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Academic Regulations

General Policy

Our Lady of the Lake University of San Antonio believes that the collective quest of the University community for self-realization can take place most effectively when there are some common understandings about how this joint endeavor of faculty and students is to be achieved. The University’s academic regulations, therefore, codify some of these understandings so that the collective educational enterprise will be one of order and harmony.

The University also believes, however, that the best educational program is person-centered, one which can help students develop as individual persons along all the dimensions where growth appears necessary or desirable, without separating the intellectual from other aspects of individual development. Further, it holds that self-liberalization and self-realization take place best in an atmosphere of personal freedom, intellectual self-determination, and open communication.

Because a university is an ongoing enterprise that can carry out its mission only through constant adaptation to new needs and changing circumstances, Our Lady of the Lake University reserves the right to change any of its educational policies or procedures (including admissions and graduation requirements, curricular scope and content, schedule of offerings, fees and refunds, and regulations affecting students) at any time with notice to students.

The University also reserves the right to refuse to admit or readmit, or to dismiss any student at any time within policy, rules and regulations.

Academic Advising Procedures

A faculty or professional staff member assists each student in preparing a degree plan, approves the student's course schedule for each enrollment period, and assists with any academic problems that may occur. Although students are expected to avail themselves of the adviser's assistance wherever needed, each student individually assumes the final responsibility for the selection of courses meeting degree and certificate requirements. The adviser's approval is not required, but highly suggested for students registering for courses, adding, dropping or changing courses in person with the Registrar's Office. The adviser's approval is required for taking courses at other institutions, and for exemptions from academic regulations. Regular consultations with advisers are recommended for all students.

Registration Procedures

Students must register in person or online by the last registration day as noted in the official University calendar. Students who register after the last official day of early registration will be charged a late fee.

Weekend Degree Program students may register through the online registration system, by phone, fax, email or in person in the Weekend College in San Antonio or the Weekend College Office in Houston for courses offered at that location. Registration for courses at off-campus locations follows procedures and policies determined by the Weekend College Office.

The University reserves the right to cancel on-campus courses for which the enrollment is fewer than 10 students and off-campus courses for which the enrollment is fewer than 20 students.

Cross-Registration (Inter-Institutional Registration)

Bilateral agreements between the institutions of the United Colleges of San Antonio (UCSA) permit simplified procedures for student cross-registration. Our Lady of the Lake University students may enroll in courses at the University of the Incarnate Word, Oblate School of Theology and St. Mary’s University through the same process by which they enroll for courses at their home campus.

Information/restrictions concerning Cross-Registration:

  1. Students at any UCSA institution may, with appropriate authorization of that institution, register for courses at the graduate or undergraduate level at the other institutions, provided all academic prerequisites of that institution offering the courses are met.
  2. Students cross-registering at the secondary institution shall pay tuition at their "home" institution, plus any applicable course fees. Students must meet all applicable academic prerequisites and shall be subject to class attendance rules, grading policies, disciplinary regulations, and grievance procedures of the offering institution as these affect the course(s) taken.
  3. Students may cross-register at and through their home institution for courses at the secondary institution, processing their registration and paying their tuition and applicable course fees at the home institution.
  4. Restrictions to cross-registration process:
    1. Independent study courses and individual instruction
    2. Doctoral-level courses and programs
    3. Developmental (precollege), 1000 and 2000 level courses will not be available for cross-registration unless exempted from the restriction by the appropriate college or school dean of from the institution to be attended. Such exemption may be for a specific student enrolled or for a course.
    4. Weekend College courses at Our Lady of the Lake University
    5. ADCaP courses at the University of the Incarnate Word
    6. School of Law courses at St. Mary's University

Procedures for OLLU students registering for Inter-Institutional courses:

  1. Obtain and complete the "Request for Cross-Registration" form from the Registrar's Office. Obtain all required OLLU signatures.
  2. Obtain signatures from the Chair of the Department/Dean of the School and Registrar's Office from the institution where the course will be taken.
  3. Submit original (signed) copy of "Request for Cross-Registration" form with approval or add/drop from to the OLLU Registrar's Office for processing. Allow two working days for processing each request.
  4. Student is responsible for notifying the Registrar's Office of any changes made to the registration, i.e. cancellation of sections, dropping and/or adding sections/courses.

Class Attendance

Punctual attendance at each class and laboratory period is an obligation of the student. For some classes, the attendance requirements are determined by the college, school or department; for others, the individual faculty member sets attendance requirements in keeping with the nature of the course and the level of the students. Failure to conform to attendance requirements may subject a student to a failing grade or institutional withdrawal.

The University is required to monitor attendance for certain categories of students, such as those attending on Veterans Administration benefits, and to report these attendance records to the agency concerned.

Withdrawal Procedure

A student may initiate a withdrawal from a class only by presenting the properly signed withdrawal forms to the Registrar's Office. Informal notice to faculty neither cancels registration nor the student’s contract with the Student Business Office.

The University may initiate an institutional withdrawal for disciplinary reasons or for students who are delinquent or in default of payment. Students on institutional withdrawal are prohibited by University policy from continuing their coursework.

Faculty members may initiate the withdrawal of student(s) enrolled in their class(es) by submitting a request to the Registrar’s Office. Upon completion of the withdrawal procedure in the Registrar’s Office, the student will be withdrawn with a grade of WI.

Repeating Courses

If a student repeats a course, the last grade received (excluding grades of Q, W, AU, WI or NC) is the permanent grade for the course. Any previous grade earned for the course remains on the transcript but is no longer computed in the grade point average.

Assessments and Examinations

To receive course credit, students must be able to demonstrate attainment of the course’s specified academic outcomes. Faculty members may use various kinds of evaluative tasks for this purpose, including quizzes, examinations, papers, reports, laboratory work, special projects and external assessments. Students are expected to meet faculty specifications and deadlines for these assessment activities.

A final examination period is scheduled in every session to permit faculty to give two-hour final examinations. In the week prior to final examinations, no new long assignments may be given, although regular class assignments may be given, and long-range assignments, such as term themes, which have been given several weeks in advance, may be due.

Faculty may, at their discretion, waive any part of a course assessment, including a final examination, provided that the remaining elements of the course assessment ensure an adequate evaluation of all essential student academic outcomes or course objectives. If an adequate assessment is not otherwise available, however, a faculty member is never obligated to waive a final examination or any other assessment element, even for a graduation candidate or a student with a disability.

Grading System

In the explanation below, "I" followed by a grade indicates student received an "Incomplete" grade which has been completed and changed to the specified grade. E.g, "IA" means a student received an "I" but later completed the work and earned an "A."

A+, A, A- (IA+, IA, IA-)

Indicates excellent achievement demonstrated by

  1. Competency and accuracy of knowledge
  2. Sustained and effective use of knowledge
  3. Independence of work
  4. Originality (Grade points: 4.00)

B+, B, B- (IB+, IB, IB-)

Indicates satisfactory achievement in the same factors listed under the "A" grade. (Grade points: 3.00)

C+, C, C- (IC+, IC, IC-)

Indicates below-average performance. (Grade points: 2.00)

No more than six semester hours of "C" grades may be counted toward a master's degree; these must be balanced by "A" grades in other degree required courses. "C" grades may not be counted towards doctoral degrees.

D+, D, D- (ID+, ID, ID-)

Unsatisfactory work; does not count toward a master's degree; does not fulfill course requirements or prerequisite and must be repeated; will result in being placed on Scholastic Probation for the next nine hours of course work at the University. (Grade points: 1.00)

P - Indicates "pass" on the Pass-Fail system; awarded for the achievement of the minimal objectives of the course. (Grade points: "P" not counted in grade point average; "F" counts same as "F" grade below)

NOTE: The Pass-Fail option is available to graduate students only when the entire class is offered under this option.

I - Indicates incomplete work; used at the discretion of the faculty member when a student has legitimate reasons for being unable to complete requirements on time. (Grade points: not counted in grade point average)

At the time the grade is submitted, the faculty member selects a date by which the work must be completed. The date may be earlier than the standard date but may not be later than the end of term in which the standard date is included. If a specific date is not assigned by the faculty member, the standard date (six weeks into the next long term) will apply.

NOTE: Deadline for changing Incomplete grades:

  1. "I" grade received in the Fall Term must be removed during the first six weeks of the Spring Term.
  2. "I" grade received in the Spring Term must be removed during the first six weeks of the Fall Term; however, in the case of those students who may be liable for academic discipline, the incomplete grade must be removed within the first six weeks of the Summer Term.
  3. "I" grades received in the Summer Term must be removed during the first six weeks of the Fall Term.

A faculty member may request from the Registrar an extension of time for the removal of incomplete grades. Exceptions may not extend beyond the end of the term in which the incomplete is due to be completed.

An incomplete grade which has not been removed within the allotted time automatically becomes an F. An "I" grade cannot be changed to AU, NC, Q, W, WI or X.

Q - Indicates official withdrawal from a course during refund period. (Grade points: not counted in grade point average)

W - Indicates official withdrawal from a course after refund period. (Grade points: not counted in grade point average)

Note: Specified deadlines to drop classes for each session are listed on the narrative calendars posted on the Registrar's website.

AU - Audit — Indicates non-credit. (Grade points: not counted in grade point average)

NC - No credit — indicates credit not granted for course. (Grade points: not counted in grade point average)

F - Indicates failure; removed from grade point average when course is successfully repeated; causes master's and doctoral students to be placed on Enforced Scholastic Withdrawal. (Grade points: 0.00)

X - Indicates that the work of the course extends over more than one term. Given in approved practicum, internship, field experience or thesis courses, and replaced by the appropriate letter grade when the work is completed. (Grade points: not counted in grade point average)

May also be used for mid-term grades for practica, internships or field experience.

WI - Indicates the student was withdrawn from the class by action of the faculty member or administration. (Grade points: not counted in grade point average)

Grade Point Average

The grade point average is obtained by dividing the grade points earned by the grade point divisor. For more information on calculating a grade point average, visit www.ollusa.edu/registrar. The cumulative grade point average used for most records is based on the total grade points earned from courses taken at OLLU and credit accepted in transfer. Although faculty may at their discretion add pluses or minuses to letter grades, these distinctions are not calculated in the grade point average. A cumulative grade point average of 3.00 is required for graduate degrees.

Weekend College Program

Weekend College encompasses the University’s nontraditional weekend, online and continuing education programs. Weekend College began in the fall of 1978 as a scheduling alternative to allow undergraduate and graduate students who cannot attend regular day and evening classes, year-round, to earn their degrees by attending classes on alternate weekends during the fall, spring and summer terms. Since the number of classroom hours is usually less than that of "regular" classes, the Weekend College programs are highly concentrated learning experiences for mature adults.

Currently, Our Lady of the Lake University offers undergraduate, graduate and Weekend College degree programs in three Texas cities: San Antonio, on the main campus; Houston, in cooperation with Lone Star College System’s University Center in The Woodlands; and Harlingen, in cooperation with Texas State Technical College. Undergraduate, graduate and doctoral degrees currently offered through Weekend College include the Bachelor of Applied Studies, Bachelor of Arts, Bachelor of Science, Bachelor of Business Administration, Master of Arts, Master of Arts in Teaching, Master of Science, the Master of Business Administration and a PhD in Leadership Studies (note: not all degrees are available at the various locations). For specific degree offerings, contact the Weekend College Office in San Antonio or Houston.

Other Learning Alternatives

For the needs of various constituencies, the University has additional types of learning alternatives. These include: regular late afternoon and evening classes; courses at off-campus locations such as businesses; institutes on special topics; self-paced courses; programmed instruction; audio-tutorial instruction; computer-assisted learning; distance learning via the internet, independent study; internships and practica in professional fields; and study tours (local, regional, national and international).

Application for Degree

No later than one term before the date on which a degree is to be conferred, a degree candidate must file with the Registrar an application for degree. At the same time, the adviser must present to the Registrar an up-to-date, signed degree plan.

Degree candidates who are taking courses at other institutions in their final term must make arrangements with the faculty at the other institution(s) to have final grades submitted to the Our Lady of the Lake University Registrar’s Office by the deadline specified in the University calendar.

For students completing courses at other institutions, participation in graduation will be permitted, but letters of completion, verification of degree and Our Lady of the Lake University transcripts will not be released until official transcripts from the other institutions have been received in the Registrar’s Office.

Commencement Exercises

Our Lady of the Lake University confers degrees in May, August and December. Commencement Exercises are held in San Antonio in May and December. Students who complete requirements in August may participate in December Commencement Exercises. Degree candidates will be notified of place and time for ordering caps and gowns. Invitations may be ordered at that time also, the cost of which will be incurred by the student.

A student who has completed all degree requirements may request a letter from the Registrar indicating that the degree will be formally conferred at the next degree-conferring date. Students must also clear obligations with the University, obligations may include exit interviews, financial balances, overdue library books and fines.

Student Academic Grievance

The University provides a uniform method by which students can pursue grievable issues. An academic grievance is an allegation that something has occurred that violates existing University policy or established practices, or is intrinsically wrong. Grievable issues include complaints about alleged violations of the institution's academic policies (e.g., application of grading policies), about unfairness in the application of policies (e.g., accusation of plagiarism or cheating), or other academic matters. For other potential violations of student rights, students should consult with their advisor or Student Life.

Evaluation of a student‘s academic performance in a course or program of the University, when conducted by a faculty member, is presumed to be valid unless there is proof that the evaluation was significantly and adversely affected by prejudice (bias against the student as an individual or as a member of a group or class) and/or capriciousness (unjustifiable deviation from generally acceptable academic standards or procedures, or from explicit understandings established for the course or through the course syllabus, which is the de facto contract for course objectives, requirements and expectations).

If a student has good reason to suspect that prejudice or capriciousness significantly and adversely affected an official final evaluation of performance in a course or program or the student is being treated in an arbitrary or capricious manner by a faculty member, the student should present this concern to the faculty member and request a reconsideration of the academic matter within 30 working days of the event upon which the complaint is based. The complete procedure on how to file a Student Academic Grievance is available in the Student’s Handbook or on the Registrar’s site in the OLLU Portal (https://myollu.ollusa.edu).