1.1: Incomplete Grades

1.1.1 Faculty Discretion

The decision to issue an incomplete grade to a student who meets minimum requirements is at the discretion of the instructor. Meeting minimum requirements does not guarantee that an Incomplete will be assigned.

1.1.2 Minimum Requirements

A student must meet the criteria established by the school that offers the course. Incomplete grades are for situations in which documented uncontrollable and unforeseen circumstances (such as a medical or family emergency) prevent a student from completing the course requirements before the end of the term.

The schools have set specific criteria for Incompletes.

School of Liberal Arts, Sciences, & Business (LASB) and School of Education (SOE)

The student must be passing the course with a grade of 70% or higher based on the coursework completed (not counting the remaining work).

School of Nursing (SON)

The student must be passing the course with a grade of 75% or higher based on work completed (not counting the remaining work) and must have completed enough of the course that they can finish the remaining coursework (such as a final paper or exam) before the beginning of the next term. A student with an Incomplete in a required nursing course cannot move forward in the BSN program until the Incomplete is resolved; in some cases, students may be unable to enroll for the next semester until the Incomplete is resolved. Students cannot retake a course if an Incomplete for that course remains on their record.

1.1.3 Ineligible Circumstances

Failing to attend class, poor performance in a course, a failing grade, or other reasons that are not verified unforeseen and uncontrollable circumstances are not acceptable reasons for assigning an Incomplete.

1.1.4 Requesting an Incomplete

Students must request an Incomplete by following the process of the school that offers the course.

LASB and SON

Students must email their instructor no later than the last class day of the term to request an Incomplete.��

SOE

Students complete the SOE Incomplete Grade Request Form and submit it to their instructor before final grades for the term are due; final grade due dates are published in the academic calendar. The instructor and the student must agree on the timeline and activities needed to finish the course.

1.1.5 Assigning an Incomplete

LASB and SON

An instructor who approves a request for an Incomplete fills out the Request to Assign an Incomplete Grade form, found in the NS portal, by the date grades are due for the term. The instructor must list the student’s remaining work for the course.

SOE

Instructors submit the SOE Incomplete Grade Request form to the administrative assistant (AA); the AA submits the campus Request to Assign an Incomplete Grade form, attaching a copy of the SOE form.

1.1.6 Deadlines for Finishing Coursework

The instructor or academic unit may set deadlines for the student to complete remaining work as long as the deadlines and expectations are sent by email to the student when the instructor assigns the Incomplete. The deadlines should also be included on the Request to Assign an Incomplete Grade form or SOE Incomplete Grade Request form. If no deadline is set by the instructor or unit, students have until the end of the next semester to complete the work. Incomplete grades are automatically changed to an F (or, in the School of Education, to the grade listed on the SOE Incomplete Grade Request form) if the student does not complete the coursework and the instructor does not submit a Grade Change Form by the last day of the next semester. Specific dates are published in the academic calendar. If the student does not meet a deadline set by the instructor or academic unit, the instructor may submit a Grade Change Form to assign the appropriate grade at that time, or may do nothing and allow the system to automatically assign an F.

In the School of Nursing, students must complete all work before the beginning of the next term so they can move to the next course sequence as scheduled.

1.1.7 Extensions

Students whose majors are housed within the School of Liberal Arts, Sciences, and Business or the School of Education may request to have an Incomplete extended for one semester. The extension must be approved by the instructor and dean. The instructor must submit the Incomplete Grade Extension Form before the Incomplete expires and converts to an F. The form is available from the Office of the Registrar.

1.1.8 Changing an Incomplete Grade

The student must contact the instructor about completing the remaining coursework. If the student needs access to Canvas, the instructor will contact the Office of Information and Technology Services and request access for the student after the end of the course. Once the student submits the remaining work, the instructor is responsible for grading it, calculating the final grade, and submitting a Grade Change Form. If the instructor is unavailable or does not respond to emails about completing the course, the department chair or dean will develop a plan for the student to complete remaining work, for having the work graded and the final grade calculated, and for submitting the Grade Change Form. Another grader may evaluate the student’s submitted work.

1.1.9 Medical Withdrawals after an Incomplete

A student may petition for a medical withdrawal while they have an Incomplete in a course. If a medical withdrawal is approved, the Incomplete will convert to a W.

1.2 NR Grades

The Office of the Registrar assigns an NR grade when an instructor does not submit a final grade. Faculty cannot assign a grade of NR; it is for Registrar use.

1.2.1 Correcting an NR Grade

The Office of the Registrar will contact instructors about NR grades after final grades are posted each term. Faculty must submit the missing grade immediately by completing a Grade Change Form. If the instructor does not respond within 5 business days, the department chair or dean (or designee) will determine the student’s final grade and submit a Grade Change Form.

1.3 Graduation

Students cannot graduate with an Incomplete or NR grade on their record.

1.4 Related Information

– Grade Change Form (in the NS portal)

– Assign an Incomplete Grade Form (in the NS portal)

– SOE Incomplete Grade Request Form (available from SOE instructor)

– Incomplete Grade Extension Form (available from the Office of the Registrar)

– Grades and Examinations & Final Grades sections

– Academic calendar

– Medical Withdraw Policy

1.4.1 Steps and Responsibilities

��

1.4.2 Revision History

– Approved by Dr. Lesley DiMare on 7/21/2008 and President Fred Maryanski on 7/29/2008.

– Revisions approved by Dr. Samantha Jewell on 3/03/2022; Dr. Vickie Shields on 3/08/2022; Dr. DeRionne Pollard on 4/24/2023.

– Revisions approved by Dr. David Cooper on 12/03/2024; Dr. Sarah Frey on 12/30/2024; Berna Rhodes-Ford on 2/25/2025; and President DeRionne Pollard on 4/02/2025.

The post AO 1: Incomplete (I) and Not Recorded (NR) Grades appeared first on �鶹ԭ��.

Posthumous degrees extend sympathy and compassion to the families of students who pass away close to the completion of their degree and recognize the academic achievement of those students while maintaining the academic integrity of University programs.

3.1 Eligibility

A deceased student who was enrolled at NS at the time of their death may be awarded a posthumous degree provided these conditions are met:

1. The student was degree-seeking and had declared a major.

2. The student was in good academic and disciplinary standing.

3. The student completed 75% of degree requirements.

4. The student completed at least 15 upper-division credits at NS.

5. The dean of the school that houses the student’s primary or first major recommends awarding a posthumous degree.

In some cases NS may wish to recognize the attendance and/or contributions of a deceased student who did not meet the conditions for a degree by awarding a posthumous certificate of attendance, participation, or completion of some core element of the student’s program.

3.2 Procedures

A formal request may be made by a family member, faculty member, or another student. The request process varies depending on who submits the request:

– Family member or student: Submit to department chair or dean

– Faculty member: Submit to department chair or dean

If the request is not made by a family member, the family will only be informed if the request is approved. The process should be kept confidential until and unless approved at all levels.

1. The dean will review the student’s academic record, confirm with the Registrar whether the criteria for a posthumous degree are met, and forward the request and a recommendation to the Provost.

2. If the Provost supports the request, the Provost will submit a recommendation to the President for approval.

3. If the president approves the request, the Provost will notify the Registrar to begin the process for posting the degree and for Commencement proceedings (if applicable).

4. The President will inform the immediate family of the decision and the University’s wish to recognize their student with this honor. If the family wants to represent the student and receive the diploma at a commencement ceremony, this must be relayed to the Registrar for planning.

5. The degree is noted as posthumous on the commencement program. “Awarded posthumously” will be printed on the diploma or certificate. The transcript will also note that it is a posthumous degree. If the commencement program has been sent to print before approval of a posthumous degree, the name of the student will be printed on the following year’s program.

6. If the family chooses not to participate in Commencement, the award may still be read during the ceremony, unless explicitly requested otherwise by the family. The student’s diploma or certificate will be released or mailed to the person legally authorized to manage their affairs.

7. Any fees associated with the posthumous degree or certificate will be waived.

3.2 Related Information and Revision History

– Approved by Dr. Joanna Shearer on 4/28/2015; Dr. Erika Beck on 5/05/2015; and President Bart Patterson on 5/12/2015.

The post AO 3: Posthumous Degrees appeared first on �鶹ԭ��.

4.1: Dean’s List

To be placed on the dean’s list for the school that offers their major or degree, students must meet these requirements:

1. Be an undergraduate degree-seeking student.

2. Complete 6 or more letter-graded credits in a semester (not counting any non-credit-bearing courses). Students who complete 6-11 credits will be noted as “part-time”.

3. Earn a semester GPA of 3.5 or higher.

A note is added to students’ transcripts indicating their status on the dean’s list. The lists are generated at the end of each semester after final grades are posted and retaken courses are processed. Lists are not recalculated based on grade changes or the removal of Incompletes.

4.2 President’s List

To be placed on the President’s list, students must meet these requirements:

1. Be an undergraduate degree-seeking student.

2. Complete 6 or more letter-graded credits in a semester (not counting any non-credit-bearing courses). Students who complete 6-11 credits will be noted as “part-time”.

3. Earn a semester GPA of 4.0.

A note is added to students’ transcripts indicating their status on the President’s list. The list is generated at the end of each semester after final grades are posted and retaken courses are processed. It is not recalculated based on grade changes or the removal of Incompletes.

4.3 Latin Honors

Undergraduates earn Latin honors or a Distinction designation when they graduate if:

1. At least half of their required degree credits are letter graded (A-F).

2. The student’s cumulative GPA, as calculated by the Office of the Registrar, places the student in the appropriate range within the school that houses their major.

3. Summa cum laude: Top 5.00% of their graduating class

4. Magna cum laude: Top 5.01% to 10.00% of their graduating class

5. Cum laude: Top 10.01% to 20.00% of their graduating class

6. Distinction: Cumulative GPA of 3.7 up to 10.0% of their graduating class.

Each fall and spring semester, the Office of the Registrar prepares a rank order of students graduating from each school;��those students make up a “class” for the purposes of honors calculations. Cumulative GPAs are not rounded when calculating recognition or honors eligibility.

Students graduating with multiple majors have their Latin honors or Distinction eligibility calculated based on their first (primary) degree and receive a single designation, if eligible. Students graduating with multiple degrees have their eligibility calculated separately for each degree. Students returning for an additional degree after earning a previous baccalaureate degree are awarded Latin honors or Distinguished Scorpion status based on the same procedures outlined above.

4.4 Related Information and History

– NSHE Handbook Title 4, Chapter 16, Section 34: State College Grades & Examinations

4.4.1 Revision History

– Academic Recognition policy approved September 2008; updated 1/25/2013.

– Updated May 2022 to clarify policy applies to undergraduates.

– Revisions approved by Dr. Raul Tapia, 11/14/2025; Deans Council, 11/21/2025; Ms. Berna Rhodes-Ford, General Counsel, 12/29/2025; Interim Provost Gwen Sharp, 12/29/2025; and Acting President Amber Lopez Lasater, 1/08/2026.

The post AO 4: Academic Recognition/Latin Honors appeared first on �鶹ԭ��.

8.1: Retaking Undergraduate Courses for a Grade

1. A student may retake a course twice without requiring approval. After two retakes, students must submit a petition to retake a course again.

2. A course must be retaken for a letter grade unless the course is offered only on an S/U basis.

3. If a course is retaken at NS, the grade and credits earned replace those from the earlier attempt when calculating GPA, total credits, and Latin honors eligibility. For instance, if a student earned a D and retakes the course at NS and earns a B, the B and the credits earned in the retake will be included in their GPA and total credits toward graduation but the original grade and credits will not. If the student receives an F on the retake, only the F will be included in their GPA and they will lose the credits for the course.

a. If a student retakes a course from NS at another institution and transfers the course to NS, the most recent grade earned at NS will be calculated into the NS GPA but the student will lose any credits for the course that counted toward their total credits taken at NS. For example, if a student took ENG 101 and earned a C- and 3 credits at NS, then retakes the course at CSN and earns a B, the B from CSN will not replace the C- in the student’s NS GPA; however, 3 credits will be removed from their total credits taken at NS.

4. Students who earned a C- or lower in a transfer course may retake it if there is an equivalent at NS. Students who retake a transfer course receive the NS course credits regardless of the number of credits the course carried at the transfer institution. For example, a student retaking a 4-credit transfer course as a 3-credit equivalent NS course will receive 3 credits for the retake. If it is unclear whether a transfer course has an NS equivalent, faculty in the appropriate discipline will decide.

5. If the number of credits for a course has changed, a retake earns the current number of credits. For example, if a 5-credit course was reduced to 4 credits, the 5-credit original grade would be replaced by 4 credits of the retake grade.

6. If a student drops, withdraws, or is administratively dropped for non-attendance from a retake attempt, the most recent completed grade and earned credits remain in the student’s GPA and total credits. A retaken course from which a student withdraws (with a grade of W) is counted as a retake attempt.

7. All retakes, including grades earned, appear on the student’s academic record and transcript.

8. Once a student graduates and their degree is posted, they cannot retake a course to be applied to that degree or their graduating GPA.

9. A student’s current academic status or standing (such as being on academic notice or warning) does not change if the student enrolls to retake a course.

8.2 Considerations Regarding Retaking Courses

Graduate and professional programs and other educational institutions may not accept course retakes or may include grades from all attempts when calculating GPAs for admissions decisions.

Students receiving financial aid or veterans benefits should meet with staff from those offices before retaking a course, since it may affect their eligibility or benefits.

8.3 Petitioning for an Additional Undergraduate Course Retake

After their two allowed retake attempts, students must complete the Additional Course Retake Petition Form, available from the Registrar, for additional retakes. They should submit at least two weeks before the first day of the term in which they wish to retake the course; the deadline will not be extended.

Students must explain the extenuating circumstances that require another retake attempt, why the course is essential to their academic program or goals, and what plans or changes they have made to improve their performance in the course if their petition is approved.

The petition is routed to the dean (or designee) of the school that houses the course. Within 5 calendar days, the dean (or designee) will approve or deny it; they may include specific requirements (for example, meeting with a success coach, advisor, or the course instructor). If approved, the Office of the Registrar will notify the student by NS email of the decision and of any requirements that must be completed. Once any required documentation is submitted, the Registrar’s Office will authorize an additional retake for the approved term and notify the student that they may add the course in their Student Center. The student must add the course by the deadline to add classes for the term, published in the academic calendar.

8.4 Retaking Graduate Courses

A graduate student who earns a grade that does not meet program requirements must retake the course. One retake attempt is allowed. Credit for the course will only be granted once unless the course is repeatable (see 8.5 below). The retaken grade replaces the original grade in the student’s graduate cumulative GPA, even if the retaken grade is lower than the original grade.

Graduate students cannot retake a class if they have earned a grade that meets their program’s minimum requirements.

Graduate programs may publish their own policies on retaking courses; graduate students should refer to the policies or handbook for their program. If a graduate program has no specific policies on retaking courses, then the provisions in this section apply.

8.5 Repeatable Courses

A repeatable course is one that students can take more than once while receiving separate grades and credits each time, up to the stated maximum. The academic catalog indicates which courses are repeatable and for how many total credits. For instance, the catalog states that BIOL 399: Internship “may be repeated to a maximum of six credits.” Grades earned in repeatable courses do not replace earlier grades in the course; the grades and credits from all attempts are calculated into the student’s GPA and total credits, up to the maximum credits allowed.

Some academic programs limit the number of repeatable course credits that can be applied to major requirements. Students should refer to the academic catalog and speak to their advisor to clarify any limitations.

8.6 Related Information and History

– Additional Course Retake Petition Form (available from the Office of the Registrar)

8.6.1 Revisions History

– Approved by Dr. David Cooper on 2/4/2025; Berna Rhodes-Ford, 8/21/2025; Dr. Gwen Sharp, 10/20/2025; and Acting President Amber Lopez Lasater on 10/20/2025.

The post AO 8: Repeating and Retaking Courses appeared first on �鶹ԭ��.

Students may identify by a name other than their legal name. To foster an inclusive campus environment, any current student may use a preferred name at NS. We strive to use preferred names whenever a legal name is not required.

9.1 Using Preferred Names

Students will be referred to by their preferred name whenever possible within the campus community. When it does not constrain NS’s ability to comply with federal or state regulation or law or the ability to enter into a contract, a designated preferred name will be used in place of, or in addition to, the legal name in University-controlled systems and documents. This includes, but is not limited to:

– Class and attendance rosters.

– Grade rosters.

– Student services/success/support applications.

– Canvas.

– Student ID cards.

– Internal, NS-funded scholarships.

– Student email accounts.

9.2 Designating a Preferred Name

Students may use their Student Center account to designate a preferred name. To request use of their preferred name in a NS-controlled system that does not allow self-service name changes, students should contact the Office of the Registrar.

In some systems, the preferred name will appear immediately. Some systems require manual changes or have fixed synching schedules; there may be delays in displaying the preferred name in these systems.

Creating or changing a preferred name will update a student’s NS email address; the previous email address will no longer exist. The student is responsible for updating any individuals, accounts, or organizations that use the old email address to ensure that their email messages are delivered.

9.3 Limits and Exceptions

While NS will use preferred names wherever possible, we will be unable to do so in some situations.

9.3.1 External Systems

Legal names will be used in all University-related systems and documents that require a verified legal name or that must be matched to external systems or databases that use legal names. This includes, but is not limited to:

– Academic transcripts.

– Financial aid and Veterans Administration (VA) documentation.

– Student employment paperwork, including payroll and tax documents.

– Applications for in-state residency.

– Student account statements.

– Immigration documents.

– Standardized and/or proctored testing services.

– External scholarships.

9.3.2 Inappropriate Names

The University reserves the right to refuse to implement:

– A preferred name that would lead to misrepresentation.

– A preferred name used for illegal purposes or to avoid a legal responsibility.

– Multiple preferred names simultaneously for the same individual.

– Preferred names that contain threats of violence or violations of copyright or other legal claims.

– Preferred names that include non-alphabetical (a-z) characters.

– A preferred name that NS deems inappropriate (vulgar, obscene, offensive, fictional, or that creates confusion with another person).

9.3.2.1 Identifying Inappropriate Names and Appeals Process

The Office of the Registrar will regularly identify newly submitted preferred names that are or may be inappropriate.

1. Flagged preferred names that clearly violate any condition above will be denied by the Registrar.

2. Preferred names that potentially violate those conditions, or where the Registrar is uncertain whether it violates them, will be reviewed by a three-person committee consisting of the President’s Chief of Staff, the Director of Community Engagement and Diversity Initiatives, and the Director of Academic Advising. The Registrar will summarize the reasons each name is potentially inappropriate. The committee may consult with NS legal counsel or others with relevant expertise, as needed.

3. The committee will vote on each flagged name. A simple majority is required for approval.

4. If a preferred name is denied, the Office of the Registrar will remove the name and notify the student.

5. A student whose preferred name is denied may appeal by contacting the Registrar for the appropriate form.

6. Appeals will be reviewed by the Vice President of College and Community Engagement. Their decision is final and cannot be appealed.

9.4 Student Responsibilities

A student who designates a preferred name accepts any financial obligations at NS under either the legal or preferred name.

Students should always be prepared to reference their legal name and provide corresponding identification when legal identification or official information is necessary. A student ID card with a preferred name cannot be used as a form of identification in some situations where a student ID card is normally accepted, such as when completing employment paperwork. Students using a preferred name on their student ID card are encouraged to get a legal state ID card, driver’s license, or passport for identity verification purposes.

The use of a preferred name may lead to more intensive scrutiny when seeking certain federal or state security clearances or background checks (such as applications for employment in law enforcement, education, or other positions that require background checks). Students are encouraged to disclose this information to the investigating authorities in advance to avoid unexpected discrepancies and delays in processing their job applications.

9.5 Related Information

– Appeal form available from the Office of the Registrar

– NSHE Diversity, Equity, and Inclusion Council

9.5.1 Revision History

– Approved by Dr. Laura Naumann on 10/06/2020; Dr. Vickie Shields on 10/08/2020; and President Bart Patterson on 2/18/2021.

The post AO 9: Preferred Names appeared first on �鶹ԭ��.

10.1 Introduction

NS recognizes that students actively serving in the Armed Forces, including the reserves or National Guard, may have military obligations that require them to miss classes, occasionally with little notice.

Military students will not be penalized for military service. Students will be given the opportunity to earn credit for missed assignments, assessments, or participation in the event of a short-term military absence. For extended military leaves, students may choose between several options.

10.2 Documentation

A student requesting course adjustments for a short-term military absence or extended military leave must provide the Academic Advising Center (AAC) with a copy of military orders outlining the dates of deployment and any travel days. If orders are not available, or the location of a deployment is classified by the Department of Defense, a verifiable letter on unit letterhead with information outlining the dates on which the student will be on active duty and travel days, signed by an appropriate officer, will be accepted.

In the case of medical treatment, documentation of a Veteran’s Administration (VA) or other military duty-related medical appointment may be requested.

10.3 Notification of Short-term Military Absences

The student is responsible for notifying the AAC as well as the student’s instructors of any absences that will occur due to military-ordered obligations as soon as the student becomes aware of them.

The student should inform all instructors of the scheduled leave, verbally or via email, as soon as the dates are known. When proper documentation is received, the AAC will formally notify the instructors via email that the student qualifies for a short-term military absence, as well as the dates that are approved for the absence.

10.3.1 Required Adjustments for Absences up to 14 Days

During regular semesters, instructors must make alternative arrangements, without any grade penalty, for students who miss class due to a military absence of no more than 14 consecutive days. During accelerated terms, a short-term military absence will be granted for no more than 15% of the total number of class meetings (or contact hour equivalent) for the courses in which the student is enrolled at the beginning of the absence. The AAC will calculate the allowable period and notify the student and instructors.

Upon their return, students must make up any missed work within 20 business days. If both the instructor and student agree, coursework may be completed before a military leave instead of afterward.

If all students have the right to drop a test, quiz, or assignment grade, coursework missed during a short-term military absence will not constitute the dropped grade unless the student chooses this option.

Reasonable alternative arrangements for coursework may include, but are not limited to:

– Rescheduled or alternative assignments, exams, and quizzes.

– Alternative dates or times for presentations.

– Opportunities to make up missed participation points.

– Moving the student to an independent study section of the course.

– Offering online alternatives for in-person content.

10.3.2 Limits and Exclusions

A student who qualifies for a short-term military absence may instead request an extended military leave. This may be preferable during accelerated sessions and/or when the length of absence make it unreasonable for the student to make up missed work and successfully complete one or more courses.

Absences of 15+ Days

Students whose short-term military absence will last 15 consecutive days or longer are not guaranteed alternative arrangements in the course. Faculty are not required to provide alternative arrangements for work missed beyond 14 consecutive days. If the structure of the course permits, an instructor may voluntarily work with a service member beyond this required period. However, some courses are designed such that success in the course – for the individual student or for teams of students – is compromised by longer absences. In such cases, the student should request an extended military leave.

Safety Concerns

Some courses include class meetings covering important safety information and procedures; examples include science laboratory classes in which students use sensitive or potentially dangerous materials or equipment. In such courses, faculty should take reasonable measures to make alternative arrangements for students on a short-term military absence. However, if a make-up session would cause an undue burden, faculty are not compelled to provide the alternative arrangement. The student should request an extended military leave.

Academic Performance

Students must be making satisfactory academic progress and have a passing grade in the specific course for which alternative arrangements are requested at the time the absence would begin.

10.4 Extended Military Leave

When military-related obligations require a student to miss 30 or more days, or an absence falls under one of the categories listed in 10.02.02, the student should request to withdraw from courses through an extended military leave. The student may request to withdraw only from some courses or to withdraw completely for the term. Their transcript will note all such withdrawals as due to military leave.

As soon as a student receives military orders that extend 30 days or longer, the student should fill out an Extended Military Leave Form and submit it to the AAC. The student must follow procedures described here to qualify for an extended military leave. If a student withdraws through other means, such as withdrawing through their Student Center account, they may not be eligible for refunds and other arrangements described here.

Students may retroactively request an extended military leave. Retroactive requests should be submitted in a timely manner, preferably within one calendar year of the last day of activity duty; however, timeliness will be evaluated on a case-by-case basis.

10.4.1 Tuition Refunds

If a student requests extended military leave before the deadline to withdraw from classes for the term, the student will receive a full refund of tuition and fees. If a request is received after the last day to withdraw from classes for the term, the student has the following options for each course:

1. A full refund of tuition and fees, with no credit awarded for the work completed in the course;

2. A grade of Incomplete in the course (if approved by the instructor), with the right to complete remaining coursework without penalty;

3. Receive a grade in the course, if the instructor believes enough work has been completed to warrant assigning a final letter grade.

10.4.2 Financial Aid and Military Benefits

Students receiving aid must meet with a financial aid advisor to discuss the implications for their awards. The Office of Financial Aid will review the student’s eligibility for financial aid received before the date of withdrawal and inform the student about the status of awards and actions needed to defer loan repayments based on military obligations.

10.4.3 Housing and Meal Plan Refunds

Students will receive prorated refunds based on the percentage of the term completed, beginning with the first day of class and ending with the last day of the term.

10.4.4 Other NS Property

Students must return any NS property (such as computers, keys, course equipment) before their departure. A family member or other designated party may accomplish this on the student’s behalf.

10.4.5 University Accounts

All accounts must be paid in full before the extended military leave begins.

10.5 Re-enrolling after Extended Military Leave

To resume studies, a student must notify the University by submitting the Intent to Re-Enroll after Extended Military Leave Form to the AAC within three calendar years of the last date of active military duty. If the form is submitted within this timeframe, the student is entitled to re-enroll in the same academic program or major with the same enrollment status, number of credits, catalog year rights, and academic standing as when their leave began, without paying re-admission fees. The student will be granted re-enrollment in the immediately following term or, if the student chooses, starting the next fall semester. At the student’s request, the Division of Student Affairs will make reasonable efforts to assist the student in acquiring on-campus housing for the term when re-enrollment begins.

If a student does not submit a notice of intent within three calendar years of the end of the approved extended military leave, the student will be classified as a new student and will not be entitled to the rights described in this section.

10.5.1 Tuition and Fees

During the student’s first year of re-enrollment in the same program, they will be charged tuition and fees at the level they would have been charged during the academic year the student left NS, unless veterans’ education benefits cover the full cost of tuition and fees for the year the student re-enrolls.

10.5.2 Re-enrollment Limits and Exclusions

1. Re-enrollment in degree programs where courses are offered on a rigid schedule may require a student to wait until the beginning of the term when the student’s remaining classes are offered again.

2. If a notice of intent to re-enroll and/or any supporting documentation, including financial aid applications, are submitted without sufficient time to process them in time to enroll in the upcoming term, the student’s re-enrollment may be delayed to the subsequent term.

3. If the academic program determines that the student is not prepared to resume the program at the point they left off, program directors, deans, and faculty must make reasonable efforts to enable the student to resume and complete the program, at no extra cost to the student. Reasonable efforts include, but are not limited to, providing a refresher course or allowing a student to retake a pretest or placement exam. Reasonable efforts may not place an undue burden on the program or University. If reasonable efforts are unsuccessful or the program determines there are no reasonable efforts that it can take, the program is not required to re-enroll the student at the same point the student left off.

4. If the program to which the student was originally admitted is no longer offered, the student must be admitted to the program that is most similar, unless the student requests admission to a different program. The student must meet all requirements for admission to the alternate program; additional prerequisites may be required.

5. Periodic revisions to degree requirements are made due to advances in knowledge, changes in occupational qualifications, or the expectations of accrediting agencies. If revisions occur while a student is on extended military leave and following the student’s original degree requirements would place an undue burden on the University, the student may be required to adhere to reasonable degree requirements in a more recent catalog.

6. The cumulative length of the student’s extended military leave and all previous military-related leave from NS cannot exceed five years, including only the time the student spent actually performing military service.

7. All NS policies that affect re-enrollment eligibility, including those related to past-due accounts, registration holds, and disciplinary actions, apply to students re-enrolling after military leave.

8. NS is not required to provide the rights to re-enrollment stated above to students who receive a dishonorable or bad-conduct discharge from any branch of the military, who are dismissed via court-martial or Order of the President, or who are dropped from military rolls due to a criminal conviction or unauthorized absence.

10.6 Exceptions

Circumstances or requests that cannot be addressed by this policy will be forwarded to the appropriate dean and/or the Division of Student Affairs for a decision.

10.7 Record Security and Retention

Military orders contain sensitive information. Copies of all documentation related to military duty will be stored by the Office of the Registrar according to campus confidentiality and privacy procedures. NS will follow a “FY + 3 years” retention schedule. Documentation will be kept for three years past the student’s graduation or last term of attendance. After that time, all documents will be deleted or securely destroyed. =

10.8 Related Information

– Extended Military Leave Request Form

– Notification of Intent to Re-Enroll after Extended Military Leave

– Higher Education Opportunity Act (HEOA) of 2008

– : Student Military Mobilization/Activation

–

– , Establishing Principles of Excellence for Educational Institutions Serving Service Members, Veterans, Spouses, and Other Family Members (April 27, 2012)

10.8.1 Revision History

– Approved by Dr. Abbey Peters on 3/12/2019; Dr. Vickie Shields on 3/19/2019; and President Bart Patterson on 6/03/2019.

The post AO 10: Military Leave for Students appeared first on �鶹ԭ��.

11.1: Policy Statement

NS is committed to serving its students and maintaining accurate enrollment records. When students remain in courses they never attend, they incur unnecessary debt; their GPAs also suffer when failing grades are assigned for nonattendance. Administratively dropping students who never begin participating in a course provides a better alternative.

In addition, NS is required to determine whether a student participated in a course to correctly report enrollment to state and federal agencies and to administer federal financial aid, VA benefits, and other aid programs.

11.2 Measuring Academic Engagement

Instructors will record academic engagement in all courses during the first two weeks of terms lasting at least 12 weeks. Courses in shorter terms have adjusted timelines for reporting, which are announced by the Office of the Registrar. To fulfill federal requirements, activities which are used to track academic engagement must be “academically related” and must fall into one of the categories included in the federal definition of academic engagement.

11.3 Reporting Academic Engagement

By 3:00 p.m. Pacific Time (PST) on the second Friday of the term (or due dates distributed by the Registrar), instructors will indicate on the attendance roster in their Faculty Center whether each student has academically engaged in their course.

11.3.1 Adjusted Timelines for Accelerated Terms

The Office of the Registrar will provide adjusted timelines for accelerated terms. Timelines are sent to the schools on the Friday prior to the beginning of the term; academic units are responsible for distributing them to instructors.

11.4 Administrative Drop Process

The Registrar’s Office will administratively drop students reported as not academically engaged in a course. Whenever possible, administrative drops will occur by 5:00 pm PST on the second Friday of the term (or due date indicated for short terms). Delays may occur if all faculty have not submitted their attendance rosters or if other unforeseen issues arise (for example, software outages). When delays occur, the Registrar’s Office will prioritize completing administrative drops as quickly as possible.

Administratively dropped students are removed from the course roster and from the course Canvas shell; the course will not appear on the student’s transcript. The Office of the Registrar reports the student’s updated enrollment status to the National Student Clearinghouse.

The Cashier’s Office reverses charges for a course if a student is administratively dropped for nonattendance. The Office of Financial Aid makes any necessary adjustments to a student’s award package based on the enrollment change; the VA Certifying Official updates enrollment certifications as necessary.

11.4.1 Petitions for Reinstatement

Students may submit a petition to the Office of the Registrar for reinstatement into a course if they were administratively dropped for nonattendance. Reinstatement requires instructor approval. NS does not guarantee reinstatement.

11.4.2 Petition for Late Drop Due to Nonattendance

If a student has not academically engaged in their course and was not administratively dropped, the student may petition the Office of the Registrar for a late drop from the course.

11.5 Related Information

– (2018-19), Volume 3, Chapter 1

– Department of Education, (Enclosure to Dear Colleague Action Letter ), July 20, 2011

– Federal Register, “,” 34 CFR Parts 600, 602, and 668; September 2, 2020

– Maynard Cooper Gale, “,” September 4, 2020

11.5.1 Revision History

– Approved by Dr. Sam Jewell on 2/15/2022; Dr. Vickie Shields on 2/15/2022; and President DeRionne Pollard on 12/01/2022.

The post AO 11: Enrollment Cancellation for Nonattendance appeared first on �鶹ԭ��.

12.1: Requirements

NS requires proof of the required immunizations listed in this section for three groups of students: 1) new first-time and transfer students whose entry term at NS is Fall 2025 or later, 2) discontinued students returning after a gap of two or more consecutive semesters, and 3) any students, regardless of academic standing, status, or starting term, who are approved to live in campus residential housing. These groups must provide proof that they have received the following immunizations by the beginning of the Fall 2025 term.

1. Two doses of the measles, mumps, and rubella (MMR) vaccine. The first dose must be on or after the student’s first birthday.

2. One dose of the tetanus/diphtheria (Td or TDAP) vaccine, taken in the last 10 years.

3. Incoming first-year students who are under 23 years old must provide proof of immunization for The meningococcal vaccine must have been administered when the student was 16 years of age or older.

a. The meningococcal vaccine must target serogroups A, C, W, and Y; examples include Menactra or Menveo (MenACYW-135).

b. Vaccines that target serogroup B, such as Bexero or Trumemba (MENG B) and HIB Meningitis vaccines, do not fulfill the meningococcus immunization requirement.

c. If a student is not sure whether their meningococcal vaccine fulfills this requirement, they should contact the Office of the Registrar for more information.

Students should contact their medical provider or a Southern �鶹ԭ�� Health District to schedule any needed immunizations.

12.2 Changes to Required Immunizations

Students are required to show proof of immunization against any other disease specified by the State Board of Health, unless the student qualifies for an exemption. Information about immunization requirements will be distributed to students as they are mandated.

Required immunizations are subject to change according to federal and state law. If additional immunization requirements are imposed by law after a student has enrolled at NS, the student must provide updated documentation in a timely manner indicating they have met the new immunization requirements. The University may set deadlines for presenting updated documentation; students who do not meet these deadlines will not be allowed to register or enroll for the following term.

12.3 Acceptable Proof of Immunization

The following are accepted by NS as proof of immunization:

– A childhood immunization card signed by a physician or nurse, which includes the vaccinating facility name and address.

– High school or college records that document immunizations.

– Military, state, or county records that document immunizations.

– A lab report that indicates immunity (e.g., titer test for measles, mumps, and rubella).

– Health department records that document immunizations.

12.4 Submitting Immunization Records

Students must submit proof of immunization by following the instructions at /immunizations/.

The Office of the Registrar will retain immunization documentation for all matriculated students (those who have enrolled and begun attendance) and will retain the records for three fiscal years after the fiscal year of graduation or for three fiscal years after the year of the student’s last term of active enrollment.

12.5 Failure to Provide Proof of Immunization

Students who do not submit all required immunization documentation will not be allowed to register or enroll in classes at NS. Students approved to live in campus residential housing will not be issued a key until required immunization documentation is received.

If the health authority determines that there is a case of a communicable disease against which immunity is required for admission, and a student who has not submitted proof of immunity to that disease is attending �鶹ԭ�� State, the president shall require that:

1. The student be immunized, or

2. The student be excluded from NS until allowed to return by the health authority.

12.6 Exemptions

A student will not be required to provide proof of immunization if they have received approval for one of these exemptions:

1. Religious: The student (or, if the student is a minor, the student’s parent or guardian) submits a written statement indicating that the student’s religious beliefs prohibit immunization.

2. Medical: The student (or, if the student is a minor, the student’s parent or guardian) submits a statement written by a licensed physician who has examined and/or treated the student, stating that the student has a medical condition that prevents them from being immunized.

3. Online: The student is enrolled only in online/distance education programs and does not attend any class sessions on campus.

Exemption forms should be submitted by following the instructions at /immunizations/. Exemption forms will be kept on file for three fiscal years after the fiscal year of graduation or for three fiscal years after the year of the student’s last term of active enrollment.

In the case of a public health outbreak, non-immunized students will not be admitted onto campus (including residential housing associated with the University), regardless of exemption status. Such removals do not warrant a refund of tuition, fees, or expenses related to housing.

12.7 Additional Required Immunizations for Specific Programs

Students enrolled in health care or teacher education programs are required to provide documentation of immunization and health screenings (such as a tuberculosis test) as established by state licensing agencies or clinical or fieldwork placement sites.

Academic programs or campus-sponsored activities may require additional immunizations if students may be at increased risk of exposure (for example, during study abroad programs).

Students should contact the specific program supervisor for information on additional required immunizations or screenings.

12.8 Additional Recommended Immunizations

Based on American College Health Association guidelines, NS also recommends that students be immunized against the following:

– Influenza (flu).

– Pertussis (whooping cough).

– Varicella (chickenpox).

– Hepatitis A.

– Hepatitis B.

– Human papillomavirus (HPV).

– COVID-19.

Students should contact a medical care provider or a Southern �鶹ԭ�� Health District to discuss appropriate immunization schedules and any medical conditions that might prevent them from receiving a particular immunization.

12.9 Related Information

– NS Immunization page

–

– American College Health Association (ACHA) , May 2024

– �鶹ԭ�� Administrative Code

– Southern �鶹ԭ�� Health District

12.9.1 Revision History

– Approved by Dr. Sarah Frey on 7/17/2024 and President DeRionne Pollard on 7/17/2024.

The post AO 12: Required Immunizations appeared first on �鶹ԭ��.

13.1: Responsibility to Disclose Status

NS is required by federal regulations to collect data and report on the number of

incarcerated students enrolled at the University. Therefore, all NS students are required to disclose their incarceration at the time they receive notice of acceptance to the University or if they become incarcerated while enrolled at NS. The disclosure should be made in writing, via letter or email, to the Office of the Registrar. The notification should include the following information:

– The institution in which the student is incarcerated.

– Date incarceration began.

– Expected release date.

13.1.1 Status Updates

Incarcerated students must notify NS if any of the required information changes.

Formerly incarcerated students must notify the University upon their release. Such students may then contact the Office of Financial Aid for reconsideration of eligibility for financial aid.

13.2 Limitations on Admission and Enrollment

Incarcerated students may not make up more than 25% of all admitted or enrolled students. If enrollment reaches 20% of all students, the Office of the Registrar will notify the Provost. The Provost may impose restrictions on additional admission or enrollment of incarcerated students to ensure compliance with federal restrictions.

In addition, NS may, at its discretion, limit enrollment by incarcerated students in any individual course or program where their incarceration prevents them from meeting course or program learning objectives.

13.3 Federal Financial Aid Eligibility

Incarcerated students are not eligible to receive Federal Direct Student Loans. Incarcerated students who meet the program eligibility requirements may be awarded Federal Work-Study (FWS) and the Federal Supplemental Educational Opportunity Grant (FSEOG). Students incarcerated in a federal or state penal institution are not eligible for Federal Pell Grants; those incarcerated in local facilities or in a juvenile justice facility may be eligible.

The cost of attendance budget categories for incarcerated students are limited to tuition and fees along with books and supplies.

To maintain eligibility to participate in Title IV, HEA programs, NS will calculate the percentage of incarcerated students each year and ensure it does not exceed 25% of total student headcount.

13.3 Related Information and History

– Cost of Attendance:

– Federal Pell Grant Eligibility:

– Institutional Eligibility:

13.3.1 Revision History

– Approved by Dr. Vickie Shields on 8/04/2020 and President Bart Patterson on 9/04/2020.

The post AO 13: Incarcerated Students appeared first on �鶹ԭ��.

14.1: Policy Statement

In compliance with Federal Regulation 34 CFR 600.9 – State Authorization, NS will “make a determination, in accordance with the institution’s policies or procedures, regarding the state in which a student is located, which must be applied consistently to all students.” To ensure that students are informed about licensure requirements in their location, NS will notify students who intend to enroll in programs leading to licensure if their program does not meet the licensure requirements in their location or if it has not been determined if their program meets licensure requirements in the state of the student’s location (Federal Regulations 34 CFR 668.43(a)(5)(v) and 34 CFR 668.43(c)).

14.2 Determining and Changing a Student’s Home Address

All prospective students must submit their location as part of their application to NS. The student’s location is recorded in the University’s student information system (PeopleSoft). Students must notify NS if they change their location by logging into PeopleSoft and updating their record.

14.3 Licensure Determinations

For each academic program that leads to licensure, NS maintains an updated record of each state’s licensing board, their contact information, and one of these three determinations:

1. NS has reviewed the educational licensing requirements for the state and has confirmed that the University’s program requirements satisfy the minimum requirements for licensure. This licensure may be temporary, and students may need to complete additional tasks to achieve full licensure.

2. Does not meet. NS has reviewed the educational licensing requirements for the state and has confirmed that the University’s program requirements do not satisfy the minimum requirements for licensure.

3. Has not been determined. NS has not yet reviewed the educational licensing requirements for the state or cannot determine if the University’s program requirements satisfy the minimum requirements for licensure.

14.4 Notifications

NS will provide notifications for programs leading to professional license or certification as required by 34 CFR 668.43(a)(5)(v) and 34 CFR 668.43(c), regardless of the modality of the program.

1. Prospective students: If NS determines that it does not meet state educational requirements for licensure or if the status has not been determined for the state listed as the prospective student’s location, the University will inform the student via email before they enroll in the program.

2. Enrolled students: If NS determines it does not meet the state educational requirements for licensure in the state of the enrolled student’s location or if the status has not been determined for the state listed as the student’s location, a notice to that effect will be provided to the enrolled student within 14 calendar days of the University making that determination.

The Office of Institutional Effectiveness will regularly furnishing reports on updates to students’ locations to flag changes in state and to ensure students have not relocated to states where NS does not meet requirements or has not been determined to meet requirements, or is otherwise exempt. Department program administrators appointed by the dean are responsible for sending the notification to students.

14.5 Related Information and History

–

–

14.5.1 Revision History

– Approved by Dr. Molly Appel on 4/04/2024; Dr. Sarah Frey on 4/04/2024; and President DeRionne Pollard on 5/29/2024.

The post AO 14: Student Location and Licensure Notification appeared first on �鶹ԭ��.