2021-2022 Undergraduate General Catalog

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Academic Policies

General Academic Policies

Class Attendance

Class attendance is expected of all students. Instructors will outline their specific attendance policies during the opening meeting of the class. These attendance expectations are also to be included in the course syllabus. Students who find it necessary to be absent because of illness or other reasons should notify the instructor before the class period. Students missing class or arriving late assume responsibility for communicating with the instructor. Instructors may require students to provide verification of reasons for absence. Instructors have the right to request an unofficial withdrawal of a student from their course for non-attendance and lack of communication. Faculty and staff wishing to take students off-campus for field trips, conferences, tours, athletic competitions, etc., must submit a roster to the Dean of Students Office at least one week in advance. Instructors are encouraged to make arrangements to accept course work, administer examinations ahead of time or allow make-up work, but reserve the right not to do so.

Unofficial Withdrawal

If the Registrar’s Office receives confirmation from all of a student’s faculty that a student has ceased attending all courses without explanation, the Registrar will withdraw that student from all courses.

Academic Classification

Classifications are based on the attainment of the following number of credit hours earned;

Freshman 0-27.99
Sophomore  28-57.99
Junior 58-89.99
Senior 90 and higher

Academic Integrity

Academic Integrity is vital to the academic environment at Augustana because it involves the search for and acquisition of knowledge and understanding. Evaluation of each student’s level of knowledge, understanding, and ability to synthesize and integrate materials requires tangible assessment via reports, examinations, and homework. Any willful misrepresentation of the relation between the work being evaluated and the student’s actual state of knowledge is an act of academic dishonesty. The following is a partial list of examples:

  • Plagiarism
    • Using the exact language of someone else without the use of quotation marks and without giving proper credit to the author
    • Rearranging another’s ideas or material and presenting them as though they are one’s original work without giving appropriate acknowledgment
    • Submitting a document written by someone else as one’s own work
  • Paying for or obtaining another’s work and submitting it as one’s own
  • Giving or receiving answers to an exam
  • Copying, with or without another person’s knowledge, during an exam
  • Doing class assignments for someone else
  • Submitting a paper that has been purchased from a commercial research firm or the web
  • Fabricating items on a bibliography
  • Obtaining an unauthorized copy of a test in advance of its scheduled administration
  • Using unauthorized notes during an exam
  • Collaborating with other students on assignments when it is not permitted
  • Altering answers on a scored test and submitting it for a re-grade
  • Accessing and altering records in a grade book
  • Stealing class assignments from other students and submitting them as one’s own
  • Fabricating laboratory or research data
  • Destroying, stealing or sabotaging the work of other students
  • Resubmitting a previously graded assignment for a different course

Honor Code

As a community of scholars, the students and faculty of Augustana University commit to the highest standards of excellence by mutually embracing an Honor Code. As a University of the Evangelical Lutheran Church of America, we understand the individual and collective responsibility we have in fostering integrity. Ultimately, our purpose is to be an engaged body of academically excellent, highly articulate, and morally centered persons who learn about and examine the world together. We believe that only when we are honest with ourselves and each other can we begin to contribute to the world in a meaningful manner. Augustana’s Honor Code consists of inter-related elements that guide scholarship and learning; the Honor Pledge, the Honor Board, and a set of judicial procedures that guide the University’s adjudication of academic integrity violations. The complete procedures for implementation of the Honor Code are at www.augie.edu/honor.

Honor Pledge

The Honor Code states the principles that guide our work together. Students will sign an honor pledge on every examination and other assignments deemed appropriate by the faculty member. The Honor Pledge is as follows;

“On my honor, I pledge that I have upheld the Honor Code, and that the work I have done on this assignment has been honest, and that the work of others in this class has, to the best of my knowledge, been honest as well.”

Honor Board

The Honor Board has the responsibility for administering the Honor Code by developing the rules of procedure and educating the campus community about academic integrity. The ten-member Honor Board is composed of six students, four faculty members, and the Associate Vice President for Academic Affairs who serves as the Chair of the Board. All have voting privileges except for the Chair of the Board.

Honor Code Rights and Responsibilities

We aim in all our work to foster integrity as an abiding characteristic of the Augustana community. To that end, the Honor Code is rooted in a shared covenant between faculty and students. The responsibilities of every faculty member and student as vital participants in the Honor Code are defined as follows:

Faculty Rights and Responsibilities:

  1. Faculty autonomy is to be safeguarded, as the work of the classroom is primarily the responsibility of faculty members.
  2. Faculty members will choose whether or not to proctor examinations.
  3. All faculty members will include statements that affirm the Honor Code in their syllabi. These statements will include descriptions of likely penalties. Uniform language will be provided for faculty members to use.
  4. The faculty members will include the Honor Pledge on every examination and on other assignments as deemed appropriate by the faculty member.
  5. The faculty member will contact in a timely manner any student who does not sign the Honor Pledge.
  6. The faculty member who brings forward evidence of instances of academic dishonesty will be responsible to testify if the case is forwarded to the Honor Board.

Student Rights and Responsibilities:

  1. Students shall have a right to due process. This shall include the right:
    1. to be informed of the nature of the violation,
    2. to a fair hearing of the evidence leading to a decision in the case, either by the professor involved or (at the discretion of the professor involved) by the Honor Board,
    3. to be accompanied to any hearing before the Honor Board by an advisor from the Augustana campus community,
    4. to request an appeal.
  2. Students will be expected to sign the Honor Pledge after each examination and on other assignments deemed appropriate by the faculty member.
  3. Students who do not sign the pledge will be contacted by the instructor in regard to the reason. Students who do not sign the Honor Pledge because they have observed dishonest behavior by other students will need to provide written testimony in the event that the case goes to a hearing before the Honor Board, but will not be obligated to testify in person and will also remain anonymous.
  4. Students found to be in violation of the Honor Code shall not be permitted to withdraw from the class in which the violation occurred.

Honor Code Determinations:

At a minimum, a student found to have violated the Honor Code will be placed on disciplinary warning.
  1. A disciplinary warning is a written notice that the student has violated the Honor Code.
  2. If a disciplinary warning is issued, further violations will likely lead to disciplinary probation, suspension, or expulsion.

Other consequences include, but are not limited to:

  1. Failure of the assignment or examination.
  2. Failure of the course.
  3. Disciplinary probation; a written reprimand for violation of the Honor Code. The probation specifies the period and conditions of the consequence. The written conditions shall also give the student notice of any consequences related to further violation of the Honor Code during the probationary period. If disciplinary probation is issued, further violations will likely lead to a suspension, or expulsion.
  4. Recommendation to the Associate Vice President for Academic Affairs to suspend from the University. A suspension is a separation of the student from Augustana for a definite period of time, after which the student is eligible to return. Conditions for readmission may be specified.
  5. Recommendation to the Associate Vice President for Academic Affairs to expel from the University. An expulsion is a permanent separation of the student from Augustana University.

Note: Any student who receives disciplinary action becomes ineligible to run for or continue in any elected office or appointed position for at least one year with any of the following organizations including but not limited to: ASA Student Senate, Union Board of Governors, the Mirror and New Student Orientation.

Academic Probation/Dismissal Procedures

Probation/Dismissal/Eligibility:

Students are placed on or removed from academic probation at the end of any term (fall, interim, spring or summer), and students are dismissed from the University at the end of any fall, spring or summer semester based on the following criteria:

Credit Hours Augustana GPA which results in probation
0 – 27.99 0 – 1.70
28 – 57.99 0 – 1.80
58 – 89.99 0 – 1.90
90 and higher 5 – 1.99

Students who earn a semester GPA of 1.50 or less may be considered for probation regardless of cumulative grade point average.  Students who earn a 1.50 or less for two consecutive semesters may also be reviewed for dismissal regardless of the cumulative GPA.

  1. Students who have been on probation for a semester, and do not raise their cumulative grade point average above the probation range may be dismissed from the University. Students who do not raise their cumulative GPA over the minimum, yet earn a semester GPA of 2.0 or higher will be considered for continued probation.
  2. The academic probation/dismissal status of students shall be in effect the first day of the term following the decision. For example, actions taken at the end of Fall Semester 2021 go into effect on the first day of Interim 2022. Actions taken at the end of Spring Semester 2022 go into effect the first day of Summer term 2022, or Fall Semester 2022 if the student is not enrolled in courses for summer.
  3. Student organizations have the ability to limit participation for those students on continued academic probation based on their Augustana grade point average and the student's academic standing. The faculty or staff leader of each organization will be responsible to communicate with the Registrar's Office to determine which students, if any, fail to meet the organizations by-laws. 
  4. Students may be restored to good standing at the end of any term (fall, interim, spring or summer) their Augustana grade point average exceeds the grade point average listed above.

Petition Processes:

  1. A student may petition a dismissal decision to the Admission and Re-Admission Committee. The Committee will normally consider such a request only after the student has been away from Augustana for one semester.
  2. The student petition shall be submitted to the Registrar no later than 28 days prior to the beginning of the affected semester. The Committee will convene as necessary if petitions are submitted. Each petition must contain:
    • A statement about the circumstances that led to the dismissal/probation decision.
    • A verifiable plan that details efforts to be taken that will prevent a re-occurrence of the problem. This plan will be written in conjunction with the student’s academic advisor.
    • The student may request an appearance before the Registrar.
  3. Student organizations that have an academic probation policy are responsible for communicating the petition process. However, it is not mandatory that student organizations offer the right to petition.

 

 

Grading System

The following grades are used in the evaluation of academic achievement:

Grade  Quality Point
A+ 4.00
A 4.00
A- 3.70
B+ 3.30
B 3.00
B- 2.70
C+ 2.30
C 2.00
C- 1.70
D+ 1.30
D 1.00
D- 0.70
F 0.00

S/U: Satisfactory (C- and above)

   Unsatisfactory (D+ and below); no quality points (not used in calculation of GPA)

I: Incomplete

IP: Course in progress

VS: Indicated on the transcript for a successfully completed audit

VU: Indicated on the transcript for an unsuccessful audit

The grades of F, U, VS, and VU earn neither credit hours nor quality points

All repeated courses remain on the transcript with only the highest grade used in calculating the grade point average.

*CEEL, Student Teaching, and Practicum courses are always graded S/U, as are the departmental courses so designated in this catalog. Other participation courses (typically numbered 095-098), some Internships, and some Interim courses may be graded S/U. Students may also elect to have S/U grading applied to a maximum of two courses (8 credit hours) that are regularly graded A-F. Students choosing this option must notify the Registrar’s Office in writing by no later than the last day to drop a course with a W (see the academic calendar each semester).

In Progress Grades

In progress (IP) grades are given only for courses taken under the Independent Learning Program or special project courses requiring more than one semester to complete. An IP grade is changed to an F one year after the beginning of the term in which the course was begun. Approved IP graded courses include:

  • Independent Scholarship
  • Internship
  • Senior Seminar
  • Independent Study
  • Practicum
  • Student Teaching

Incomplete Grades

The student must initiate a request for an incomplete grade (I) before the end of the academic term. An incomplete (I) is a temporary grade which the instructor may choose to give a student. The assignment of an incomplete grade is only appropriate when extraordinary circumstances beyond the student’s control, such as illness or necessary absence, have prevented the student from completing the course requirements at the end of the academic term. Incomplete grades are not to be given due to unsatisfactory work done in the course.

The student must have successfully completed a substantial portion of the course’s work in order to receive an incomplete grade.

The standard due date for all course work and grades will be midterm of the following semester. (Fall and Interim incomplete grades due late March; Spring and Summer incomplete grades due late October.) If an alternate date is arranged with the student and the instructor, the instructor must notify the Office of the Registrar. In no event may the due date exceed one year.

Once the due date has passed, if a Change of Grade form has not been submitted to the Office of the Registrar, the incomplete grade will automatically change to an “F”.

When a student is assigned an incomplete grade, that individual is not eligible to be included on the Dean’s List for that particular term.

Grade Review and Grade Changes

Academic excellence and integrity are important to the faculty and students of Augustana University. If a student disagrees with a grade, they have the right to voice their concern. Evaluation of student work and assignment of grades on the basis of established academic criteria are the responsibility and prerogative exercised by each individual instructor. It is the responsibility of the student to maintain all documentation for his or her classes, including copies of all syllabi, assignments and grades earned.

If an instructor discovers a grading error, he or she may submit a Grade Change Form to the Office of the Registrar no later than the end of the following term. The only basis for a grade change is an error in grade assignment or calculation. Grades cannot be changed on the basis of additional work submitted or examinations retaken after a grade has been submitted, with the exception of "I" and "IP" grades.

If a student believes a grade was assigned in error, because of a mistake in calculation or an error in recording a grade, the student should consult the instructor before the end of the second week of the following term. Students should be aware that, as a result of review, a grade may be raised, lowered or left the same. If the instructor agrees that a change should be made, a Grade Change Form should be submitted to the Office of the Registrar no later than the end of the following term.

Fall semester grade review requests – no later than mid-February

Interim (January term) grade review requests – no later than mid-February

Spring semester grade review requests – no later than mid-September

Summer term grade review requests – no later than mid-September

Grades may not be changed for any reason after one year. If the student needs a changed grade, he or she will need to repeat the course.

Grade Appeals

Students have the right to be protected against prejudiced or capricious academic evaluation. A student who wishes to appeal a final course grade on these grounds should first appeal to the instructor. This action should end the matter in most cases, but if not, the student should follow the Academic Grievance Procedure in the Catalog.

Grade Appeals fall under the same timeline as Grade Reviews. The process must begin no later than two weeks into the term following the contested grade:

Fall semester grade review requests – no later than mid-February

Interim (January term) grade review requests – no later than mid-February

Spring semester grade review requests – no later than mid-September

Summer term grade review requests – no later than mid-September

Academic Grievance Procedure

The academic grievance procedure shall be used in all cases involving grievances by students involving faculty or other students concerning alleged academic injustices relating to grades, or unprofessional conduct.

Step 1

The student shall take a complaint to the instructor within two weeks into the following term (mid-February for Fall or Interim issues; mid-September for Summer or Spring issues.) If the student feels unable to approach the instructor, the grievance may be taken to the chair of the department or program director in which the instructor is a member (if the instructor is the department chair/program director, the grievance should be taken to the division chair or school dean). If the grievance is redressed or the student is satisfied in this meeting with the instructor or the department/division chair (or program director/Dean), the matter is settled.

Step 2

If the student is dissatisfied with the instructor's response to the grievance the student may take the grievance to the chair of the department or program director in which the instructor involved is a member or to the division chair or school dean if the instructor is the chair of the department or program director. This appeal must be brought within one week of the unsatisfactory response to the initial statement of grievance. The department (or the division) chair (or program coordinator/dean) shall require the student to submit the grievance in written form and shall ask for a written response from the instructor involved. On the basis of this information and any other that the department (or division) chair (or program coordinator/dean) shall judge pertinent, the chair shall render a decision. This decision shall be given to the student in writing and a written record of the decision and its basis must be kept by the chair and shared with the instructor. If the student and the instructor are satisfied, the matter is settled.

Step 3

If the student or the instructor feels dissatisfied with the decision regarding the grievance rendered by the department (or division) chair, either may appeal the decision to the Provost within one week of the unsatisfactory decision. This appeal must be in writing and must indicate why an appeal should be heard. The Provost shall ask the department (or division) chair (or program coordinator/dean) for the written record of the grievance procedure to that point. The decision of the Provost is final.

Transcript Audit

A transcript audit allows the student to attend class. It also implies that at a minimum, class was attended on a regular basis and whatever additional requirements agreed upon between the class instructor and student were successfully completed. The Registrar’s Office shall record this experience on an official transcript with a grade of successful audit (VS) or unsuccessful audit (VU). A fee will be charged. Students can participate in an audit only when space is available in the course. Contact the Registrar’s Office for more information.

Academic Renewal

A student who has not been enrolled at Augustana for four consecutive years may petition to have the previous grade point average earned prior to the four year period not be included in the student’s cumulative grade point average. The courses will appear on the transcript, but will not be used in computing the grade point average. Any credit hours earned will count toward the graduation requirement. The statement, “Academic Renewal Declared on (date)”, will appear on the transcript. Once academic renewal has been declared, it is final and irreversible. Academic renewal may be used only once in a student’s academic career. The petition for exception to a published academic regulation shall be the form used to make this request, and can be obtained from the Registrar’s Office.

Late Registration

While full-time sophomores, juniors, and seniors normally register for the Fall Semester in the preceding spring and for the Spring Semester in the preceding fall, late registration is possible through 5:00 p.m., the third day after the beginning of classes. Only in exceptional cases will a student be allowed to register after this time.

Withdrawal and Readmission

Students who believe they should withdraw from Augustana must confer with the Dean of Students Office relative to 1) the implications and advisability of leaving Augustana; 2) the procedures to be followed; and 3) returning to Augustana at some future time if appropriate. A student who exits the University and bypasses the procedures listed above will receive grades of F, and will be ineligible for the customary adjustment on education fees.

For information about Augustana's refund policy, see the Financial Information section of this catalog.

An individual who has previously attended Augustana and desires readmission may contact the Office of Admission for information.

Non-Augustana Courses

Students seeking to earn credit toward a degree by taking a course from an accredited college or university must secure the written permission from the Registrar if the course is for elective or general education credit as well as the chair of the department if the course is for a major. This must be submitted to the Registrar’s Office before beginning the proposed course work. This is for students taking courses during the semester, as well as during the summer. Students are responsible for having an official transcript mailed to the Registrar’s Office upon completion of the coursework. The GPA will transfer in to count toward the student’s cumulative GPA at Augustana.

Policies for Course Credits and Exemption Examinations

Augustana recognizes that students may have gained knowledge and skills through prior studies or experience which is equivalent to one or more college courses. Therefore, Augustana provides a variety of ways in which students may demonstrate knowledge and skills and receive credit or an exemption from a requirement.

Advanced Placement

The College Entrance Examination Board’s Advanced Placement Examinations (AP) are used by the University in awarding academic credit to students who achieve a score of 4 or 5 on an AP examination. Students interested in obtaining credit on the basis of such examinations should consult with the Office of Admission. Details of course equivalencies may be found on the Academic Advising website.

College Level Examination Program (CLEP)

Augustana will grant credit based upon successful completion of most College Level Examination Program Subject Matter Examinations. The University does not grant credit for CLEP General Examinations.

  1. Augustana uses the recommended score for awarding credit as contained in the CLEP Subject Examination Policy.
  2. Students may take these examinations either prior to or after enrolling at Augustana. Students who achieve the minimum passing score or higher will have the equivalent Augustana course noted on their transcript, with credit granted towards graduation requirements. When appropriate, they will also be excused from the corresponding course in the core requirements.
  3. Augustana is an “closed” CLEP testing center making CLEP testing available to our students only.

Department Proficiency Exams

Currently Augustana offers three departmental examinations. These are ENGL 110, COMM 110, and PHIL 120. Upon successful completion of any of these examinations and the payment of a processing fee, a student receives credit for the course. For more information about the CLEP or departmental proficiency exams, contact the Student Success Center.

International Baccalaureate Exams

Academic credit is granted on a course-by-course basis for International Baccalaureate Higher Level examinations in which the student has received a score of 4 or higher.

Life Experience Credit

Augustana is eager to assist adult-learners pursue baccalaureate degrees through the evaluation of college-level learning gained from life experiences. By following suggested guidelines, adults may receive up to twenty-six semester hours of credit toward their degree through this option. Course credit is given for academic learning related to experience, not for work experience alone. Contact the Office of the Registrar for more information.

Transfer Credit

Students who successfully complete an academic course offered by an accredited college or university meet the requirements for transfer credit.

  • Courses must be countable toward a degree at the institution where they were taken (no developmental or remedial courses may transfer in).
  • Courses must be acceptable toward an Associate of Arts, Associate of Science, Bachelor of Arts, and/or Bachelor of Science degree at the institution where they are taken.
  • Grades and GPA transfer in - the Augustana transcript will have a noted Augustana GPA, a transfer GPA, as well as a cumulative GPA.
  • Course descriptions and/or syllabi are reviewed to make appropriate equivalencies.  All other transferable courses are counted as general electives toward the graduation total credit hour requirement.
  • A course equivalency database can be found here: https://my.augie.edu/ICS/Academic_Info/Transfers/
    This is not an exhaustive list, but will give guidance based on courses previously transferred into Augustana University.

Contact the Office of Admission, or the Registrar’s Office for more information.

Former Augustana Students

Students previously enrolled at Augustana must submit a Returning Student Application. This will allow the University to confirm your eligibility to return. Students who are interested in returning should contact the Registrar’s Office. An official transcript of any coursework completed at another institution since you last attended Augustana is required.

Veterans

Veterans should request that their transcript(s) of high school and/or college credits be sent to the Office of Admission. GI Bill® or other veteran educational benefits can be applied toward college expenses. Graduate degree programs are also covered by Veterans Affairs under Title 38, U.S. Code in accordance with CFR 21.4253 and 21.4254. If you need additional financial assistance, contact the Office of Financial Aid, Augustana University. More information for Veterans is available here.

Credit by Examination-Proficiency Examinations

Students who have mastered through their own efforts an area of knowledge corresponding to a course at Augustana can earn credit directly by taking a comprehensive examination covering the course providing the chair of the department agrees. Credit and a grade will be recorded on the permanent record. Students interested in this option should contact Student Academic Support Services.

Course Prerequisites

When a course has a prerequisite, the student must either fulfill these requirements or have the permission of the instructor to enter the course.

Course Cancellation

The University reserves the right to cancel any class with an enrollment of fewer than 10 students.

Repeating Courses

Any course can be repeated to raise a grade. The higher grade is used in figuring the grade point average, but both grades will remain on the student’s permanent record. Course credits for a repeated course will only be counted once towards graduation.

Transcripts

Student records are confidential and information is released only at the request of the student. All transcript requests must be submitted in writing and personally signed. There is no charge for transcripts. No transcript will be released until all accounts, including loan funds administered by the University, are paid in full or are current according to established repayment schedules.

Exceptions to Academic Regulations

A student who desires that an exception be made to an academic regulation must submit a petition containing a rationale for the exception to the Registrar. The form to be used in submitting this request may be secured from the Registrar’s Office, or online.

Academic Honors

Dean’s List

At the end of each semester a “Dean’s List” is compiled to give recognition to those full-time students whose grade point averages are 3.50 or above. To be eligible a student must have a minimum of 12 credit hours of letter grades (A-F). When incomplete grades are recorded on a student’s grade report, that individual is not included on the “Dean’s List.”

The Office of Marketing and Communications sends releases on these accomplishments to the newspapers in the student’s home community.

Graduation Honors

Special honors are awarded at the time of graduation in recognition of superior scholarship in work leading to a Bachelor’s degree. In order to be eligible for graduation honors, the student must have taken a minimum of 65 credit hours at Augustana with a minimum of 51 credit hours having a letter grade (A-F). The degree is conferred Cum Laude on those who have maintained an Augustana  grade point average of 3.50 to 3.69. The degree is conferred Magna Cum Laude on those who have maintained an Augustana grade point average of 3.70 to 3.89. The degree is conferred Summa Cum Laude on those who have maintained an Augustana grade point average of 3.90 or higher.

Departmental Honors

Each department may award “Departmental Honors” to graduating majors at commencement who have fulfilled the criteria for such distinction. A student’s demonstrated capacity to produce independent scholarly or artistic work of the highest measure consonant with his or her training and experience is the primary criterion for awarding departmental honors.

Students may enter this program by the invitation of a department or by application to and acceptance by a department. Departments shall make available to interested students their specific criteria for honors. Normally, students must have a grade point average of 3.50 or greater in their major department as well as an overall grade point average of 3.00 or greater. Interested students should apply for admittance to the program through the chair of their major department no later than one year prior to their expected date of graduation. Departmental honors may be taken for either 3 or 4 credit hours, and only be taken once during a student’s college career.

Upon approval of a student’s application by the department faculty, the student’s advisor shall be responsible for forming a committee to approve the honors project, evaluate it upon completion, and determine if the work deserves honors distinction. The committee shall consist of a minimum of three faculty members including the advisor and one member from outside the department. Honors projects, though supervised, are to be done independently by the student.

Departmental honors shall be awarded only to those students who complete written works or creative projects that demonstrate high levels of competence in the use of specific skills central to the discipline and in general exhibit the highest standards of scholarly excellence. Students will not automatically receive honors distinction for completing an honors project.

Departments may determine the specific occasion or forum, but the project, thesis, or report must be presented and defended at an open meeting attended by the committee as well as a member or members of the student’s major department, or at a meeting of a professional society no later than one month prior to graduation. The grade for an honors project and whether it merits honors distinction shall be determined by the committee and reported to the registrar by the faculty advisor.

Student Records/FERPA

The education records of current and former students are protected under the Family Educational Rights and Privacy Act (FERPA). Education records are documents that relate directly to a student and include academic transcripts and supporting documents, student judicial records, financial aid records, and career placement records. Listed below are records not considered a part of a student’s education record and are therefore not subject to FERPA provisions:

  • personal records kept by a member of the university staff that are not revealed to others and are kept in the sole possession of the staff member; and
  • student employment records that relate exclusively to the student in the capacity of an employee; and
  • records from the Campus Safety Department which are maintained solely for law enforcement purposes; and
  • health records maintained by the counseling services, health services and other recognized health care professionals, if those records are used solely for treatment and made available only to those persons providing treatment.

Items of directory information contained in education records may be released at the discretion of University officials without the student's prior consent. Directory information includes: name, local and home address, email address, phone number, photograph in Augustana directory, verification of degree including honors, previous schools attended, and participation in recognized activities.

The University reserves the right to disclose financial records to parents or guardians of a dependent student as defined by the Internal Revenue Code of 1964. Parents or guardians of students under the age of 21 may also be notified if their son/daughter violates the University's alcohol and drug policies per the Higher Education Act Amendments of 1998.

FERPA affords students with certain rights with respect to their education records that include:

The right to inspect and review their education records within 45 days of the day the University receives a request for access. Students should submit a written request to the registrar, dean of students, or other appropriate official. The request should identify the record(s) the student wishes to inspect.

There are some limitations on the rights of students to review their records. Students do not have a right to inspect or review confidential letters and recommendations associated with admission, employment, or job placement if the student has signed a waiver. Also, some records contain information about more than one student, in which case Augustana will permit access only to that part of the record pertaining to the inquiring student.

The right to request that an education record(s) be amended if it is believed that information is inaccurate, misleading, or otherwise in violation of a student's privacy rights under FERPA.

A request to amend a record should be submitted in writing to the appropriate university official responsible for the record. Clearly identify the part of the record the student wants changed, and specify why it should be changed. If Augustana University determines that the record will not be amended as requested, the University will notify the student of the decision and of the student's right to a hearing regarding the request for amendment.

The right to provide written consent before Augustana University discloses personally identifiable information from education records, except to the extent that FERPA regulations authorize disclosure without consent.

Augustana discloses education records without a student's prior written consent to university personnel with legitimate educational interests – those persons whose professional responsibilities with the University require that they have access to educational records. Such an individual is a member of Augustana’s administrative staff, support staff, or faculty (including law enforcement personnel and health and counseling staff); a person or company with whom Augustana has contracted for services such as an attorney, or auditor, or Board of Trustees member; or a student serving on an official university committee, or a student who is assisting another a Augustana official in performing their tasks. Also, the University may disclose information if it is deemed necessary to protect the health or safety of the student or other individuals.

Upon request, Augustana University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

Request for Review

Students have a right to review their education records as provided by the provisions of FERPA. Items requested for review shall be made available no later than 45 calendar days following receipt of the written request.

Note: No official academic transcript will be released until all accounts, including loan funds administered by the University, are paid in full or are current according to established repayment schedules.

Limitations on Student Rights

There are some limitations on the rights of students to review their records. Students shall have no right to inspect or review:

  • confidential letters and recommendations associated with admission, employment, or job placement if a student has signed a waiver, or the receipt of an honorary recognition
  • education records containing information about more than one student, in which case the University will permit access only to that part of the record pertaining to the inquiring student
  • financial records of the student’s parents or guardians

Directory Information

Institutions may disclose students’ “Directory Information” without their consent, and without violating FERPA if the student has not restricted their personal information. Augustana University considers the following to be “Directory Information”:

  • Student’s name
  • Local and home address
  • Local and home telephone number
  • Email address
  • Major field of study
  • Enrollment status and credit hour load (e.g., undergraduate or graduate, full-time or part-time)
  • Classification
  • Dates of attendance
  • Participation in officially recognized activities and sports
  • Position, weight, height, and photograph of members of athletic teams
  • Degrees, honors, and awards received

Request to Withhold Disclosure

While attending Augustana University, students may request to restrict the release of their Directory Information except to university officials with a legitimate educational interest. In order to restrict all information, a signed and dated request must be made in writing to the Office of the Registrar. A form is available in the Registrar’s Office. Should the student graduate or otherwise leave the University, this restriction will remain in place until the student requests to remove it. 

Note:  Once a student’s record has been made confidential, no information can be shared about the individual without the student’s written consent. In such a case, problems may occur thereafter when potential employers or other parties make inquiries about the student.

Challenge to Contents of Education Records

Any student who believes their education record contains information that is inaccurate or misleading or otherwise in violation of their privacy is encouraged to informally discuss this concern with a university administrator responsible for the department or area in which the record is located. If the administration decides to not amend the record as requested, the student may contact the Dean of Students Office relative to an appeal hearing.

Students have a right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with requirements of FERPA. The name and address of the office that administers FERPA is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW., Washington, DC, 20202-4605.

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