of illness and time of withdrawal.) Medical withdrawals must be made within the term being requested (during illness), and are for the entire term. There are no partial medical withdrawals for a term. The Vice President for Student Affairs and Associate Provost will recommend the appropriate refund, if any.

Records Retention Policy

Admissions Documents

The admissions records of enrolled students are retained for 10 years. Acceptance letters, applications, correspondence, credit by examination, test scores, transcripts, transfer credit evaluations, and admissions decision information are retained on non-enrolled students for a period of two years.
Records and Registration Documents

Graduation certification forms are retained for a period of one year. Change of grade forms, final grade rosters, transcripts, catalogs, class schedules, and commencement information are retained indefinitely. Students are required to report and appeal all discrepancies regarding all academic records to the Office of Student Records within 30 days from the final class day of the semester in which the discrepancy occurred.

Veterans Certifications

Immediately following registration held in the beginning of each semester, students who are taking courses leading towards degree requirements are eligible for benefits through the Veterans Administration and can be certified by the Office of Student Records. In accordance with Title 38, United States Code, Veterans Benefits, Loyola certifies only those students who are admitted to a degree program and who are making satisfactory progress as determined by the probationary and exclusion policies of the university’s colleges.Reimbursement is certified for courses only and excludes noncredit courses. All inquiries concerning the certification should be directed to the Office of Student Records.

Credit Hour Certification Rules for All Students

Classification Full Time 3/4 Time 1/2Time 1/4Time
Undergraduate 12 9 6 3
Graduate 9 - 4.5 -
Law 9 6 4.5 -
Summer School 6   3 -

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Transcripts

Loyola is authorized to distribute only Loyola’s own transcripts, not the records of testing services or other universities. Students may have four records at Loyola which comprise the official transcript: undergraduate, graduate, law, or continuing education transcript. Upon a student’s request, all official transcripts are sent by the Office of Student Records to others. Transcripts marked “Issued to the Student” are given by the Office of Student Records to students. In accordance with recommendations of the American Association of College Registrars and Admissions Officers, official transcripts issued to students should not be treated as an official academic credential. Transcripts carry notations identifying major, minor, if applicable, degree program, Loyola term and cumulative statistics, degrees earned at Loyola and other institutions, transfer coursework by institution, credit by examination, date of birth, and prior academic level. Academic exclusion and academic dismissal are indicated on the transcript for students placed in this status.
Students who have attended Loyola as transients under the cross-enrollment/consortium policy will have their coursework posted on their home institution’s transcript.The Office of Counseling and Career Services issues copies of Loyola transcripts as part of its placement portfolio. This document should not be treated as an official transcript.Loyola will withhold transcripts, diplomas, letters of good standing, and statements of honorable dismissal until indebtedness to the university has been discharged.

Policy on Release of Information

Loyola endeavors to keep the student’s educational records confidential and out of the hands of those who would use them for other than legitimate purposes. All members of the faculty, administration, and clerical staff respect confidential information about students which they acquire in the course of their work. At the same time, Loyola tries to be flexible enough in its policies not to hinder the student, the institution, or the community in their legitimate pursuits.Documents submitted by or for the student in support of an application for admission or for transfer credit are not returned to the student or sent elsewhere by request. In exceptional cases, however, when another transcript is unobtainable, copies may be prepared and released to prevent hardship to the student. The student should present a signed request. Usually the copy, marked as a certified copy of what is in the student’s file, is released.

The complete policy on release of student information follows.Public Law 93 – 380 (also known as the Buckley Amendment, and as the Privacy Rights of Parents and Students—Section 438 of the General Education Provisions Act) permits only the release of “directory information” about students without the student’s written consent. Directory information includes:

Student’s name, all addresses, telephone numbers, place of birth, college, major, honors, awards, photo, classification, dates of enrollment, degrees conferred, dates of conferral, any graduation distinctions, and the institution attended immediately prior to admission.The law provides that any student may, upon written request, restrict the release of or printing (in the student address directory) of such directory information.The student may so indicate at each registration.

The law requires such written consent of the student for the release to anyone (including parents) of other than “directory information” with the following exceptions—(a) other school officials within the educational institution who have legitimate educational interest; (b) officials of schools to which the student seeks to transfer; (c) the Comptroller General of the United States, the HEW Secretary, the administrative head of an education agency, or state educational authorities; (d) in connection with a student’s application for or receipt of financial aid; (e) state and local officials or authorities to which such information is specifically required to be reported under state statute adopted prior to November 19, 1974; (f) organizations or educational agencies conducting legitimate research, provided no personal identifiable information about the student is made public; (g) accrediting organizations; (h) in connection with an emergency when such information is necessary to protect the health or safety of the student or other persons; and (i) the Veterans Administration.Loyola administrators and faculty may have access to information contained in students’ records on a need-to-know basis.Personal information shall only be transferred to a third party on the condition that such party will not permit any other party to have access to the information without the written consent of the student and that the information be utilized only for the specific purpose for which it was released.Under the law, any student has the right to inspect and challenge his or her own educational file, with the exception of letters of recommendation or other material when the author was guaranteed confidentiality prior to January 1, 1975. Positive identification of the student shall be required, and a university official shall remain in the immediate vicinity during the examination process.

Security of Student Records

Loyola University New Orleans maintains all student records in electronic format. Such records are maintained on an administrative system housed in a secured environment. Access to all electronically stored information is controlled through the use of user IDs and passwords. Additionally, all records are copied to magnetic tape on a daily basis and stored offsite.

Policy on Intellectual Property Rights

The university’s policy for students, faculty, and staff on intellectual property rights can be found on the university web page under Policy, Procedures, and Reports at www.loyno.edu/provost/policies.html.

Student Grievances and Complaints

The university has procedures to handle student grievances and complaints. Please see the Student Code of Conduct to determine the procedure to follow for a specific grievance or complaint.

Syllabi Policy

Beginning fall 2004, syllabi for courses are published at the web-based schedule of classes (https://lorasec.loyno.edu/) by term and subject and are available for review and downloading. Students requiring a copy of their syllabus prior to fall 2004 should request that information from the Office of Student Records http://www.loyno.edu/records/askstudentrecords.php).

E-mail address information

All students are assigned a Loyola University e-mail address. This is the only address that will be recognized and used by Loyola University. All official information from faculty, staff, and administrators will be sent to students at this address. It is the students’ responsibility to regularly check their e-mail account.

Student Assessments

The Office of Institutional Effectiveness and Assessment evaluates student learning and student perceptions through surveys of graduating seniors and alumni. Colleges and departments may also assess student learning outcomes and their perceptions of their Loyola experience.

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