University of Evansville : University Registrar's Office

Welcome to the University of Evansville Registrar’s Office. The office is located in Room 106, Olmsted Hall. Regular business hours are 8 a.m. to 5 p.m. Monday through Friday. Summer hours are 8 a.m. to 4:30 p.m. Monday through Friday. Business is conducted according to the University calendar.

The Registrar’s Office is responsible for maintaining all academic records and transcripts, for course scheduling, student registration, transfer course evaluation, catalog maintenance, commencement and diplomas, and for classroom assignments. All Registrar’s Office business is governed by the Family Educational Rights and Privacy Act of 1974 which sets forth requirements regarding the privacy of student records.

The following subjects answer the most frequently-asked questions of the University of Evansville Registrar’s Office. For other specific questions, please contact the office at one of the numbers given below.

Please click for our Transfer of Credit Policy.

Application for Degree

Complete an Application for Degree card in the Registrar's Office one year prior to the intended date of graduation. Changes in Major or Minor and Change of Adviser: These and related academic matters should be handled in the Center for Academic Advisement in Olmsted Hall (OH) 106.

Pass/Fail Option

Juniors and Seniors may take one course per term on a pass-or-fail basis. The course must be outside the general education curriculum as well as outside the major and minor area. The option must be exercised in the Registrar's Office at the time of registration. A course may not be changed to or from pass/fail after the last day established for course additions.

Schedule Changes (Drop and/or Add Courses)

After registering, if you wish to drop or add one or more (but not all) courses, a drop/add form must be completed and filed in the Registrar's Office. Your adviser's signature is required on the form. Also, the signature of the instructor is required for each course dropped after the posted last day to register or add courses.

A student may drop courses without a designated "W" during the first two weeks of the semester. From the third through the eleventh week a symbol of "W" is assigned. Grades of "F" are given for dropping after the eleventh week of classes. Discontinuance of attendance does not automatically constitute a withdrawal. A grade of "F" is given in this situation. Withdrawal from all credit classes may be arranged through the Office of Student Life.

Academic Load

Full-Time: A student enrolled in 12 or more hours per semester.
Part-Time: A student enrolled for fewer than 12 hours per semester.

The normal load for a full-time undergraduate student is 12 to 16 hours of class and laboratory work per semester. If a student, in consultation with his or her academic advisor, elects to carry more than 16 hours, the grade point average should be a guide in determining the maximum number of hours to be attempted (exclusive of music ensembles and human kinetics and sport study activity courses). The recommended load limits are:

Up to 1.99 GPA – 16 hour maximum
2.0 to 2.99 GPA – 18 hours maximum

Overload
Because academic performance frequently suffers when an overload is taken, students in good standing wishing to take 21 hours or more and students on academic probation wishing to exceed 16 hours must petition the Admissions and Standards Committee for approval and have the support of their academic advisor in doing so.

Most academic failure results from insufficient study outside the classroom. If a student has a job or other non-academic activity requiring 20 or more hours each week, he or she is advised to carry a reduced academic load. Students should allow sufficient time outside the classroom for study (use the guideline of two hours of study for each hour spent in class) as an investment in academic success and their professional future.

Classification of Students

Students are classified on the following basis:

Freshman – fulfillment of entrance requirements and less than 30 semester hours earned
Sophomore – a minimum of 30 semester hours earned
Junior – a minimum of 60 semester hours earned
Senior – a minimum of 90 semester hours earned

Registration Procedures

Eligibility for Course Registration
A student must confer with his or her advisor and secure the advisor’s approval for all course registrations or changes of registration. Registration for continuing students will take place during the preceding regular semester according to the schedule published by the Office of the Registrar. Registration for new students will be held during special orientation and registration periods or on the opening days of a term as designated by the University calendar.

In general, courses are numbered to suggest the appropriate level of eligible enrollment by students:

0-99 Non-credit
100-199 Freshman-level
200-299 Sophomore-level
300-399 Junior-level
400-499 Senior-level

Exceptions to this enrollment eligibility guide may be made by the advisor if there are no other prerequisites to enrollment.

Cancellation of Registration
Cancellation of enrollment is permitted prior to the first day of class. The Office of the Dean of Students must be notified. A full refund is given for tuition and room and board.

Change of Registration
The student is held responsible for each course in which he or she officially registers. Once enrolled, a student may change their class schedule (i.e., drop or add one or more, but not all, courses) only by filing an official drop/add form in the Office of the Registrar. The approval of the academic advisor is required in all cases and, if dropping classes, the instructors’ signatures are also required.

Dropping a Course
A course may be dropped without a designated grade during the first two weeks of a term of the regular academic year (see class schedule for exact dates). From the third through the eleventh weeks, a grade of W is assigned. After the eleventh week, a grade of F is assigned. Discontinuance of attendance does not automatically constitute a withdrawal. Students failing to file a proper drop/add form by the appropriate deadline must complete classes for which they are registered or receive a grade of F. Withdrawal from a course after the deadline requires petition to and approval of the Admissions and Standards Committee and/or the vice president for academic affairs.

Independent Study
The purpose of independent study is to provide students an opportunity to pursue in detail special topics or projects within the discipline when such topics are not sufficiently covered in existing courses. Normally, such enrollment is restricted to the regular academic year. The student shall be registered for independent study credit in the semester during which the majority of the work is done. Independent study is not to be used as a substitute for regularly scheduled academic offerings except in rare special circumstances which will be defined by each academic unit. In such cases, the student and sponsoring instructor must submit the approved proposal for independent study form explaining why the course must be taken as an independent study. Tuition for independent study is charged at undergraduate tuition rates.

Auditing Courses
When space is available after the registration of regularly enrolled students, others may request permission of the instructor and the Office of the Registrar to enter a lecture course as auditors. An auditor is subject to attendance regulations and other conditions imposed by the instructor. Laboratory sections of lecture classes, clinical experience in nursing and health sciences, internships and field experience throughout the University, and the Bachelor of Liberal Studies programs are excluded from this policy.

Although an auditor receives no credit, the class will appear on the student’s transcript with the notation AU. The hours will not be applied toward meeting graduation requirements nor will the grade of AU be computed in the grade point average. Audit courses are not included in determining full-time enrollment status. An audit course may not be changed to a credit course under any circumstances, which precludes a student attempting to earn credit by departmental or CLEP examination at a later date for a class previously audited. Credit courses may not be changed to audit courses. The tuition charged for audit classes is the same as for credit.

Graduating Seniors as Part-Time Graduate Students
A last semester senior at the University of Evansville lacking no more than nine credit hours for graduation and having a cumulative undergraduate grade point average of at least 2.7 may register for graduate credit course work. Written consent of the student’s college or school dean is required. Approval of graduate credit registration is also required by the appropriate graduate program director and the registrar. The total course load, graduate and undergraduate, must not exceed 15 credit hours. Requirements for the undergraduate degree must be completed during the semester in which the student is allowed to register for part-time graduate work. Graduate course work does not apply toward the undergraduate degree.

Summer School Registration
Students are limited to a maximum enrollment of nine semester hours during a single summer regardless of the number of sessions or universities attended. Students planning to take courses at another institution must have written approval on a transfer credit request form signed in advance by the student’s academic advisor and the registrar.

Withdrawal from the University

A student who finds it necessary to withdraw from all credit classes must apply for formal withdrawal through the Office of the Dean of Students. This process requires the completion of a University withdrawal form, an exit interview and, for students under the age of 18, parental permission. Final approval is subject to clearance from the Office of Student Accounts. If this procedure is not followed, grades of F will be assigned. After the official last date to withdraw (published in each semester’s class schedule), approval for withdrawal from the University without grade penalty will be given for only one of three reasons: medical or psychological problems, or full-time employment conflicts. A letter from a doctor, psychologist or employer verifying the situation is required.

Failure to complete the term does not cancel the student’s obligation to pay tuition and all other charges in full. For specific details regarding refunds and adjustments, refer to the section on tuition and fees in this catalog.

Credit from Other Institutions and by Examination

Transfer Credit
The University of Evansville evaluates and may accept credit earned at other regionally accredited educational institutions. Courses with a grade of C- or lower and institutional exams will not be accepted for transfer credit. No more than 60 semester hours of credit from a junior college or community college may be transferred to the University of Evansville. Each course is evaluated separately to determine if it can apply toward a UE degree and the University reserves the right to accept or reject courses for transfer credit.

University of Evansville students who plan to take courses at another institution and wish to transfer credit to apply toward a degree must have written approval on a transfer credit request form signed in advance by the student’s academic advisor and the registrar. A maximum of three courses (or 10 semester hours) may be transferred from another institution once a student has matriculated at the University of Evansville.

The three-course limit for transfer credit may not apply to students participating in an approved study abroad program not available through the University of Evansville. Approval for credit transfer must be obtained in writing from the department and registrar prior to participation in the program.

Credit by Examination
The University of Evansville allows students to earn an unlimited number of hours of credit prior to entrance through the College Board Advanced Placement testing program, providing a grade of four or better in each examination has been achieved, and through the International Baccalaureate program, providing a grade of five or better in higher level subjects has been achieved. Students may also obtain course credit by submitting the results of the College Entrance Examination Board’s College Level Examination Program (CLEP) or by taking University of Evansville proficiency examinations administered by an academic department. The number of hours of credit that can be counted toward the total hours required for graduation through CLEP or departmental credit by examination, however, is limited to two courses.

Departmental examinations in specific courses are available to qualified students upon approval of the academic advisor and the chair and/or dean of the academic department in which the examination is to be taken. Credit by examination forms are available from the Office of the Registrar. A nonrefundable departmental examination fee will be charged (see tuition and fees section) by the Office of Student Accounts. Credit for the course will be granted provided the student passes the examination with a grade of C or better. No exam may be repeated if a grade lower than the equivalent of a C is earned. A grade of P is recorded on the transcript for credit earned by examination.

Students are not permitted to schedule departmental examinations in courses which have been audited, in courses in which unsatisfactory grades have been earned, in physical education activity courses or in courses which have been dropped with grades of W. No credit toward graduation is awarded retrospectively to lower level course work based solely upon satisfactory completion of more advanced course work in the same subject area except for academic sequence courses in foreign languages.

Grades

Grading System
At the conclusion of each semester students receive letter grades indicating the adjudged quality of their work in each course. Grade points are assigned for each semester hour of credit as follows:

A Excellent 4.0
A- 3.7
B+ 3.3
B Good 3.0
B- 2.7
C+ 2.3
C Average 2.0
C- 1.7
D+ 1.3
D Poor 1.0
F Failure 0.0
I Incomplete
P Pass
W Withdrew from course

All A, B, C and D grades are passing grades. Grades of I, P or W are not included in computing grade point averages. The grade point average is the quotient resulting from dividing the total points earned by the number of hours attempted (including failure and excluding pass and incomplete).

Midterm and End of Semester Grades
The University does not mail grades at the end of each semester. Students can access their grades on the University’s student information Web site. Midterm grades are not permanently recorded but are used by students and their advisors for information and guidance. End of semester grades become a part of the student’s permanent record.

Pass/Fail Option
A student may register for an elective course on a pass/fail basis. The option is intended to encourage the student to explore new academic areas without endangering the student’s grade point average unless the grade earned is an F. Limitations on pass/fail registration are:

Junior or senior status
Only one course per semester may be taken pass/fail
No course required for the major or minor and no course being used to meet a general education requirement may be taken pass/fail
Pass/fail courses must be listed at the time of registration and must not extend beyond the academic load approved by the Admissions and Standards Committee
A course may not be changed from pass/fail, or vice versa, after the last day established for course additions
No courses used to meet foreign language or health and wellness degree requirements Courses offered only on a pass/fail basis are not subject to these regulations, except for regulation d.

Incomplete Grades
All course work is to be completed within the semester it is attempted. If an emergency prevents a student from completing some portion of the required assignments, an instructor may give an I or incomplete grade under the following circumstances: (1) the student’s other work in the course would earn a passing grade, and (2) the outstanding task can be completed without further class attendance.

Outstanding course work normally should be completed within six weeks of the class ending, but the instructor may allow up to one year from the end of the term for which the I grade is granted. It is the student’s responsibility to have this deficiency removed within the agreed upon time period or within one year, whichever is less. (Registering for a course a second time does not remove an incomplete grade.) If no grade change has been submitted by the instructor after the maximum one year grace period, the registrar is authorized to change all grades of I to F.

Repeating Courses
Any student who wishes to better the grade in a course taken at the University of Evansville may elect to repeat that course for grade improvement but must do so at UE. The cumulative grade point average (but not the semester grade point average) will reflect only the higher grade earned in the first two enrollments for a specific course. Grades earned for subsequent enrollment in the course will be included in the cumulative grade point average. Some courses may not be repeated; these are determined by the faculty of the appropriate academic unit of the University.

Dean’s List
To merit the honor of being placed on the Dean’s List each semester, a student must have carried a full academic load of 12 hours or more, excluding pass/fail courses, and have earned a grade point average of 3.5 or above.

Grade Appeals
Any student who questions a course grade should speak to the instructor. If the instructor is unwilling to change the grade and the student is not satisfied with the reasons given, the student may commence a formal appeal. Any student wishing to formally question a course grade must do so in writing within 60 calendar days after the last day of the semester. Correspondence should be addressed to the instructor with a copy to the immediate supervisor. A change of grade will occur if both the instructor and his or her immediate supervisor approve and both sign a change of grade form which is forwarded to the Office of the Registrar.

If either the instructor or the immediate supervisor disapproves of the change of grade, the student has the right to appeal to the Admissions and Standards Committee within two weeks of receiving written disapproval.

If the student receives no response from either party within 30 calendar days of filing the appeal, the student may appeal directly to the Admissions and Standards Committee. Any appeal to the Admissions and Standards Committee must be filed during the semester (exclusive of summer terms) immediately following that in which the disputed grade was received.

When appealing to the Admissions and Standards Committee, the student must send a copy of the appeal to the instructor and immediate supervisor. The student, the instructor and the immediate supervisor will be requested to appear before the committee. In exceptional circumstances, the committee may allow other parties to attend the hearing to provide additional information. The vice president for academic affairs will notify all parties of the decision taken by the Admissions and Standards Committee.

It is the student’s responsibility to retain all dated correspondence until the final decision is reached.

Standards of Scholarship

Graduation requires a minimum grade point average of 2.0 in both the major and the total program of study. Additional GPA requirements may be imposed by particular majors. The University reserves the right to dismiss at any time a student whose academic standing or progress is regarded as unsatisfactory.

Academic Good Standing
Good standing refers to the normal academic progress of students who are not on probation or on academic dismissal.

Grade point averages required for good standing:

After the first semester – not less than 1.6
After completing 30 hours – not less than 1.9
After completing 60 hours or more – not less than 2.0

Satisfactory Progress
All students enrolled for credit are expected to make regular and satisfactory progress toward completion of a degree in a reasonable time. This is especially true of those students using financial aid grants or loans to meet the cost of education.

Standards for Satisfactory Progress

All students must maintain scholastic averages that place them at or above good academic standing (see above).
Full-time students (i.e., any student enrolled in 12 or more hours in one semester) are required to accumulate an average of 12 hours of credit for each semester (fall/spring) enrolled. Failure to meet the minimum standards will result in dismissal from full-time status.
Part-time students (i.e., any student enrolled for fewer than 12 hours per semester) are required to accumulate a minimum of 24 hours of credit for each 30 semester hours enrolled.

Summer terms are not computed as regular semesters of enrollment; however, credit hours earned during the summer may be applied to meet the standards for satisfactory progress. Satisfactory progress requirements for financial aid recipients may differ markedly from those outlined above. The Office of Financial Aid should be contacted for those guidelines.

Satisfactory progress as it pertains to the number of hours completed will be reviewed at the end of the academic year. Academic good standing (minimum cumulative grade point average) will be reviewed each semester.

Academic Probation
Only students whose scholastic averages are maintained at or above good standing will be permitted to continue in the University.

Students will be placed on academic probation when they fail to maintain minimum satisfactory progress, which requires a cumulative grade point average as follows:

Hours of Credit GPA
Less than 30 1.6
30-59.9 1.9
60 or more 2.0

Academic Dismissal
Students who fail to remove probationary status for two consecutive semesters (exclusive of summer terms) will be dismissed automatically from the University. Students not making satisfactory progress toward a degree will be dismissed at the end of any semester in which minimum scholastic standards are not met.

Classes may be taken during summer sessions to improve the cumulative grade point average and/or to accumulate earned hours toward satisfactory progress. Transfer credit will only apply to accumulated earned hours and not the cumulative grade point average.

A student dismissed from the University for any duration may appeal the decision, but the appeal must be made in writing by the student within a reasonable time, stating reasons for the appeal and explaining any extenuating circumstances. The appeal should be addressed to the Admissions and Standards Committee, to the attention of Center for Academic Advisement.

Students should request their faculty advisors to submit a recommendation regarding their appeals.

For further information regarding standards of scholarship visit the Center for Academic Advising.

Access to Education Records

The University of Evansville complies with the Family Education Rights and Privacy Act of 1974 (FERPA), as amended (Public Law 93-380); which is designed to protect the privacy of students by giving them rights concerning their education records. Education records include records directly related to a student and maintained by the University. Among other provisions, the act gives students (1) the right to inspect their records, (2) the right to challenge incorrect information in those records and (3) the right to keep their records private.

Students attending the University will be notified of their FERPA rights annually in the Student Handbook. Students may obtain a copy of the complete University policy from the Office of the Registrar. Each University office maintaining educational records must implement this policy by appropriate means.

FERPA further provides that certain information about the student, designated as directory information, may be released by the University unless the student has informed the University in writing that such information may not be released. The following is considered directory information: name, home address, local address, telephone listings, major field of study, fulltime or part-time status, participation in officially recognized activities (in athletics, the weight and height of members of athletic teams), dates of attendance, degrees earned, awards received, photographs and most recent previous school attended.

A student who desires that the above-listed directory information not be released must inform the Office of the Registrar in writing within one week of the beginning of each semester each academic year. Students may rescind their request in writing at the Office of the Registrar.

While the University will honor a student’s request to withhold directory information, it cannot assume responsibility to contact the student for subsequent permission to release such information. Regardless of the effect upon the student, the University assumes no liability as a consequence of honoring instructions that directory information be withheld.

Also, it is the student’s responsibility to seek correction for any apparent errors in end of semester grades. Failure on the student’s part to seek correction within a reasonable period of time indicates that records are accurate as stated.

Transcript of Academic Record
Students may obtain a certified statement of their academic record from the Office of the Registrar upon written request with signature. Every effort is made to issue transcripts the day requests are received. At the end of the semester, however, approximately five days are required to post grades and issue transcripts for students who have just completed courses. Transcripts will not be released if the student has an unpaid financial obligation to the University or if there is an unresolved disciplinary action against the student.

Graduation

Upon the recommendation of the faculty and the approval of the Board of Trustees, the University of Evansville confers its academic degrees. Only those candidates who have fulfilled all scholastic requirements for a degree and who have met their financial obligations to the University will be recommended for the degree. Application for a Degree A candidate for a degree must file an application for the degree in the Office of the Registrar one year prior to the intended date of graduation. While the registrar will conduct a degree audit on behalf of the University, it is the student’s responsibility to ensure that all graduation requirements are met.

Graduation under a Particular Catalog
University policy allows a student seven years to graduate under the catalog in effect at the time of initial enrollment at the University of Evansville unless the student is readmitted after a one-calendar-year or more break in attendance. Students who are readmitted to the University after a one-year or more absence will follow the catalog in effect at the time of their re-entry. Students who are pursuing two (or more) degrees simultaneously or who wish to earn an additional degree (see “Requirements for an Additional Degree”) after completing the first may follow the same catalog as for the first degree if (a) no more than seven years have elapsed since their initial enrollment at the University and (b) there has not been an absence from the University of more than one academic year.

A student wishing to graduate under a catalog different from that specified by University policy may submit a petition in writing to the Admissions and Standards Committee via the registrar. This appeal should be endorsed by the academic advisor and department head. Only exceptional cases with extenuating circumstances will be considered.

This policy does not apply to students initially admitted to part-time academic programs. Students admitted to part-time academic programs should consult with an advisor in the Center for Continuing Education for applicable policies.

Candidate Clearance
The University will be responsible for including on the list of graduates only those students who have submitted the application for degree and have met all academic requirements and all financial obligations. Deficiencies in academic requirements, such as incomplete grades and course substitutions, must be cleared no later than two weeks prior to the expected date of graduation.

Graduation with Honors
Students who have maintained their scholastic standing at a high level will graduate with honors. Students acquiring a grade point average of 3.85 will receive their degrees summa cum laude; students acquiring a grade point average of 3.70 will receive their degrees magna cum laude; and students acquiring a grade point average of 3.50 will receive their degrees cum laude. Honors will be determined on the basis of all UE undergraduate course work. Also, 63 semester hours must be earned in residence at UE with a minimum grade point average of 3.5.

Commencement
Commencement exercises are held annually in May. Students completing degree requirements in the current academic year and following summer sessions may participate in the ceremony. A December commencement is also held for fall graduates.

Transcript Requests

There are three ways to request transcripts. You may mail the request, fax the request, or you may visit the Office of the Registrar personally and present photo identification.

If you mail or fax the request, the request must include your full name and all legal names you have had. This will accelerate the processing of your transcript.

Also include your social security number, date of birth, approximate dates of enrollment, current telephone number and the address to which you want your transcript sent. All requests must include your written signature. There is no charge for transcripts.

The fax number in the Office of the Registrar is (812)488-2609. You can mail your requests to Office of the Registrar, University of Evansville, 1800 Lincoln Ave., Evansville, IN 47722.

Office hours are from 8:00 a.m. to 5:00 p.m. Monday through Friday. Summer hours are 8:00 a.m. to 4:30 p.m. We will attempt to mail your transcript within two business days of receiving your request. We regret we cannot fax your transcript to you.

Contact Information

Office of the Registrar
University of Evansville
1800 Lincoln Avenue
Evansville, IN 47722
(812) 488-2600

Office Staff

Keith Kutzler
Registrar
(812)488-2603
kk5@evansville.edu

Linda Bathon
Assistant Registrar
(812) 488-2606
lb24@evansville.edu

Deborah Kassenbrock
Associate Registrar
(812) 488-2605
dk26@evansville.edu

Jeannette Oakley
Associate Registrar
(812) 488-2602
jo29@evansville.edu

Mary Wahl
Student Services Representative
(812) 488-2601
mw104@evansville.edu