Student Handbook 2008-2009

Important Academic Regulations and Policies

(For a complete description of academic policies, please consult the Denison Catalog.)

Registration:

Registration is a two-part procedure. All students must complete advance registration for the following semester by the date indicated on the calendar. Incoming freshmen register by personal conference on campus, by telephone conference, or by mail preceding entrance to Denison. A student must consult his or her academic advisor when making out class schedules. On registration day a registration slip, commonly referred to as the Personal Data Form, must be deposited with the Registrar.

A normal semester load is 16 credit hours. Normally, eighteen semester hours constitutes a maximum for a semester without payment of the excess hour fee. Each additional hour over 18 for the semester costs $1,080. With evidence of mitigating circumstances and careful consultation with the academic advisor, a student may request (not more than twice during the undergraduate career) permission to enroll for up to 20 credits per semester without incurring excess hour fees. Such requests must be made before registration day and must contain sound pedagogical arguments. Accelerated graduation plans or scheduling indecision are not acceptable reasons. A student who cannot carry a normal schedule for reasons of health, employment or deficient background in certain subjects may register for less than 12 hours with special permission from the Office of Campus and Residential Life.

A student may change his or her registration during the first two weeks of a semester only with the consent of the academic advisor and proper notification to the Registrar. A course dropped without permission is recorded as a failure. No student is admitted to a class later than the second week of the semester. Students failing to register by the deadline date prescribed in University publications and/or failing to respond properly to University officials' notices regarding the problem shall be withdrawn from all preregistered courses. Such withdrawal shall carry with it financial forfeitures of a portion of tuition, fees, room and board assessed for the semester.

Appeal of this action shall be to the Registrar's Advisory Board and, if upheld, will normally carry a minimum penalty of $50 and other disciplinary sanctions as deemed appropriate.
Class Attendance:

It is expected that Denison students attend and participate in all regularly scheduled classes. If class is missed for whatever reason, students have the responsibility to determine what occurred in the missed class. Absence from a class is not an excuse for not knowing class material.The student is responsible for all information, discussion or conceptual analysis which transpires during any given class he/she may miss. Class attendance and participation is expected by all students for classes immediately before and immediately after all University holidays. Students are responsible for all work accomplished during the class sessions.

Attendance policy is set by the instructor. It is the responsibility of the instructor to establish (a) a policy on class attendance, (b) any criteria for excused absences when attendance is required, and (c) a policy for the make-up of missed work. This latter, of course, is particularly important since class absence involves, potentially, a loss of the opportunity for learning for the student. It is vitally important that each faculty member review these points in class early in the semester. The course syllabus is the contractual agreement between instructor and student. It is important that the instructor outline clearly the expectations and all other factors that determine grades and penalties.

It is the student's responsibility to provide any needed documentation regarding absences, including medical excuses, from curricular and extracurricular activities. Denison Health Services will issue a written excuse for the student in the event of an extreme situation requiring class absence.
Withdrawal From Courses:

To withdraw from a course a form must be signed by the instructor and the student's advisor and then presented to the Registrar. No record will be made if a student receives permission to withdraw from a course before the end of the fourth week of classes. No withdrawal from a course is permitted after the fourth week of classes. A student who withdraws from a course without official permission will receive a grade of F on his or her permanent record.
Withdrawal From the University:

**NOTE: Taking a Leave of Absence (LOA) or withdrawing from the University may have serious implications concerning your financial aid and repayment plan. Contact the Financial Aid Office in Beth Eden.

All students wishing to leave Denison, except those on approved off-campus programs, are required to meet with the Associate Dean or his/her designee for an exit interview and for completion of the proper paperwork. The exit interview begins the withdrawal process. Continuing students withdrawing from the university for the ensuing semester must notify the Campus and Residential Life Office by June 1 for the fall term or by November 1 for the spring term for the enrollment deposit to be refunded. At that time a determination of the appropriate status will be made. In some cases, a student may be granted a LOA pending proper documentation. If the documentation is insufficient, the LOA may be changed to a withdrawal. Entering first-year or transfer students must notify Admissions by May 1.

There are four classifications for students who wish to leave Denison.
1. Leave of Absence (LOA) is granted by the University in cases of documented hardship or for other reasons receiving prior approval. "Documented hardship" would include medical, psychological, family crisis or other reasons which may render the student unable to attend for a designated period of time. The leave must be approved by the Office of Student Affairs, in consultation with other appropriate university offices. A Leave of Absence may be for one or two semesters. A one-semester leave may be extended for an additional semester if approved by the Office of Student Affairs. Readmittance following a leave may be subject to review by OSA and/or Health and Counseling Center staff. If a student does not return after two semesters, the LOA reverts to a withdrawal (see below), and the enrollment deposit is forfeited.
2. Academic Leaves of Absence may be approved by the Associate Provost in conjunction with the Registrar and faculty departments. Awarding the course credit will depend on a course-by-course evaulation of the completed work.
  
  These first two categories enable students to retain all of the rights and privileges accorded enrolled students (specifically, the transfer of credits earned elsewhere, preregistration slot, and participation in the room lottery).
3. Educational Enrichment Leave of Absence Students may apply for a Leave of Absence in order to explore different kinds of educational opportunities. Such endeavors must be approved by the Associate Provost and will usually not be appropriate for the transfer of credits for the Denison Baccalaureate degree. Opportunities that may fit into this category might include the National Outdoor Leadership School (NOLS), Outward Bound, Bible colleges, specialized technical programs, culinary institutes, and Semester at Sea. Students who receive a Leave of Absence for Educational Enrichment should not anticipate academic credit or financial aid from this institution but would retain opportunities for course selection and housing lottery participation for when they return to Denison University. Students will be regarded as withdrawn for purposes of loan repayments. Students will be able to resume merit scholarships if required GPA standards have been met; but, they will need to reapply for need-based aid for the year they are planning to return. A Leave of Absence for Educational Enrichment is usually effective for one semester and shall not exceed one calendar year. If a student does not return after two semesters the Leave of Absence for Educational Enrichment reverts to a Withdrawal (see below) and the enrollment deposit is forfeited.
4. Withdrawal from the University can be student initiated or administrative, the latter occurring when a student simply leaves campus, is suspended for academic or disciplinary reasons, does not return from a leave of absence or is deemed ineligible to continue enrollment because of an outstanding account balance. In the case of a withdrawal, the student forfeits the right to preregister with classmates for the next semester, and is put at the bottom of the class for the room lottery. There is no guarantee that withdrawn students who take courses while away will have their credits accepted by Denison. Students who withdraw to attend off-campus study programs not endorsed by Denison, or who go on an off-campus study program without the approval of Denison, will not have their course credits transferred. In the case of students on academic suspension, transfer of academic credits earned away from Denison is subject to the judgment of the Registrar's Advisory Board and considered as part of the normal process of academic reinstatement.
  
  a. REQUIRED ADMINISTRATIVE WITHDRAWAL FOR NON-ACADEMIC REASONS Denison University is committed to the well-being and safety of its community members and the integrity of its learning environment. The University may require a student to take an administrative withdrawal if there is a sufficient showing that the student is engaging or is likely to engage in behavior that presents a real danger of substantial harm to self or others or substantially disrupts the learning environment and activities of the campus community. This policy and associated procedures do not take the place of disciplinary action associated with a student's behavior that is in violation of University policies, standards, or regulations. This policy is to be invoked in extraordinary circumstances in which, in the discretion of the Vice President for Student Affairs, the Dean of Students, or designee, the regular disciplinary system cannot be applied or is not appropriate. This policy may be invoked when a student is unable or unwilling to request a voluntary withdrawal and the Vice President for Student Affairs, the Dean of Students, or designee deems a withdrawal necessary to protect the health and safety of the student or others, or the integrity of the learning environment and campus community. Examples of such extraordinary circumstances include, but are not limited to: suicidal threats, self-starvation or purging behavior, ongoing substance abuse or addiction, serious threats of harm to others, or bizarre or destructive behavior. Before a required administrative withdrawal is considered, the Vice President for Student Affairs, Dean of Students or designee will encourage the student to take a voluntary withdrawal. The procedures related to this policy appear in the Student Handbook.
Readmission

Students who withdraw voluntarily or who are withdrawn administratively from or suspended by the University may apply for readmission. The University reserves the right to require, review, and approve documentation that the student is qualified and ready to return to academic work. In the case of a voluntary withdrawal for medical/psychological reasons, or any administrative withdrawal under this policy related to a physical or mental health condition, the student must submit a written progress assessment from a treating health professional as part of their request for readmission. Denison University Health Services and/or Counseling Services may require a release from the student to discuss current treatment and follow-up needs with the treating health professional, in order to assess whether the student is qualified and ready to return to Denison and whether the University can provide the follow up care needed to maintain the student's enrollment. Denison Health and Counseling professionals will review this information and recommend to the Dean of Students or designee approval (with or without conditions of treatment, education, counseling, or other) or denial of the readmission. After consulting with University health professionals and/or other appropriate University officials as necessary to facilitate an informed decision, the Dean of Students will make the final decision about readmission.

In order to return to Denison from a withdrawn or leave status, a student must make a request in writing to the Office of Campus and Residential Life, their account must be in good standing, and the $300 enrollment deposit must be paid. This will reactivate the file and allow financial aid papers to be filed and the assignments process to occur.
Incomplete Grade:

No student will receive an incomplete in a course unless the student (or spokesperson in the event that the student is absent from school) presents the petition to the instructor and the registrar advisory board for approval. Incompletes will be awarded only in cases of illnesses, serious personal problems, death in the family, or other extraordinary circumstances. A student will not be granted an incomplete simply because additional time is needed to complete the assigned work. All petitions for incompletes must be submitted no later than the last day of a course. In a few rare circumstances, students might submit petitions during final exam week.
Drop/Add Regulations

To withdraw from a course a form must be signed by the student instructor and academic advisor and presented to the Registrar. No listing will be recorded on a student permanent record if that student receives permission to withdraw form a course before the end of the fourth week of classes. No withdrawal from a course is permitted after the fourth week of class except in the case of first-year students who have a grace period until the end of the ninth week. (This applies to the first semester only.) A student withdrawing from a course without official permission of the instructor and the Registrar will receive a grade of "F" (failure) on the permanent record.

All additions to a student schedule must be made within the first ten days of the academic semester. (This refers to the first ten days of regularly scheduled classes, not the first ten meetings of a specific class.)
Satisfactory/Unsatisfactory Option

Students with junior or senior status may take one course per semester on a S/U basis, except for courses in their majors or minors. Courses used to fulfill General Education requirements may be taken under the S/U/ rubric, but departments reserve the right to refuse this privilege. The form must be submitted to the Office of the Registrar no later than the end of the fifth week of the semester. A few courses in the curriculum are automatically S/U. Academic Affairs Council has adopted guidelines for classes that are evaluated only on the S/U basis, and information is available in the office of the Registrar.
Athletic Participation and Class Attendance
1. Absences - University policy states that student-athletes may have up to the equivalent of three hours of class absences per course per semester for participation in intercollegiate athletic contests. Absences will not be allowed for practices, scrimmages, or non-traditional season play. It is the student's responsibility to notify the instructor well in advance of all anticipated absences. Absences beyond the three (3) hours need not be granted, but may be permitted at the professor's discretion. If any of these absences are scheduled for class activities that cannot be made up, the instructor may deny approval for an excused absence. These limitations apply to regular season play. If student-athletes are engaged in post-season play beyond the conference tournament in their sport, they will be granted excused absences for missed classes. Students are responsible for notifying the faculty member in advance of projected absences. Students must also arrange to make up missed work or complete an alternative assignment to satisfy the course requirements.
  
  Coaches, advisors and student-athletes should make every effort to design course schedules so as to minimize the possibilities of conflict between the student's academic responsibility and their participation in intercollegiate athletics.
2. Eligibility - in conformity with NCAA regulations pertaining to athletic eligibility, students wishing to participate in the Denison University Intercollegiate Athletic Program must be in good academic standing (minimum cumulative average of 2.0) and be enrolled in a minimum of 12 semester hours. Students not in good academic standing may participate in practices and other aspects of the sports program, but may not participate in intercollegiate games or in intercollegiate scrimmages.
Academic Grievance Policy

The assessment of student academic performance, including the assignment of particular grades, is a faculty responsibility. The faculty member offering the course should be responsible for the evaluation of student course work and, under normal circumstances, is the sole judge of the grades received by students in that course.

If a student feels that his or her grade in a course was the result of a prejudiced, capricious, or in some other way unjust evaluation on the part of an instructor, that student may file a grievance petition with the Registrar's Advisory Board. The petition must be filed within the semester following the awarding of the disputed evaluation, even if the student or faculty member is off-campus and unable to appear until a later date. Petitions should include evidence of prejudiced or capricious academic evaluation and evidence of attempts to deal with the problem at the department level, including discussions with the faculty member involved and his other department chair. Only after these steps have been taken will the matter become part of the formal academic grievance process. Simple disagreement with the instructor philosophy in assigning grades, or with the instructor professional judgment about the quality of the work does not constitute cause for petitioning.

The Registrar's Advisory Board will transmit evidence of the charges to the faculty member. After evaluating the charges and hearing the instructor explanation, and possibly discussing the situation with other members of the class, and/or members of the involved department, the elected teaching faculty of the committee will recommend a solution. Both the student and the faculty member will have the right to appear personally before the committee and to present their views. If the Registrar's Advisory Board decides there is no basis to alter the grade, the process will terminate at that point. If the Registrar's Advisory Board recommends that the grade should be changed, it will request that the instructor make the change, providing the instructor with a written explanation of its reasons. Should the instructor decline, he or she should provide an explanation in writing. The entire matter will then be referred to the six elected faculty members of the President's Advisory Board who will be the final arbiters of the case. This faculty committee will examine all available information on the dispute, meet with the student and the instructor, members of the instructor academic department if appropriate, and others as it sees fit.

The faculty committee, after considering all the evidence, and upon concluding that it would be unjust to allow the original grade to stand, may then recommend to the Provost that the grade be changed. The Provost will provide the instructor with a copy of the recommendation and will ask the instructor to implement it. If the instructor continues to decline, the Provost will then change the grade, notifying the instructor and the student of this action. The Provost, following written instructions of the faculty committee, will effect a change in grade over the objection of the instructor who assigned the original grade. If the student remains dissatisfied with the result of the petitioning process, he or she may request that the Registrar insert a letter in his or her academic record, describing the process and outcome.
Disability Grievance Procedures

For section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990

Through policy and practice, Denison University is committed to providing all enrolled students equal access to campus programs, services and activities. The following procedures have been adopted to ensure and maintain the University compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990 under which no qualified student with a disability shall be denied access to or participation in programs, services or activities of Denison University. A qualified student is defined as one who meets the requisite academic and technical standards required for admission or participation in a post secondary institution programs and activities. A person with a disability is anyone with a physical or mental impairment that substantially limits one or more major life activities, such as walking, seeing, hearing, speaking or learning. In addition to those people who have visible disabilities, the definition includes people with a whole range of invisible disabilities. These include psychological problems, learning disabilities, or some chronic health impairments such as epilepsy, diabetes, lupus, cancer, HIV/AIDS, and more.

Request for Accommodations

Enrolled students should submit any request for accommodations to the Academic Support and Enrichment Center in Doane 102 for consideration. It is expected that prior to the consideration of such requests, students will provide recent professional documentation that speaks to the specific ability and the requested accommodations. Granted requests for academic accommodations will be specific to the documented needs of the individual student, e.g., extended time on in-class examinations, alternate testing locations, taped texts. Additional information regarding academic accommodations can be obtained in the Academic Support and Enrichment Center in Doane 102.

Complaints and Steps to Resolution

If a student has reason to believe that he or she has been denied equal access to any campus program, service or activity including requests for academic accommodations there are mechanisms in place to assist in bringing about a timely resolution.

Independent Resolution

Students are encouraged first to attempt to independently resolve concerns by initiating a meeting with the staff member, faculty member or student with whom there is a concern or disagreement. Concerns may be related to the response for a requested academic accommodation or to the belief that one rights as a student with a disability have been denied. Many times when both parties have the advantage of directly sharing their concerns, the matter can be resolved without further assistance. However, when the matter cannot be resolved independently, students are strongly encouraged to address such instances through the following steps.

Reporting A Complaint

Students who believe that their rights as defined under Section 504 of the Rehabilitation Act of 1973 and the Americans With Disabilities Act of 1990 have been denied need to report such instances to the Academic Support and Enrichment Center in 102 Doane. It is important that concerns are reported as soon as the student becomes aware of the situation and believes that independent resolution with the faculty member, staff member, office or student in question cannot be achieved. Timeliness in addressing concerns helps to ensure expedient resolution and minimal disruption to the student academic schedule. Any student bringing forth a complaint has the right to be assisted by a support person of his/her choosing from within the Denison University system. However the complainant is responsible for presenting his or her information. Advisors are not permitted to represent or participate directly in the resolution process.

Informal Resolution

After thoroughly reviewing the complaint with the reporting individual, the Director of Academic Support and Enrichment will meet with the other party and then, if necessary, jointly with both parties with the intended goal of seeking a mutually agreeable solution that preserves the student right to equal access and participation in services, programs, and activities at the University while maintaining the University commitment to academic standards of excellence within a residential community. If the complaint remains unresolved, it shall be forwarded to the Accommodations Review Board. Please note that the individual initiating a complaint maintains the right to request that the complaint be dropped rather than forwarded to the Accommodations Review Board. In such cases, the University reserves the right to informally address the specifics of the complaint and to mandate corrections, when warranted.

Formal Resolution

Unresolved complaints shall be forwarded to the Accommodations Review Board in the event of an unsuccessful informal resolution meeting. Complaints must be forwarded in a timely manner and in writing, including the name and campus address of the student initiating the complaint, the name(s) and address(es) of the individual(s) who allegedly denied the student rights, and a descriptive statement of the problem and its potential impact on the complainant.

Accommodations Review Board

The role of the Accommodations Review Board (ARB) is to formally hear and resolve disability related complaints that have not been resolved independently or through informal measures. The burden of proof that an accommodation was wrongly denied must be sustained by the student. Membership on the Accommodations Review Board includes two tenured faculty members appointed by the Provost, one faculty member from the Registrar's Advisory Board, the Registrar, and the Director of Institutional Equity and Diversity. The Director of Academic Support and Enrichment serves in ex-officio capacity. In the event the grievance is with the Academic Support and Enrichment Center, the Associate Provost will serve on the Accommodations Review Board in an ex-officio capacity.

Notification of Outcome and Appeal

The Accommodations Review Board shall meet in a timely manner upon receiving notification that a formal complaint has been filed. The Accommodations Review Board shall review the written formal complaint and related documentation and, if need be, call either or both parties for points of clarification or additional information. Written notification of the outcome shall be provided to both parties once a decision is reached. The decision of the Board is final.

Additional Avenues for Resolution

Filing a complaint within the University grievance system in no way precludes an individual's right to file a grievance with the Department of Education or the Department of Justice.

*definitions taken from Association for Higher Education and Disability (AHEAD) brochure.
Off-Campus Study
1. Students who enter Denison as first-year students must have completed at least 60 credit hours of study on campus. Transfer students may apply to study off campus after completing one year of study at Denison.
2. Students must have a minimum GPA of 2.5, but those with at least a 3.0 will be given preference. Petitions may be submitted requesting special consideration for students with a GPA under 2.5. Exceptions are rare.
3. Students may start the Denison approval process any time during their sophomore year. However, it is important to note that, while there is no deadline for Denison approval, specific programs do have deadlines. Please be sure to check with the Office of Off-Campus Study as early as you can.
4. Applications will be evaluated on the basis of:
  1. Academic performance
  2. Evidence of academic and social maturity
5. Permission to extend one's stay will be considered on a case by case basis. Such approval is not automatic and will be reviewed after first-time applicants have been considered.
6. The number of students approved to participate in off-campus study programs is limited to 10% of projected enrollment of the total student body per year.
7. Seniors wishing to study off-campus must receive permission from the Registrar's Advisory Board to waive the senior year residency requirement.
8. If you seek to transfer credit, you must get a transcript or a certificate of satisfactory work. This must state the number of class hours or tutorial sessions attended. Denison will accept a maximum of 16 hours per semester. Courses to be applied to the major or to the General Education requirements should be checked with the appropriate department. If you foresee a need to exceed the maximum limit of 32 credit hours in the major at the end of the Junior year, you must petition the Registrar's Advisory Board before you go on your program.
9. Students studying abroad in a setting in which English is not the native language will be required to study the native language while abroad. Students planning to continue the study of a language for which college credit has already been received should check carefully in advance with the Modern Language Department at Denison to ensure that there is no duplication in courses taken abroad.
10. The administrative fee charged to each student participating in an off-campus program is $560 per semester. However, students participating in a full-year program will be charged a reduced fee ($100) for the second semester of the same program. An administrative fee of $200 is charged for summer off campus programs. The fee is refundable only if the student notifies the University in writing of his or her decision to withdraw from the program prior to the due date for semester bills.
11. Independent Study credit (maximum of 4 credits) requires pre-registration. If more than 4 hours is sought, secure advance approval from the Committee on Independent Study.
12. Students who withdraw to attend off-campus programs not endorsed by Denison, or who go on an off-campus program without approval will not have their course credits transferred to Denison.
Calendar and Final Examination Week Regulations
1. Each semester should comprise approximately 14 weeks, including 70 class days and an examination week. The Registrar will be responsible for compiling and submitting calendar proposals for review and approval by the Academic Affairs Council and the Senior Staff.
2. In order to allow students reasonable amounts of time to prepare for finals, the following procedures should apply:
  1. Final exams are to be administered only during the assigned times. Instructors are not to impose upon the students' study days nor should students pressure instructors for early administration of an exam.
  2. There shall be 12 exam slots distributed as proportionally as possible by the Registrar over the five days of exams. Two days of finals will usually be selected for evening exam slots. Additional examination slots may be added as deemed necessary.
  3. Travel plans are not acceptable excuses for requesting a change in the final exam schedule. The final exam schedule is normally posted at the pre-registration time and at the beginning of the term, and should be consulted when making travel plans.
3. No final examinations (i.e., cumulative examinations having a significant impact on a student's final grade) or major papers given in lieu of a final examination, may be given during the last week of classes; final examinations may be given only during the time period assigned by the Registrar.
4. Participation in commencement exercises requires the satisfactory completion of all academic requirements and other matters deemed essential by the University. Exceptions are not made to this regulation.
Athletic Participation and Class Attendance

University policy states that student-athletes may have up to the equivalent of 3 hours of class absences per course per semester for participation in athletic contests. Absences beyond the 3 hours need not be granted, but may be permitted at the professor's discretion (absences will not be allowed for practices, scrimmages or non-traditional season play). If student-athletes are engaged in post-season play beyond the conference tournament, they will be granted excused absences for missed classes. Student- athletes are responsible for notifying their professors in advance of projected absences, and must arrange to make up missed work or complete an alternative assignment to satisfy the course requirements. If any of the absences are for class activities that cannot be made up, the professor may deny approval for the excused absence. Coaches, advisors, and student-athletes should make every effort to design course schedules so as to minimize the possibilities of conflict between the student's academic responsibility and their participation in intercollegiate athletics.
Eligibility Rule For Intercollegiate Athletics

Academic Eligibility: In conformity with NCAA regulations pertaining to athletic eligibility, students wishing to participate in the Denison University Intercollegiate Athletic Program must be in good academic standing (minimum cumulative average of 2.0 and be enrolled in a minimum of 12 semester hours as a full-time student). Students not in good academic standing may participate in practices and other aspects of the sports program, but may not participate in intercollegiate games or in intercollegiate scrimmages.

Social Eligibility: A student on Disciplinary Probation is not eligible to participate in varsity athletic competition (including club sports). If an athlete is charged, either on or off campus, with an action that is likely to be punishable with disciplinary probation, suspension or expulsion, and there is sufficient evidence to substantiate the charge as determined by the Associate Dean of Students, the student will not be permitted to represent the university from the time that the student is charged until the time the student is officially notified of the judicial outcome.

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