Policies


Protecting our student's information is important and required by federal law. Read below about the Family Educational Rights and Privacy Act (FERPA) and Athletic Eligibility.

Academic Integrity Policies
Academic Integrity Policy (pdf)
University Grade Appeal Policy (pdf)
Satisfactory Progress, Probation, and Dismissal Policy (pdf)

Other Registrar Policies
Academic Records Retention Policy
 (pdf)
Bee Finished in 4 Years Program
Credit Hour Policy (pdf)
Double Majors, Double Degrees, Minors, Concentration and Certificate Policies (pdf)
Official Withdrawal from the University Policy (pdf)
Re-Admit Policy (pdf)
Second Grade Option & Retaking a Course (pdf)
Transfer Work Policy (pdf)
Tuition Refund Policy

Privacy Policy

Athletic Eligibility


National Association of Intercollegiate Athletics
Students who plan to participate in NAIA sports must register with the NAIA Eligibility Center to have their eligibility determined.

St. Ambrose University Eligibility Policy
Below is the eligibility policy as set forth by the Athletic Board of St. Ambrose University.
For the purpose of insuring proper academic focus and success within the athletic program, the following participation parameter is placed upon all student athletes over and above the minimum standards of the national organization with which the University is affiliated.

1. Any athlete admitted with a high school or transfer GPA of less than 2.00 will not be allowed to participate until they have achieved a 2.00 GPA.
2. The student athlete will maintain a minimum cumulative GPA of 2.00 in order to participate in game competition.
3. Freshman athletes that achieve a 1.75 to 1.99 GPA at the completion of their first semester at St. Ambrose University must sign a learning contract with the Student Success Center. Such student will be allowed one semester to achieve a cumulative 2.00 GPA and may participate in sports during that semester.
4. The second semester that a student athlete would fall below the minimum GPA required for participation would place that student in jeopardy of losing his/her athletic scholarship aid, if any is involved.
5. Failure to achieve a 2.00 GPA in consecutive semesters will result in a loss of eligibility unless an appeal is approved by a committee of the Athletic Board.
6. The Athletic Board will serve as a Board of Appeal for the exceptional cases that bear unusual circumstances or hardship. Such a case may be sponsored by the Athletic Director, Coach, or individual student.
12 Hour Course Load: Please also remember a student athlete needs to be carrying at least 12 hours a semester in order to be eligible for play. If they drop below this course load, they are no longer eligible for play. Should they continue to participate in their sport, then their team is also no longer eligible for tournament play and they forfeit all games won while the player was ineligible.

Satisfactory Progress, Probation, and Dismissal
This section specifies Satisfactory Progress as set forth by the Board of Studies. The current St. Ambrose University catalog contains this material. Satisfactory Progress determines the ability of the student to receive institutional financial aid and to remain a student enrolled at St. Ambrose University. Satisfactory Progress does not necessarily allow a student to participate in intercollegiate athletics during their freshman and sophomore years.

All undergraduate students are expected to maintain satisfactory progress toward a degree. Satisfactory progress is defined by the following scale:

Students whose academic performance falls below these standards will be reviewed at the end of each semester by the Board of Studies, which may recommend probation or dismissal. Probation is a proving period during which a student's continuance at St. Ambrose is in jeopardy. While on probation, students are limited to 13 credits per semester, with allowances made to take as many as 15 credits with the support of the student's academic advisor. Generally, a full time student will only be allowed to remain on probation for two consecutive semesters, and will either have the designation removed ( if they have made satisfactory progress toward their degree ) or will be dismissed. Students who progress is notably poor may be dismissed without being placed on probation.

A student who has been academically dismissed may be considered for re-admission after one full semester has passed. A summer session does not constitute a full semester.

New students who are accepted in with "Provisional Admission" are considered to be on probation during their first semester at St. Ambrose.

Students may appeal an action by the Board of Studies. The student has the right to represent themselves and their petition, though may choose to make their case through written petition only. In either case, a completed petition must be submitted.

Appeals must be initiated through consultation with the Registrar and follow the procedure outlined below:
Step 1. Obtain a petition from the Registrar or download the petition (pdf).
Step 2. Complete the petition.
Step 3. Submit petition to academic advisor for comments and signature. If an advisor is not known or may not be in a position to comment, the Registrar may authorize the petition.
Step 4. Submit petition to the Registrar for scheduling at the next meeting of the Board of Studies.

FERPA

What is FERPA?

The Family Educational Rights and Privacy Act of 1974 (FERPA), also known as the Buckley Amendment, is a federal law that protects the confidentiality of student educational records. Under this act, the student has the right to access their educational records, the right to request corrections to these records, and the ability to limit disclosure of information from these records. A student's FERPA rights begin when they register at SAU, regardless of age. Finally, a student is eligible under FERPA to file a complaint with the Department of Education.

What is an Educational Record?

An educational record is just about any information provided by a student to the university for use in the educational process including:

  • Personal information
  • Enrollment records
  • Grades
  • Schedules

A student educational record may include but is not limited to a document in the Office of the Registrar, a computer printout in a faculty member's office, a computer display screen, or notes taken during an advisement session.  

What is Directory Information?  

St. Ambrose University may disclose "directory information" on a student without violating FERPA. This information can be released or published without student's written consent.

The following is classified as directory information:  

  • Name
  • Telephone number
  • Local Address
  • Hometown
  • Enrollment status
  • Dates of attendance at SAU
  • Expected date of graduation
  • Awards and academic honors
  • SAU degree(s) and date(s) awarded
  • Academic program
  • Name(s) of advisor(s)
  • Full- or part-time status
  • Previous educational institutions attended
  • Mailing address
  • Gender
  • Date and place of birth
  • Weight and height of members of athletic teams
  • Parents/Guardians names & addresses
  • Participation in officially recognized activities and sports
  • University email address
  • Photograph(s)

The student can request this information be restricted by completing the Privacy Request form (pdf).

Disclosure of Educational Records  

SAU will disclose information, outside of directory information, from a student's educational record only with the written consent of the student except in the following circumstances:   

SAU officials with a "legitimate educational interest"  

  • A school official is a person employed by the University in an administrative, clerical, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a faculty member; a person or company with whom the University has contracted (such as an attorney, auditor, collection agent, or official of the National Student Clearinghouse); a person serving on the Board of Directors; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. 
    A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.   
  • Authorized representatives of the US Dept of Education or State educational authorities carrying out official duties
  • Persons in connection with the Financial Aid process
  • Accrediting agencies for accreditation purposes
  • Institutions MAY disclose educational records pursuant to lawfully issued subpoenas and court orders when a reasonable attempt is made to give the student prior notice. Prior notice is not required when the disclosure is made pursuant to a law enforcement subpoena or court order that specifies that the existence or contents of the subpoena or court order not be disclosed.
  • Appropriate individuals in connection with a serious health or safety emergency involving a student §  A court when the institution initiates legal action against a student (and gives the student prior notice of the intended disclosure) §  Institutions may disclose without consent information about certain disciplinary actions taken against students to other institutions
  • Solomon Amendment gives military service members assigned to recruiting branch of the DOD access to "student recruiting information"
  • Agencies needing information regarding F, J or M visas (non immigrant visa)
  • USA PATRIOT ACT of 2001  -- Section 507 of the USA PATRIOT ACT amends that an institution may disclose educational records related to an authorized investigation when the court has issued an ex parte order permitting the Attorney General (or designee) to collect, retain, disseminate, and use such information in connection with the investigation or prosecution.  The authorized investigation or prosecution must be an offense or act related to domestic or international terrorism.

Requests to disclose educational information will be handled with caution and approached on a case-by-case basis.

Procedure to Inspect Educational Records

Students may review their educational records upon request to the Registrar or Assistant Registrar. To assist us in better serving you, the student, please indicate the information you would like to inspect. Arrangements will be made to review these records within 45 days of the request.

If a record contains information about more than one student, the student may inspect only records that relate to himself/herself. The student has the right to inspect the record in question but the University does not routinely make copies of this information for students. Request for copies will be considered on an individual basis.

Change of Registration Policy

Students who wish to change their registration must do so officially on the Official Change of Registration form found online at the Office of the Registrar Portal website. Classes can be added/dropped on Student Planning prior to the start of the term. It is the student's responsibility to complete the Change of Registration form, obtain signatures of the instructors involved and the academic advisor, and return the form to the BeeCentral Office.

During a 16-week academic semester, if a course is dropped before the end of the second week of class, no grade is officially recorded.

If a course is dropped between the end of the second week and the end of the 10th week, the grade of W (Withdrawal) is officially recorded.

If a course is dropped after the 10th week, the change is officially recorded as WF (Withdrew Failing) or WP (Withdrew Passing) as determined by the instructor.

During accelerated and shorter summer academic sessions, which are fewer than 16 weeks, the time periods are pro-rated for withdrawal.

So, what's next?

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