Academic Policies and Regulations
The sections that follow outline key academic policies and regulations. Please note that appeals of academic policies and issues (including, but not limited to, the specific policies stated below) are heard by the Academic Standards Committee, through the associate provost. Decisions of the Academic Standards Committee can be appealed to the provost and dean of the faculty. The president of the College does not hear appeals except where (1) new evidence is uncovered after the review by the provost and dean of the faculty; or (2) where the student making the appeal has concerns about procedural issues during the appeals process. Appeals of academic policies and issues must be made by the student on his/her own behalf; appeals may not be submitted by a parent, legal guardian, or attorney on behalf of a student. Appeals to the president must be submitted in writing. For a more complete discussion of the academic life of the College, including policies, regulations, programs, and procedures, refer to the Moravian College Academic Catalog.
At the beginning of each term, students must be present in class at least once during the drop/add period in order to be considered enrolled at the College and registered for a particular class. Exceptions to this policy are granted only by the dean of the faculty or associate provost. Absence from class during the drop/add period may be counted as excused or unexcused at the discretion of the course instructor.
Students are expected to attend classes regularly. If absences occur, it is the student's responsibility to make up the work missed. Permission to make up laboratory assignments, studios, quizzes, and period tests, but not final exams, may be granted at the discretion of the instructor. As a matter of courtesy, when students find it necessary to be absent from class, they should inform the instructor, in advance if possible. Students should notify the Academic Support Center in the event of an extended absence.
It is the responsibility of the instructor to set forth in writing at the beginning of a course any special conditions regarding absences in the course. In many classes (e.g., seminars, laboratories, studios, physical education), participation in class constitutes a substantial part of the work of the course, in which case excessive absence will lower the student's grade. When a student's progress is seriously impeded by excessive absence from class or by other difficulties, the instructor may refer the student to the Academic Support Center.
Students who frequently fail to attend classes or miss enough classes to preclude successful completion of any academic course for the term may be removed from class with a grade of WF (withdrawal failing) by the Office of the Provost. Such action will be taken only after students have had an opportunity to discuss their situation with the associate provost.
Students might occasionally miss class due to participation in College-sponsored athletic competitions and other College-sponsored activities. Student participation is, however, a privilege and not a right. The College sponsors these activities as a part of the students' educational and personal development. Faculty and staff members will make every effort to support and encourage student participation, at the same time recognizing that students have the responsibility to put forth their best effort in both their coursework and their chosen co-curricular activities. A student's failure to meet academic responsibilities could lead to a forfeiture of his or her participation in the activity, as well as course failure.
Cancellations of individual class meetings will be posted on the College’s web portal AMOS. To view all cancellations for a specific day, a student should click on the ‘Class Cancellations’ link found in the Quick Links section on the left-hand side of AMOS or go directly to the Class Cancellations page. Students can see their personalized lists by going to the same location, after logging in to AMOS. Students in the class should also receive an e-mail at their Moravian College e-mail account when an individual class is listed as cancelled on AMOS.
Commuting students who are absent or late for class are not to be penalized when the College has issued a 2-hour delay or when the U.S. Weather Bureau has issued any of the following notices:
- Traveler's advisory
- Heavy snow warning
- Winter storm warning
In hazardous weather conditions, the College may be closed and classes cancelled, or the College may opt to run on a two-hour delayed schedule (see below).
To communicate delays or closures, Moravian College sends text and e-mail notifications via e2Campus (see below), sends a College e-mail message, posts on AMOS, and posts on the College webpage. Public announcements are also made via WFMZ (website and television).
e2Campus is the College emergency notification system. All students are strongly encouraged to opt in to this free service to receive text and e-mail messages for weather and other campus emergencies.
College-wide cancellations after the start of the class day will be announced on the public-address system of the HUB, the campus e-mail system, e2Campus, WFMZ, and AMOS and the College’s website.
It is important to note that students will not be e-mailed at their Moravian e-mail account if the College is closed for the entire day or if the start of the day is delayed due to inclement weather unless they have opted to be notified via e2Campus.
If the decision has been made to open with a two-hour delay, the day does not begin with third-period classes; it begins with first-period classes on a shortened schedule. When following the delayed schedule, there will be no "a" or "b" periods. Morning and afternoon science labs and studio art classes have their own schedule. Music lessons and practices are cancelled for the day when the delayed schedule is in effect. The class schedule in these circumstances is as follows:
Two-Hour Delay Schedule
|1st Period||7:30, 7:50, or 8:30 a.m.||1st Period||10:00 a.m.||10:40 a.m.|
|2nd Period||8:55 a.m.||2nd Period||11:00 a.m.||11:40 a.m.|
|3rd Period||10:10 or 10:20 a.m.||3rd Period||12:00 p.m.||12:40 p.m.|
|4th Period||11:45 a.m.||4th Period||1:00 p.m.||1:40 p.m.|
|5th Period||12:30, 12:45, or 1:10 p.m.||5th Period||2:00 p.m.||2:40 p.m.|
|6th Period||2:35 p.m.||6th Period||3:00 p.m.||3:40 p.m.|
|7th Period||4:30 p.m.||7th Period||5:00 p.m|
|A.M. Science Labs||8:30 a.m.||A.M. Science Labs||10:15 a.m.||12:30 p.m.|
|P.M. Science Labs||12:45 or 1:15 p.m.||P.M. Science Labs||1:45 p.m.||4:00 p.m.|
|A.M. Studio Art||8:45 a.m.||A.M. Studio Art||10:15 a.m.||12:05 p.m.|
|P.M. Studio Art||1:15 p.m.||P.M. Studio Art||2:00 p.m.||3:50 p.m.|
Students are not permitted to record a class by any means without prior express authorization of the faculty member. Unauthorized recording may be deemed a violation of the Student Code of Conduct.
The policy presented below is congruent with policies of those campuses nationwide that recognize the adult relationship between college students and their instructors. Attendance/participation policies related to specific courses should be outlined in class syllabi and communicated to students by their instructors. Sickness is only one of the many reasons that a student may not attend class. Ultimately, attending class is the responsibility of a student.
The health care providers at the Health Center will not write excuse notes for illnesses or problems of students for whom they have not provided care.
- Students sometimes have illnesses, psychological conditions, or injuries that cause them to miss class. An excuse note will be written only when the student has been treated by a Health Center staff member and he or she has deemed it necessary for the student to be out of class for a particular date or dates.Under no circumstances will the diagnosis be placed on the note unless requested in writing by the student.
- If the medical condition extends more than three days, the Academic Support Center will be notified. Details will only be given by the Health Center to the ASC with the student’s written permission.
- In the event that a note is required by the professor in situations other than the above, it is suggested that a “Statement of Absence from Class” form be completed by the student and given to his or her professors.Falsifying absence from class is a violation of the Moravian College Academic Honesty Policy, which states in part that “students may not offer a falsified excuse for an absence from an examination, test, quiz, or other course requirement, directly or through another source.”
If a student is unable to take a final examination, the instructor's permission must be secured in order for a makeup exam to be arranged. The College does not recognize airline schedules or other travel plans as a legitimate reason for rescheduling final examinations. Students must check the final exam schedule before making travel plans. The schedule is posted on AMOS prior to the start of each term. Appeals of the decision of the instructor should be directed to the appropriate dean. A student scheduled for three final exams on a single calendar day is entitled to have one exam rescheduled. Requests for any changes in the exam schedule must be submitted in writing to the appropriate academic dean (arts, humanities, and social sciences; or natural sciences and health sciences) by midterm.
The College generally provides 1 or 2 reading days prior to or during final exams each fall or spring term. The purpose of these days is for students to prepare for final exams and presentations without the distraction of other activities and work. Nonetheless, the institution does allow student-organized activities during the reading days, with the permission of the vice president for student affairs and provost. Requests to schedule such activities must be made in writing to both vice presidents, with a clear description of the intended audience, schedule of events, and facilities needs. No mandatory events are permitted during reading days. All events offered must be voluntary.
Students register for the following fall or spring term according to a schedule determined by class standing. Schedules of course offerings and lists of courses that become oversubscribed and unavailable are issued by the Registrar's Office. This information is available throughout the registration period on AMOS. The course schedule is available each term on AMOS.
It is all students' responsibility to consult their faculty advisor and secure “registration clearance” (granted by the advisor, through AMOS). The registrar reserves the right to change course sections. If personal circumstances require that a scheduled section remain unchanged, students must secure section preference approval from the Office of the Provost.
A student may withdraw from a course at any time up to the official withdrawal deadline specified in the College calendar, normally set at the day before the final four weeks of the term. Before this date, the student will receive a W grade, which will not affect the quality-point average. A grade of WF will be assigned for any course dropped after this deadline, and this grade is computed as an F in calculating the quality-point average. Exceptions for extenuating circumstances may be appealed to the associate provost. Detailed instructions for adding or dropping courses are issued by the Registrar's Office. Course changes require the approval and signature of the advisor.
Full-time students who drop to part-time status (less than three units) and part-time students who withdraw from courses without replacing an equal number of credits or units in the same session will receive an adjustment of tuition and fees on those courses as follows:
- On or before the first day of classes, 100% of tuition and fees will be cancelled.
- After the first day of class but within the 60% point of the semester, tuition and fees will be adjusted based on the number of calendar days remaining in the semester divided by the number of calendar days in the semester, excluding scheduled breaks of five or more days.
- After the 60% point of the semester, no adjustment is made in tuition, room, or other fees.
It is the student's responsibility to contact the Financial Aid Office to verify the effect that any change in courseload will have on financial-aid eligibility.
Academic achievement is designated by letter grades, modified by plus and minus, to which numerical grade points are assigned. Students are expected to attain certain grade point averages in order to meet various academic standards. For graduation, as an example, the cumulative grade point average (GPA) must be no less than 2.00 in all courses and 2.00 in all required and elective courses taken in the major field that could be applicable to major requirements. The quality points and requirements assigned for each grade are as follows:
A = 4.00 points; A- = 3.67 points. These grades are given for achievement of the highest caliber. They reflect independent work, original thinking, and the ability to acquire and effectively use knowledge.
B+ = 3.33 points; B = 3.00 points; B- = 2.67 points. These grades are given for higher-than-average achievement. Evidence of independent work and original thinking is expected.
C+ = 2.33 points; C = 2.00 points; C- = 1.67 points. These grades are given when the student has devoted a reasonable amount of time, effort, and attention to the work of the course and has satisfied the following criteria: familiarity with the content of the course, familiarity with the methods of study of the course, and active participation in the work of the class.
D+ = 1.33 points. D = 1.00 point; D- = 0.67 point. These grades are given for work below the standard expected by the College. They indicate work that in one or more important aspects falls below the average expected of students for graduation. The work is, however, sufficient to be credited for graduation, if balanced by superior work in other courses.
F = 0 points. This indicates failure.
Note: A grade earned in a final examination is not weighted more than one third in computing the final grade for a course.
H = 8.0 points. This grade, given for the two course units in Senior Honors, merits the degree citation "with Honors in" the field of study.
P = 0 points. Indicates Pass in courses taken on a Pass/No Credit basis. Does not affect the QPA.
NC = 0 points. No Credit; indicates failure in courses taken on a Pass/No Credit basis. Does not affect the QPA.
W, WF = 0 points. These designations indicate Withdrawal from a course before completion. W is assigned for all withdrawals prior to the official withdrawal deadline, normally before the last four weeks of a term; WF is assigned if the withdrawal takes place after the official withdrawal deadline, except that in cases of illness or other extenuating circumstances the associate provost may authorize a grade of W. A WF is computed in the QPA as an F; W does not affect the QPA.
AUD = 0 points. The designation Audit is used for students who are granted permission to attend classes for the benefit they can derive from lectures and discussions but who are not taking the course for credit. An audit designation indicates attendance at a minimum of two-thirds of the class meetings of the course.
INC = 0 points. An Incomplete is assigned by the instructor only when special circumstances beyond the student's control have prevented completion of the work of the course within the term or session. Under such circumstances, a student is given 42 calendar days from the last day of exams to complete the course. At the expiration of that period, the grade of Incomplete will be replaced by a grade assigned by the instructor or, if the work has not been completed, by a grade of F.
All requests for incomplete grades must be made directly by the student to his or her professor and must include a compelling reason or reasons for failure to complete the course requirements by the end of the term. Only faculty members are authorized to grant incomplete grades. Faculty members are encouraged to discuss the possible incomplete with one of the academic affairs deans.No incomplete grade may be given to any student who has not requested one.
- If the student specifies the involvement of a medical or mental health issue, the faculty member consults with the director of health services or the director of counseling, who provides verification to the professor.
- If the student requesting an incomplete grade has sought medical or mental health services off-campus:
- The student must obtain appropriate documentation from the health service provider and arrange for this documentation to be presented to the director of health services or the director of counseling.
- The on-campus care professional reviews the documentation and verifies the compelling reason for the requested incomplete grade.
Incompletes are not appropriate in situations where unforeseen circumstances affected the entire class; rather, incompletes may be granted because unforeseen circumstances prevented an individual student from completing his or her classwork within the normal academic calendar. Incompletes are not appropriate for a student to earn "extra credit" or to have a few days' extension to improve previously submitted work.Students who miss more than one-third of all class meetings or who owe more than 50% of graded work (including assignments, tests, quizzes, and homework) may be better served by a request for a retroactive withdrawal (assuming appropriate documentation is available), rather than an incomplete.Students in this situation consult with an academic dean and the course instructor. Incompletes are typically not granted in accelerated terms, including Winter Term, May Term or Summer Term.
The professor and student put in writing the required work to be done and the deadline for submission. A Change of Grade must be submitted to the Registrar's Office within forty-two (42) calendar days of the date final grades were due.
If the student fails to produce completed work so that a Change of Grade is not submitted within the forty-two (42) calendar day period, the incomplete will convert to a grade of F unless, within the forty-two (42) calendar day period, the student has presented a compelling reason for failure to complete the work and requested and been granted by the faculty member an extension of the incomplete. Extensions for other than medical or mental health reasons may be made at the discretion of the professor following consultation with the associate provost. Extensions based on medical or mental health reasons must follow the procedure set out above.
A student who must postpone a final exam due to sudden illness or family emergency, but who can reschedule before the end of the exam period should not be given an incomplete; rather the instructor should simply withhold the grade until the exam is completed and evaluated by the instructor.Permission of the Office of the Provost, however, is required to postpone a final examination.
Pass/No Credit. In order to counteract excessive preoccupation with grades and to encourage students to take advanced courses outside their major areas of study, courses may be taken on a "Pass/No Credit" basis subject to the following limitations and regulations:
- The option is open only to students who are degree candidates and have earned at least 14 course units.
- Pass/No Credit is allowed for no more than 1 course unit per term (fall, spring, or summer).
- A maximum of 4 course units may be taken Pass/No Credit.
- The option is limited to elective courses outside requirements for the major or minor and outside the Learning in Common requirements.
- Students normally declare their intention to take the Pass/No Credit option for a course at the time of registration, but in no case may they do so later than the end of the first seven calendar days of the fall or spring term.
- A grade of P is assigned if the course is passed. A grade of NC (No Credit) is assigned if the course is failed. In neither case, however, will the grade be computed in the term or cumulative QPA or the average in the major field.
- A student who elects to take the course on a Pass/No Credit basis is permitted to change to a graded basis at any time during the fall or spring term up to the official withdrawal deadline, normally before the last four weeks of the term, by submitting to the registrar a Change of Roster form signed by the instructor of the course. Under no circumstances, however, is a student permitted to change from a graded basis to Pass/No Credit after the first seven calendar days of a fall or spring term.
- A student who has maintained an average of B or better in a course taken on a Pass/No Credit basis has the option of taking or not taking the final exam in the course. A decision not to take the final exam should be made only after consulting with the instructor of the course.
Note: Physical education activities courses, student teaching, musical ensemble participation, music lessons (for non-majors), and certain other courses are graded Pass/No Credit for all students. They do not, therefore, count toward the maximum of four course units of Pass/No Credit work specified above, nor do the other limitations noted above apply to these courses.
A student interested in becoming familiar with the content of a course without the constraints of credit work may register for a course as an auditor. Registration for a course audit, a change from credit to audit status, or a change from audit to credit status, must be carried out no later than the end of the first seven calendar days in a fall or spring term or of the first two class days in an intensive summer session.
A student registered for credit in a course may, up to the last day in a term for withdrawal with a W, change to audit status, provided the course instructor informs the associate provost in writing that the student's grade, at the time of the change, is C or better. The student must attend two-thirds of all classes held after the change to audit status, as reported by the instructor, to receive a grade of audit on the transcript. Failure to do so will result in a grade of W.
Course auditors are not expected to submit written work or to take examinations, nor should they expect the instructor to evaluate such work. The student must attend a minimum of two-thirds of the class meetings of the course in order for an audit to be recorded on a transcript. Students may not register to audit independent study, field study, studio art, applied music, computer science courses numbered above 110, Writing 100, online or hybrid courses or other courses that are by their nature inappropriate for auditors, as determined by the College.
Under normal circumstances, a change of grade after the end of the incomplete period (6 weeks after the end of a fall or spring term) may be submitted by the course instructor only to correct an error in the original grade, or as a result of a successful grade appeal by a student to the Academic Standards Committee. Student-initiated requests for changes in a final course grade must be submitted to the associate provost within one year after the original grade was submitted. Such a time period allows for individuals to appeal grades if they have been away from campus for study abroad, leave-of-absence, or other separations from the College. It is not appropriate to change a grade based upon options, such as supplemental assignments, that are not equally available to all students.
Students are responsible for maintaining standards of academic performance and integrity. Students, however, may seek review of grades that they feel were not based on considered judgment. If the question is not resolved after consultation with the instructor, it may be taken to the department chair. If further review is desired, the appeal may be taken to the appropriate school dean; if the issue is not resolved at that point, the final appeal goes to the Academic Standards Committee through the associate provost.
Class standing of students is determined by the number of course units completed:
Freshman: Fewer than 6.75 course units.
Sophomore: 6.75-14.74 course units.
Junior: 14.75-22.74 course units.
Senior: 22.75 or more course units.
Students who receive financial aid are subject to additional course-completion requirements. See Financial Aid, elsewhere in this handbook.
The Academic Standing policy can be found in the Academic Catalog.
Students who for any reason find it necessary to withdraw from the College and do not plan on returning, should inform the director of student success. The decision to withdraw is a serious one. Moravian College requires students to discuss withdrawal plans and decisions with their academic advisor.
The effective date of withdrawal and associated adjustment of tuition, fees, and financial aid is determined as the date on which the student began the formal withdrawal process by notifying the director of student success of their intention.
Students who do not attend classes by the end of the drop/add period of a given term, or who attend but do not register for classes, are considered withdrawn from the College. Exceptions to this policy may be granted only by the associate provost or dean of the faculty.
Resident students must vacate rooms within 24 hours of the effective withdrawal date, unless an extension is approved by the Office of Student Affairs.
Students are strongly encouraged to follow the withdrawal procedures in a timely manner. Each day of delay may affect their refund.
To withdraw from the College, students must follow the following procedures:
- Student contacts the director of student success to inform him or her of his or her intention to leave the College. The director will provide the student the web address where he or she can access the step-by-step withdrawal instructions and forms. Note that the student’s transcript will not be released until all steps of the withdrawal process are completed.
- Student completes and submits the withdrawal form electronically. Upon the student submitting the form, a signature form will be generated and the student is to print and sign that form.
- Student meets with each of the following and subsequently obtains their signature on the withdrawal signature form:
- Academic Advisor
- Business Office (Student Accounts)
- Student Affairs Office
- Center for Information and Technology (if College issued laptop/iPad)
Required signatures, if applicable:
- Financial Aid (if student receives financial aid)
- International Studies (for international students)
- Athletics (for varsity athletes)
- Student returns the completed signature form to the director of student success and participates in an exit interview with the director.
- Student must return all computer equipment, including accessories. The student may incur additional charges if equipment is damaged or missing.
- Student returns room keys, locker keys, and all other College property.
Once the withdrawal process is initiated, a student who changes his/her mind about withdrawing from the College may do so by rescinding the withdrawal in writing to the director of student success. If the separation is to take effect at a time when classes are in session, the rescission must occur within ten calendar days from when the process is initiated.
No refund of tuition and fees will be made for students who do not follow required procedures. Failure to follow the formal procedures may result in withdrawal by the College (see elsewhere in this handbook).
If a student withdraws from the College within the 60% point of the semester, charges and financial aid will be adjusted according to the following schedule:
- On or before the first day of classes, 100% of tuition, room, board, and other fees will be cancelled. However, enrollment and room deposits, where applicable, will be retained by the College.
- After the first day of class but within the 60% point of the semester, tuition and fees will be adjusted based on the number of calendar days remaining in the semester; room and board refund policies are outlined below.
- After the 60% point of the semester, no adjustment is made in tuition and fees.
Note: The last day for any adjustment of charges for Fall 2016 is October 31, 2016; for Spring 2017, it is March 24, 2017.
Tuition and Fees: The adjustment will be made to tuition and fees included in the comprehensive fee (e.g., student activity fee, technology fee, Health Center fee). No adjustment will be made to other fees such as those associated with courses, labs, and physical education (i.e., after the first day of classes there will be no reimbursement of these fees).
Room Fees: Residence hall rooms are rented on an annual basis. A student who signs a room contract is expected to reside in College housing for the full academic year. After the first day of classes, in the event that a student withdraws from the College, he or she forfeits the housing deposit and will receive a pro rata refund of room charges only if the residence hall lease can be transferred by the director of housing to another student for whom no other College accommodations exist. If this condition does not exist, the student will be held liable for the full amount of the contracted housing charges for the term in which the withdrawal was initiated.
Board Fee: Board fees will be adjusted on a pro rata basis, based on the remaining number of unused weeks remaining in the semester. Unused dining dollars will be forfeited; unused M-Flex dollars will be refunded to the withdrawn student.
Financial Aid Reimbursement
Because financial aid is intended to help meet educational costs, withdrawal from the College also means that it will be adjusted based on the schedule above. Financial aid adjustments will be calculated and refunded to the source of the aid, such as federal, state, or institutional aid programs. Normally the amount returned to each source will be in proportion to the amount received unless federal, state, or other guidelines indicate differently. The College will observe the federally mandated process in determining the amount of money, if any, that must be returned.
The priority of return of financial aid funds will be as follows:
- Unsubsidized Federal Stafford Loan.
- Subsidized Federal Stafford Loan.
- Federal Perkins Loan.
- Federal PLUS Loan.
- Federal Pell Grant.
- Academic Competitiveness Grant.
- National SMART Grant.
- Federal Supplemental Educational Opportunity Grant (FSEOG).
- Other Title IV assistance (federal financial aid).
- Other federal or state financial aid as required.
- Institutional aid.
- Other funds as required.
Reimbursement to Student
A student may be eligible for a reimbursement of a portion of the amount paid after all Federal Title IV funds and other financial aid programs are reimbursed as required and all outstanding balances with the College have been cleared. Private or alternative loans borrowed by or for the student are included with the student refund amount, if any.
Notes on Refund Policy
- The effective withdrawal date is the date on which the student began the formal withdrawal process by notifying the director of student success of his or her intention unless the student indicates the withdrawal is effective at the end of a term.
- Students required to withdraw from classes or from College housing for disciplinary reasons are not eligible for any refund, except pro-rated board, unless required by federal, state, or other regulations.
- Upon request, a detailed official policy with examples of application of the College's refund policy is available in the Financial Aid Office and the Office of Student Accounts.
- Dropping out of some classes, but not all classes, is not considered withdrawal; however, adjustments to financial aid still may be required. See Dropping Courses.
- Unused M-Flex Dollars will be refunded upon withdrawal.
- If funds are released to a student because of a credit balance on the account prior to withdrawal or change in registration status, then the student may be required to repay some of the financial aid that contributed to that credit balance.
- Refunds will be determined, processed, and paid within 30 calendar days of the determination of the date of withdrawal.
Questions about the College's refund policy and its application in particular cases may be addressed to Dawn Snook, director of student accounts, Colonial Hall. Appeals concerning the application of this refund policy may be made in writing to Mark F. Reed, vice president for finance and administration, Colonial Hall, for final determination.
Students who find it necessary to leave the College but who plan to return within one year may request a leave of absence. The decision to take a leave of absence is a serious one. Moravian College policy requires students to discuss leave-of-absence plans and decisions with their academic advisor.
The effective date of an approved leave of absence and associated adjustment of tuition, fees, and financial aid is determined as the date on which the student began the formal leave of absence process by notifying the director of student success of his or her intention. Though a leave of absence for up to two academic terms will protect students against changes in academic requirements and will facilitate their return, there is no guarantee that financial aid will be continued.
Once the leave of absence process is initiated, a student who changes his or her mind about taking a leave from the College may do so by rescinding the leave in writing to the director of student success. If the separation is to take effect at a time when classes are in session, the rescission must occur within ten calendar days from when the process is initiated.
Students on a leave also should be aware that courses taken during the leave at other colleges or universities may affect their academic standing at the College. Students planning to take college courses while on a leave should consult with the director of student success. In order to return to the College, students must contact the director of student success and apply for readmission. The readmission process will initiate the student’s course registration and arrangements for housing. Students who fail to return after the approved leave period will be withdrawn from the College.
To request a leave of absence, students must follow the following procedures:
- Student contacts the director of student success to inform him or her of his or her intention to leave the College. The director will provide the student the web address where he or she can access the step-by-step leave of absence instructions and forms. Note that the student's transcript will not be released until all steps of the leave of absence process are completed.
- Student completes and submits the leave of absence form. Upon the student submitting the form, a signature form will be generated and the student is to print a hard copy of that form.
- Student meets with each of the following and subsequently obtains their signatures on the leave of absence signature form:
Required signatures, if applicable:
- Academic Advisor
- Business Office (Student Accounts)
- Student Affairs Office
- Financial Aid (if student receives financial aid)
- International Studies (for international students)
- Athletics (for varsity athletes)
- Student returns the completed signature form to the director of student success and participates in an exit interview with the assistant dean.
- Student returns room keys, locker keys, and all other College property.
Students who do not follow formal withdrawal procedures may be withdrawn by the College. This may occur if students fail to complete the registration process, to show up for classes at the beginning of a term, to return when scheduled from an approved leave of absence, or simply drop out in the middle of a term. Students who receive Fs in all courses because of failure to complete the semester will not automatically be considered withdrawn from classes. Students may appeal through the Office of the Provost to have the Fs changed to Ws.
Students who have been withdrawn by the College are no longer matriculated and must apply for readmission in order to return. Those who intend to return within a year are strongly advised to follow the formal procedure for a leave of absence. In the case of a withdrawal by the College effective after the beginning of a term, there is no adjustment of tuition, fees, or institutional financial aid for that term. However, federal financial aid must be adjusted according to regulations governing the Return of Title IV Funds. Students are responsible for repaying the College the amount of any federal aid that must be returned. It is to their advantage to follow the formal withdrawal procedure in a timely manner. Following are examples of the effective dates of withdrawal by the College for the purpose of Return of Title IV Funds only:
- Students who engage in academically related activities and do not follow the formal withdrawal procedure will be considered enrolled and will not be considered formally withdrawn until notification is made to the director of student success. If notification is not made to the director of student success, the withdrawal date is the midpoint of the semester, unless the College can determine students' last date of engagement in an academically related activity.
- Students who receive Fs in all courses because of failure to complete the semester will be considered withdrawn as of the midpoint of the semester, unless the College can document their participation in an academically related activity after the semester midpoint.
The College, not the student, must document that an activity is academically related and that the student participated in it. Examples of academically related activities include examinations or quizzes, tutorials, computer-assisted instruction, academic advising, attendance at an academic conference, completion of an academic assignment, paper, or project, or attendance in a class or study group where such attendance is verified. Examples of activities that are not academically related include living in institutional housing, participating in the College's meal plan, participating in an athletic activity, participating in a music-related activity that is not required for class, or working on campus.
Prior to the announced last day for students to withdraw with a "W," instructors may request an administrative withdrawal for a student who has been absent from class without notification for a period of three weeks or more. The request will be submitted to the registrar in writing. The registrar will then consult with one of the academic deans on the appropriateness of the request. If a student's status changes from full-time to part-time as a result of the administrative "W," the bursar and financial aid will make appropriate adjustments to the student's account for said term. Students who are absent with notification may not be withdrawn by the instructor.
A student may be suspended temporarily or expelled and precluded from returning to the College ever again. Suspension or expulsion may result from action taken by the Discipline Review Committee (for non-academic issues) or the Academic Standards Committee (for academic issues). In the event that a student is suspended or expelled for any reason (academic or non-academic), the student’s permanent record will indicate suspension or expulsion; this action will be reported on the official (or unofficial) transcript. The transcript will reflect that the student withdrew from classes (“W” grades), except for any class in which there was a charge of academic dishonesty in the term of the suspension or expulsion; in that event, a grade of “F” will be recorded for the class(es) in question. If the coursework for the term was completed prior to the suspension or dismissal, the grades earned will be reflected on the transcript. Students on suspension are ineligible to register for classes offered by the College or Moravian Theological Seminary, including all courses offered in the Fall, Spring, May or Summer Terms, during the time of their suspension. Students who are expelled from the College are not eligible to register for classes in any term at the College or Moravian Theological Seminary after the date of their expulsion.
Requirements for the baccalaureate degree are:
- Completion of 32.00 course units of study (33.00 course units for the Bachelor of Music) with a cumulative GPA of 2.00 including:
- Completion of the program of studies outlined in the section on Learning in Common requirements in the Moravian College Catalog.
- Completion of all requirements for a major with a cumulative GPA of 2.00 or higher for all course units, required and elective, taken in the department of the major field that could be applicable to major requirements. For an interdepartmental major, the average of all course units in Set I and Set II must be 2.00 or higher. Unlike the overall cumulative GPA, in which both grades of any repeated course are counted, the cumulative GPA in the major includes only the higher grade earned in a repeated course. A repeated course counts only once toward the 32 required course units. The final 12 course units for the degree must be completed as a degree candidate in residence at the College or in programs approved by the College.
Note: If a student will be .25 course unit or less short of meeting the graduation requirement, the course unit total will be rounded up to meet the graduation requirement.
- Satisfaction of all obligations to the College including, but not limited to, payment of any outstanding charges and fines and return of equipment and library books.
- At the time of scheduled graduation, clearance of any disciplinary charges that have resulted in, or may result in, either expulsion or suspension.
Normally, students who have not fulfilled all the requirements for a degree from Moravian College are not allowed to participate in Commencement activities. Exceptions to this policy will be considered for students who fulfill all the following conditions:
- They are not on academic probation and have an overall GPA of at least 2.00, as well as a GPA of at least 2.00 in their major.
- Due to circumstances beyond their control, they are no more than 2 course units short of the 32 course units required for a degree.
- They could reasonably be expected to complete their requirements by August 31 in the same calendar year.
- They have no outstanding incompletes on their transcripts.
Students who meet these requirements and wish to be "walkers" (that is, participants in the graduation ceremonies) should appeal in writing to the associate provost on or before March 1 in the year of the anticipated Commencement and should specify the special circumstances that warrant the exception. No petitions for "walking" will be accepted after March 1. Appeals of the decision of the associate provost may be made to the Academic Standards Committee. Appeals beyond the committee may be heard by the president at his discretion.
In order to participate in Commencement, students whose appeals are approved must have registered and fully paid for the required summer session courses by April 15 of that year. Tuition for said summer courses is non-refundable. No student with a failing grade in any required course (including elective courses needed to reach the 32 units required for graduation) in the spring term immediately prior to Commencement may participate in the ceremony. No student with a pending incomplete in any course in the spring term immediately prior to Commencement may participate in the ceremony. "Walkers" are denied public or printed recognition in the Commencement program of graduation honors (e.g., cum laude). Any full-time day-session student who deliberately under-registers (registers for fewer than 4 units) in the fall or spring term prior to Commencement may not apply for "walker" status. Any student who drops a course in the term immediately prior to Commencement is considered under-registered, and may not apply for "walker" status. Students who participate in the Commencement ceremony without having completed degree requirements will have transcripts withheld until the completion of all requirements.
Students who participate in the Commencement ceremony without having completed the degree requirements will be assessed a one-time deferred graduation fee. This is in addition to the regular graduation fee.
Students whose appeals are approved will be allowed to participate fully in all Senior Week and Commencement activities. Their names will appear in the Commencement program with a notation indicating that they are expected to complete all their requirements by August 31 of their graduation year. At the Commencement ceremony, they will march in cap and gown. Their names will be called, and they will walk across the stage and be hooded. They will receive a diploma envelope with a certificate indicating that upon successful completion of all degree requirements, they will be certified as graduates. If they complete the requirements by August 31, their diplomas will be dated October 31 of that year and will be sent to them at that time. They will, of course, not be graduated until all degree requirements have been completed.
Full-time undergraduate students who officially withdraw from the College are eligible for refunds of tuition charges as indicated in the schedule below. Specific withdraw deadline dates will be indicated for each standard Fall and Spring semesters each year on Moravian College’s official Academic Calendar.
Comprehensive Tuition and Fee Refund Schedule –Undergraduate DAY Program
Date of Withdraw
1st Week (Drop/Add)
After 4th Week
The above schedule only applies to full-time students OR part-time students [in the undergraduate day program] as of the last day to drop/add, and are based on the standard academic calendar for Fall and Spring semesters. Full-time students who fall below full-time status by dropping or withdrawing from a course after the drop/add deadline will not be eligible for any refund. Part-time students who withdraw from all courses after the drop/add deadline are eligible for a tuition refund based on the above schedule. In those circumstances the refund amount would be based on the official withdrawal date as determined by the Registrar’s Office and Office of The Provost. If a part-time undergraduate day student (as of the last day to drop/add) withdraws from one or more courses in a standard fall/spring semester but are still concurrently enrolled in at least one class, those withdrawn courses are not eligible for a tuition refund.
Non-Refundable Fees (including but not limited to):
- Matriculation Fee
- Housing/Room Fee (see full policy at https://www.moravian.edu/rlh/policies-and-procedures)
- Tuition Overload Fees
- Lab Fees (Chemistry, Biology, Physics, Art, etc.)
- Art Kit Fees
- Course Fees (Nursing, Music, Education, etc.)
- Private Lesson Fees
- Departmental Fees (Health Center Fees, ID Replacement Fees, etc.)
- Student Health Insurance
- Audit Fees
- Fines (Parking, Library, etc.)
- Technology Fee and Lab Fees are not refundable for students billed by credit hour or unit.
Board Fee: Board refunds will be granted on a prorated basis.
M-Flex dollars: Unused M-Flex dollars will be credited to the student’s account.
Administrative Withdraw or Withdraw by College
When a student has been withdrawn by the College for any reason after the semester begins, which may include Administrative Withdraw, suspension or expulsion from the College for disciplinary reasons, refunds are not available except for a pro-rated board refund and M-Flex. Further, if disciplinary action results in the loss of any College or College-contracted service for the student, no refund except pro-rated board is available, unless required by federal, state, or other regulations. Students withdrawn by the College or administratively withdrawn in-between semesters would be eligible for a refund tuition refund for an upcoming term.
Tuition Refund Policy for Students Billed by Credit Hour or Unit
Includes the following (but is not limited to):
- Undergraduate DAY Students enrolled in Winter or Summer Terms
- Graduate Students in Education, Business, or Nursing
- RN to BSN
- Adult Undergraduate or Adult Post-Bac Students
- Graduate Students in the Moravian Seminary Program
Refunds for any course that is billed by unit or credit hour are calculated based on the official course withdraw date as indicated by the Registrar's Office. Students are responsible for following proper procedure for officially dropping/withdrawing from any course. Last date of recorded attendance will NOT be used as the date to determine the appropriate tuition refund amount for any course. Any course that operates in a standard 16 week fall/spring term will be held to the same tuition refund schedule as the Undergraduate DAY refund schedule. Class schedules that operate in shorter duration will have 100% tuition refund through the scheduled drop/add period of that course. After the drop/add period, up to 75% of tuition would be refunded through the first 25% of the course length (based on number of days in the course). Once the student’s withdraw date exceeds 25% of the scheduled length of the course, no refund will be given.
Tuition Refund Policy for Cohort Programs
Includes the following (but is not limited to):
- Accelerated Nursing Program
- M.S. Athletic Training
Students who begin a semester/term have the first academic week of their program to withdraw and be eligible for a 100% tuition refund. After the first week of the term has concluded, the student would not be eligible for a tuition refund.
Appealing the Tuition Refund Policy
Students who formally withdraw from the College mid-semester or in the middle of a class session based on extreme hardship in the specific cases of medical illness, mental illness, injury, unforeseen life circumstances, or death of an immediate family member may appeal to have their tuition refunded for the term in question. Students who are called to active military duty or training are also eligible to appeal. Students who wish to appeal must provide their completed and signed Tuition Refund Appeal Form to the Director of Student Accounts detailing the reason for appeal, along with any supporting documentation that the student can provide. The Director of Student Accounts, in cooperation with an appeal committee and VP for Finance and Administration will review the student’s case to determine the most appropriate course of action and any amount of tuition refund based on the circumstances. Students may not appeal the tuition refund policy for any other reason, including Administrative Withdraw or Withdraw by College.
The committee will not typically consider tuition refund appeal requests for the following reasons:
- Registering for the wrong course or having no knowledge of being registered
- Misinterpretation, lack of knowledge, understanding, or failure to follow official drop/withdraw procedures
- Non-attendance or minimal attendance in class
- Inadequate investigation of course requirements prior to registration and attendance
- Non-qualification of financial aid and/or scholarships
- Financial hardships
- Textbook, software, hardware, or technical difficulties
- Failure to meet course prerequisites
- Other personal errors in judgment involving transportation, childcare, availability of finances, academic ability, and time management
Students with unresolved student conduct allegations or incomplete student conduct sanctions will not be permitted to appeal. No request will be considered after the last date of classes in the succeeding semester (Fall or Spring) as published in the academic calendar, and the appeal must be initiated and submitted by the student. Any decision rendered by the Committee is final.